Y24-1102_Scope_of_Services.pdf

IFB #Y24-1102

SCOPE OF SERVICES

1. OVERVIEW

The awarded Contractor shall provide small water treatment and wastewater treatment plant services for various sites throughout Orange County. The Contractor shall be responsible for all materials, labor, and supervision necessary to provide these services for the locations identified in the bid documents.

Contractor shall provide licensed operators, tools, equipment, chemicals, testing, training, consulting, and technical services in support of the operation and maintenance of small water treatment plants/systems, well water systems, wastewater treatment plants, and lift stations at Orange County Government Facilities.

Hours of Performance

1) Standard Hours: Standard working hours are Monday through Friday, 6:00 AM to 6:00

PM, excluding Orange County holidays.

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

3) Emergency Services: Twenty-four (24) hours per day, seven (7) days per week, including weekends, and holidays. Emergency service requests require a phone or e-mail response within thirty (30) minutes of the initial request for confirmation of dispatch and on-site arrival within two (2) hours of the initial request.

2. STAFFING

A. Contractors shall provide a twenty-four (24) hour point of contact with a staffed telephone number that the County may contact for emergency service requests during standard and non-standard hours. The Contractor shall, within 24 hours, notify the Contract Administrator if there is a change in any points of contact and/or contact information and provide the updated information at the time of notification. All points of contact shall have the capability to receive communication via telephone and email.

B. The Contractor shall maintain sole responsibility for the actions of its employees and sub-contractors. All personnel provided by the Contractor shall be competent, experienced, and able to perform all services as required in this contract as assigned by the Contractor.

C. The Contractor shall identify a lead person or supervisor with whom the County’s contract administrator may consult regarding contract performance throughout the entire contract period to ensure their work will not conflict with the County’s normal operations.

The Contractor shall immediately notify the County’s contract administrator if a supervisor or contact person is replaced. The name and telephone number of the replacement supervisor or contact person shall be provided at that time.

D. The Contractor shall maintain the relevant license (s) and certification (s) as required by the State of Florida, Florida Administrative Code Rule 62-602 and 62-699.310.

Supervisors must have a Class A Operator License. Technicians must have a minimum Class C Operator License with a minimum of three (3) years’ experience in water treatment systems operation and maintenance. New employees brought in after the contract award shall follow the same requirements for the duration of the contract. At minimum, there shall be at least one (1) supervisor and two (2) technicians servicing the awarded contract.

E. The Contractor shall provide a list of personnel, by name and title, to perform the scope specified herein. Employee listing shall include employee’s full name, work title, years of experience, and license #. The list must be submitted within fourteen (14) business days of the contract award. A copy of the qualifying license shall be included for each employee on the list.

The Contractor shall maintain this list for the life of the contract. Changes to the personnel listed shall be sent to the Contract Administrator or representative within 24 hours.

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

G. Effective communication with the County staff is required to perform work under this contract. Therefore, Contractor shall ensure supervisors and points of contact are able to read, write, and speak English fluently.

H. The Contractor shall ensure that all employees are properly dressed in a uniform shirt displaying the company name/logo. Employees shall wear long pants and close-toe, slip resistant shoes (open-toed shoes are not permitted). A Contractor issued Photo ID badge shall be always displayed on the front of Contractor’s personnel uniform shirts when on County property.

I. All onsite personnel employed by 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 removal from the facility.

3. PERFORMANCE

A. The Contractor shall conform to all Federal, State, City, and Orange County standards and regulations during the performance of the contract. Any person found not in compliance with any laws, statutes, rules, or regulations will not be allowed on the work site and shall constitute cause for immediate termination of the contract.

Any fines levied due to inadequacies or failure to comply with any/all requirements by the Contractor’s personnel and Sub-contractors shall be the sole responsibility of the Contractor.

B. All workmanship shall meet the standards specified herein, and be accomplished in accordance with approved and accepted standards of the industry, equipment manufacturer, and applicable building and safety codes. This includes but is not limited to:

• Florida Administrative Code

• Florida Department of Environmental Protection (DEP)

• Department of Health (DOH)

• American Water Works Association (AWWA)

It is the responsibility of the Contractor to obtain the latest version of said documents.

C. The Contractor shall keep County staff informed of changes in laws, rules, guidelines, and requirements that could impact scope of services under this contract. Should changes occur, the Contractor shall immediately notify the Contract Administrator in writing.

D. Any damage to County facilities or property due to the services performed by the Contractor’s personnel shall be the responsibility of the Contractor.

E. Work shall be scheduled to provide the least inconvenience to the County, building occupants, and visitors. All service visits shall be coordinated with the designated County representative. The Contractor shall follow the directives of County representative with respect to scheduling services and any deliveries under this contract.

F. Services not performed in accordance with the content of this contract shall be considered unsatisfactory and unacceptable. Unsatisfactory or non-performance includes but is not limited to:

1) Services at a site that were not performed in strict accordance with performance specifications and standards or not performed at the specified frequency.

2) Services that were not performed within the scheduled hours.

3) The worksite was not safely secured when leaving at the end of a work shift or any other breach in security.

4) Failure to provide adequate staffing to meet the operational needs of the contract.

G. In the event of non-performance or unsatisfactory performance by the Contractor, or employees of (including subcontractors), the County's Representative has the right to exercise one of the following options:

1) Notify the Contractor of non-performance/unsatisfactory performance and allow the Contractor to correct such item of non- performance/unsatisfactory performance within a twenty-four (24) hour timeframe. Although the timeframe for making corrections may occur outside of the Contractor’s normal working hours, the Contractor will not receive any further compensation.

2) The Contract Administrator may request the Contractor remove any

Supervisor or employee due to performance-related issues.

3) The County reserves the right to correct any item of non-performance/ unsatisfactory performance by any means it deems necessary to ensure the effective operation of the County's facilities. Costs incurred by the County for the correction using County employees will be deducted from payments made to the Contractor. If another Contractor is used to correct the item, that cost will be deducted at the rate charged by the requested Contractor. If the deficiency is corrected by County personnel, the rate to be deducted per hour of service shall be based on the contractor’s contracted standard hourly rate.

H. The County's Representative will notify the Procurement Division of the unsatisfactory performance and/or deficiencies in service that remain unresolved or reoccurring. The Procurement Division may, after appropriate notice, take necessary actions to address unsatisfactory performance.

4. SAFETY REQUIREMENTS

A. The Contractor shall provide and ensure that all personnel providing services under this contract follow applicable laws, standards, and health and safety requirements of the industry to include by 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/OrangeCoun t ySafetyandHealthManual.aspx

B. The Contractor shall immediately report to the County Representative the issues which may affect the safety of Orange County personnel or the public.

C. Contractor shall initiate, maintain, and supervise all safety precautions and programs in connection with its services or performance of its operations under this contract.

D. The Contractor shall prepare and maintain a Safety Plan to ensure that the work performed herein conforms to contract requirements.

E. The Contractor shall provide and ensure the wearing of necessary protective clothing, masks, eye protection, hearing protection, shoes, etc. as required by any applicable laws, regulations, ordinances, and/or manufacturer’s instruction.

F. All equipment used in the performance of these services shall be properly maintained and shall be subject to inspection by the County upon demand. Any equipment deemed faulty, inoperable, unsafe, or improper for its intended purpose shall be moved from the County’s premises.

G. 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 http://www.orangecountyfl.net/VendorServices/OrangeCountySafetyandHealthManual.aspx http://www.orangecountyfl.net/VendorServices/OrangeCountySafetyandHealthManual.aspx http://www.orangecountyfl.net/VendorServices/OrangeCountySafetyandHealthManual.aspx equipment shall be isolated and rendered inoperative using a lockout device whenever the equipment is capable of being locked-out.

5. SECURITY AND IDENTIFICATION

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.

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

6. TRAVEL TIME AND PARKING

A. The Contractor shall be responsible for all its travel and per diem costs to and from the various County facilities. Travel time shall not be included when quoting and or invoicing for preventative maintenance, as needed or emergency repairs and will not be compensated by the County under any circumstances. Chargeable hours for repairs start when arriving at site.

B. The County will identify locations where Contractor vehicle parking is available. If there is a cost associated with parking, those costs shall be paid by the Contractor or Contractor’s employee. Orange County will not be responsible for any damage to Contractor or Contractor’s employees’ vehicles while parked on Orange County property. Vehicles towed from Orange County property will be at the expense of the Contractor.

7. WORK REQUIREMENTS

A. The Contractor shall not subcontract any of the work or services to be performed, with the exception of the required independent laboratory reports.

B. The Contractor shall be responsible all coordinating all services with the County.

C. The Contractor shall provide all necessary tools, material, labor, equipment, and supplies to perform services under this contact.

D. The Contractor shall perform all required operation, maintenance, water treatment, and tests on existing equipment in an “as is” condition at the time of contract execution.

E. The Contractor shall inspect all pumping, storage, water treatment equipment, and tanks. Contractor shall make no changes without the County’s written approval.

1) When work outside of the inspection and maintenance scope is discovered by the Contractor that affects the continued operation of the system, the technician shall contact the County representative immediately to obtain approval to correct repairs while on-site.

2) For situations requiring repair which are not a threat to system operation, the Contractor shall notify the County representative prior leaving worksite. The Contractor shall submit a proposal to the County Representative to obtain approval to repair within twenty-four (24) hours.

Documentation of the results of all inspections, actions taken, and any recommendations for treatment changes or changes to the operation of equipment shall be submitted to the County Representative in detail within seven (7) business days.

F. For all sites under the contract, the Contractor shall maintain operation and maintenance (O&M) logs on site in a location accessible to 24-hour inspection, protected from weather damage and current to the last operation and maintenance performed. Logs shall be maintained in hard bound books with consecutive page numbering and contain a minimum of three (3) months of data at all times. Alternative logs or partial electronic logging are acceptable if approved by the appropriate Department district office or the local regulatory agency. The logs shall contain:

1) Identification of the location

2) The signature and license number of the operator and the signature of the person making any entries.

3) Date and time in and out.

4) Specific operation and maintenance activities.

5) Tests performed and samples taken, unless documented on a laboratory sheet, and any repairs made.

6) Performance of preventive maintenance and repairs or requests for repair of the equipment.

G. The County shall make inspections and conduct testing as deemed necessary to ensure that the specifications of this contract are being fulfilled.

H. The Contractor shall submit a written project work schedule to the site supervisor or designated representative a complete schedule of projected work, specifying when work shall be performed for all locations within two (2) weeks of receiving a delivery order authorizing the work. The Contractor shall provide a minimum thirty (30) days written notice for any change in the projected work schedule.

8. SPECIFICATIONS: OPERATION AND MAINTENANCE REQUIREMENTS FOR

SMALL WATER TREATMENT AND WASTEWATER TREATMENT PLANTS

All services in this section shall be performed at the frequencies on Attachment #1, Regulatory and Technical Site Information.

A. WATER TREATMENT SYSTEMS:

1) Daily Checks and Activities

a) Check chlorine pump and tubing for leaks and blockage.

b) Notify the Orange County Fire Rescue Department if repair is needed.

c) Check free and combined chlorine residual at Point of Entry (P.O.E.) to distribution system.

d) Check free and combined chlorine residual in remote distribution test’s location. Adjust chlorine to maintain acceptable applicable value per Health Department regulations.

2) Weekly Checks and Activities

a) Record water usage meter reading.

b) Inspect chlorine injector.

c) Clean chlorine solution tank, pump, and injector.

d) Add National Sanitation Foundation (NSF) approved chlorine solution (sodium hypochlorite) and dilution water to chlorine.

e) Adjust chlorinator to obtain a free Cl2 residual of 0.5 to 1.0 ppm at discharge of chlorine reaction tank.

f) Adjust chlorine solution tank concentration to prevent from going empty between preventative maintenance service calls.

g) Check UV disinfection bulb (must occur daily at the Bithlo Hwy. Maintenance

WTP).

3) Monthly Checks and Activities

a) Check with building or Parks staff to determine if water quality and pressure is adequate.

b) Adjust filter tank backwash cycle for most efficient setting.

c) Flush sludge from bottom of chlorine reaction tank.

d) Replace any damaged/cracked chemical feed hoses, and tubing.

e) Adjust air level in hydro-pneumatic tank to proper pressure and water level.

f) Check well pumps pressure switch contacts. Clean contacts if necessary.

g) If air compressor is installed, inspect controller contacts, clean if necessary, and verify proper operation.

h) Adjust well pump pressure switch to maintain adequate building water pressure.

i) If flow meter is installed, functionally check flow meters, and record readings in maintenance log.

j) Clean dust and dirt from equipment.

k) Check equipment for rust, loose supports, and any other condition that may cause equipment degradation. Submit a quote for repair to the appropriate office (Facilities Management District Office or Fire Rescue).

l) Adjust high service pump, and check valve-packing gland.

m) Inspect softener brine tank and remove insects, frogs, and debris.

n) Check and replace salt in the brine tank every 8 weeks.

o) Exercise bypass and valves every 8 weeks.

p) Clean ground storage tank aerator.

q) Add lubricant to rotating equipment.

r) Sweep plants and empty all trash cans.

s) Replace/repair non-functioning indicator lamps.

4) Semi-Annual (Twice per Year) Checks and Activities

a) Flush building piping to remove debris.

B. WATER TREATMENT PLANT (Bithlo Community Center)

1) Daily Checks and Activities

(365 Calendar Days per year)

a) Check high service pump packing for excessive leakage, adjust as necessary.

b) Check pump packing gland drain lines for blockage, clean as necessary.

c) Check check-valve shaft packing for excessive leakage, adjust as necessary.

d) Check chlorine pump and tubing for leaks and blockage.

e) Notify Orange County Facilities Management East District Office if repair is needed.

f) Check Hydropneumatic tank sight glass for leaks, report failure to Orange

County Facilities Management East District Office.

g) Check combined chlorine residual at P.O.E. to distribution system.

h) Check combined chlorine residual and monochloramine residual in remote distribution test locations. Adjust chlorine and ammonia feeds to maintain acceptable values per Department of Health regulations.

i) Check operation of the automated blow off valve (located near the splash pad pavilion.)

j) Check system pressure. Adjust as necessary to maintain between 50 psig to 60 psig.

k) Check aerator screens for tears and damage.

l) Record pump run times.

m) Fill out DEP monthly report information in accordance with rule 62-550.700 of the Florida Administrative Code (F.A.C.). Submit all logs and reports to Facilities Management East District Maintenance Office.

n) Check floors for dirt and debris and sweep as necessary.

o) Check motor control center for proper pump settings.

p) Check motor control center for burnt out light bulbs.

q) Replace light bulbs as necessary.

r) Check room lights for burned out ceiling lights. Report failure to Orange

County Facilities Management East District Office.

s) Check chlorine room exhaust fan for proper operation.

t) Report failure to Orange County Facilities Management East District Office.

u) Check pump room exhaust for proper operation. Report failure to Orange

County Facilities Management East District Office.

v) Check perimeter fence and report damage to Orange County Facilities

Management East District Office.

w) Required to respond to chlorine auto-dialer request on a 24-hour 7 day a week basis.

2) Weekly Checks and Activities

a) Alternate high service pump staging sequence.

b) Visually inspect control probes in sight glass tubes for algae or debris. Remove by blowing down the glass; notify Orange County Facilities Management East

District Office of any problems.

c) Empty trash cans as necessary.

d) Check each high service pump for excessive vibration.

3) Monthly Checks and Activities

a) Clean and disinfect aerator trays.

b) Flush distribution system piping

c) Clean, calibrate and replenish chemicals for HF Scientific Inc., Model CLX

Total Chlorine Analyzer.

4) Semi-Annual (Twice a year) Checks

a) Drain and clean ground storage tank through gravity drain.

b) Drain and clean hydropneumatic tank through gravity drain.

5) Annual (One a Year) Checks and Activities

a) Test the electrical resistance of all well and service pump motors to check their condition and functionality. Record readings in maintenance log.

b) Check calibration of pressure gauges and record readings in maintenance log.

c) Check calibration of pressure transducers and record readings in maintenance log.

d) Check pressure at building and tanks.

e) Record in maintenance log.

C. WASTEWATER TREATMENT PLANT (Moss Park)

1) Operations and Maintenance Requirements

a) Clean bar screen on influent raw and dispose of rags/debris in a covered bucket, when debris has dried, empty container into an on-site dumpster.

b) Hose aeration walls and diffusers.

c) Rotate blowers weekly if an alternating relay is not installed.

d) Show entry in logbook that it was done.

e) Check all three lift stations for pump operational state and scum levels 3 times per week.

f) Clean stilling well(s) each visit. Net scum and grease out and dispose of into a bucket. Follow the same procedure as the raw bar screen.

g) Scrub and clean effluent weirs and keep free of algae.

h) Calibrate flow meter/hour meters annually.

i) Make sure the grounds are kept clean.

j) Rotate ponds bi-weekly. If vegetation becomes excessive, notify Orange

County Facilities Management East District Office.

k) Keep chlorine barrels full. Keep chlorine sticks containers full.

l) Always maintain a 0.5 ppm total chlorine residual at all times unless the facilities permit states otherwise.

m) Emergency services operations Specialist shall be on call 24 hours a day to handle emergency needs.

n) Perform blower preventative maintenance on a quarterly basis to include air filters, belts, grease, and oil in accordance with manufacturer recommendation.

o) Spray herbicide on percolation pond berm every two weeks, if needed.

p) Test the electrical resistance of all motors over one horsepower annually.

Record results in O&M logbook.

2) Lift Stations Monthly Checks

a) Record the amount of floating scum in O&M Logbook kept at individual lift stations and dispose in approved, legal manner as needed.

b) Check operation of floats and high-level alarm.

c) Clean any excessive grease and debris on floats.

d) Check amp draw and check voltage for tripped breakers.

e) Check the incoming power to ensure proper voltage.

f) Turn pumps on manually and check each pump lead current.

g) When checking lift stations, check scum buildup. If buildup is present, notify

Orange Facilities Management East District Office to arrange cleaning via vactor or pump truck.

9. PRECAUTIONARY BOIL WATER NOTICES (PBWN)

A. The Contractor shall be responsible for all PWMS due to planned or unplanned shutdowns. The Contractor shall notify County representative immediately if a shutdown requiring boil water notice has taken place.

B. The Contractor shall be responsible for coordination of notifications through the Storm Tracker system. If the Storm Tracker system is activated at the time of an impending storm, the Contractor shall post the County’s drinking water facility seven-digit Public Water System (PWS) ID numbers and wastewater facility ID numbers in Storm Tracker.

At the conclusion of the storm event, the Contractor shall promptly and correctly enter the status of the posted facilities in Storm Tracker.

C. The Contractor shall be responsible for the completion and appropriate notifications associated with PBWNs for hurricanes, tropical storms, power outages, or other unforeseen emergencies at affected sites under this contract. Notices shall be issued per the requirements of the Florida Department of Environmental Protection (DEP) and the Florida Department of Health (FOH). Contractor shall obtain and follow the latest requirement of the DEP and FOH.

D. Upon such an occurrence, the Contractor shall contact the DEP or the DOH on behalf of Orange County and send notice of events to all residents in affected areas. The Contractor shall comply with all State requirements as needed. The Contractor shall issue all notices as required, using appropriate notices in regard to precautionary boiling of water from affected systems. Content and delivery of PBWNs shall be per DOH requirements.

E. The Contractor shall rescind notices per DOH and DEP requirements.

F. The Contractor shall be responsible for said notices and documentation for the following locations as noted on Attachment #1, Regulatory and Technical Site Information.

G. The Contractor shall be responsible for completing the malfunctions report, per requirement of the DEP for the Moss Park site.

H. All costs for PBWN services under this contract, including but not limited to, sample collection, regulatory reporting and issuance of rescission notices shall be incorporated into bid item pricing on the Bid Response Form. Testing of samples by a certified independent laboratory shall be reimbursed at cost.

10. SAMPLING, TESTING, AND REPORTING REQUIREMENT

A. The Contractor shall be responsible for ensuring compliance with the sampling and reporting requirements for each location. Sampling requirement shall be per Florida Department of Environmental Protection rule 62-550 F.A.C.

B. The Contractor shall obtain samples at the required frequencies per Attachment #1, Regulatory and Technical Site Information.

C. Sample shall be analyzed by an independent laboratory, certified by the Department of Health to perform such work.

D. All cost for sample collection and regulatory reporting shall be include in bid item pricing on the Fee Schedule Form. Sample testing shall be reimbursed by the County at cost with proper documentation.

E. The Contractor shall submit documentation from the certified laboratory with cost of each testing with invoice.

11. CHEMICAL USAGE

A. The Contractor shall warrant that all chemicals used in the water/wastewater treatment program shall not endanger the health of the public or safety of persons coming into contact with the materials and will not damage personal or real property as long as usage instructions are followed.

B. The Contractor shall be responsible for the transportation and delivery of all water/wastewater treatment chemicals provided under this contract.

C. Chemicals may be stored on-site with the County’s written approval in the appropriate containers that meet Environmental Protection Agency (EPA), OSHA, DOT, and any State or local regulation. Contractor shall ensure storage containers meet all applicable requirements. All water treatment chemicals shall be transported by the Contractor and be clearly identified with all signage required by law.

D. Contractor shall provide Safety Data Sheet (SDS) for all chemicals used in performance of Contract related activities in accordance with contract Special Terms and Condition, Compliance with Occupational Safety and Health. SDS forms shall accompany all material stored on-site any Orange County facilities.

E. The Contractor shall be responsible for meeting and/or exceeding all EPA regulations and any state or local regulation concerning the environment. This shall include the use, handling, transportation, spillage, disposal, and manifestation required by any governmental agencies concerning the contractors’ chemicals to and from Orange County. The Contractor shall stay informed and follow any present environmental regulations concerning the use, handling, transportation, spillage, disposal, or manifestation during the contract period.

F. The Contractor shall be responsible for the timely and accurate completion of all documentation required by any regulatory agency with oversight of sites under this

12. REPAIRS AND ADDITIONAL SERVICES

The Contractor shall coordinate the delivery or services with the County’s Representative or authorized designee. Contractor shall be required to post all boil water notices at no additional cost due to planned or unplanned shutdowns. The Contractor shall notify County representative immediately if a shutdown requiring Boil Water notice has taken place.

A. EMERGENCY SERVICE PROCEDURE

1) The Contractor shall provide emergency service as requested twenty-four (24) hours per day, seven (7) days per week to include all holidays.

2) The Contractor shall be required to arrive on the site of the emergency within two

(2) hours after notification by the County. Depending on the type of emergency Contractor may need to be onsite earlier. This need will be communicated by County Representative, if necessary.

3) Emergency repairs shall be corrected immediately, with the verbal authorization

(Emergency Field Directive) from an authorized County Representative. The Contractor shall notify the County of all testing’s that is required prior to performing test.

4) The Contractor shall be required to submit an itemized invoice to the service requestor 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 needed to complete the work. It is imperative that either an invoice or quote is received by the County Representative or requestor within twenty-four (24) hours. If the emergency occurred on a day or at a time when the County department is closed (usually during the weekend or a holiday), 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 require may lead to payment delays or non-payment.

5) Invoices for emergencies supporting documents shall be the same as it is for non-emergencies services as specified below.

B. NON-EMERGENCY SERVICES PROCEDURE

1) 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 from the County Representative and Contractor) in writing. The purpose of the visit shall be to assess the extent of the service requirements.

2) The Contractor shall provide a reasonably estimated “not to exceed” quote to the

County inclusive of the following elements:

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

b. Timeframe in the number of calendar days to complete the work from the

County’s authorization to proceed.

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

d. Price per hours according to the Fee Schedule Form

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

f. 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.

3) The Contractor shall not begin work until the County accepts the quote, the

Contractor has received the County issued delivery order and the County has given the Contractor expressed authorization to start with the work.

4) 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.

If an existing 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 Representative or requestor. The revised quote shall include a clear description of the unforeseen condition that was encountered and justification for changes to quoted scope and affected elements of quote. Upon acceptance of the revised quote, the County shall issue a change order to the current delivery order.

5) 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 County Representative for approval. Upon approval the County shall issue a delivery order for the work or a change order if work is already in progress.

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

C. SERVICE TICKETS

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

2) A separate service ticket shall be required for each day of service and provided at the end of each service day before leaving the worksite.

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

a. Summary of work performed.

b. Location of work.

c. Date of service.

d. Technician’s name (each technician).

e. Start time and end time for each technician.

f. Total hours for each technician and total for the day.

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

D. PARTS AND MATERIAL

1) The Contractor shall be responsible for suppling all parts and materials to complete the needed repairs. The County reserves the right to furnish parts to the Contractor and set the standard of quality for a given job.

2) All parts and materials to be used shall be manufactured by a company acceptable to the County. Parts material quality and shall be commercial grade to accomplish the service work satisfactorily, as specified in the given scope for each job.

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

4) The Contractor shall provide a minimum of one (1) year warranty for parts and labor.

All warranties shall be passed through to the County. The Contractor shall provide copies of the manufacturer’s warranty for parts and materials purchased and used under this contract.

5) 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 shall be no reimbursement for truck charges.

6) Consumable supplies such as chemicals, nuts, bolts, screws, washers, are considered overhead charges under this contract and shall not be invoiced by the Contractor.

Overhead charges shall be included in the unit prices for line items outlined on the Fee Schedule Form.

7) The Contractor shall provide the supplier's invoice/receipt for all parts and materials for reimbursement under this contract. Properly documented purchases shall be reimbursed per the Fee Schedule Form. The County will allow a maximum of 10% mark-up on parts and materials.

8) 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 (example: shipment cost for parts needed that are not available locally to expedite an emergency repair).

9) 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.

E. UNFORESEEN CHARGES

The County shall reimburse the Contractor for taxes and 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, costs for express shipping as requested by the County, permits needed for equipment repairs, and tax payable on parts used in County owned equipment. The Contractor shall obtain prior approval written from them County for all other unforeseen charges.

13. KEY CONTROL AND BUILDING ACCESS CONTROL

A. The Contractor shall adequately secure all keys, electronic devices, access control cards, entry devices, and codes provided by the County for each site. Each set of keys will be permanently secured and numbered to eliminate the removal or addition of keys.

NOTE: Managers and Supervisors of the Contractor are permitted to keep keys off site if approved by the responsible Department. All costs associated with the loss of keys or electronic key devices shall be the responsibility of the Contractor.

B. An annual inventory of all keys, electronic devices, access control cards, and entry devices assigned to the Contractor shall be performed at the time of contract renewals (60-90 days prior to the anniversary date of the contract). If there are keys or devices not accounted for at the time of this inventory, the Contractor shall be held accountable for any costs associated with those lost devices/keys at current rates.

C. Upon completion or termination of the contract, all keys and electronic key devices shall be returned to the issuing department within five (5) business days. If the Contractor is unable to return any key or electronic key device for any reason, the Contractor shall be liable for all costs associated with the rekeying or replacement of locking systems and devices. Total cost shall be deducted from final invoice(s).

14. INVOICING REQUIREMENTS

A. Upon delivery and acceptance of service, associated cost shall be submitted by invoice to the appropriate County Department along with back-up documentation. The Contractor shall reference the contract number and the appropriate purchase or delivery order number on all invoices.

At minimum, an invoice shall contain the following information:

• Purchase/Delivery order number.

• Service location.

• Dates of service.

• The total labor hours shall be rounded up to the nearest half hour.

• 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.

• Applicable sales taxes and fees should be listed separately.

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

B. Operation and maintenance services, repairs, and emergency services shall be invoiced separately. Invoices shall itemize labor and parts cost per contract pricing.

C. The Contractor shall provide a copy of the service ticket for each day of service with the invoice for verification of actual labor hours.

D. Markups or markdowns shall be applied only to the 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 the required information. The County will have the authority to reject invoices based on improper invoice format.

F. The Contractor shall not invoice the County for any repairs not accepted by the County.

Should the County receive such invoices, they will be rejected.

G. At the end of the contract, the County reserves the right to delay payment of final invoice(s) to the Contractor for the purpose of applying any applicable deductions. If no payments are owed to the Contractor or amount owed to the County exceeds payments owed to the Contractor, the Contractor shall be responsible for reimbursement to the County upon notification of amount owed.

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:

• Statement date.

• Invoice numbers.

• Invoice dates.

• Invoice total or unpaid balance if different from invoice total.

• Delivery order number corresponding to each invoice listed.

• Balance carried forward.

• Cumulative outstanding balance.

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

SCOPE OF SERVICES

SUPPLEMENTAL INFORMATION

1. SECURITY AND IDENTIFICATION

A. 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-To-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.

B. 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 determining whether the employee is allowed to work for in a particular facility.

Background Checks for the Contractor’s staff must be approved by the County prior to working in any County facility. Contractors are responsible for obtaining the necessary forms for background checks as follows:

2. For all Contractor’s staff that will be working at the Sheriff’s Central Complex or any other Sheriff related facility - request forms from the Facilities Management Special Services District via e-mail from James.Carr@ocfl.net.

4. 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.Carrr@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 of their Background Check results.

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.

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

mailto:James.Carr@ocfl.net http://www.fdle.state.fl.us/ mailto:r@ocfl.net

D. Upon termination or transfer of any employee of the Contractor working under this contract, the Contractor shall immediately notify the County’s Representative, in writing, of such termination or transfer and return said employee’s Orange County photo I.D. badge to the Facilities Management Division Contract Administrator.

E. The Contractor shall report the arrest of any employee working under the terms of this contract to the County’s Representative within twenty-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.

F. 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.

G. 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 shall be used to perform the required services of this contract unless otherwise approved, in writing, by the County’s Representative.

H. The Contractor shall prevent its employees from tampering with any owned items of

County employees or County owned property or entering any area unless required in the performance of the services.

I. Contractor personnel are required to wear uniforms and employer identification badges displaying their company name to adequately identify them as company staff. The contractor shall ensure that all employees are clean, neat, and appropriately attired during performance of the services.

J. The Contractor shall ensure all employees prominently always wear the ID badge on the front of his or her uniform while on County premises.

K. Access to a site must be coordinated through the County’s Representative.

L. Sixty (60) days prior to each Contract renewal or contract end, the Contractor’s Orange

County photo ID badge will be inventoried by the Facilities Management Division Contract Administrator. At that time, the Contractor will be advised of any missing ID cards. If any ID Cards are missing, the Contractor will be charged a $25.00 fee for each missing ID badge. However, the County may charge and collect this fee at any time during the

2. 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