Y26-149_Scope_of_Services.pdf

Invitation for Bids #Y26-149-TF Title: Lift Equipment Maintenance and Repairs

SCOPE OF SERVICES

1. OVERVIEW

The Contractor shall provide full-service maintenance and repair to include all labor, materials, supplies, equipment, and tools for complete maintenance, inspection and repair service for material handling and lift equipment owned and operated by the Orange County Convention Center (“OCCC”) on an as-needed basis. The equipment items are physically located at three (3) different OCCC buildings on the same campus, namely the "West Building", the "Remote Building", and the "North/South Building". In summary, the Contractor shall provide manufacturer recommended quarterly inspections on each piece of equipment, as-needed repair services as detailed in the Scope of Service, and annual safety inspections on all boom and scissor lifts. A complete listing of equipment is attached to this solicitation as Attachment A, Rolling Stock.

2. BACKGROUND

The (OCCC) is a high-profile Convention Center requiring Four Diamond level of support services. Four Diamond facilities as defined by AAA are establishments that are upscale in all areas. Accommodations are progressively more refined and stylish. The physical attributes reflect an obvious enhanced level of quality throughout. The fundamental hallmarks at this level include an extensive array of amenities combined with a high degree of hospitality, service and attention to detail. As it pertains to material handling and lift equipment maintenance and repair, this requires comprehensive services to ensure that all material handling, lift equipment, and other related equipment throughout the OCCC are maintained in an appropriate manner so as to enhance the OCCC's services to those groups and companies that utilize the OCCC for conventions, meetings, meals, and other assorted events.

OCCC is responsible for ensuring the proper maintenance and operation of approximately seven (7) million square feet of meeting room, offices, exhibit space and other associated structures throughout OCCC campus.

Orange County Health Services has three (3) pieces of equipment listed on the spreadsheet. Their equipment will be serviced at their location, which will be on a separate Delivery Order (“DO”) from that division.

3. GENERAL INFORMATION

A. Hours of performance for maintenance and repair services shall be:

1. Standard Hours: Monday through Friday, 6:00 AM to 5:59 PM, excluding Orange County Holidays.

2. Non-Standard Hours: All hours Monday through Friday, 6:00 PM to

5:59AM, weekends, and Orange County holidays. The Contractor shall provide a 24-hour point of contact for Non-Standard working hours.

B. Since the OCCC operates twenty-four (24) hours per day, if the Contractor elects to perform scheduled maintenance and inspections outside the Standard Hours stated above to avoid congestion caused by show activity held at the OCCC during Standard Hours, the Contractor shall not receive any extra compensation.

C. Each of the Contractor’s motor vehicles brought onto the OCCC’s property shall have the Contractor’s business name and/or logo prominently displayed on both front doors of such vehicle. Contractor and Contractor's employee vehicles shall be properly identified.

D. The OCCC will identify and specify to the Contractor locations where Contractor vehicle parking is available. 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.

E. TRAVEL/MILEAGE COSTS

The Contractor shall be responsible for all travel and per diem costs to and from the OCCC. 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 upon arrival at OCCC.

OCCC will not reimburse the Contractor for lunch time taken by a Contractor's employee while on OCCC property.

4. PERFORMANCE

A. All maintenance and repair work shall be scheduled to provide the least inconvenience to building occupants, events 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. All service visits shall be coordinated with the OCCC Representative.

D. Standards of Conduct

1. The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity.

2. The Contractor's employees shall not be in OCCC private offices without express permission of OCCC personnel, nor shall they disturb papers on desks, open desk drawers or cabinets, or use Orange County telephones, computer equipment, copiers, or printers, except as authorized. OCCC reserves the right to request removal of Contractor’s employees that do not observe the standards of conduct.

E. Non-interference with OCCC Business

1. The Contractor will be notified by the OCCC Representative as to the manner of starting the work. Work shall cause minimum interference to OCCC operations.

2. The work shall be performed in such a manner that there will be no interruption or interference with the proper execution of OCCC business.

Verbal interaction between Contractor’s employees and building occupants shall be kept to a minimum.

3. The Contractor alter work methods, schedules and procedures if t h e

OCCC Representative determines that they are detrimental to County operations.

F. Cooperation with Other Contractors

The OCCC Representative will notify the Contractor of any other contractors performing work at the same job site. The Contractor shall coordinate with such contractors and ensure that work does not interfere with the work being performed by others at the site.

5. CONTRACTOR PERSONNEL

A. All Contractor employees shall be able to communicate, understand and follow written and verbal instructions in English and be able to identify and understand all signs and notices in and/or around the OCCC.

B. The Contractor shall designate the following personnel:

1. Lead Manager shall be responsible for the following:

a. Authority to act as Contractor’s agent regarding contract performance.

b. Supervision, coordination, and execution of contracted services performed by employees.

c. Provide the OCCC Representative with written notice at least thirty (30) calendar days in advance of any scheduled equipment inspections. Such notice shall include, at a minimum, the anticipated inspection date(s) and the equipment to be inspected.

d. Provide the OCCC Representative with written and electronic confirmation of all inspection findings within five (5) business days following the completion of any equipment inspection. Such confirmation shall include, at a minimum, a summary of the inspection results, any identified deficiencies, and recommended corrective actions, if applicable.

2. Performance Supervisor shall be responsible for the following:

a. Supervision, coordination, and execution of contracted services performed by employees.

b. Authority to ensure that all maintenance services under this contract are properly performed.

C. Contractor shall have sole responsibility for means, methods, techniques, procedures, safety precautions, or employment practices in connection with Contractor’s performance of contracted services.

D. All personnel provided by the Contractor, including employees and subcontractors, shall be qualified, competent, experienced, courteous, and will use reasonable care in the performance of maintenance services of material handling and lift equipment.

E. Contractor personnel shall wear clean, professional uniforms displaying the company name or logo, along with a visible photo ID badge worn on the front of the uniform at all times while on OCCC property. Appropriate safety shoes are required during all work activities. Contractor personnel shall comply with all applicable legal and safety standards, including OSHA regulations.

F. The County reserves the right of approval of any and all Contractor employees and the right to request the removal of any employee from the Convention Center premises, if in the opinion of the OCCC Representative, or designee, that is not performing the services in a proper manner, or who is incompetent, disorderly, abusive, dangerous, disruptive, suspected of working under the influence of alcohol or controlled substances, or does not comply with the rules and regulations of the County.

The Contractor shall promptly reassign any employee whose performance or behavior the OCCC finds unsatisfactory. In the event of a removal, the employee shall not be returned without the prior approval of the OCCC. If an employee is noted as “Do Not Return (DNR’d)”, that employee shall not return to OCCC for any reason.

G. The Contractor and their employees shall comply with OCCC Policies and Procedures while on premises. These are available on the OCCC website (www.occc.net, http://ccnet/SM/MC/Uniforms/OCCC%20Employee%20IMAGE%20Manual.pdf).

The Contractor’s employees shall not remove any item such as giveaways, purchased items, trash or leftovers from OCCC property. The Contractor shall instruct its personnel that no gratuities shall be solicited or accepted for any reason whatsoever from tenants, customers or other persons at the OCCC. The Contractor shall be responsible for ensuring that all articles found by its employees on the Center’s premises are turned over to the OCCC’s designated representative in charge of such articles.

H. A valid Florida driver’s license (Commercial Driver’s License, if applicable) will be required of all personnel operating motor vehicles or motorized equipment on roadways http://www.occc.net/ in or around the OCCC’s property. The Contractor shall ensure that all vehicles used by their staff are properly identified with the company's name and logo.

I. All maintenance personnel, including subcontractors, must identify themselves upon arrival on site and prior to beginning work and upon completion of work and leaving site. Contractor employees shall report to designated OCCC personnel upon arrival and departure from property in the performance of maintenance services.

J. The Contractor shall maintain sufficient backup maintenance and repair personnel so that multiple concurrent failures are corrected within forty-eight (48) hours of notice, or a timeframe mutually agreed upon by both parties.

6. SAFETY

A. 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 submitted to the OCCC Representative within ten (10) business days following notice of contract award.

B. 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.

C. 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.

D. Any damage to OCCC facilities or property due to the services performed by the Contractor shall be the responsibility of the Contractor.

E. If certification (such as OSHA) is required for operation of any equipment used by the Contractor's employees, the Contractor shall ensure that all certifications are complete and up to date. All Contractor employees shall have copies of their equipment certification on their person when working at OCCC, and shall produce this certification upon request from OCCC employees. Contractor employees found to be operating without proper certification(s) shall be immediately removed from operating the equipment. Removal shall occur upon discovery and without prior notice. The employee shall not resume operation until proper licensing and compliance are fully verified by an authorized OCCC Representative.

7. CONTRACTOR’S PERSONNEL – ANNUAL SECURITY AND BACKGROUND

REQUIREMENTS

The following conditions are required for all Contractor’s employees assigned to work at the Orange County Convention Center.

The Contractor shall provide a Level 1 (5 years) background check and a drug screening for its employees eligible to work under this contract at the OCCC and shall provide this list of such employees to the OCCC Security Division upon successful completion of background and drug screen requirement and approved by the Contractor and in accordance with Florida Statutes 435.03(2), in order for the employee to be eligible to work at the OCCC. The Contractor shall provide background checks and drug screens at no cost to OCCC.

Background checks and drug screenings shall be performed and must be updated for each employee on an annual basis, at no additional cost to the OCCC, throughout the contract and shall include:

a. Identification Verification

b. Selective Service Status, if applicable (registered/unregistered)

c. FDLE Automated Criminal Record

d. Clerk of Courts by County of Residence

e. Employment Verification

f. DMV by State of Residence

g. Military service verification, if applicable

h. Professional License & Certification Check

i. Drug Screen – Five Panel to include:

• Amphetamines

• Cocaine Metabolites

• Marijuana Metabolites

• Opiate Metabolites

• Phencyclidine

j. Sex offender registry

A. A list of the Contractor’s employees who have successfully passed the background check and drug screen and assigned to work at the OCCC shall be submitted to the OCCC Security Supervisor or their designee, prior to being permitted to work at the OCCC. This list shall be updated on an annual basis, thirty (30) days prior to the anniversary date of the contract.

B. Keys may be issued to Contractor’s employees on an as-needed basis. Keys shall be returned at the end of each workday to the issuing personnel. All keys are the property of the OCCC. There will be a $35 charge per key for all lost and unreturned keys.

8. SCHEDULED QUARTERLY AND ANNUAL INSPECTIONS

Scheduled quarterly and annual inspections shall be performed during Standard Business Hours as identified above. A listing of the current equipment at OCCC is included with this bid document as Attachment A – Rolling Stock. The list of equipment is subject to change. The County reserves the right to add or remove equipment, via Delivery Orders, without a formal amendment to the contract. If any equipment is added or removed, such changes will be reflected in a revised Attachment A – Rolling Stock within thirty (30) calendar days and furnished to all parties.

A. Aerial Lift Inspections, Quarterly

The inspection shall be made by a person qualified as a mechanic on the specific make and model of the aerial lift. The inspection shall include all items specified by the manufacturer for a quarterly inspection and shall include but not be limited to the following:

1. All functions and their controls for speed(s), smoothness, and limits of motion;

2. Lower controls including the provisions for overriding of upper controls;

3. All chain and cable mechanisms for adjustment and worn or damaged parts;

4. All emergency and safety devices;

5. Lubrication of all moving parts, inspection of filter element(s), hydraulic oil, engine oil, and coolant as specified by the manufacturer.

6. Visual inspection of structural components and other components such as fasteners, pins, shafts and locking devices;

7. Placard, warnings and control markings;

8. Additional items as specified by the manufacturer. The Contractor shall not place any aerial lift into service until all malfunctions and problems have been corrected.

B. Aerial Lift Inspections, Annual

The Contractor shall perform annual inspections on all aerial lifts no later than thirteen (13) months from the date of the prior annual inspection. The inspection shall be performed by a person(s) qualified as a mechanic on the specific make and model of the aerial lift. The inspection shall include all items specified by the manufacturer for an annual inspection.

C. Aerial Lift Inspections, As Needed per ANSI (American National Standards Institute) Standards

ANSI Standard A92.5 and A92.6 requires frequent inspections of aerial lifts by a qualified mechanic every three (3) months or 150 hours of operation, whichever comes first. The Contractor shall perform the quarterly inspection routine described above on all aerial lifts:

1. If an Aerial Lift exceeds 150 hours of use prior to the next scheduled quarterly inspection, OCCC staff will notify the Contractor to schedule another inspection which shall be invoiced at the stated bid price.

D. Tear Down Inspections, JLG Lifts

The Contractor shall perform tear-down inspections per manufacturer specifications for the JLG lifts, as identified in the bid documents. These inspections shall only be done with prior approval of the OCCC Representative, or designee. Any repairs identified during this tear-down inspection shall be performed as Additional Work, at the pricing identified on the Fee Schedule Form.

E. Forklift, Pallet Jack and Related Equipment, Quarterly Inspections

The Contractor shall perform quarterly inspections on all forklifts, pallet jacks and other equipment as indicated on the bid sheets and on the listing of equipment, as identified as Attachment A – Rolling Stock.

F. The Contractor shall affix a quarterly or annual inspection certificate indicating the date of inspection to each piece of equipment when the service is complete.

G. The Contractor shall advise the OCCC designated representative, as soon as practical, of any defect or condition that may adversely affect the proper operation of any equipment.

H. The Contractor shall perform work on-site throughout the OCCC complex. OCCC will assist the Contractor in locating equipment as needed.

9. ADDITIONAL WORK

A. The C ontractor shall perform as-needed repairs on lift and material handling equipment on both an emergency and non-emergency basis. For emergency repair requests, the on-call service mechanic’s telephone response time shall be within sixty (60) minutes of notification. Onsite response shall be within four (4) hours for emergencies and within twenty-four (24) hours for routine repairs. The OCCC Representative will establish the check-in location and procedure.

B. When additional work is requested by the OCCC, the Contractor shall provide a detailed written estimate for the work to the OCCC designated representative within forty-eight (48) hours of request. The Contractor shall not start the repairs until receiving the express authorization of the OCCC designated representative.

Performance of work without authorization may lead to non-payment for services.

C. The OCCC may direct the Contractor to perform repairs at the location of equipment breakdown on OCCC property when equipment cannot be safely moved to repair space at the OCCC. If equipment must be removed from breakdown site for repairs, the Contractor shall provide transportation to move the equipment to the on-site repair location, which is near Building 12 for the West Building and the facility maintenance lay down area on the southeast dock for the North/South Building.

E. The Contractor shall coordinate necessary warranty repairs on equipment still covered by manufacturer's warranties. These warranty repairs shall be performed by the authorized repair center as identified by the manufacturer.

10. INVOICES

Invoices submitted for additional work shall itemize the number of hours worked, the contracted hourly rate, and a list of the materials used. Parts will be reimbursed based on invoice/receipt attached for invoice repair, plus the appropriate markup/markdown as identified in the Fee Schedule Form. All parts will need to be supplied from an independent third party, and the invoice for the part(s) from the third party must be provided as backup documentation.

Orange County is exempt from paying Sales Tax; however, the Contractor shall be reimbursed for any Sales Tax amount incurred as part of an open market purchase. Sales Tax Reimbursement will not be subject to any administrative markup by the Contractor.

The Contractor shall submit a copy of the mechanic's service receipt indicating the date, time, unit number and nature of service performed. The OCCC Representative will sign service receipts at the time the Additional Work is performed.

OCCC will only pay shipping costs authorized for emergency repairs when the OCCC

Representative determines they are necessary after coordination with the Contractor.

Failure to obtain an authorized signature may result in denial of payment for the work covered by the service receipt.

OCCC will issue Delivery Orders per fiscal year for Additional Work. OCCC will also issue an annual Delivery Order for all quarterly and annual inspections. The Contractor shall reference the Contract Number and the appropriate Delivery Order number on all invoices.

11. REPORTING

A. The Contractor shall provide the OCCC Representative with written notice at least thirty (30) calendar days in advance of any scheduled equipment inspections. Such notice shall include, at a minimum, the anticipated inspection date(s), the equipment to be inspected, and the full name of the inspector.

B. The Contractor shall provide the OCCC Representative with written and electronic confirmation of all inspection findings within five (5) business days following the completion of any equipment inspection. Such confirmation shall include, at a minimum, a summary of the inspection results, any identified deficiencies, and recommended corrective actions, if applicable.