Y26-1019-KK_Scope_of_Services.pdf

Invitation for Bids #Y26-1019-KK Title: Rental of Rigging Equipment for Orange County Convention Center

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SCOPE OF SERVICES

I. OVERVIEW

The Orange County Convention Center (OCCC) requires renting of rigging and other related equipment to augment its existing inventory based on show demands. OCCC will be ordering equipment that is operationally compatible with its existing inventory or equipment used as a stand-alone (generic) system for a given show. The Contractor shall provide the equipment listed at the unit price listed in the Fee Schedule, plus any applicable delivery/pickup charges, per given order.

II. BACKGROUND

The Orange County Convention Center (OCCC) is a top-tier convention center facility requiring a superior level of support services. As it pertains to Rental of Rigging Equipment, this requires equipment used throughout the OCCC to enhance the OCCC’s services to those groups and companies that utilize the OCCC for conventions, meetings, conferences, and other events.

III. DELIVERY AND PICKUP OF EQUIPMENT

A. Routine Delivery Schedule

1. Routine (normal) orders will be placed by OCCC and confirmed by the Contractor via email at least seven (7) calendar days in advance of need. Delivery and pickup times are typically between 8:00 AM and 5:00 PM, Sunday through Saturday, unless otherwise requested by OCCC dependent on the needs of the event.

2. Delivery and pickup tasks of rental equipment shall be completed within a specified two-hour timeframe on the scheduled day as determined by OCCC.

3. Location of delivery and pickup of equipment for any given event shall be as specified by OCCC for a given order.

4. Contractor shall provide an itemized delivery ticket, upon delivery, for all equipment delivered and shall only be received/accepted by an authorized OCCC staff. The Contractor shall combine orders to minimize delivery costs where feasible.

B. Emergency Items Availability and Emergency Delivery Schedule

1. The contractor shall provide emergency deliveries twenty-four (24) hours a day, seven (7) days a week, as requested by OCCC.

2. Orders designated as "Emergency" by OCCC shall be delivered within twenty-four (24) hours after receipt of order by phone or in writing, later followed by a new or updated delivery order.

3. The Contractor shall provide an emergency point of contact and maintain accurate contact information throughout the contract term. The Contractor shall provide the name, title, phone number(s), and email address for the emergency contact. The Contractor shall notify the County in writing of any changes to the emergency contact information within twenty-four (24) hours of the change taking effect.

4. For Emergency requests, the Contractor shall respond with the availability of requested item(s) in writing within four (4) hours of request, however, response is required by no later than 4:00pm on the same day (Eastern Time). Emergency orders may be combined with Contractor’s other deliveries to OCCC, where feasible.

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5. Delivery and pickup tasks of rental equipment shall be completed within a specified two-hour timeframe on the scheduled day or as otherwise determined by OCCC.

6. Location of delivery and pickup of equipment for any given event shall be as specified by OCCC for a given order.

7. Contractor shall provide an itemized delivery ticket, upon each delivery, for all equipment delivered and shall only be received/accepted by an authorized OCCC staff. The Contractor shall combine orders to minimize delivery costs where feasible.

C. Delivery and Pickup Locations. All deliveries under the contract shall be to an assigned loading dock area at one of the below locations on the OCCC campus. The specific dock number shall be provided to the Contractor by phone or in writing prior to each delivery and pickup. OCCC is responsible for offloading and onloading of equipment from truck.

1. West Concourse: 9800 International Drive, Orlando, FL 32819

2. South Concourse: 9899 International Drive, Orlando, FL 32819

3. North Concourse: 9400 Universal Boulevard, Orlando, FL 32819

IV. RIGGING EQUIPMENT

Rigging equipment and related materials covered under this contract shall fall within the following categories and correspond with the Lots listed in the Fee Schedule. Equipment shall be new or like-new condition, load rated and tagged as applicable and maintained to meet applicable Occupational Safety Health Administration requirements. The manufacturer must rate all rigging hardware with a Working Load Limit (WLL), and the manufacturer of the rigging hardware must be legally liable for its products in the continental United States, as per OCCC Rigging Guidelines.

The complete OCCC Rigging Guidelines can be viewed at the following link:

https://www.occc.net/Planner-Rigging-Guidelines

A. Lot 1: Chain Hoist and Motor Control Rental. Manufacturers shall be Columbus McKinnon and

Motion Labs, or equal, and meet specifications herein. Any equivalent must be capable of integrating with existing stock of Columbus McKinnon and Motion Labs.

Items in this lot must match the wiring configuration for existing (OCCC owned) chain hoist motors and their controllers. Pinout-Pin assignment configuration is as follows: 1x ,2y, 3z, 4Ground, 5up, 6comm, 7down.

B. For operational compatibility reasons, the Motor Control 8-Way Package shall include any voltage adapter components necessary to accommodate 30-amp power output, as required by OCCC. Lot 2: Stand-Alone (Generic) Black Truss Rental. “Generic” refers to any manufacturer, providing it meets specifications herein.

Note: Items in this Lot are intended for stand-alone use and may or may not be used in conjunction with OCCC current equipment due to operational compatibility reasons.

C. Lot 3: Wire Rope, Slings, Shackles, and Beam Clamp Rental. Non-specific manufacturer acceptable, providing it meets specifications specified herein.

D. Lot 4: Delivery, Pick-up, and Exhausted Inventory Charges for Lots #1-3 and One- Off/Miscellaneous Items.

https://www.occc.net/Planner-Rigging-Guidelines

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Item 4A: Delivery and Pickup Charge (Roundtrip), for 48-Foot and Larger Trucks. Shall be a flat fee for all routine/normal deliveries and pickup where a 48-foot or larger truck is used.

Item 4B: Delivery and Pickup Charge (Roundtrip), for 47-Foot and Smaller Trucks. Shall be a flat fee for all routine/normal deliveries and pickup where a 47-foot or smaller truck is used.

Item 4C: Emergency Surcharge. If applicable, the Contractor may charge a flat fee surcharge per Emergency delivery requests. The Emergency Delivery Surcharge (Surcharge Flat Fee per Delivery) shall be added to the Delivery & Pickup Charge (Item 4A or 4B, whichever is applicable), per emergency delivery.

Item 4D: Exhausted Local Inventory Surcharge. Shall be used only when the Contractor has exhausted its local stock inventory of a given item(s) and delivery from a non-local location is necessary. Surcharge shall be actual shipping cost of item(s) from non-local location (no markup allowed) to OCCC. The shipping ticket, showing actual cost paid, must be provided with invoice for payment to be processed. The Exhausted Local Inventory Surcharge shall be in addition to Item 4A or 4B, whichever is applicable.

Item 4E: One-Off and Miscellaneous Items. The Contractor shall provide a fixed discount off the standard base unit price for the rental of any item not specified in Lots 1-3. Item 4E shall be used to rent one-off or miscellaneous items from the Contractor. The discount percentage shall remain firm throughout the life of the contract. The Contractor shall provide their standard base price list to OCCC within ten (10) calendar days from notice of award and after any future pricing updates.

E. Lot 5: James Thomas Engineering Black Truss Rental. Manufacturer shall be ONLY James

Thomas Engineering, as specified. Alternate brands/manufacturers for this Lot are NOT acceptable due to the requirement for operational compatibility with OCCC’s existing equipment inventory. Unit price for all items in this Lot shall be rental per week.

F. Lot 6: Delivery, Pick-up, and, Exhausted Inventory Charges for Lot #5, and One-

Off/Miscellaneous Items.

Item 6A: Delivery and Pickup Charge (Roundtrip), for 48-Foot and Larger Trucks. Shall be a flat fee for all routine/normal deliveries and pickup where a 48-foot or larger truck is used.

Item 6B: Delivery and Pickup Charge (Roundtrip), for 47-Foot and Smaller Trucks. Shall be a flat fee for all routine/normal deliveries and pickup where a 47-foot or smaller truck is used.

Item 6C: Emergency Surcharge. If applicable, the Contractor may charge a flat fee surcharge per Emergency delivery request. The Emergency Delivery Surcharge (Surcharge Flat Fee per Delivery) shall be added to the Delivery & Pickup Charge (Item 6A or 6B, whichever is applicable), per emergency delivery.

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Item 6D: Exhausted Local Inventory Surcharge. Shall be used only when the Contractor has exhausted its local stock inventory of a given item(s) and delivery from a non-local location is necessary. Surcharge shall be actual shipping cost of item(s) from non-local location (no markup allowed) to OCCC. The shipping ticket, showing actual cost paid, must be provided with invoice for payment to be processed. The Exhausted Local Inventory Surcharge shall be in addition to Item 6A or 6B, whichever is applicable.

Item 6E: One-Off and Miscellaneous Items. The Contractor shall provide a fixed discount off the standard base unit price for the rental of any item not specified in Lot 5. Item 6E shall be used to rent one-off or miscellaneous items from the Contractor. The discount percentage shall remain firm throughout the contract. The Contractor shall provide their standard base price list to OCCC within 10 days of notice of award and after any future pricing updates.

V. EQUIPMENT INVENTORY

The Contractor shall be capable of providing adequate equipment during large and/or multiple concurrent events at the OCCC. Within ten (10) days of notice of award, the Contractor shall provide an Available Inventory List detailing Item Quantities of all rigging equipment available to rent at the Contractor’s location. Equipment quantities of in-stock or readily available items shall be reasonably equivalent to the collective variations and quantities stated below. The County reserves the sole right to determine reasonable equivalence.

Reasonable equivalence for Lot 1

• 100 qty of 1 ton chain hoists

• 150 qty of ½ ton chain hoists

• 150 qty of ¼ ton chain hoists

• 50 qty of 8-way controllers and the adaptors

• 150 qty of 50’ motor cables

• 100 qty of 75’ motor cables

• 100 qty of 25’ motor cables

Reasonable equivalence for Lots 2 and 5

• 500 linear ft of 10’x12” black truss

• 50 linear ft of 8’ X 12” black truss

• 20 linear ft of 3’ x 12” black truss

• 100 qty of 4-way corner blocks black

• 100 linear ft of 8’X 20.5” black truss