Y25-1008_Scope_of_Services_-_updated_07-28-25sl_Rev1.docx

SECTION 3 SCOPE OF SERVICES

SCOPE OF SERVICES

1. OVERVIEW

The Contractor shall provide rental of various types of portable Heating, Ventilation and Air Conditioning (HVAC) equipment and generators. The HVAC equipment available to the County shall consist of portable air-cooled water chillers, related fittings, hoses, and pumps, spot coolers, package units, air handlers, cooling towers, and dehumidifiers. The Contractor shall also provide rental of transformers and diesel generators to be used for emergencies, temporary, supplemental, or standby power. Rental of equipment shall be turnkey service inclusive of but not limited to, delivery, setup, maintaining operational status (except re-fueling), decommissioning and removal from site. The rental period shall be on an as-needed basis and may vary.

A. Standard Hours: The standard working hours are Monday through Friday, 6:00 AM to 6:00 PM, excluding Orange County holidays.

B. Non-Standard Hours: Non-standard working hours are Monday through Friday, 6:00 PM to 6:00 AM, weekends, and Orange County holidays. Comment by Hernandez Fernandez, Alina: Provide a list of those holidays The Contractor shall provide a twenty-four hour (24-hour hr) point of contact for non-standard working hours.

2. PERSONNEL

A. The Contractor shall maintain sole responsibility for the actions of its employees and subcontractors.

B. The Contractor shall identify a lead person or supervisor with whom the County Representative may consult regarding contract performance throughout the entire contracted period to ensure his/her work will not conflict with the County’s normal operations and does not conflict with the County’s activities at sites where services are to be performed.

C. For the term of the contract, the Contractor’s designated supervisor shall be competent, and have thorough knowledge of the equipment to be installed. and the Contractor’s designated supervisor shall be a skilled HVAC mechanic with a minimum of five years’ experience. The Contractor’s designated supervisor shall be experienced with contracts providing services with equipment of similar sizes and types.

D. The Contractor shall immediately notify the County Representative 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.

E. Only the Contractor employees shall perform the required services of the contract unless otherwise approved, in writing, by the County’s Representative. The Contractor shall not use employees of any temporary employment agency to supplement his work force in County buildings for any reason.

F. Effective communication with the County staff and building occupants is required to perform this Scope of Services. Therefore, Contractor shall ensure supervisors and points of contact (including subcontractors) are able to read, write, and speak English fluently.

G. The Contractor shall ensure that all employees are clean, neat and appropriately attired during the performance of the services. The Contractor shall ensure that all employees are properly dressed in a uniform shirt displaying the company name/logo.

H. All 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.

I. All Contractor personnel, including subcontractors, shall identify themselves at the appropriate administrative office upon arrival on site and prior to beginning work and upon completion of work and leaving site.

J. The photo ID badge shall be displayed on the front of their uniform shirt at all times when on County property.

K. Employee leasing companies shall not be used.

L. All personnel providing services under this contract shall have a minimum of two

(2) years’ experience in the installation of temporary HVAC equipment, trade and any necessary licenses or certifications required to do the type of work to be performed under this contract.

M. Supervisory personnel providing services under this contract shall have a minimum of five (5) years’ experience in the installation of temporary HVAC equipment, trade and any necessary licenses or certifications required to do the type of work to be performed under this contract.

3.

4. LICENSES AND CERTIFICATIONS REQUIRED

At a minimum, the following licenses and certifications shall be required:

A. State of Florida Mechanical Contractor License (Class A or B) – Required to lawfully perform HVAC installation services.

B. EPA Section 608 Certification – Required for any personnel handling refrigerants.

C. Electrical Contractor License or Certification – Required for all electrical connections or temporary power systems installed.

D. OSHA 10-Hour or 30-Hour Certification – Recommended for all on-site workers and required for supervisory personnel.

E. Any required local permits or trade certifications as applicable by Orange County jurisdiction.

Additional requirements:

F. Contractor shall provide proof of license/certification for all personnel performing work under this contract. Comment by Hernandez Fernandez, Alina: When does this need to be submitted? Within ten days of notice of award? What if a person is switched out for another? When should it be provided to the end user?

G. Supervisory personnel shall have a minimum of five (5) years' experience in temporary HVAC installation services.

5. OPERATIONAL FACILITY REQUIREMENT

A. The Contractor shall maintain a fully operational facility capable of supporting the County’s emergency and temporary HVAC rental and installation needs throughout the term of the contract.

B. The facility shall:

1. Maintain an adequate inventory of HVAC and power generation rental equipment to meet the service demands of the County;

1. Enable deployment of equipment and personnel in accordance with the Emergency and Non-Emergency Service Response Time requirements outlined herein;

1. Be staffed during standard business hours and maintain on-call protocols for 24/7 emergency response capability.

C. While no geographic preference is stated or implied, the Contractor must demonstrate its ability to meet all required response times, equipment availability, and staffing needs under this contract. The County reserves the right to inspect the proposed facility prior to contract award and periodically during the contract term to verify compliance.

D. Failure to maintain an operational facility that meets these service requirements may constitute a material breach of contract and may result in termination for default. Comment by Hernandez Fernandez, Alina: This needs to be re-written to address non-performance notices, not immediate termination. We have to follow our non-performance process.

6. SAFETY

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

B. 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.

C. 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 equipment shall be isolated and rendered inoperative through the use of a lockout device whenever the equipment is capable of being locked-out.

7. PERFORMANCE

A. Maintenance work shall be scheduled to provide the least inconvenience to building occupants and visitors.

B. All workmanship shall meet the standards specified herein. All equipment, apparatus, and systems shall be rated, tested, fabricated, and installed with applicable standards of the; (1) industry, (2) equipment manufacturer, (3) applicable Federal and local standards and codes, and (4) applicable building and safety codes, including, but not limited to:

· National Fire Protection Association (NFPA)

· National Electric Code (NEC)

· American Society of Heating, Refrigeration & Air- Conditioning Engineers (ASHRAE)

· Florida Building Code

· Occupational Safety and Health Act (OSHA)

· National Institute for Occupational Safety & Health (NIOSH)

C. All of the services required hereunder shall be performed by the Contractor or under its supervision, and all personnel engaged in performing the services shall be fully qualified and, if required, authorized, licensed or permitted under state and local law to perform such services.

D. Any damage to County facilities or property due to the services performed by the Contractor shall be the responsibility of the Contractor. Tool marksbrands will not be permitted on any exposed materials, fittings or piping.

E. The County Representative, with advisement of the Contract Administrator, may request the Contractor remove any supervisor if it is determined that services are not being performed in accordance with the terms and conditions of this contract.

F. Work shall be scheduled to provide the least inconvenience to building occupants and visitors. The Contractor shall follow the directives of County Representative with respect to scheduling services and any deliveries under this contract.

G. The Contractor shall conform to all Federal, State, City, and Orange County standards and regulations during the performance of the contract. Any fines levied due to inadequacies or failure to comply with any and all requirements shall be the sole responsibility of the Contractor.

Any person found not in compliance with any laws, statutes, rules or regulations will not be allowed on the work site. Continued violations by a Contractor shall constitute cause for immediate termination of the Contract.

H. Services not performed in accordance towith the content of this contract shall be considered unsatisfactory and unacceptable.

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

1. Notify the Contractor of non-performance/unsatisfactory performance and allow 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 shall not receive any further compensation.

2. The Contract Administrator may request the Contractor remove any Supervisor or employee if it is a personnel-related issue.

K. When the Contractor completes work on a system or piece of equipment included in this contract, that system or piece of equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed.

8. SECURITY AND IDENTIFICATION

A. Background checks for the Contractor’s staff shall 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.

B. Contractor shall comply with the different security requirement for each County facility. Comment by Hernandez Fernandez, Alina: Reference the section in the scope listing these requirements.

C. 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.

9. TRAVEL AND PARKING

A. The Contractor shall be responsible for all of 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 as needed and emergency repairs and shall not be compensated by the County under any circumstances. The billable time start at arrival at the job site where work is to be performed, not arrival on the campus.

B. Contractor will be given authorization to park their vehicles at designated areas when necessary, otherwise, 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. Contractor and Contractor's employee vehicles shall be properly identified. 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 or Contractor's employee.

10. COORDINATION OF WORK

A. The Contractor shall be responsible for coordination of the delivery, installation, testing, and de-installation of rental equipment through the designated Facilities Management Division representative(s).

B. The Contractor shall coordinate with the County’s Representative for the placement and layout of all equipment, electrical support, conduits, fixtures, support hardware, and other material prior to installation. This layout shall provide for: operating and maintenance clearances required by equipment manufacturers, maintenance personnel, clearances, and access required by codes.

C. Any equipment and/or material installation without the proper coordination shall be removed and reinstalled at the expense of the Contractor.

D. The Contractor shall be responsible for all required permits and inspections. Copies shall be furnished to the designated County Representative.

E. The Contractor shall be responsible for in-field verification of equipment placement requirements prior to installation of any equipment.

F. A pre-installation meeting will be held prior to any placement of emergency/rental equipment. The designated Facilities Management District representative will coordinate the meeting.

11. WORK REQUIREMENTS AND SPECIFICATIONS

A. The work performed under the contract, as detailed in this bid, shall consist of all labor, materials, equipment, transportation, and facilities necessary to provide emergency HVAC and power service to buildings located throughout Orange County.

B. All cost associated with providing services shall be included in the bid item unit price per the fee schedule. There shall be no separate invoicing of taxes and freight.

C. Chiller units shall be either skid or trailer mounted units. Chiller bid costs shall include appropriate pump packages and all other necessary connection equipment.

D. The dehumidifier bid costs shall include all ducting and condensate pumps, as needed. Generator shall be delivered with a minimum of ¾ full tank of fuel at no additional cost to the County. Generator will be returned to the Contractor containing the same amount of fuel as when the generator was delivered.

E. All equipment provided by the Contractor shall be fully functional and capable of performing the task(s) as it was designed to be performed under the manufacturer’s guidelines. Bid prices shall be inclusive of any attachments pumps and cables required for successful operation per the manufacturer manuals and recommendations. All safety equipment and attachments shall be in place and functioning per the manufacturer’s design at no additional cost. The Contractor shall warrant that all equipment provided under this contract shall remain in good working order and perform according to manufacturer specifications for the duration of the rental period. Any failure or malfunction not due to County misuse shall be remedied by the Contractor at no additional cost to the County.

F.

G.

H. The Contractor shall provide, but not limited to, the following:

1. Equipment installation and de-installation.

2. Any required building permits prior to installation

3. Required lifting and delivery of equipment.

4. All preventative maintenance services for equipment during rental period.

Materials and equipment shall be operational, in good working order, and meet or exceeds the applicable specification or standard unless otherwise specified by County Representative in writing.

It is the intent of the County to keep the rented equipment for the time frame specified on the delivery order. The County reserves the right to cancel or change the equipment rental period as needed.

· Weekly Rental Period: Min 5 Days/ Max 7 Days

· Monthly Rental Period: Min 4 Weeks (28 days) / Max 31 Days

The rental period shall commence upon proper installation of the equipment by the Contractor and verification that the equipment is operational per the manufacturer's specifications. The rental period shall end as specified on the delivery order. The County reserves the right to shorten or extend the rental period by issuing a change order to the existing delivery order.

12. LABOR AND MATERIAL REQUIREMENTS

A. INSTALLATION/ DE-INSTALLATION LABOR

1. Total estimated installation/de-installation man hours shall be pre-approved by the Orange County site designee before commencing work. Equipment installation and de-installation labor shall be quoted as separate line items.

2. The Contractor shall be responsible for connecting all rental equipment to preexisting temporary connections. The Contractor shall provide a quote inclusive of labor and material for creating temporary connections at locations where there are no pre-existing connections. Upon approval of quote, Contractor shall create the necessary temporary connection.

The County reserves the right to create these temporary connections as deemed necessary by the County. This will be handled on a case-by-case basis.

3. Labor shall be billed at a one-hour minimum with 30-minute increments thereafter. Billable time commences upon arrival at County’s worksite and concludes when work is complete. The Contractor shall provide a service ticket documenting actual labor hours with invoice. The total labor shall be combined and rounded up to the nearest 30 minutes.

4. Labor charges shall not be permitted for servicing, repairing or maintaining equipment after installation and during the rental period.

5. The Contractor shall be responsible for the maintenance of the equipment after installation at no additional cost to the County. All maintenance shall be included in the bid item unit price.

13. RESPONSE TIMES

A. EMERGENCY SERVICE RESPONSE TIME

Delivery time is of the essence. It is hereby understood and mutually agreed upon by and between both parties that the time of delivery is an essential condition of this contract.

1. Emergency service capability shall be supported by a fully operational facility that enables rapid deployment of necessary personnel and equipment. The Contractor shall provide emergency services twenty-four (24) hours per day, seven (7) days per week to include holidays.

2.

3. In the event of an emergency, the Contractor shall be required to respond by visiting the site within two (2) hours after notification by the County of a need for emergency HVAC or power equipment to determine the specific equipment required. The County reserves the right to order specific equipment if specifications are known. Comment by Hernandez Fernandez, Alina: What does this mean?

4. The Contractor shall assess situation and proposed equipment solution. The Contractor’s proposed equipment solution will be evaluated to determine if the need has been clearly and accurately understood.

5. The Contractor shall mobilize and have all required equipment delivered, installed, and fully operational on-site within six (6) hours from the initial notification by the County, unless otherwise approved by the County Representative based on site-specific conditions or constraints.The Contractor shall mobilize equipment, supplies, and related labor to provide the emergency HVAC or power within eight (8) hours after the determination of the specific equipment needed is made and agreed upon by the Contractor and the County.

6.

7. Emergency service shall be provided with the verbal authorization (Emergency Field Directive) from an authorized County Representative.

8. When an emergency is deemed to have existed, written authorization of the work order shall be submitted within twenty-four (24) hours during the week. If the emergency occurred during the weekend or holiday, written authorization shall be submitted on the first workday after completion of the emergency service work/repair. Failure to obtain written authorization may result in denial of payment.

9. Completed invoice, along with service ticket, and back-up documentation shall be submitted within twenty-four (24) hours. Comment by Hernandez Fernandez, Alina: Within 24 hrs of what? It isn’t clear.

B. NON-EMERGENCY SERVICES RESPONSE TIME

1. For non-emergency service, the Contractor shall be required to respond by visiting the work site within twenty-four (24) hours after notification from the County (or as mutually agreed by Contractor and County Representative) to assess the requirements and mutually agree on the types and quantities of items required for the work.

2. The County Representative and the Contractor shall mutually agree on scheduling for the work and equipment installation and de-installation dates.

3. Contractor shall furnish quote within twenty-four (24) hours of site visit.

4. Quotes shall itemize labor, equipment, and rental period per the fee schedule.

5. Estimated pricing shall be according to the contract fee schedule.

6. 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 estimate shall be prepared by the Contractor and submitted to the County Representative for approval.

7. The Contractor shall not begin work until the County accepts the estimate and issues the Contractor a delivery order for the work.

14. INVOICING REQUIREMENTS

A. Upon delivery and acceptance of service, associated costs shall be submitted by invoice to the Fiscal 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:

· Delivery order number.

· Date of order

· Date of delivery

· Total combined labor shall be rounded up/down to the nearest half hour.

· Itemized list of materials or services rendered.

· Quantities, prices (both unit price and total), and any other charges contained in the delivery order.

· Destination of delivery or service location

· Applicable sales tax should be listed separately

B. Invoices shall be itemized showing monthly, weekly, and any prorated charges on separate lines.

C. Non-emergency service and emergency services shall be invoiced separately. Invoices shall itemize labor and parts cost per contract pricing.

D. The Contractor shall provide a copy of the service ticket with the invoice for verification of actual labor hours and parts used on the job. The contractor Contractor shall submit complete documentation to include the name of the County Representative who requested the work, and confirmation that the work was completed.

E. The County shall will review invoices for required information. The County shall will have the authority to reject invoices based on improper invoice format.

F. The Contractor shall not invoice the County for any service not accepted by the County. Should the County receive such invoices, they shall will be rejected.

G. The Contractor shall submit monthly statements of unpaid invoices to each department ordering services under 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 carries forward

· Cumulative outstanding balance

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

15. FEE SCHEDULE Comment by Hernandez Fernandez, Alina: This shouldn’t be in the scope. If this needs to be detailed for the purpose of the respondent completing the Fee Schedule, it should be moved there instead.

The Contractor shall provide all labor and other resources necessary to provide the supplies, equipment, and/or services in strict accordance with the specifications defined in this solicitation for the amounts specified in the Fee Schedule, inclusive of overhead, profit and any other costs. Unit price shall include but not be limited to fittings, hoses, power cables, and related accessories necessary for installation and removal. Unit price for generators shall include unlimited hours of use for the period indicated, i.e. up to 168 hours of use per week or 744 hours of use per month. The unit price for generators shall not include fuel. The Respondent shall complete the Fee Schedule in its entirety. In the event, the Respondent indicate $0 for unit price, the awarded Contractor shall be responsible for providing such service at $0 (no cost).

SCOPE OF SERVICES SUPPLEMENTAL INFORMATION

1. SECURITY AND IDENTIFICATION

A. All costs for background investigations including state and national fingerprinting- 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:

1. For all Contractor’s staff that will be working at the Courthouse Complex or Courthouse related facilities, including the Juvenile Justice Center, - request forms from the Facilities Management Downtown District via e- mail from Jessica.Perez@ocfl.net. Comment by Vergara, Melisa: Please ensure all these emails are correct. Thanks. Comment by Lee, Sandra F: Done.

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 Bruce.HeffelbowerJames.Carr@ocfl.net

3. For all Contractor’s staff that will be working at Corrections or a Correction related facilities - request forms via e-mail from Octavia.Murray@ocfl.net @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 Bruce.HeffelbowerJames.Carr@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 shall not be allowed to work in Orange County facilities without completed and approved background investigations.

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 into 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 of its employees are clean, neat and appropriately attired during the performance of the services.

J. The Contractor shall ensure all employees prominently wear the ID badge on the front of his or her uniform at all times 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 per each missing ID badge. However, the County may charge and collect this fee at any time during the contract.

SPECIAL CONDITIONS FOR WORKING AT THE CORRECTIONS COMPLEX

The following are specific conditions and rules that must be followed while providing services at the Corrections Complex.

A. All Contractor employees shall carry a valid ID at all times.

B. The Contractor shall provide a list of all employees that will be working inside any jail. A full criminal history shall be run on each employee by the Corrections Department. No Contractor employee will be allowed to work inside any jail if they are on active probation, home confinement, parole or have been arrested within the last five (5) years or have been arrested for any crime involving violence, drugs or theft. The Contractor employee list shall include:

1. Employee’s Full name

2. Employee’s date of birth

3. Employee’s Race/Sex

4. Employee’s Social Security Number

5. Employee’s Driver’s License number

C. Only authorized employees of the Contractor shall be allowed to work at Corrections. WORK RELEASE INMATES ARE NOT AUTHORIZED TO WORK ON ANY JAIL PROJECT.

D. Contractor’s employee shall wear their Contractor issued ID on the collar of their shirt at all times while on the Corrections compound. This ID will be issued to each Contractor employee at the North perimeter building and will only be given upon surrendering of a valid personal ID.

E. If an ID is lost, the Contractor’s employee shall report it immediately to their escort officer.

F. In the event of an emergency, the Contractor’s employee shall report it to the nearest Corrections staff member. They will contact 911.

G. The Contractor’s employees shall follow direction of the escort officer at all times.

H. The Contractor’s employees shall not bring tobacco or tobacco products inside any jail or on top of any roof or within any jail fence line.

I. The Contractor’s employees shall not bring or wear hats or sunglasses inside any facility.

J. The Contractor’s employees shall not bring any cell phones inside the facility unless authorized by Corrections.

K. Contractor vehicles shall have the windows rolled up and be locked at all times and parked in only pre-authorized areas.

L. The Contractor shall ensure that during breaks, if a Contractor’s employee leaves an area, all tools must be removed.

M. All Contractor tools will be inventoried going into and out of a facility. Contractor shall ensure that employees take in only what is needed to perform the services.

N. At the end of each workday, the Contractor shall ensure that all tools and debris are collected. The Contractor shall conduct an inspection of all areas to ensure all tools are accounted for.

O. No illegal drugs or drug paraphernalia are allowed in the compound.

P. No weapons, guns or ammunition are allowed in the compound.

Q. The Contractor shall ensure that no inmate interaction occurs. The Contractor’s employees shall not talk to or give or receive anything from an inmate, including cigarettes.

R. The Contractor shall only use storage areas approved at the beginning of the project, unless otherwise permitted during a project by Corrections.

S. The Contractor shall not leave clothing unattended, including hats and sunglasses.

2. ORANGE COUNTY HOLIDAYS

Legal holidays when most County buildings will be closed to the public, are as follows:

1. New Year’s Day Comment by Vergara, Melisa: Do we now celebrate Veteran’s Day at the County too? Comment by Lee, Sandra F: Yes. Since it’s listed in the “In addition” section I’ve been leaving it as is.

2. Martin Luther King Day

3. Memorial Day

4. Fourth of July

5. Labor Day

6. Veteran’s 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

4. Veterans Day

SECTION 4

BID SUBMISSION REQUIREMENTS AND DOCUMENTATION

IMPORTANT NOTE:

Modification or alteration of the documents contained in this solicitation or the contract resulting from this solicitation shall only be made upon receipt of prior written consent of the County.

(See: General Terms and Conditions, Article 2, Questions Regarding this Solicitation)

Bidders are cautioned, when completing your bid, do not attach any forms which may contain deviations from the County’s scope of services/specification, terms and conditions or fee schedule as these may conflict with those listed in the County’s bid documents(s). Unauthorized modifications or alterations and/or inclusion of additional terms and conditions such as those which may be on your company’s standard forms shall result in your bid being declared non-responsive as these changes will be considered a counteroffer to the County’s bid.