Invita�on for Bids #Y26-163-KC Title: Parking Lot Sweeping Atachment A

SCOPE OF SERVICES

1. OVERVIEW

The Contractor shall provide cleaning and sweeping services for County parking lots and adjacent areas, including all labor, tools, equipment, and related overhead costs necessary for the removal, and lawful disposal of debris. The Contractor is responsible for coordina�ng all work performed under this contract with the Facili�es Management Division Service Coordinator (hereina�er referred to as the "County Representa�ve").

2. HOURS OF PERFORMANCE AND ORANGE COUNTY-OBSERVED HOLIDAYS

• Standard Hours: Monday through Friday, 7:00 AM to 5:00 PM, excluding Orange County-observed holidays.

• Non-Standard Hours: Monday through Friday, 5:01 PM to 6:59 AM, and any �me on Saturdays, Sundays, and Orange County-observed holidays, unless otherwise specified for a par�cular loca�on.

Orange County-observed holidays, during which most County facili�es are closed to the public include:

• New Year’s Day

• Mar�n Luther King Jr. Day

• Memorial Day

• Independence Day

• Labor Day

• Veterans Day

• Thanksgiving Day and the Friday following Thanksgiving Day

• Christmas Eve

• Christmas Day

Certain facili�es may observe addi�onal holidays or closure dates. The County Representa�ve shall no�fy the Contractor of any facility-specific holiday schedules or access restric�ons.

For facili�es operated by the Ninth Judicial Circuit Court or the Clerk of Court, the following addi�onal holidays may be observed:

• Good Friday

• Rosh Hashanah

• Yom Kippur

3. PERSONNEL REQUIREMENTS

A. The Contractor shall designate a primary contact person responsible for contract performance coordina�on and communica�on with the County Representa�ve throughout the term of the Contract. The Contractor shall provide a working telephone phone number and email address for the dedicated contact person. The primary contact person shall have the authority to make decisions on behalf of the Contractor, including, but not limited to, changes in service and scheduling.

The Contractor shall no�fy the County Representa�ve in wri�ng at least forty-eight (48) hours prior to any replacement of the primary contact person. At the �me of no�fica�on, the Contractor shall provide the name and contact informa�on of the replacement.

B. The Contractor shall remain solely responsible for the ac�ons, omissions, and performance of its employees and subcontractors.

C. Any subcontrac�ng shall be requested in advance and approved in wri�ng by the County Representa�ve prior to the subcontractor providing any services.

D. Effec�ve communica�on with County staff and building occupants is required to perform this

Scope of Services. Therefore, the Contractor shall ensure that all points of contact are fluent in reading, wri�ng, and speaking English.

E. The Contractor shall ensure that its employees maintain appropriate dress, appearance, and professional conduct while on County premises. All employees shall wear a uniform shirt displaying the Contractor’s company name or logo. Employees shall conduct themselves in a business-like manner at all �mes.

The County Representa�ve shall no�fy the Contractor of any employee not mee�ng these requirements and may require immediate removal of such employee from the job site.

F. The Contractor shall provide the County with a current roster of all employees assigned to perform work under this Contract. The employee roster shall be submited at least twice annually and shall include each employee's name, posi�on, and any other informa�on reasonably requested by the County.

The Contractor shall maintain the accuracy of the roster throughout the term of the Contract and shall provide an updated roster within five (5) business days whenever employees are added to or removed from work under the Contract.

4. PERFORMANCE REQUIREMENTS

A. All workmanship shall be performed in accordance with the latest applicable standards of the

(1) industry, (2) equipment and chemical manufacturers, (3) applicable federal, state, and local laws, rules, and regula�ons, and (4) applicable building and safety codes, including but not limited to:

• Florida Department of Environmental Protec�on (FDEP)

• United States Environmental Protec�on Agency (EPA)

• Florida-Friendly Best Management Prac�ces for Protec�on of Water Resources by the

Green Industry

• North American Power Sweeping Associa�on (NAPSA)

Any person found not in compliance with applicable laws, statutes, rules or regula�ons shall not be permited on the worksite. Any fines, penal�es, or costs resul�ng from noncompliance shall be the sole responsibility of the Contractor.

B. The Contractor shall be responsible for any damage to County facili�es or property resul�ng from the performance of services under this Contract.

C. Services not performed in accordance with the requirements of this contract shall be considered unsa�sfactory performance. Unsa�sfactory performance includes, but is not limited to:

1. Services not performed in strict accordance with the performance specifica�ons and standards, or not performed at the required frequency.

2. Services not performed within the scheduled hours or on scheduled days in accordance with the Parking Lot Sweeping Service Schedule (Atachment B).

3. Failure to properly secure the worksite at the end of a work shi�, or any other breach of site security.

4. Failure to provide adequate staffing to meet the opera�onal requirements of the contract.

D. In the event of non-performance or unsa�sfactory performance by the Contractor or its employees or subcontractors, the County Representa�ve may exercise one or more of the following remedies:

1. No�fy the Contractor of the deficiency and allow up to twenty-four (24) hours to correct non-performance or unsa�sfactory performance. Correc�ons may be required outside the Contractor’s normal working hours, and no addi�onal compensa�on shall be provided for such correc�ve ac�ons.

2. Require the Contractor to remove any supervisor or employee from the Contract for personnel-related issues.

3. Assess liquidated damages in accordance with Contract Terms and Condi�ons, paragraph 8. Liquidated Damages.

4. Take any ac�on deemed necessary by the County to correct deficiencies and ensure the con�nued opera�on of County facili�es.

E. The County's Procurement Division shall be no�fied of any unsa�sfactory performance or service deficiencies that are unresolved or recurring. The Procurement Division may, a�er appropriate no�ce, take any ac�ons necessary to address such deficiencies, up to and including termina�on for default.

F. The Contractor shall atend all mee�ngs requested by County related to this Contract.

5. SAFETY REQUIREMENTS

A. The Contractor shall ensure that all personnel performing services under this Contract comply with applicable federal, state, and local laws, regula�ons, standards, and industry health and safety requirements, including, but not limited to:

• Occupa�onal Safety and Health Administra�on (OSHA)

• Na�onal Ins�tute for Occupa�onal Safety and Health (NIOSH)

• Orange County Safety & Health Manual. The manual can be accessed online at:

htp://www.orangecountyfl.net/VendorServices/OrangeCountySafetyandHealthMan ual.aspx

The Contractor shall immediately report to the County Representa�ve any condi�ons or incidents that may affect the safety of Orange County personnel or the public.

B. The Contractor shall develop, implement, and supervise all necessary safety precau�ons and programs associated with performance of services under this contract.

C. Any hazardous condi�ons or materials observed during the performance of this Contract shall be immediately reported to the County Representa�ve.

D. All equipment used in the performance of services shall be properly maintained and is subject to inspec�on by the County upon request. Any equipment determined by the County to be http://www.orangecountyfl.net/VendorServices/OrangeCountySafetyandHealthManual.aspx http://www.orangecountyfl.net/VendorServices/OrangeCountySafetyandHealthManual.aspx faulty, inoperable, unsafe or otherwise unsuitable for its intended use shall be immediately removed from County property. All required safety features, including but not limited to guards, shields, and safety switches, shall be u�lized at all �mes.

6. BACKGROUND CHECKS AND SECURITY CLEARANCE REQUIREMENTS

A. Background checks for the Contractor’s personnel shall be required and subject to County approval prior to any staff performing work within County facili�es where such requirements apply. The County Representa�ve shall no�fy the Contractor of any loca�ons requiring background screening. All costs associated with background inves�ga�ons shall be the responsibility of the Contractor. The County reserves the right to conduct its own background inves�ga�ons and to request any addi�onal inves�ga�ve background informa�on of any personnel assigned to perform the services. The Contractor shall furnish, in wri�ng, such informa�on to the extent allowed by law, before the commencement of services.

B. Contractor shall comply with all security requirements applicable to each County facility, including, but not limited to:

• Orange County Courthouse (OCCH)

• Orange County Correc�on Complex

C. Background check requirements and addi�onal security provisions are further detailed in the

Scope of Services, Supplemental Informa�on. The Contractor is responsible for reviewing, understanding, and complying with all terms and condi�ons of the Contract.

7. TRAVEL AND PARKING

A. The Contractor shall be responsible for all travel and per diem costs associated with providing services to and from County facili�es. All such costs shall be included in the unit price on the Fee Schedule. Travel �me shall not be included in pricing or invoicing and shall not be compensated by the County under any circumstances.

B. The County will iden�fy designated loca�ons where Contractor vehicle parking is permited.

Any parking fees or associated costs shall be the responsibility of the Contractor or its employees. The County will not be responsible for any damage to Contractor vehicles while parked on County property. Any towing of Contractor vehicles from County property shall be at the expense of the Contractor or its employees. All Contractor and employee vehicles shall be clearly iden�fied with the Contractor’s company name or logo.

8. GENERAL REQUIREMENTS

A. The Contractor shall provide all labor, materials, supplies, equipment, tools, transporta�on, supervision, liter and debris removal, and related disposal costs at its sole expense to perform the parking lot sweeping services described herein.

B. The parking lot scope of work includes all necessary services to thoroughly clean, sweep, and/or vacuum all designated parking areas, curbs, and medians for all loca�ons covered under this Contract, whether by mechanical or hand methods.

C. During the term of the contract, the County reserves the right to add or delete services and/or loca�ons.

D. All services shall be completed in their en�rety. Prior to leaving each site, the Contractor shall inspect the en�re property to ensure that, upon comple�on of each service cycle, all parking areas are le� clean, orderly, and free of debris.

9. SERVICE FREQUENCY AND COORDINATION

A. The service cycle herein shall be based on the calendar year, with four (4) weeks cons�tu�ng one (1) service cycle and thirteen (13) service cycles occurring annually. The Contractor shall provide services on a weekly basis and invoice the County by service cycle. There are fi�y-two

(52) service periods per year.

B. The Contractor shall be onsite a minimum of one (1) �me per week, with each visit occurring during non-standard hours, to perform all contracted services.

C. For the County Administra�on Center, the Contractor shall be onsite a minimum of one (1)

�me each weekend, commencing no earlier than 6:00 PM on Sunday, and shall complete all contracted services before 6:00 AM on Monday.

D. For the Public Works facili�es, the Contractor shall be onsite a minimum of once per weekend

(Saturday or Sunday) to perform all contracted services.

E. All services shall be scheduled and coordinated with the County Representa�ve to provide the least inconvenience to building occupants and disrup�on of County business.

F. The Contractor shall submit a four (4) week recurring service schedule to the County

Representa�ve for approval. The schedule shall iden�fy the day on which services will be performed each week and shall be submited using Parking Lot Sweeping Service Schedule (Atachment B). Upon County approval, the Contractor shall perform the services in accordance with the approved schedule. Requests for schedule changes shall be submited to the County Representa�ve, via email, a minimum of ten (10) business days before the proposed effec�ve date. No changes to the approved schedule shall be made without prior writen approval from the County Representa�ve.

The County Representa�ve reserves the right to make changes to the schedule depending on loca�on, ac�vi�es or opera�onal requirements.

G. Services will be ordered by a County issued Delivery Order. Prior to commencing work, the

Contractor shall verify that all loca�ons scheduled for service are listed on the Delivery Order before star�ng work. No services shall be performed at loca�ons not listed on the Delivery Order. The County may deny payment for any services performed without a County issued Delivery Order.

H. If the Contractor is unable to provide service to a contracted loca�on for any reason, the

Contractor shall immediately no�fy the County Representa�ve. Such no�fica�on shall not relieve the Contractor of its obliga�on to perform the required services. If the failure to perform is through no fault of the Contractor, the County will coordinate with the Contractor to reschedule services.

I. Unforeseeable circumstances that may prevent the performance of services shall be communicated to the County Representa�ve as soon as they become known. The Contractor shall provide the rescheduled date and �me for service within the same service period, subject to the County Representa�ve’s approval. The Contractor shall not be en�tled to payment for any missed services.

J. The Contractor is not required or authorized to perform services on Orange County-observed holidays unless pre-approved in wri�ng by the County Representa�ve.

K. This is a performance-based contract. The absence of County inspec�ons, or any error or omission in these specifica�ons, shall not relieve the Contractor of its obliga�on to perform all services in accordance with this Contract.

L. It shall be the Contractor’s responsibility to provide proof of service comple�on as required by the County. The Contractor shall submit a signed Parking Lot Sweeping Service Confirma�on Report (Atachment C) to the County Representa�ve iden�fying the dates services were performed at each loca�on. The signed Service Confirma�on Report shall be submited within five (5) business days a�er the end of the service period. A signed copy of each Service Confirma�on Report shall also be submited with the monthly invoice as a condi�on of payment.

M. The County Representa�ve may conduct random site inspec�ons, with or without the

Contractor present. Any deficiencies shall be documented and communicated to the

Contractor. The Contractor shall cure such deficiencies within forty-eight (48) hours or may be subject to termina�on of the Contract.

10. COMPLETION OF WORK

A. The Contractor shall complete the work ordered within each designated cycle and shall no�fy the County’s Representa�ve in wri�ng, on a daily basis, of the areas completed for inspec�on and approval of the quality of work performed.

B. The County’s Representa�ve will conduct a final inspec�on and no�fy the Contractor in wri�ng of any deficiencies iden�fied in the reported areas. If the work is determined to be unsa�sfactory, the Contractor shall correct or repeat the work at no addi�onal cost to the County within two (2) workdays, unless otherwise authorized by the County’s Representa�ve.

C. If a re-inspec�on is required a�er the Contractor has corrected or repeated the work, the

County shall assess an eighty-dollar ($80.00) re-inspec�on fee for each re-inspec�on a�er the first re-inspec�on. The fee is intended to offset addi�onal County labor and vehicle costs associated with re-inspec�ons and shall be deducted from the final invoice for the applicable Delivery Order.

D. On a monthly basis, the County may randomly select loca�ons and require the Contractor to provide photographic documenta�on showing the condi�on of the selected loca�ons before and a�er the Contractor’s performance of the work. The County will provide the Contractor with at least ten (10) calendar days’ no�ce of the loca�ons selected. The Contractor shall provide the requested photographic documenta�on via email to the County’s Representa�ve on the same day the service is performed.

11. ROUTINE SWEEPING SERVICES

A. Rou�ne cleaning and sweeping services shall include all work required to clean, sweep, and vacuum parking lots and adjacent areas, including but not limited to, concrete medians, islands, and access points from the roadway to the parking lot. Upon comple�on of services, parking lots shall be clean, free of smearing, and free of all accumulated trash and debris, as determined by the County.

B. When required, prior to sweeping, the Contractor shall u�lize a “no-touch method” such as a blower to safely move all loose materials away from buildings and parked vehicles.

C. The Contractor shall exercise due care when servicing areas with parked vehicles and shall sweep around such vehicles without causing damage. Care shall be taken to prevent “sandblas�ng” of parked vehicles or surrounding areas during blowing opera�ons.

D. The Contractor shall no�fy the County Representa�ve of any vehicles suspected of being abandoned.

E. The Contractor shall u�lize a magnet or equivalent method to collect all metal objects including, but not limited to, bolts, nuts, and screws.

F. At no �me shall rubbish, organic trash, or other debris be allowed to accumulate on the access roads and parking areas. All organic trash and debris shall be blown or vacuumed, removed from the parking lot, and disposed of offsite.

G. The Contractor shall remove all visible debris from parking lots and along curbs and medians, including, but not limited to, �res, wood, newspapers, magazines, large boxes, cups, botles, and food waste that cannot be collected by mechanical sweeping equipment.

H. The scope of service is not intended to be restric�ve or limit the Contractor from using other techniques that achieve the required level of cleanliness and performance standards.

I. Certain areas may require hand sweeping or vacuuming into the sweeper unit. Compensa�on for such work shall be included in the Rou�ne Sweeping Service.

J. The Contractor shall not limit the number of �mes that the debris hopper is emp�ed at any given site during service.

12. DUST CONTROL

A. Sweepers shall be equipped with dust control capabili�es u�lizing water spray systems or regenera�ve air technology.

B. Sweeping opera�ons shall not generate excessive airborne dust or other par�culate mater.

The Contractor shall be responsible for implemen�ng all necessary dust control measures.

Equipment used shall include a fully func�oning water spray system or equivalent dust control system commonly used within the industry.

C. The Contractor shall provide, at its sole expense, sufficient water for the parking lot sweeping equipment necessary to comply with this contract and to assure that the areas are le� in a clean condi�on acceptable to the County.

D. Water shall be used as needed to minimize the genera�on of dust during sweeping opera�ons.

E. All costs associated with water supply shall be borne by the Contractor and included in the unit cost for sweeping services.

13. TRAFFIC CONTROL

A. The Contractor shall conduct all opera�ons in a manner that minimizes disrup�on to pedestrian or vehicular traffic.

B. Work areas shall be confined to the smallest area necessary to perform the services, allowing for maximum use of parking facili�es and minimizing hazards to pedestrians and vehicular traffic.

C. All sweeping equipment shall be equipped with the safety markings, flashing lights, and warning devices required by the most current state laws, regula�ons, and vehicle codes.

D. All mechanical sweeping opera�ons shall be performed in the same direc�on as the flow of traffic. Mechanical sweepers shall not be operated against or in opposi�on to the direc�on of traffic.

14. EQUIPMENT AND TOOLS

A. The Contractor shall provide and maintain mechanical, regenera�ve air, and/or vacuum sweepers of municipal size, equipped with appropriate warning devices and having the capacity to collect and transport debris generated during the performance of services.

B. All equipment, tools, materials, and supplies necessary to perform the services shall be provided by the Contractor and available at the work site before or at the commencement of work.

C. The Contractor shall furnish and maintain all equipment and tools in sufficient quan��es and suitable condi�on to perform the required services in accordance with the terms of this contract.

D. The Contractor shall maintain adequate primary and backup equipment in good working condi�on to ensure uninterrupted performance of services. Equipment breakdowns shall not relieve the Contractor of its obliga�on to perform services in accordance with the Contract requirements and schedule. All costs associated with repairing or replacing inoperable equipment or tools shall be borne by the Contractor.

The Contractor shall own or have access to a minimum of two (2) opera�onal machine sweepers, maintained in good working condi�on and available for use under this contract at all �mes.

E. All sweepers shall be operated at a safe speed that maximizes debris collec�on while maintaining safe opera�ng condi�ons.

F. All equipment shall comply with applicable federal, state, and local laws, regula�ons, ordinances, and noise-control requirements.

G. All Contractor vehicles u�lized in the performance of services shall be clearly marked with the Contractors company name or logo.

H. The Contractor shall provide storage for all equipment and tools used in the performance of this contract. The County will not provide storage space, and equipment or materials shall not be stored on County property.

I. All equipment shall be equipped with required safety devices and maintained in safe opera�ng condi�on. If the County iden�fies a defec�ve or missing safety device, the Contractor shall immediately repair or replace the device at its sole expense. Equipment with safety deficiencies shall not be operated on County property.

J. Equipment shall be operated and maintained in a manner that leaves serviced areas free of dirt, liter, obstruc�ons, smears, and visible dust to the maximum extent prac�cable.

K. Equipment that causes damage to County property, including but not limited to pavement, curbs, landscaping, or turf, shall not be used. The Contractor shall be responsible for repairing any damage resul�ng from its opera�ons at no cost to the County.

15. REMOVAL AND DISPOSAL OF DEBRIS

A. The Contractor shall be responsible for the removal, transporta�on, and disposal of all debris collected during the performance of services, including all associated hauling, �pping, and disposal costs. All debris shall be disposed in accordance with all applicable federal, state, and local laws, regula�ons, and ordinances in effect at the �me of disposal. Any costs, fees, or fines resul�ng from improper disposal shall be borne solely by the Contractor.

B. Stockpiling, storing, or disposing of debris on County property or within any public right of way shall not be permited.

C. The Contractor shall manually remove all debris that cannot be collected by mechanical sweeping equipment.

D. All collected debris shall be loaded into vehicles or containers provided by the Contractor and removed from the site upon the comple�on of service.

E. Large obstruc�ons, including but not limited to, fallen trees, construc�on debris, or debris generated by landscape maintenance ac�vi�es, shall be reported immediately to the County Representa�ve via email.

16. “AS NEEDED” SWEEPING SERVICES

A. “As Needed” cleaning and sweeping services shall consist of work performed outside of scheduled rou�ne services and may include, but are not limited to, mechanical sweeping, hand sweeping, vacuuming, and debris removal resul�ng from accidents, vandalism, acts of God, spills, and special events.

B. “As Needed” services will be requested by the County and performed using the hourly rate established in the Fee Schedule. The hourly rate shall cons�tute full compensa�on and include all labor, equipment, hand cleanup, transporta�on, disposal, and all other associated costs. The Contractor shall submit a service �cket documen�ng the services performed, service loca�on, date of service, and the start and end �mes. Payment shall be based on the number of hours authorized and approved by the County.

C. “As Needed” services may occur during standard hours or non-standard hours.

D. Unless otherwise approved by the County, the Contractor shall complete all requested “as needed” services within three (3) calendar days of receiving no�ce to proceed from the County.

17. INVOICING REQUIREMENTS

A. Upon comple�on and County acceptance of services, the Contractor shall submit a properly executed invoice, together with all required suppor�ng documenta�on, to the appropriate Fiscal Department. All invoices shall reference the Contract number and the applicable Delivery Order number. Invoice forma�ng shall correspond to the associated Delivery Order unless otherwise approved in wri�ng by the County.

At a minimum, an invoice shall include the following:

• Delivery order number

• Service loca�on(s)

• Unit price for each loca�on as iden�fied in the Delivery Order

• Number of service weeks performed for each loca�on within the billing cycle

• Extended total for each loca�on line item (unit price mul�plied by the number of service weeks)

• Total invoice amount

• Signed Parking Lot Sweeping Service Confirma�on Report (Atachment C) corresponding to the invoiced services

Invoices for addi�onal “as needed” services shall separately iden�fy the applicable hourly rate, number of hours worked, service loca�on, date of service, and total charges. A corresponding service �cket documen�ng the services performed and the start and end �mes of service shall be submited with the invoice.

B. The Contractor shall invoice for rou�ne sweeping services once per service cycle. Each service cycle consists of four (4) consecu�ve weeks.

C. The Contractor shall not invoice the County for any services that have not been performed or accepted by the County. Any such invoice shall be rejected and returned to the Contractor for correc�on.

D. MONTHLY STATEMENTS: The Contractor shall submit a monthly statement of all unpaid invoices to each department u�lizing services under this contract.

At a minimum, the statement shall include the following:

• Statement date;

• Invoice number;

• Invoice date;

• Invoice total amount or outstanding balance, if different from the original invoice amount;

• Corresponding Delivery Order number;

• Balance carried forward; and

• Total outstanding balance.

Monthly statements shall be submited to the applicable Fiscal Department, via email, no later than the fi�eenth (15th) day of each month and shall reflect all unpaid invoices for services performed during prior billing periods. Addi�onal statements shall be provided upon request by the County.

18. QUOTATION AND ESTIMATE REQUIREMENTS

Notwithstanding any provision of this Contract to the contrary, including any references to “quotes,” “quota�ons,” “es�mates,” or similar pre-pricing requirements, this provision shall control. To the extent that any por�on of this Contract conflicts with or imposes procedures inconsistent with this provision, this provision shall govern and supersede all such requirements.

The County may issue Delivery Orders under this Contract based on, but not limited to, any of the following, at the County’s sole discre�on:

• A verbal agreement confirming scope and an�cipated quan��es.

• A writen exchange, such as email, confirming scope and es�mated quan��es; or

• A formal writen quote, when specifically requested by the County.

The County further reserves the exclusive right to establish a standard prac�ce requiring writen quota�ons for certain types of work or work under specified condi�ons. Such parameters shall be communicated by the County Representa�ve to the Contractor in wri�ng (e.g., work exceeding $X.00, or work performed at designated facili�es requiring writen quota�ons). The County may, at its sole discre�on, waive any request for a formal writen quote. Any such waiver shall not relieve the Contractor of any performance obliga�ons or contractual du�es under this Contract.

Prior to commencing work or accep�ng a Delivery Order or any Change Order to a delivery order, the Contractor is responsible for:

1. Confirm its understanding of the scope, and

2. Verify the accuracy of the es�mated quan��es or es�mated hours stated in the County’s official writen order.

The Contractor’s commencement of work under a duly executed Delivery Order or Change Order shall cons�tute the Contractor’s acknowledgment and agreement to confirmed scope, es�mated quan��es or hours; and all terms associated with the Delivery Order and master agreement.

Adjustments between es�mated and actual quan��es or hours shall require coordina�on between the County and the Contractor and must be memorialized through a County issued Change Order.

Variances arising from the Contractor’s failure to adequately review or assess the Delivery Order shall not jus�fy issuance of a Change Order or addi�onal compensa�on.

SCOPE OF SERVICES

SUPPLEMENTAL INFORMATION

1. SECURITY AND IDENTIFICATION

A. The Contractor shall, at its expense, perform annual local, state and federal background and reference checks, including criminal background checks, on all prospec�ve/current employees to be assigned to Orange County Government, for every county of residence, domes�c or foreign, of prospec�ve employees for the past seven (7) years. Such checks shall include any convic�ons involving any violent crime or crimes against children, any crime involving the�, possession, receipt of stolen property or sale/use or possession of illegal drugs. All prospec�ve employees shall also be required to have passed a 5-panel drug screening. The 5-panel drug screening shall include THC, Opioids, Amphetamines, Methamphetamines, and Cocaine.

B. The Contractor agrees not to refer or place at Orange County Government any individual having such a criminal record during the seven (7) year period preceding placement at Orange County Government, unless Orange County Government specifically agrees. Orange County Government reserves the right to have Contractor remove any employee from placement at Orange County Government if such individual is arrested, charged or convicted of such crimes while placed at Orange County Government or has determined to falsify their applica�on to conceal their informa�on in anyway. Orange County reserves the right to request to inspect the background and/or drug screening results to ensure compliance with contractual provisions.

C. 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 Division of Criminal Jus�ce Informa�on Services (CJIS) and submit them to County for determining whether the employee is allowed to work for in a par�cular facility.

D. Contractors are responsible for contac�ng the following personnel and obtaining any necessary forms for background checks as follows:

1. For all Contractor’s staff that will be working at the Courthouse Complex or Courthouse related facili�es, including the Juvenile Jus�ce Center, - request forms from the Facili�es Management Downtown District via email from Jessica.Perez@ocfl.net.

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 Facili�es Management Special Services District via e-mail from Kimberly.Douglas@ocfl.net.

mailto:Jessica.Perez@ocfl.net mailto:Kimberly.Douglas@ocfl.net

3. For all Contractor’s staff that will be working at Correc�ons or a Correc�on related facili�es - request forms via e-mail from Michael.Nardone@ocfl.net.

4. For all Contractor’s staff that will be working at other Orange County facili�es. Contact

Carlos.Percival@ocfl.net for specifics before comple�ng the check.

For security purposes and to maintain privacy when submi�ng Background Checks via e-mail the subject line of the email must contain the following: ***EXEMPT***

Due to the �me required to process background checks, the Contractor should allow 2-3 weeks’ turn-around �me. Each County Representa�ve will inform the contractor of their Background Check results.

E. 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 Iden�ty 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.

F. Access to a site must be coordinated through the County Representa�ve.

G. At any �me during the life of the contract, the County issued ID badged may be inventoried by the authorizing user Department Representa�ve. The Contractor will be advised of any missing ID badges. If any ID Cards are missing, the Contractor may be charged a $25.00 fee per each missing ID badge. The County reserves the right to charge and collect this fee at any �me during the contract when it is determined by the County that and County issued ID badge is missing.

H. Upon termina�on or transfer of any employee of the Contractor working under this contract, the Contractor shall immediately no�fy the County Representa�ve, in wri�ng, of such termina�on or transfer and return said employee’s Orange County photo I.D. badge to the County Representa�ve.

I. The Contractor shall report the arrest of any employee working under the terms of this contract to the Contractor Administrator 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 con�nue to work at County loca�ons within this contract.

2. SPECIAL CONDITIONS FOR WORKING AT CORRECTIONS COMPLEX

The following are specific condi�ons and rules that are enforced and must be adhered to while providing services at the Correc�ons Complex.

mailto:Michael.Nardone@ocfl.net mailto:Carlos.Percival@ocfl.net

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

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 Correc�ons Department. No Contractor employee will be allowed to work inside any jail if they are on ac�ve proba�on, home confinement, and parole or have been arrested within the last five (5) years or have been arrested for any crime involving violence, drugs or the�. The Contractor employee list shall include:

Employee’s Full name Employee’s date of birth Employee’s Race/Sex Employee’s Social Security Number Employee’s Driver’s License number

C. Only authorized employees of the Contractor shall be allowed to work at Correc�ons. 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 �mes while on the Correc�ons 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

Correc�ons staff member. They will contact 911.

G. The Contractor’s employees shall follow direc�on of the escort officer at all �mes.

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 Correc�ons.

K. Contractor vehicles shall have the windows rolled up and be locked at all �mes 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. The Contractor shall allow a minimum of sixty (60) minute for comple�on of check-in procedures. 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 inspec�on 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 ammuni�on are allowed in the compound.

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

R. The Contractor shall only use storage areas approved at the beginning of the project, unless otherwise permited during a project by Correc�ons.

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

3. SPECIAL CONDITIONS FOR VENDORS WORKING AT 33rd DISTRICT / CORRECTIONS COMPLEX

The following vehicle entry procedures and requirements are applicable to vendors providing services at the Correc�ons Complex and shall take effect immediately:

Vendor Access

• Vendors must use the tool carts located at the Tool Inventory Gate (TIG) to transport tools and materials. The tool cart key has been added to the TIG key ring.

• Items that are too large for the carts may be delivered directly to the job site; however, the vendor vehicle must then be returned and parked at the Tool Inventory Gate.

Exhibit 1:

Vehicles Remaining On-Site

Vendor vehicles may remain at a job site only when opera�onally necessary (e.g., air compressors, li�s, winches) and only with approval from a Perimeter Security Unit (PSU) supervisor.

When approval is granted:

• The approving PSU supervisor’s name must be documented in the Inmate Management System along with all vehicle informa�on required by the Standard Opera�ng Procedure.

• The supervisor’s name must be recorded on the vehicle pass.

• No vehicle will be permited beyond the vehicle sally-port without documented authoriza�on from a PSU supervisor.

Vehicle Searches and Denied Entry

• Any vehicle that cannot be fully searched in accordance with established procedures (see atached “turn around” image) will be denied entry.

Exhibit 2 “turn around” image:

• Vehicle entry will not be permited for the sole purpose of transpor�ng passengers into the secure compound.