Y26-198_Scope_of_Services.pdf

Invitation for Bids #Y26-198-KS Title: Nuisance Sign Removal Services

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SCOPE OF SERVICES

Orange County Neighborhood Services Division’s mission is to enhance the quality of life for the citizens of Orange County by prescribing and progressively enforcing regulations that promote the common good, which include signage throughout the County. As it pertains to nuisance signage removal services, this requires a Contractor that will actively patrol primary roadways throughout Unincorporated Orange County on a scheduled basis, removing unpermitted signs from roadway right of way and associated areas, and deliver signs to Neighborhood Services Division for ultimate disposal.

To fulfill these requirements, the Contractor shall provide nuisance signage removal services for use throughout the County.

The Contractor shall provide work and materials, collectively “Services”, as specified and described in this Scope of Services. Services shall include all labor, transportation, supplies, materials, employee safety equipment, equipment, supervision, applicable taxes, and all other work and materials expressly required under the Contract or reasonably inferred whether or not expressly stated herein.

1. DESIGNATED REPRESENTATIVE

The County Representative will be the Assistant Manager, Neighborhood Services

Division. After contract award, questions regarding this scope of services shall be directed to him/her. Contract related questions shall be referred to the Program Manager, Administrative Section, Neighborhood Services Division.

This shall be a performance-based contract. The lack of inspections by the County or any error or omission in this scope of services shall not relieve the Contractor of its obligation to perform Services in accordance with generally accepted industry standards.

2. GENERAL INFORMATION

A. Operating Hours:

1. Standard Hours: Standard working hours are Sunday through Saturday, 7:00

AM to 5:00 PM, excluding Orange County Holidays. A County Holiday schedule will be provided on an annual basis. Due to the nature of this contract, the Contractor shall have staff on the road Saturdays and Sundays due to the large quantity of signs placed in the roadways on the weekends.

The County also reserves the right to request priority removals at any time during the day if the signs present a safety or public nuisance issue.

2. Non-Standard Hours: Non-standard working hours are all hours other than

Sunday through Saturday, 7:00 AM to 5:00 PM, and Orange County holidays. The Contractor shall provide a 24-hour point of contact for Non- Standard working hours. It is not anticipated that the County will request the Contractor work during non-standard hours. However, if the Contractor feels that the quantity of work requires performance during Non-Standard

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Hours, work can be performed during those hours provided the Contractor received authorization from the County’s Representative prior to conducting any work.

The Contractor shall work with the County’s Representative with regard to the effective scheduling of the services under this contract. This schedule may be subject to change, based on operational requirements, except as noted above.

B. Each of the Contractor’s motor vehicles shall have the Contractor’s business name and/or logo prominently displayed on both front doors of such vehicle.

C. TRAVEL/MILEAGE COSTS

The Contractor shall be responsible for all travel and per diem costs, as identified in the Scope of Services. The Contractor shall be paid a flat per mile rate for the roadways covered under this contract. This flat rate shall include all labor, materials, gasoline, repairs, insurance and other related operational expenditures needed by the Contractor to perform the work under this contract. The Contractor will not receive any payment for mileage, vehicle costs, or labor costs incurred for travel to or from the Contractor’s place of business to the roadways covered under this contract.

The Contractor shall be paid a per-mile fee for each mile traveled indicated on the travel sheet. The Contractor shall not be paid or reimbursed for mileage between the Contractor’s business location, and the beginning or ending of the roadways to be patrolled. The Contractor shall be paid a per-sign fee for each sign removed and delivered to Neighborhood Services Division as detailed below. Failure to utilize or maintain the required tracking system, or to provide requested data, may result in non-payment for services performed during the period in question.

3. CONTRACTOR PERSONNEL

A. All Contractor employees shall be able to communicate, understand and follow written and verbal instructions in English.

B. Supervision of Personnel: The Contractor shall be responsible for the supervision and execution of services by its employees. The Contractor shall have sole responsibility for means, methods, techniques, procedures, safety precautions or employment practices in connection with Contractor’s performance of services.

C. The Contractor shall ensure that each of its employees are properly qualified and will use reasonable care in the performance of services. If the County, in the County’s sole opinion determines, for any reason, that the qualifications, actions or conduct of any particular Contractor employee has violated this Contract by performing unsatisfactory services, or that such actions or conduct is otherwise detrimental to the County, then upon the County’s written notice, the Contractor shall immediately provide qualified replacement. The County reserves the right of approval of any and all Contractor employees and the right to request the removal

Page | 3 of any employee. The Contractor agrees to promptly reassign any employee whose performance or behavior the County finds unsatisfactory. In the event of a removal, the employee shall not be returned without the prior approval of the County.

D. 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, and are photo ID badged. The Contractor shall ensure that all employees prominently wear the ID badge on the front of his or her uniform at all times when performing services under this contract.

Contractor’s personnel shall wear appropriate footwear during the performance of services under this contract. While working, all the Contractor’s employees shall wear neat-appearing uniforms with company logo and footwear of a style that complies with all legal and safety requirements, including and without limitation, the requirements of Occupational Safety and Health Administration (OSHA) and American National Standards Institute (ANSI).

E. 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 as required under this contract. The Contractor shall ensure that all vehicles used by their staff are properly identified with the company’s name and logo.

F. SUBCONTRACTORS AND SUPPLIERS

Unless first approved in writing by the County, Contractor shall have no authority to engage any subcontractors or other parties to perform services. Neither County approval nor designation of any subcontractors or suppliers nor failure of performance thereof by such parties, relieve, release or affect in any manner any of Contractor’s duties, liabilities or obligations hereunder, and Contractor shall at all times be and remain fully liable hereunder.

4. 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 County Representative within ten (10) business days following 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.

Additionally, the Contractor’s employees shall be required to wear a

Department of Transportation or American National Standard Institute(ANSI)/International Safety Equipment Association (ISEA) approved BTE High-Visibility Highway Safety Vest at all times when performing sign removal services on Orange County roads.

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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. When it is necessary for the Contractor to perform services on or next to a public road or right-of-way, the Contractor shall use safety cones and/or a portable or permanently mounted vehicle strobe to warn the public of potential danger and to protect its employees.

5. 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 shall be approved by the County prior to working under this contract. Contractors are responsible for obtaining the necessary forms for background checks as follows.

1. For all Contractor’s staff and/or employee that will be working under this contract, the Contractor shall perform an FDLE background check (see www.fdle.state.fl.us) at its expense and submit them to the County for determining whether the employee is acceptable to be allowed to work for the County.

2. 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***

3. The County Representative will inform the Contractor of their Background Check results.

C. Contractor's employees will not be allowed under the terms of this contract 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 Representative, in writing, of such termination or transfer.

E. The Contractor shall report the arrest of any employee working under the terms

Page | 5 of this contract to the County 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 within this contract.

F. The Contractor shall remove from the contract any employee who, in the opinion of the County Representative, or designee, is not performing the services in a proper manner, or who is incompetent, disorderly, abusive, dangerous, disruptive, 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. Employees shall not use controlled substances, unless prescribed, nor illegal substances, and shall not use alcohol while performing services under this contract. The County Representative will request that anyone suspected of working under the influence of alcohol or controlled substances be removed from the workplace

G. The Contractor shall not use employees of any temporary help-type employment agency to supplement his work force 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.

6. SPECIFICATIONS

The Contractor is responsible for the removal of unauthorized signage from unincorporated Orange County roadways and right-of-way. These signs are placed on the roadways or right-of-way’s using wooden stakes, metal holders or other means. The Contractor shall remove the signs and the sign holders.

The Contractor shall be required to remove unauthorized signs from utility or light poles within the County right-of-way, up to a height of twelve (12) feet from ground level. The Contractor shall use an extension pole or other type of device to remove signs from these poles. For safety reasons, the Contractor shall not use their vehicle as a staging point for removal of these signs, nor shall the Contractor use a ladder for removal, unless the Contractor can ensure that the ladder is secure for employee usage.

A. It is the responsibility of the Contractor to provide this service for any roadway or right-of-way in unincorporated Orange County, as identified and requested by County Representatives.

B. The Contractor shall patrol the list of roadways contained in Attachment A, at least weekly. The Contractor shall patrol and remove signage from these roadways on a more frequent basis, as requested by the County.

C. As indicated on Attachment A, the roadways shall be patrolled either going one way (picking up signs on both sides of the right of way), or by going both ways on the roadway (picking up signs on one side of the roadway at a time). This is to limit the crossing of multi-lane roadways by the Contractor to ensure the safety of their employees.

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D. The Contractor shall collect political signs only within the authorized Service Area and when the signs are located in a prohibited location, have exceeded the applicable display period, or have otherwise been identified by the County for removal. The Contractor shall follow all applicable Federal, State, and Local laws regarding the collection of political signs.

E. To provide verification of the Contractor’s performance, the Contractor shall be required to complete a daily vehicle log sheet which identifies the following information. The Contractor shall ensure the information is provided so the County can properly pay the Contractor for services rendered.

1. Day and Date

2. Vehicle Number (License Number or other identification)

3. Employee(s) name

4. Name of Roadway patrolled

5. Starting Mileage and ending mileage for each road patrolled

6. Number of signs removed for each roadway.

7. Total number of miles traveled at the bottom of the sheet for each page.

8. Electronic Tracking and Verification System.

The Contractor shall implement and maintain a mobile application or GPS-enabled electronic tracking system for all personnel performing services under this Contract. The system shall, at a minimum:

a) Provide real-time or near-real-time GPS tracking of vehicles and/or personnel while performing services.

b) Record route history, including roadways patrolled, timestamps, and duration of activity.

c) Allow for verification that assigned roadways are actively patrolled in accordance with Attachment A.

d) Include functionality to document sign removal activity, which may include photo verification, geotagging, or digital logs.

e) Retain historical data for a minimum of twelve (12) months and make such data available to the County upon request.

The Contractor shall be paid a per-mile fee for each mile traveled indicated on the travel sheet. The Contractor shall not be paid or reimbursed for mileage between the Contractor’s business location, and the beginning or ending of the roadways to be patrolled. The Contractor shall be paid a per-sign fee for each sign removed and delivered to Neighborhood Services Division as detailed below. Failure to utilize or maintain the required tracking system, or to provide requested data, may result in non-payment for services performed during the period in question.

The Contractor shall be responsible for all travel and per diem costs, as identified in the Scope of Services. The Contractor shall be paid a flat per mile rate for the roadways covered under this contract. This flat rate shall include all labor, materials, gasoline, repairs, insurance and other related operational expenditures needed by the Contractor to perform the work under this contract. The Contractor will not receive any payment for mileage, vehicle costs, or labor costs incurred for

Page | 7 travel to or from the Contractor’s place of business to the roadways covered under this contract.

E. As signs are removed from the right-of-way, the Contractor shall secure signs within their vehicle to eliminate the possibility of signs ejecting from their vehicle while in motion. To facilitate the counting and tracking of the signs for proper payment, the Contractor shall bundle these signs in quantities of twenty-five (25).

The Contractor shall bring all removed signage to the Neighborhood Services Division office location at 2450 33rd Street, Orlando, FL 32839 for verification of count and for disposal. Removed signs shall be delivered to Neighborhood Services Division during the following times:

Monday through Friday, from 8:00 am until Noon (12:00 pm) (except County Holidays).

ORANGE COUNTY HOLIDAYS

Legal holidays when most County buildings will be closed to the public, are as follows:

1. New Year’s Day

2. Martin Luther King Day

3. Memorial Day

4. Fourth of July

5. Labor Day

6. Veterans Day

7. Thanksgiving Day and the Friday after Thanksgiving Day

8. Christmas Eve and Christmas Day

In addition to Orange County Holidays, the Ninth Judicial Circuit Court and the Clerk of Court also observe the following:

1. Good Friday

2. Rosh Hashanah

3. Yom Kippur

It is the responsibility of the Contractor to ensure that a Code Compliance Inspector Neighborhood Services Division employee verifies the number of signs delivered for disposal and to provide a receipt to the Contractor indicating the number of signs and the date delivered. This receipt shall be used by the Contractor as documentation to be included with their invoice for payment. Failure of the Contractor to have the removed signs counted and accepted (with a completed receipt) by Neighborhood Services Division staff will result in non-payment for those signs.

7. INVOICES AND PAYMENTS

A. The County shall issue a delivery order for sign removal upon award of this contract. The Contractor shall reference the contract number as well as the applicable delivery order number on all invoices.

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B. The Contractor shall submit an invoice for work completed to the County Neighborhood Services Division on a weekly basis. Submittals shall include a single invoice and attachments related to the work performed during the weekly period. The invoice and all required items will be exempt from State and Federal Sales Taxes.

C. Each invoice submitted to Orange County Neighborhood Services Division after work is completed shall include the following:

1. The Contractor’s name and address with the dates of service covered by the invoice

2. Date of the invoice

3. Orange County Delivery Order Number and Orange County Term Contract

Number

4. Itemized description of services per bid line items (number of miles traveled and number of signs picked up and delivered to Orange County Neighborhood Services Division)

5. For miles traveled, detailed and itemized daily road log sheets indicating roads/streets traveled, the number of miles traveled by road, and time when roads were traveled.

6. For signs turned into Neighborhood Services Division for disposal, a copy of the receipt received from Neighborhood Services Division at the time of sign delivery.

7. Failure to provide documentation for items #5 and #6 above will result in Contractor not receiving payment for those services.

8. COUNTY’S RIGHT TO AUDIT SERVICES

The County reserves the right to make, or cause to be made, such audits and tests whenever necessary to ascertain that services are being fulfilled in accordance with the scope of services herein. Such audits may include review of electronic tracking data, GPS logs, and application-based reporting required under Section 6. Deficiencies noted shall be submitted, in writing, to the Contractor. The Contractor shall expeditiously correct deficiencies within thirty (30) working days at its expense. Written notification to the County is required once all deficiencies are corrected. If performance issues arise that cannot be resolved between the Contractor and the County’s Representative, the matter will be referred to the Procurement Division for appropriate action.