Y25-1001-KC,_Attachment_A_-_Scope_of_Services.pdf

Invitation for Bids #Y25-1001-KC Title: Commercial Doors and Gates Preventative Maintenance and Repairs for Orange County Utilities Attachment A

SCOPE OF SERVICES

1. GENERAL

Orange County Utilities is responsible for ensuring the proper maintenance and operation of manual and motorized roll-up doors and gates. The Contractor shall provide preventative maintenance (PM), inspection services, and repairs as needed for doors and gates, as well as any additional doors and gates added during the contract term. Repairs shall be performed when directed by the Orange County Representative.

A. Locations

Services shall be performed at the County facilities listed herein and as further detailed in Attachment B - Locations. The Contractor shall ensure that all work is completed at these locations according to the established schedule, as well as at any additional facilities added to County inventory during the contract term.

• Eastern Water Reclamation Facility - 1621 S Alafaya Trail, Orlando, FL 32829

• South Water Reclamation Facility - 4760 Sand Lake Road, Orlando, FL 32809

• Northwest Water Reclamation Facility - 701 McCormick Road, Apopka, FL 32703

• Solid Waste Administration Building - 5901 Young Pine Road, Orlando, FL 32829

• Porter Transfer Station - 8750 White Road, Orlando, FL 32818

• Utilities Operation Center - 8100 Presidents Drive, Orlando, FL 32809

• Eastern Water Supply Facility - 9100 Curry Ford Road, Orlando, FL 32825

• Southern Regional Water Supply Facility - 13000 S Orange Ave, Orlando, FL

• Western Regional Water Supply Facility - 2552 Lakeview Drive, Apopka, FL 32703

• Hunter Creek - 14000 Water Plant Drive, Orlando, FL 32837

• Cypress Walk - 60 Grand Cypress Blvd, Orlando, FL 32830

• Orangewood - 5707 Splash Way, Orlando, FL 32821

• Vistana - 8943 Meadow Creek Road, Orlando, FL 32821

• Bent Oaks - 578 Wekiva Springs Road, Apopka FL 32712

• Oak Meadows - 226 Dorsher Road, Orlando FL 32835

• Hidden Springs - 7490 Conroy Windermere Road, Orlando FL 32881

• Hidden Springs Repump - 2021 Apopka Vineland Road, Orlando FL 32881

• CR 535 - 13815 Bridgewater Crossing Blvd, Windermere FL 34786

• ESA - 13095 WeWahootee Road, Orlando FL 32832

• Bonneville - 3292 Sprague Drive, Orlando FL 32826

• Econ Well - 9665 Lake Underhill Road, Orlando FL 32825

• Hamlin Water Reclamation Facility - 16000 Malcolm Road, Winter Garden, FL 34787

• Meadow Woods Repump - 402 Rhode Island Woods Circle, Orlando Florida 32824

B. Hours of Performance

1. Standard Hours - Standard hours are Monday through Friday, 6:00 AM to 6:00 PM, excluding Orange County holidays. Holidays include New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day.

2. Non-Standard Hours - Non-Standard hours are defined as any time outside of Standard Hours, including nights, weekends, and Orange County holidays. The Contractor shall provide a 24-hour point of contact for non-standard hours.

C. The Contractor shall maintain sole responsibility for the actions of its personnel and Sub-

Contractors.

D. All personnel, whether employees of the Contractor or Sub-Contractors, shall be competent, experienced, and skilled in the maintenance and repair of motorized and non-motorized roll up doors and security gates.

E. The Contractor shall ensure that all personnel are properly attired, including shirts displaying the company name/logo, a prominently visible company ID badge, and appropriate footwear (open-toed shoes are prohibited). Personnel shall remain clean, neat, and professional in appearance while on County property.

F. The Contractor shall designate a lead person or supervisor to serve as primary contact with the County Representative regarding contract performance.

G. All maintenance personnel, including Sub-Contractors, must check-in at the appropriate security office upon arrival and check out upon departure.

H. The Contractor shall be responsible for all travel and per diem expenses to and from the County sites. Travel time shall not be included in quotes or invoices for as-needed or emergency repairs and shall not be compensated by the County under any circumstances.

Chargeable hours for repairs begin upon arrival at the site.

2. SAFETY

A. Before performing service or maintenance on any equipment where unexpected energizing, startup, or release of stored energy could cause injury, the Contractor shall isolate the equipment and render it inoperative using an appropriate lockout device whenever lockout is possible.

B. The Contractor shall prepare and maintain a Safety Plan to ensure compliance with contract requirements. The plan shall be submitted to the County Representative for review and approval within ten (10) business days of contract award.

C. The County Representative will review and provide comments on the Safety Plan within five

(5) business days of receipt. The Contractor shall finalize the plan within five (5) business days after receiving comments.

D. The Contractor shall provide and enforce the use of all necessary personal protective equipment (PPE) including clothing, masks, eye and hearing protection, etc. in accordance with applicable laws, regulations, ordinances, and manufacturer’s instructions.

E. All equipment used in performing the Services shall be properly maintained and subject to inspection by the County upon request. Faulty, unsafe, or unsuitable equipment shall be removed immediately from the County’s premises. All lift operators must hold current Occupational Safety and Health Administration (OSHA) certification and carry proof of certification while operating lifts.

F. The Contractor shall be responsible for repairing or restoring any damage to County facilities or property resulting from the performance of services, returning property to its original condition.

3. PERFORMANCE

A. Maintenance work shall be scheduled to minimize inconvenience to site occupants and clients.

B. All workmanship shall conform to the standards specified herein and be performed in accordance with: (1) industry standards; (2) equipment manufacturer requirements; (3) applicable Federal and local standards and codes; and (4) applicable building and safety codes.

C. Upon completion of work on any equipment covered under this contract, the equipment shall be free of missing components or defects that would prevent it from functioning as originally designed. Corrective, repair, or replacement work shall include operational checks and cleanup of the work site.

D. All service visits shall be coordinated with the County Representative.

E. Special Conditions

1. Only authorized personnel from the Contractor’s company are permitted on the job site.

2. Authorized personnel shall carry a valid state-issued ID at all times while on County property.

3. If utility services will be impacted, the Contractor shall coordinate at the time of scheduling with the County Representative. Any unplanned impacts shall be reported immediately to the County Representative.

4. If it is necessary to cut into walls, ceilings, floors, or ducts, the Contractor shall notify the County Representative at the time of scheduling or immediately upon such determination if the work is already in progress. Any openings remaining beyond the workday shall be temporarily secured to ensure safety. In areas where buildings are designed for odor control systems to operate, the opening must be secured to maintain such operation.

5. At the end of each workday, the Contractor shall collect and remove all tools and debris, inspect the work area, and ensure all tools are accounted for and the area is left safe for occupants.

6. Illegal drugs or drug paraphernalia are prohibited on County property.

7. Alcohol is prohibited on County property. Contractors shall not work on County premises if they have consumed alcohol.

8. Weapons, guns, or ammunition are prohibited on County property.

9. Interaction with customers or County employees is not permitted, including conversation, solicitation, or acceptance of anything.

10. Keys shall not be left in unattended equipment (e.g., forklifts, high lifts). Lift operators must carry their OSHA certification card at all times while operating lifts.

11. Contractor vehicles shall be parked only in authorized areas.

12. Contractor personnel shall not alter the scope of work. Any changes must be submitted to and approved by the County Representative.

4. ROLL UP DOOR AND PREVENTATIVE MAINTENANCE

A. Scheduling of Services

The Contractor shall follow the preventative maintenance schedule for motorized and non-motorized roll up doors. The Contractor shall attend any meeting requested by the County

Representative to discuss work scheduling, progress or performance-related issues. A minimum of forty-eight (48) hours prior to the planned start date of any inspections, the Contractor shall provide a proposed inspection/maintenance plan for approval by the County Representative.

The Contractor shall provide all supervision, replacement parts, materials, supplies, equipment (including lifts) and tools necessary to perform the services. Inspections and any required repairs shall be completed as requested by the County Representative.

Lifts and operators required for scheduled maintenance and repairs (annual and quarterly inspections) shall be the Contractor’s responsibility and be included in the inspection cost.

B. Required Tasks (All Doors)

The Contractor shall perform each of the applicable tasks below and all other operations as recommended by the door and/or operator manufacturer.

1. Roll Up Doors, Motorized and Non-Motorized Application

Check points:

a. Inspect general arrangement of door and mechanism, mountings, guides, wind locks, anchor bolts, counterbalances, weather stripping, etc. Clean, tighten, and adjust as required.

b. Operate with power from start to stop and at intermediate positions. Observe performance of various components, such as brake, limit switches, motor, gear box, etc. Clean and adjust as needed.

c. Check operation of electric eye, treadle, or other operating devices. Clean and make required adjustments.

d. Check manual operation. Note brake release, motor disengagement, functioning or hand pulls, chains sprockets, clutch, etc.

e. Examine motor, starter, push button, etc., blow out or vacuum if needed.

f. Inspect gear box, change or add oil as required. (As applicable)

g. Perform required lubrication. Remove old or excess lubricant. (As applicable)

h. Clean unit and mechanism thoroughly. Touch up paint where required. (Match existing type color paint)

i. Clean up and remove all debris.

2. Testing and Inspection of Roll Up Doors

a. All inspections shall be made in accordance with and in compliance with the latest edition of the National Fire Protection Association (NFPA) 80 standards, 2013 edition.

b. Perform visual inspections of both sides to assess the overall condition of the assembly. This shall include inspection for corrosion or coating failures.

c. Ensure there are no open holes or breaks exist in surfaces of the door or frame.

d. Ensure glazing, vision light frames, and glazing beads are intact and securely fastened, if so equipped.

e. Ensure curtain, barrel, and guides are aligned, level, plumb, and true, If applicable.

f. Ensure expansion clearance is maintained in accordance with the manufactures listing, If applicable.

g. Ensure drop release arms and weights are not blocked or wedged, when applicable.

h. Ensure mounting and assembly bolts are intact and secure.

i. Ensure attachments to jambs are with bolts, expansion anchors, or as otherwise, required by the listing.

j. Check smoke detectors, system relays “Fire Scout” if equipped, are installed and operational. (Schedule Fire Test when required)

i. Check to see that there are no parts missing or broken.

ii. Check fusible links, if equipped, are in the location: chain/cable, s- hooks, eyes, and so forth, are in good condition (i.e. no kinked or pinched cable, no twisted or inflexible chain); and links are not painted or coated with dust or grease.

iii. Ensure there is no auxiliary hardware items that interfere or prohibit operation are not installed on the door or frame.

iv. Ensure that no field modifications to the door assembly have been performed that void the label.

v. Roll Up Doors Connected to Alarm System: The Contractor shall perform DROP

TEST per manufacturer’s specifications:

a) The door passes the drop test only if:

1) Fully closes with the curtain resting on the sill.

2) Average closing speed is between 6 to 24 inches per second (Divide measured door opening height by the elapsed closing time which starts when the fusible link is first removed.)

b) Reset door per manufacturer’s instructions and repeat the process, (2 times) 2 drop tests must be performed on each door to ensure the reset process is operational.

c) If the fire door does not fully close or average closing speed is not between 6-24 inches per second and do not reset properly, the Contractor shall provide a written report of the observed deficiencies with door identification number to the Orange County Designated Representative.

vi. Fire Door Drop Testing Service shall include: inspection, testing and certifying, all roll down fire doors meet NFPA 80, Section 15-2.4 requirements, 2013 edition.

vii. Contractor shall provide a written record of the inspection that shall be signed by the Authority Having Jurisdiction (AHJ) to the County Representative.

viii. “Fire Door Certification” tag shall be attached to each serviced door with the date the door was inspected, tested, and certified.

3. Gates, Motorized and Non-Motorized Application

a. Inspect overall condition of gate for damage to include corrosion.

b. Inspect and adjust gate alignment

c. Lubricate and inspect rollers, bearings, and hinges.

d. Adjust springs, California-style overhead gates.

e. Inspect spring for secure mounting.

f. Inspect and tighten all hardware.

g. Inspect cables for wear or damage.

h. Inspect all V track wheels, cantilever rollers, and truck/trolley assembly.

i. Inspect locks for proper operation.

j. Inspect safety devices, loops, safety edges, and photo beams.

k. Inspect all support posts.

l. Verify all gates swing, slide, and move freely.

m. Inspect pad condition and equipment mounting.

n. Complete separate "ASTM-F2200 Standard" form for gate compliance.

4. Gate Operators

a. Inspect and tighten hardware to ensure its security.

b. Inspect emergency release and test for proper operation.

c. Inspect carriage and track, Clean and lubricate, if required

d. Inspect chain, drive cable (where applicable), or screw drive. Lubricate and adjust, if required.

e. Inspect condition of control wires and screws for tightness.

f. Check push buttons and radio controls for proper condition and operation.

g. Test and adjust internal safety reversing system.

h. Check open and close limits.

i. Check sensitivity of all safety devices.

j. Test external safety reversing system for proper operation.

k. Test all safety and free exit loop system for proper operation.

l. Check photo cells for proper function and installation (where applicable).

m. Test Fire Box I SOS System.

n. Verify gate operator complies with UL-325 Standard.

C. Invoicing for PM Services

The Contractor shall submit invoices to the County for payment after the completion of any inspection per the maintenance schedule and or service repair provided. The Contractor shall include copies of inspection reports for all preventative maintenance services provided with the invoice. The County will verify against the invoice and issue payment in accordance with terms and conditions upon acceptance.

5. REPAIR SERVICES

A. The Contractor shall perform repair services only when directed by the County and shall not commence work until the County accepts the estimate. All repair scheduling shall be coordinated and mutually agreed upon with the County Representative. The Contractor shall include the cost of any required lifts in the repair estimate.

1. Minor Repairs –The Contractor shall submit a detailed estimate within twenty-four

(24) hours of the repair request. If a minor repair is identified during preventative maintenance or inspection, the Contractor may provide an estimate by phone or email. With County Representative authorization, the repair may be completed immediately without a return visit to maximize efficiency.

2. Major Repairs – The Contractor shall submit a detailed estimate within twenty-four

(24) hours of receiving the request.

B. Replacement Parts

1. The Contractor shall provide new, Original Equipment Manufacturer (OEM) replacement parts unless otherwise approved in writing by the County Representative.

2. Service vehicles shall be stocked with standard materials and commonly used parts to minimize delays in completing repair calls.

3. The Contractor shall provide a copy of the supplier’s invoice for all parts and materials ordered with their service invoice.

C. Invoicing for Repair Services

Repair services shall be invoiced separately from preventative maintenance. Invoices must itemize labor and parts in accordance with the Fee Schedule.

1. Labor shall be billed in half-hour increments, rounded up to the next half hour.

2. Parts shall be reimbursed on a cost-plus basis, not to exceed five percent (5%).

3. Copies of original parts invoices/receipts, including applicable sales tax, shall be attached.

4. Travel time, including trips to and from the job site or for parts pickup/delivery, shall not be billed or compensated.

6. EMERGENCY REPAIR SERVICE

A. Emergency Repairs

The Contractor shall provide emergency repair services upon request by the County. Onsite response time shall not exceed two (2) hours from notification. Services shall be available 24 hours a day, 7 days a week, throughout the contract term.

B. Invoicing for Emergency Repairs

1. Emergency repair services shall be invoiced separately from preventative maintenance and standard repair services. Invoices must itemize labor and parts in accordance with the Fee Schedule.

2. Labor shall be billed in half-hour increments, rounded up to the next half hour.

3. Parts shall be reimbursed on a cost-plus basis, not to exceed five percent (5%).

4. Copies of original parts invoices/receipts, including applicable sales tax, shall be attached.

5. Travel time, including trips to and from the job site or for parts pickup/delivery, shall not be billed or compensated.

6. Lifts and operators required for repairs shall be the Contractor’s responsibility and included in the repair cost.

7. Shipping costs will not be reimbursed unless specifically approved by the County

Representative for an emergency repair.