Y25-123_SCOPE_OF_SERVICES_Rev2.5.2025.docx

Y25-123

FIRE ALARM SYSTEM MONITORING, INSPECTIONS AND MAINTENANCE - UTILITIES DIVISION

SCOPE OF SERVICES

1. GENERAL

The Orange County Utilities Division is responsible for maintaining several sites throughout Orange County, Florida. The Utilities Division operates several Water/Water Reclamation Facilities that require special monitoring for chlorine buildings and other hazardous chemical buildings.

The Contractor shall be responsible for the preventative maintenance and repairs of commercial grade fire alarm systems, all materials, labor, supervision, tools, equipment, equipment for sites that have wireless monitoring and out-of-pocket expenses, including travel necessary to provide twenty-four hour (24-hour) remote station monitoring services and test/inspections for the fire alarm detection systems identified herein.

The Contractor shall provide Fire Alarm Systems monitoring twenty-four (24) hours per day, seven (7) days per week (24/7) and provide quarterly, semiannual, and annual tests and inspections of Fire Alarm Systems at designated Orange County Government-owned buildings.

A. Hours of Performance

1. Standard Hours: Standard working hours are Monday through Friday, 7:00 AM to 5:00 PM, excluding Orange County holidays.

2. Non-Standard Hours: Non-Standard working hours are other than Monday through Friday, 6:00 AM to 5:00 PM, weekends, and Orange County holidays. The Contractor shall provide a twenty-four hour (24-hour) point of contact for non-standard working hours.

3. All inspections and testing in which alarms will be activated shall be performed during non-standard hours.

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

C. All personnel provided by the Contractor, whether employees of the Contractor or Sub-contractors, shall be competent, experienced, courteous, properly dressed with shirt displaying the company name/logo, photo ID badge and skilled in the maintenance and repair of fire alarm systems. The Contractor shall ensure that all employees prominently wear the ID badge on the front of their uniform at all times when on County property. The Contractor’s personnel shall wear appropriate shoes during the performance of services under this contract. Open-toed shoes are not permitted. The Contractor shall ensure that all of its employees are clean, neat and appropriately attired during the performance of the services.

1. The Contractor shall identify a lead person or supervisor with whom the County’s Representative may consult regarding contract performance.

E. All maintenance 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.

F. TRAVEL/MILEAGE COSTS

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 or emergency repairs and shall not be compensated by the County under any circumstances. Chargeable hours for repairs start when arriving at site.

2. SAFETY

A. 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.

B. The Contractor shall prepare and maintain a Safety Plan to ensure that work performed herein conforms to contract requirements. The Contractor’s Safety Plan shall be available upon request from the County Representative for review.

C. 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.

D. All equipment used in the performance of these services shall be properly maintained and 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.

E. Any damage to County facilities or property due to the services performed by the Contractor is the responsibility of the Contractor.

F. Due to the chlorine and chemicals stored at these facilities, the Contractor’s employees shall have respirator cleared. Employee shall be trained and to wear respirator in the event of an emergency. Respirator shall be with employee when on site.

3. 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, and shall be accomplished in accordance with approved and accepted standards of the; (1) industry, (2) equipment manufacturer, (3) applicable Federal and local standards and codes, and (4) applicable building and safety codes.

C. When the Contractor completes work on any piece of equipment included in this contract, that equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Corrective or repair/replacement work shall be carried to completion, including operational checks and cleanup of the work site.

D. All service visits shall be coordinated with the designated Utilities Representative.

4. SECURITY AND IDENTIFICATION

A. All costs for background investigations 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, E-Verify system records (if the Contractor uses this service as a means to determine employment eligibility, available through www.uscis.gov), 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. 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 Contractors’ staff that will be working at Orange County Utilities sites request forms from via e-mail from Orville.Watson@ocfl.net.

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.

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. All new Contractor employees must complete the required background check procedure prior to being cleared to work in County buildings.

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 help-type 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 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 Contract renewal or transition, Contractor ID Cards will be inventoried. At that time, the Contractor will be advised of any missing ID cards. *If any ID Cards are missing, the technician conducting the inventory will immediately notify the Utilities Representative.

5. PARKING

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 or Contractor’s employee.

SPECIFICATIONS, FIRE ALARM MONITORING SERVICES, FIRE ALARM SYSTEMS PREVENTIVE MAINTENANCE & REPAIR AND MAINTENANCE DEFINITIONS AND FREQUENCIES

A. General Requirements

1. Definitions:

a. “Inspection” and “testing” are considered part of maintenance”, which is defined as follows [see NFPA 72(99), Sec. 1-4]: “Repair service, including periodic inspections and tests, required to keep the fire alarm system and its component parts in an operative condition at all times, and the replacement of the system or its components when they become undependable or inoperable for any reason.” Comment by Hernandez Fernandez, Alina: What does this stand for? Spell out first time used.

b. Inspection means the visual examination of the system or portion thereof to verify that it appears to be in operating condition and is free of physical damage.

c. Testing, is the procedure used to determine the status of a system as intended by conducting periodic physical checks. These tests follow up on the original acceptance test at intervals specified in Chapter 7 of NFPA 72(99).

2. Twenty-four (24) Hour Remote Station Monitoring

a. Service rendered shall comply with F.S. 633 Fire Safety Rule 4A-48 in addition to all applicable state and local codes.

b. The Contractor shall program all the existing Digital Alarm Communicating Transmitter (D.A.C.T) that are monitored in this contract and assure accurate and reliable transmission to the Central Reporting Station.

c. The Contractor shall provide monitoring services that are Underwriters Laboratories (UL) approved for Fire Alarm Systems.

3. Semi-Annual and Annual Testing/Inspections

a. The Contractor shall test 100% of all alarm devices to ensure proper operation. The Contractor shall test visual and audible indicating devices for proper operation, voice clarity and decibel level.

b. The Contractor shall ensure correct operation of all ancillary reporting devices and all fire alarm systems.

c. The Contractor shall disassemble all open area smoke and duct smoke detectors that require cleaning as indicated by the systems sensitivity report and clean via the manufacturer's recommended cleaning procedures and instructions.

d. In addition to applicable specification (NFPA72-1996), after cleaning, detectors shall again have their sensitivity measured and recorded for the service records.

e. If any smoke detectors are replaced by the Contractor, they shall have their sensitivity measured and recorded for future service records.

f. All mechanically connected systems that provided a trouble alarm (the system is having a problem), supervisory alarm (a serious alarm that requires immediate attention from an electronic technician), fire alarm or trouble input to the fire alarm systems, shall be tested electronically via the nearest electronic connection point.

g. If an item is not repairable, the designated Utilities Representative shall be immediately notified regarding repair/replacement options.

h. Once the repair is performed, the Contractor shall re-test and verify operation of the affected point.

i. The Contractor shall clean all fire alarm cabinets and remote battery cabinets (free of dust and debris) on the inside during every inspection. All debris shall be removed in accordance with the Underwriters Laboratories (UL) requirements and nothing may be stored in these cabinets.

j. A minimum of two (2) Contractor representatives (service technicians) shall be present during all testing periods.

k. All fire alarm panels shall have a battery current reading performed to determine that the existing batteries are large enough and fully charged to support the system as per the requirements of NFPA 72 and all applicable city and county codes.

4. Quarterly Fire Alarm Systems Testing & Inspection

a. Verify proper operation of all control panel functions (ground fault, supervisory circuit operation, auxiliary control functions such as door release and fan shutdown).

b. Inspect system power supplies:

1. Primary (Main) record nominal voltage and amps

2. Over-current Protection record type and amps

3. Record location (of Primary Supply Panel board)

4. Record Disconnecting location

5 Secondary (Standby) record storage battery type and amp-hr rating

6. Record standby capability in hours

c. Inspect and clean interior of control and annunciator panel and exterior of all panel cabinets including circuit boards, power supplies, amplifiers, chargers and relays.

d. Check all control panel and annunciator indicator lights or LEDs and replace as needed

e. Verify operation of audible and visible trouble signals.

f. On systems equipped with sealed lead acid standby batteries, the following tasks shall be performed:

1. Disconnect A.C. power and check open circuit voltage. Measure standby current.

2. Verify that all signaling devices operate properly under battery power.

3. Clean all connections. Check battery charger for proper operation. Inform the County in writing if batteries fail the test.

4. Batteries that fail the test or exceed four (4) years from the date of manufacturer's stamp/imprint shall be replaced. As these batteries are replaced, they shall be marked with the date of replacement.

g. Verify that all signaling devices (horns, speakers, bells and visual/strobe units) are operating properly by touring the facility.

h. Operate all manual pull stations and break glass stations per manufacturer's instructions during each inspection. Verify proper alarm response at the control panel and annunciator panel.

i. Provide a detailed computer generated report with the results of the quarterly inspection to the authorized County representative.

5. Annual Fire Alarm Systems Testing

a. Complete functional testing shall be performed as per requirement by national, state or local ordinances, on all of the devices and circuits under all conditions (alarm, supervisory, open, test, ground, secondary power, etc.) and documented.

b. Stray voltage: Certify that voltage does not exist between installation conductors and ground or between installation conductors.

c. Ground Faults: Verify that all installation conductors test free of ground.

d. Short Circuits: Verify that all installation conductors, other than those intentionally connected, are tested for conductor-to-conductor isolation.

e. Loop Resistance: Sort each installation conductor pair. Measure and record the resistance of each circuit and verify that it does not exceed the manufacturer’s specified resistance limits.

f. Smoke Detectors: Test and record in place. Calibrated sensitivity testing must be within 0.25%/ft of listed range.

g. Supervisory Devices: Ensure signal is distinct from trouble signal.

h. Remote Enunciators: Verify all fire alarm control panel (FACP) status changes transfer to remote panels.

i. Indicating Appliances:

1. Initiate audible alarm.

2. Record DBS levels reading in occupied and unoccupied areas.

3. Verify the voice clarity for the voice evacuation systems.

4. Initiate general audible alarm. Induce “open” at initiating circuit interface for trouble condition. Induce ground fault at initiating circuit interface for ground fault condition.

j. Fire Alarm Control Panel (FACP):

1. Ensure that lamps and light emitting diodes (LEDs) illuminate.

2. Verify fuse rating. Remove fuse to induce “trouble” condition.

3. Primary power: Interrupt primary power supplies (batteries, etc.) to induce “trouble” condition (NFPA 72, 4-5).

4. Secondary power: Interrupt primary power supplies (circuit breaker, etc.) to induce “trouble” condition (NFPA 72, 2-4.72 ‘90’).

5. Trouble silencing switch: Induce “trouble” condition and verify audible trouble signals (NFPA 72, 2-4.7.2 ‘90’).

6. Zone-disconnect switch: Activate each separately and verify that a “trouble” signal is activated.

7. Alarm silencing switch: Verify that the audible signal transfers to a visual indicator.

8. Supervisory signal silencing switch: Verify an audible signal is initiated which is visually and/or audibly distinct from a trouble signal.

k. Reporting

1. Provide a detailed computer generated report with the results of the annual inspection to the authorized County representative.

6. Maintenance

a. If maintenance work is required due to acts or omissions of the Contractor, the costs of such work shall be borne solely by the Contractor. Work mutually agreed upon by the County and the Contractor to be required as a result of vandalism, acts of God, system failures, routine maintenance or other acts of third parties, hereinafter referred to as “maintenance”, will be borne by the County. The work shall be performed only upon the express authorization in writing from the relevant County Representative.

b. The Contractor shall reference the contract number and the appropriate Delivery Order number on all invoices. Immediately after the “maintenance” is performed, the Contractor shall submit, with its invoice for “maintenance”, information about who requested the work and that the work was completed, a copy of the work order signed by an authorized representative from the appropriate Maintenance District. Failure to obtain an authorized signature may result in denial of payment. 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 or on the first work day after a weekend after completion of the emergency service work/repair.

c. In the event of noted deficiencies in the systems’ operation during testing and inspections, a written proposal for the repair shall be submitted.

d. Items to be maintained include, but are not limited to wire, wire connections, fuses, etc., as well all alarm panels, remote annunciate panels, tamper detector switches, flow detectors, smoke detectors/ceiling mounted-photoelectric, duct smoke detectors, pull stations, fire alarm speakers and strobes, heat detectors, post indictor valves, audio visual devices, etc.

e. Service vehicles should be fully stocked with basic materials and standard parts so as to reduce the response and service times by not returning to the shop.

I suggest we reference Solicitation Terms & Conditions, Item 2.10 Price/Delivery, which states:

Should the Contractor, to whom the order or contract is awarded, fail to deliver on or before the stated date, the County reserves the right to CANCEL the order or contract and make the purchase elsewhere, and the Contractor shall be required to compensate the County for the difference in price paid for the alternate goods. s

a. Total system failure

b. Inability to acknowledge, silence or reset audible or panel troubles

c. Failure of air-conditioning to reset after an alarm

d. Failure of fire alarm system to communicate with the monitoring service provider

e. Loss of backup battery power

f. Damage caused to system due to transients and power surges

g. Complete zone or loop failure

h. Vandalism to any part of the system

1. Fire at a facility Costs associated with such emergency “maintenance” shall be submitted by invoice separately from routine maintenance invoices within twenty-four (24) hours, and such invoices for emergency “maintenance” shall be submitted to and approved by the County. These invoices shall include a detailed description of the problem, findings, and a list of materials used.

8. Supplemental Conditions:

a. The Contractor shall not make any alterations to any equipment including control circuits without prior written approval by the designated Utilities Representative.

b. Where, in the course of work, the service/repair requires an outage of electrical power, the Contractor shall request authorization from the designated Utilities Representative at least ten (10) working days in advance. The request shall state the anticipated duration of such outage. In the event of an emergency, when prior written approval is not practical or possible, prior verbal approval by telephone shall be obtained from designated Utilities Representative before any shutdown of services is attempted.

c. At ninety (90) day intervals, the Contractor shall meet with the designated Utilities Representative to review performance and schedule major testing/repairs anticipated during the next ninety (90) day period. A written testing /repairs schedule shall be provided by the Contractor to the designated Utilities Representative at the meeting. The first ninety (90) day schedule shall be presented no more than two (2) weeks after the contract is executed. The Contractor shall submit a written performance report at one hundred eighty (180) day intervals.

d. Technical support services shall be provided by the Contractor and shall include when and as requested by the County the following: overall performance evaluation and written recommendations for the retrofit and or replacement of old systems with newer, technologically current and relevant code current systems. Recommendations shall include product engineering specifications, engineered drawings, and all related documents necessary for the County to prepare an Invitation for Bids. All such evaluations, recommendations, product engineering specifications, system design and plans shall be completed under supervision of a fully registered NICET LEVEL 3 or higher FIRE ALARM CERTIFIED company representative. Such engineering supervision as well as all other components of the technical support services as outlined in this specification shall be made available to the SBSC as requested and at no additional cost during the term of this contract Comment by Hernandez Fernandez, Alina: What does this stand for? It’s not referenced anywhere else in the scope, we should spell it out.

e. The Contractor’s personnel shall report to the appropriate site location at a mutually agreed time prior to commencing work and return after completing the work. This requirement applies to regular maintenance, repairs and callbacks. At time of check-in, the designated Utilities Representative will provide Contractor’s personnel with a list of any problems requiring attention.

f. A work order shall be submitted to the appropriate Maintenance District for approval within twenty-four (24) hours of performed service. The work order shall state the date work was performed, a description of the problem, a description of the actual work performed, a description of the findings, building name and number.

g. All testing shall be in accordance with NFPA 72, 13, 14 and 96 standards as well as city and county standards. Reports of every test shall be submitted to the appropriate County Representative within twenty-four (24) hours of the test.

h A certificate of compliance (NFPA 72 form) shall be completed and provided to the appropriate County Representative each time a fire alarm system is serviced, tested, repaired, altered or inspected. This is in addition to documentation required elsewhere within the adopted standards.

i. Each time a system is inspected, tested, serviced, repaired, altered or installed a fire alarm service tag shall be affixed to the fire alarm control panel and an entry shall be made in the system log.

j. All regular testing, inspection, maintenance, and repair work shall be performed during non-standard business hours.

k. The Contractor shall furnish lifts, tools, machinery, computers and other related equipment to test/repair all fire alarm devices. The County will not provide the Contractor with the appropriate manufacturer’s software.

l. The Contractor will not be responsible for the following:

1. Making other inspections or tests when recommended by insurance companies or governmental authorities. The Contractor shall install new or updated attachments on the fire alarm systems as requested by Utilities Representatives under the terms of the repair/maintenance portion of this contract.

2. The main line power feeders and associated disconnect switches and breakers.

m. All parts and components shall be original manufacturer's parts. The Contractor shall maintain an inventory of parts and components to be readily available to expedite repairs. Used parts or components are not acceptable.

n. The monitoring portion of the contract shall allow for a period not to exceed ninety (90) days from the effective date of the contract for permitting and reprogramming of the D.A.C.T., if necessary. Monitoring of any location shall not commence until after the completion of the permitting and re-programming and shall be coordinated with the previous monitoring contractor so as not to create a disruption of monitoring services. The effective date for the transition of monitoring services from the previous contractor to the new contractor shall be agreed upon in writing by the County. All costs of permitting and reprogramming shall be the responsibility of the awarded Contractor.

The following information is required for fire alarm reprogramming:

1. The type of work that is being performed

2. The system 60-hour battery calculations

3. Confirm that there is a smoke detector above the Fire Alarm Control Panel (F.A.C.P.)

4. Confirm there is a pull station on the system

5. Confirm that there is a Fire Department Lock Box (Knox) on the system

o. All service responses shall be within one (1) hour from verbal notification, seven (7) days per week, twenty-four (24) hours per day basis. The responding Contractor technician shall be on-site within one (1) hour of the verbal notification.