Y25-1019_Scope_of_Services.pdf

SPECIFICATIONS / SCOPE OF SERVICES

1. All work under this contract shall be performed under the supervision of the Manager of the Orange County Public Works Stormwater Management Division or designee, 4200 South John Young Parkway, Orlando, Florida, 32839-9205; (407) 836-7919.

2. No work shall begin until a Delivery Order has been issued to the contractor. The Delivery Order shall contain a start date and completion date for each project released under this contract. No work shall be performed until a delivery order is issued by the County and received by the Contractor. A proctor of the material to be delivered shall be submitted for each delivery order prior to starting.

3. All work performed, unless authorized by the County’s Representative, shall take place between the hours of 7:00 A.M. and 3:00 P.M., Monday through Friday. No shall be performed on Saturdays, Sundays or County holidays, unless authorized by the County’s Representative). If the Contractor desires to work on Saturdays, Sundays, or official County holidays (New Year’s Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve and Christmas Day) he/she shall obtain pre-approval from the Manager, Stormwater Management Division. The Contractor shall submit his/her request to work the above days twenty-four

(24) hours in advance.

4. Congested Traffic or Unusual Conditions:

Due to congested traffic or unusual conditions, the Contractor may be required to remove his/her operation from the right-of-way and County property at the discretion of the County’s Representative. If the Contractor is required to remove his/her operation due to congested traffic, inclement weather (heavy rain, lighting, hail, tropical storm, hurricane, etc.) or other unusual conditions before 12:00 P.M. (noon), the County shall consider allowing an additional one (1) day (Per-event/ daily request) be added to the performance period, otherwise no adjustment will be made to the performance period. The County’s Representative shall determine and authorize such award after the Contractor submits a written request for consideration. The County shall verify alleged conditions in the area prior to authorization. Once approved, the County shall modify the completion date for the project accordingly and shall notify the Contractor.

If the Contractor is required to remove his/her operation as a result of inclement weather after 12:00 P.M (noon) for an excessive number of days, the Contractor shall document in writing via email to the County’s Representative any inclement weather after 12:00 PM (noon) affecting their maintenance operations. The Contractor shall also include pictures and other pertinent documentation for review and consideration. The County shall consider allowing additional time to the performance period based on Contractor’s written notifications and supporting documentation submitted. The County shall notify the Contractor on final decision and shall modify the completion date, accordingly.

The Contractor may request a rain day due to inclement weather. The request shall be in writing or by telephone, followed by an email before noon on the day requested. It is to the discretion of the County’s Representative whether this request shall be granted or not.

5. Equipment:

The Contractor shall furnish necessary equipment to satisfactorily perform the work required under this contract. The Contractor shall ensure all equipment used in the performance of the contract on County property is in good safe working order and properly maintained to protect the operator and the public. All equipment onsite (including pick-up trucks) shall be identified with the company logo.

All equipment used by the Contractor is subject to inspection by the County’s Representative. Any equipment on site, which is deemed by the County’s Representative to be inoperable, unsafe, or improper for desired use, shall be removed from the premises at the Contractor’s expense the same day of the County’s determination.

The Contractor shall use amber flashing lights, back-up alarms, etc. on all equipment and Contractor employees shall be provided with the required Personnel Protective Equipment as required by Occupational Safety and Health Administration (O.S.H.A) and the County.

6. Deliveries shall be made to the designated County location within five (5) business days of notification to the Contractor. Notification will be in the form of emails with the Delivery Order attached.

7. The Contractor shall maintain an active email account and respond to all County emails/inquiries in 48 hours to retain this contract.

8. Staff Requirements:

The Contractor shall have an office number and email address where staff can be contacted Monday – Friday, 7:00 AM through 3:00 PM EST for order placement, delivery questions, invoicing/billing questions, and/or any other customer service-related issue.

9. Management Plan and Resource List:

Within ten (10) days of Notice of Award, the Contractor shall provide a Management Plan and Resource List. The Management Plan and Resource List shall collectively show the Contractor’s capability to handle multiple concurrent projects under this contract, and shall include the following:

a. List of all services and equipment used to deliver fill material and natural sand.

b. List of all fill material and natural sand sources/pits they purchase materials from, including the name of the firm, city and state.

c. Resource List shall contain the minimum components for each work crew available for use on the Orange County projects under the contract.

d. Management Plan shall describe how the Contractor plans to utilize all available resources to fulfill the requirements of the contract. The Management Plan shall, at a minimum, include details on:

i. The Contractor’s approach to the independent management of the contract. This shall include their understanding of contract requirements and how multiple concurrent projects are handled.

ii. An organization chart showing a reporting hierarchy of staff and the key individuals responsible for the work. Subcontractors (if any) shall also be identified.

iii. If the Contractor has other contracts with the County, the Management Plan shall include the organization chart and resource listings for those contracts.

iv. Complete list of equipment to be dedicated to the contract with applicable vehicle identification numbers. Equipment intended to be used under this contract must be available for inspection at the request of the Stormwater Management Division.

v. Complete list of employees who will be dedicated to work under the contract. This list shall include project management, supervisory personnel, and list of employees. Emergency contacts shall be highlighted.

vi. Contingency Plan for Personal and Equipment Loss – If sufficient staffing and resources become unavailable, the Contractor shall have the ability to obtain additional staffing and resources to be able to provide services as required.

vii. Quality Assurance Plan – The Contractor shall explain their management approach to ensure contract runs smoothly.

TECHNICAL PROVISIONS

The scope of service is intended to cover the successful completion of the work specified. Work under this contract consists of providing all labor, equipment, maintenance of traffic, testing and any incidentals delivery for fill material and natural sand at designated locations throughout Orange County.

1. FILL MATERIAL

Fill Soils shall be constructed in accordance with the requirements of the Florida Department of Transportation (FDOT) Standard Specifications for Road and Bridge Construction, Section 120, the most recent edition except where authorized by the County’s Representative.

Fill Material shall be classified as A-3 or A-2-4 sand accordance with the American Association of State Highway and Transportation Officials (AASHTO) Soil Classification System with fines content less than or equal to 15% passing the No. 200 (75 µm) sieve and plastic index less than 10 in accordance with the AASHTO T 90 Standard Test Method.

Fill material shall not contain any construction debris and shall have a maximum organic content of 10% by weight in accordance with the Florida Test Method FM 1-T267.

Fill material shall be free of vegetation, deleterious material, rock, concrete, metal, wood, plastic, paper, garbage, gravel, trash, etc. and will not be acceptable. Muck, sand, and clay shall not be accepted as fill material. Loads that contain undesirable material shall not be accepted and removal of the material shall be the responsibility of the Contractor at no cost to the County.

Quantities for imported fill material shall be verified by the Contractors’ Representative at the pit site prior to delivery. Delivery tickets shall be provided by the Contractor to the County’s Representative at the completion of the delivered material. The delivery ticket for the imported fill needs the following minimum information: project name, date, driver’s name, quantity in cubic yard and pit location. Copies of tickets and manifest need to be provided to the County’s Representative daily and originals submitted with the manifest and invoice.

Quantities for imported fill material shall be verified by the County’s Representative at the delivery site.

The County reserves the right to request soil proctors and inspect prior to delivery of the material. The cost of all such inspections, tests and approvals shall be borne by the Contractor unless otherwise provided.

The cubic yard unit price for fill material shall be inclusive of labor, materials, and any other incidentals needed to complete the work.

2. NATURAL SAND

Material shall meet the requirements of Section 902-6, Local Materials. Local materials shall be composed of hard, strong, durable particles, either naturally occurring, such as natural sands, or resulting from the crushing or processing of parent rock, to include natural sand and rock, slags, expanded clays or shales (lightweight aggregate), or other approved inert materials with similar characteristics.

Aggregates classified as local material shall conform to the following gradation requirements: Sieve Size Percent Passing 3/8 in. 100%. No. 10 85-100%. No. 200 maximum 15%.

In addition to meeting the requirements of 902-1.2, the material shall not contain excessive quantities of other deleterious substances, such as roots, cans, debris, etc. If clay size material is present, it shall not exceed 7%, as determined by AASHTO T 88, and shall be of a type which will not produce clay balls when used. The aggregate shall be suitable for designated use, as determined by laboratory tests. If the deposit consists of stratified layers of varying characteristics and gradation, the producer shall employ such means as necessary to secure a uniform material.

Local materials shall not be required to be produced under the requirements of 6-3.3, provided they meet the above requirements.

Quantities for imported fill material shall be verified by the Contractors’ Representative at the pit site prior to delivery. Delivery tickets shall be provided by the Contractor to the County’s Representative at the completion of the delivered material. The delivery ticket for the imported fill needs the following minimum information: project name, date, driver’s name, quantity in cubic yard and pit location. Copies of tickets and manifest need to be provided to the County’s Representative daily and originals submitted with the manifest and invoice.

Quantities for imported clean natural sand shall be verified by the County’s Representative.

The County reserves the right to request soil proctors and inspect prior to delivery of the material. The cost of all such inspections, tests and approvals shall be borne by the Contractor unless otherwise provided.

The cubic yard unit price for natural sand shall be inclusive of labor, materials, and any other incidentals needed to complete the work.

3. FINAL INVOICE FOR PAYMENT

After the Contractor has delivered to the satisfaction of the County’s Project Manager or designee, the Contractor shall submit a final invoice for services provided.

The Contractor shall submit with the final invoice for each project effective final release or waivers of lien from the Contractor and all sub-contractors which performed services for the Contractor pursuant to the contract documents, manifest, and trucking tickets in sequential order of the manifest, import fill material tickets in sequential order of the manifest.

The Contractor shall provide a copy of all tickets that match the order of the manifest onto 8 ½ x 11 sheets. The Contractor is required to submit this information and the final invoice no later than two weeks (14 calendar days) after final inspection and acceptance has been made. Final invoices shall be mailed to the Fiscal Division at 4200 S. John Young Pkwy, Orlando, FL 32839. Failure to comply with proper invoicing requirements may result in non-performance notices, and if not resolved, may lead to termination of the contract.