This is a service / maintenance or supply contract in Orlando, Florida. Contact the soliciting agency for additional information.

Question Submission Deadline:November 15, 2024, 5:00pm SCOPE OF SERVICES SCOPE OF SERVICES 1. GENERAL REQUIREMENTS The Orange County Facilities Management Division is responsible for providing specific maintenance and repair services for leased buildings throughout Orange County, Florida. The Contractor shall provide preventative maintenance (PM) services and as needed repairs to ensure the proper maintenance and operation of HVAC systems within leased buildings throughout Orange County. All supplies, materials, tools, equipment, labor, certifications, and facilities needed to provide these services shall be the responsibility of the Contractor. Hours of Performance: 1) Standard Hours: Standard working hours are Monday through Friday, 6:00 AM to 5:59 PM, excluding Orange County holidays. 2) Non-Standard Hours: Non-Standard working hours are Monday through Friday, 6:00 PM to 5:59 AM, weekends and Orange County holidays. 3) Emergency Services: Twenty-four (24) hours per day, seven (7) days per week, including weekends, and holidays. Emergency service requests require a phone or email response within thirty (30) minutes of the initial request for confirmation of dispatch and on-site arrival within two (2) hours of the initial request. 2. PERSONNEL REQUIREMENTS A. The Contractor shall identify a lead person or supervisor with whom the County's Representative may consult regarding contract performance throughout the duration of the contract. The contact information provided for this person shall include a valid e-mail address and phone number. B. Contractors shall provide a twenty-four (24) hour point of contact with a staffed telephone number that the County may contact for emergency service requests during standard and non-standard hours. The Contractor shall, within 24 hours, notify the Contract Administrator if there is a change in any points of contact and/or contact information and provide the updated information at the time of notification. All points of contact shall have the capability to receive communication via telephone and email. C. Effective communication with the County staff building occupants is required to perform this Scope of Services. Therefore, the Contractor shall ensure supervisors and points of contact are able to read, write, and speak English fluently. D. All personnel provided by the Contractor, whether employees of the Contractor or subcontractor, shall be competent and skilled in the areas of their assigned responsibilities. The ability to troubleshoot equipment with phone guidance from manufacturer's service phone lines does not qualify as experience. E. All technicians shall be experienced, certified as an Environmental Protection Agency (EPA) Universal Technician, and licensed to perform tasks which they are assigned and shall be legally able to perform the assigned tasks in the State of Florida and Orange County. The Contractor shall provide a list of technicians who will perform the scope specified herein. This list shall include the technicians' full name, working title, and years of experience. Copies of the qualifying license for each employee must be included with the list submission where applicable, within ten (10) business days after notification of contract award and before the performance of work. F. The Contractor shall provide training for maintenance personnel on HVAC and related equipment system maintenance referenced on this contract. The Contractor shall provide training on existing equipment and new equipment which may be placed in service during the term of the contract. Training records for all employees including certifications and recertification shall be provided to the County within twenty- four (24) hours of request. G. The Contractor shall maintain sole responsibility for its employees and subcontractors. H. The Contractor shall ensure proper dress code, appearance, and conduct of its employees while on County premises. All employees and subcontractors shall be dressed in uniform shirts displaying the company name/logo at all times when performing work on County property. The Contractor shall ensure that all employees are clean, neat, and appropriately attired during the performance of the services. The Contractor shall be responsible for providing company photo ID badges for all employees and subcontractors. I. There shall be no smoking of any kind on County property at any time. J. The Contractor shall not use employees of any temporary employment agency to supplement the workforce in County buildings for any reason. 3. PERFORMANCE A. All workmanship shall meet the standards specified herein, and shall be accomplished in accordance with the most current 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 to include but not limited to: Occupational Safety and Health Act (OSHA) National Institute for Occupational Safety & Health (NIOSH) National Fire Protection Association (NFPA) State Certified Mechanical Contractors License (CMC) American Society of Heating, Refrigeration, & Air-Conditioning Engineers (ASHRAE) B. The Contractor shall conform to all Federal, State, City, and Orange County standards and regulations during the performance of the contract. Any fines levied due to inadequacies or failure to comply with any and all requirements shall be the sole responsibility of the Contractor. Any person found not in compliance with any laws, statutes, rules or regulations will not be allowed on the work site. Continued violations by a Contractor shall constitute cause for immediate termination of the Contract. C. All services required hereunder shall be performed by the Contractor or under the Contractor's supervision. All personnel engaged in performing the services shall be fully qualified, experienced, certified, licensed and/or permitted under state and local law to perform such services. D. The Contractor shall remove all Contractor's personnel (including subcontractors) from County property who are deemed careless, incompetent, insubordinate, reasonably objectionable, or whose continued employment is deemed to be contrary to the interest of the County as determined by the County, or if it is determined that services are not being performed in accordance with the terms and conditions of this contract. The County's request to remove any employee from this contract shall, in no instance, be considered a request for the contractor to terminate the designated individual from the contractor's employment. The sole intent is removal from this contract. E. The work shall be performed in such a manner to prevent interruption and interference with the proper execution of Orange County business and provide the least inconvenience to building occupants and visitors. Verbal interaction between the Contractor's employees and building occupants shall be kept to a minimum. The Contractor shall not discuss services being performed with building occupants; this type of communication shall be with the District Service Coordinator. F. Any damage to County facilities or property due to the services performed by the Contractor and subcontractors of the Contractor shall be the responsibility of the Contractor. G. The County may schedule meetings periodically to review contract terms, performance, and other contractual related matters. The Contractor shall be required to attend all meetings as requested by the Contract Administrator and County Representative. H. Services not performed in accordance with the content of this contract shall be considered unsatisfactory and unacceptable. In the event of non-performance or unsatisfactory performance by the Contractor, or employees of (including subcontractors), the County's Representative shall have the right to exercise one of the following options: 1) Notify the Contractor of non-performance/unsatisfactory performance and allow Contractor to correct such item of non- performance/unsatisfactory performance within a twenty-four (24) hour timeframe. Although the timeframe for making corrections may occur outside of the Contractor's normal working hours, the Contractor shall not receive any further compensation. 2) The Contract Administrator may request the Contractor remove any Supervisor or employee if it is a personnel-related issue. 3) The County reserves the right to correct any item of non-performance/ unsatisfactory performance by any means it deems necessary to ensure the effective operation of the County's facilities. Costs incurred by the County for the correction using County employees shall be deducted from payments made to the Contractor. If another Contractor is used to correct the item, that cost will be deducted at the rate charged by the requested Contractor. I. The County's Representative shall notify the Procurement Division of the unsatisfactory performance and or deficiencies in service that remain unresolved or reoccurring. The Procurement Division may, after appropriate notice, take necessary actions to address unsatisfactory performance up to and including termination for default. 4. SAFETY REQUIREMENTS A. The Contractor shall provide and ensure that all personnel providing services under this contract are in compliance with applicable laws, standards, and health and safety requirements of the industry to include by not limited to: Occupational Safety and Health Act (OSHA) National Institute for Occupational Safety & Health (NIOSH) Orange County Safety & Health Manual. The manual can be accessed online at: http://www.orangecountyfl.net/VendorServices/OrangeCountySafetyan dHealthManual.aspx The Contractor shall immediately report to the County's Representative the issues which may affect the safety of Orange County personnel or the public. B. All equipment used in the performance of these services shall be properly maintained and shall be subject to inspection by the County upon demand. Any equipment deemed faulty, inoperable, unsafe, or improper for its intended purpose shall be promptly moved from the County's premises. C. Before performing service or maintenance on any equipment where the unexpected energizing, startup, or release of stored energy could occur and cause injury, the equipment shall be isolated and rendered inoperative through the use of a lockout device whenever the equipment is capable of being locked out. D. The Contractor shall be responsible for all costs to repair any damage to County facilities or property caused by Contractor's services being incorrectly performed or omitted. 5. SECURITY CLEARANCE REQUIREMENTS A. Background checks for the Contractor's staff shall be approved by the County prior to working in any County facility. All costs for background investigations shall be the Contractor's responsibility. The County reserves the right to conduct its own investigation and request any additional investigative background information 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. B. The Contractor shall comply with the different security requirements for each County facility, including but not limited to: o Orange County Courthouse (OCCH) Orange o County Correction Complex o Orange County Fire Rescue C. It shall be the Contractor's responsibility to become familiar with access to each job site and the required security clearance and check-in procedures. The Contractor shall not calculate security clearance and check-in procedures time as billable time. The County will not reimburse for this time under any circumstances. D. Background checks and additional security requirements are addressed in detail in the Scope of Service, Supplemental Information, attached herein. The Contractor is responsible for reading, understanding, and application of all contract terms. 6. TRAVEL AND PARKING A. The Contractor shall be responsible for all its travel and per diem costs to and from the various County facilities. Travel time shall not be included when quoting and or invoicing for as needed and emergency repairs and shall not be compensated by the County under any circumstances. Billable time starts at arrival at the job site where work is to be performed, not on arrival at the campus. B. The County will identify locations where Contractor vehicle parking is available. If there is a cost associated with parking, those costs shall be paid by the Contractor or Contractor's employee. Orange County will not be responsible for any damage to Contractor or Contractor's employees' vehicles while parked on Orange County property. Vehicles towed from Orange County property will be at the expense of the Contractor or Contractor's employee. The Contractor and Contractor's employee vehicles shall be properly identified. 7. PREVENTATIVE MAINTENANCE GENERAL WORK REQUIREMENTS A. The Contractor shall furnish all labor, materials, equipment, software, and supplies necessary to perform preventative maintenance (PM) and as-needed repairs. All Preventative Maintenance shall be completed for each item during the months of February, May, August and November. B. The Contractor shall perform each of the applicable tasks herein and all other operations per the equipment manufacturer's operational manuals, specified procedures, and most recent recommendations. The Contractor shall be responsible for obtaining the most recent manufacturer's recommendations and shall provide a copy of the manufacturer's recommendations upon the County's request. The Contractor shall notify the Contract Administrator in writing of any and all discrepancies between the procedures set out herein and the manufacturer's specific procedures and operational requirements. C. The Contractor shall protect existing warranties on applicable County equipment and follow the manufacturer's recommendations during the warranty period while performing preventative maintenance and repairs activities. D. The Contractor shall use a computerized maintenance management system with the ability to manage, track, produce and disburse written service reports of all work performed within the capacity of this contract. The Contractor shall provide the District Service Coordinator with any reports generated from subcontractors or third-party services within 15 days of the service completion. E. During the course of the contract, the County reserves the right to add or delete equipment. The unit price for the equipment added shall be per the unit price for the type of equipment per the bid response form. Attachment A lists the equipment requiring services under this contract. F. Air filters for all equipment shall be provided and installed by Contractor. Used filters shall be removed from mechanical rooms and rooftops and disposed of properly. Filter shall be Medium Efficiency 30% Rating. MERV 8 and pleated. G. When de-energizing for servicing, all energy sources shall be secured, locked, and tagged out in accordance with the latest OSHA requirements. H. All materials, equipment, and tools shall be provided by the Contractor and made available at the site prior to the start of work. The County will not provide any equipment or tools (i.e., ladders, lifts, dollies, etc.) for the Contractor's use. I. All costs for PM services including lifts, all heavy equipment, and operators required for services shall be the Contractor's responsibility and calculated in the unit prices on the bid response form. No additional reimbursement will be provided by the County. J. The Contractor shall not make alterations to any equipment without prior written approval by the Service Coordinator. K. The Contractor shall adhere to County's PM schedule. No changes shall be allowed without prior authorization by the County in writing. L. If during an inspection a condition is discovered that would require an emergency repair, the Contractor shall immediately notify the Service Coordinator. The Contractor shall consult with the District Representative as outlined herein to schedule all requested repairs. M. When the Contractor completes work on any piece of equipment included in this contract, that equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Maintenance and repair work shall be carried out to completion, including operational checks and cleanup of the work site. N. The Contractor shall provide reports to the County within three (3) working days following completion of PM. All reports shall be a detailed written report of all reported deficiencies, readings, log notes, and all other applicable findings. The distribution of the reports will be determined after commencement of the Contract. O. The Contractor shall not perform any services without an existing delivery order unless it is an emergency service. Service does not include meetings, site surveys, and scheduling activities. P. The Contractor shall meet with each District Representative to review reports and operating procedures. Additional meetings are as requested by the District Representative. Q. Requirements under this contract shall supersede any additional language added to work proposals, service tickets, and any other documents supplied by the Contractor. 8. PREVENTATIVE MAINTENANCE SPECIFICATIONS A. Preventative Maintenance includes inspections, lubrication, tests, adjustments, and corrective maintenance tasks. The Contractor shall schedule preventative maintenance and task functions to be performed according to the frequency applicable to each piece of equipment in Bid under Preventative Maintenance. The Contractor shall schedule preventative maintenance tasks electronically via email to the Facility Representative and copying the County Representative to ensure a uniform and detailed method of scheduling work. A copy of this scheduled work shall be sent and approved by the County Representative in advance of work. B. The Contractor shall contact the County Representative(s) a minimum of forty-eight (48) hours prior to the planned start date of any work to confirm schedule. C. The County reserves the right to require preventative maintenance scheduled during non-standard hours at no additional cost. D. The referenced quantities, types, make, and model of equipment are subject to change throughout the life of the contract at the County's discretion. Mechanical Equipment Preventative Maintenance Notify building personnel that maintenance is being performed on the system. i. Contractor shall provide the following Quarterly Packaged A/C Unit Services: 1. Start the unit. 2. Check for unusual noise or vibration. 3. Verify the starter operation. 4. Verify proper operation of compressors and fans. 5. Replace pleated filters on each unit. 6. Check condensate pans and lines for cleanliness and add chemical algaecide treatment. 7. General Assembly a. Inspect for leaks and report leak check results. b. Repair minor leaks as required (e.g. valve packing, flare nuts). c. Calculate refrigerant loss rate and report to the County Representative. d. Check the sheaves and pulleys for wear and alignment and report deficiencies. e. Check the belts for tension, wear, cracks, and /or glazing. Replace belts as necessary. f. Check mechanical linkages for wear, tightness, and clearances and report deficiencies. g. Clean condenser and evaporator coils with a non-acid cleaner. Follow manufacturer instructions for application. Self-rinsing coil cleaners are not acceptable and shall not be used. h. Clean evaporator fan blower wheel and housing. i. Verify the operation of the crankcase oil heaters(s), if applicable. 8. Controls and Safeties a. Verify the operation of the discharge air temperature control device, if applicable. b. Verify the operation of the outside air temperature control device. c. Verify the operation of the mixed air temperature control device. d. Test the operation of the high condenser pressure safety device. Calibrate if necessary, and record setting. e. Test the operation of the low temperature safety device. Calibrate if necessary, and record setting. f. Test the operation of the low-pressure safety device(s). Calibrate, if necessary, and record setting. 9. Lubrication a. Lubricate motor bearings, if applicable. b. Lubricate fan bearings. c. Check the oil level in the compressors, if applicable. 10. Motor and Starter a. Clean the starter and cabinet. b. Inspect wiring and connections for tightness and signs of overhearing and discoloration and report deficiencies. c. Check the contactors for free and smooth operation and report deficiencies. d. MEG the compressor motor(s) and record readings. e. Verify the tightness of the compressor motor terminal connections. f. Inspect/clean and check variable frequency drive and bypass for proper operation, as applicable. g. Verify the operation of the crankcase oil heater(s), if applicable. 11. Checkout Procedure (At conclusion of PM Service) a. Start the unit. b. Verify the starter operation. c. Verify the operation of the compressors and fans are free and smooth in sound. d. Log operating conditions of the unit after the system has stabilized. e. Provide detailed written report of all recorded/logged reading noting any deficiencies. f. Review operating procedures with operating personnel. ii. Contractor shall provide the following Quarterly Reciprocating DX A/C Unit (Split Systems) Services: 1. Check the general condition of the Unit. 2. Log the operating conditions after the system has stabilized. 3. Verify the operation of the control circuits. 4. Check the operation of the lubrication circuit, if applicable. 5. Replace pleated filters on each unit. 6. Check condensate pans and lines for cleanliness and add chemical algaecide treatment as needed. 7. General Assembly a. Check condenser coils, clean condenser coil with a non-acid cleaner. Follow manufacturer instructions for application. b. Check refrigerant circuit(s) for leaks and report results. c. Calculate refrigerant loss rate per EPA guidelines and report to the County Representative. d. Repair minor leaks as required (e.g. valve packing, flare nuts). e. Inspect fan blades and belts, if applicable. f. Lubricate fan bearings, if applicable. g. Lubricate condenser fan motors, if applicable. 8. Controls and Safeties a. Inspect the control panel for cleanliness. b. Inspect wiring and connections for tightness and signs of overheating and discoloration and report deficiencies. c. Verify the working condition of all indicator/alarm lights, if applicable and report deficiencies. d. Verify the operation of the high condenser pressure safety device and report deficiencies. e. Verify the operation of the low evaporator pressure safety device and report deficiencies. f. Test the operation of the oil pressure safety device, if applicable. 9. Lubrication a. Check the oil level in the compressors, if applicable. b. Check oil for acid content and discoloration. Make recommendations to the County Representative based on the results of the test. 10. Motor and Starter a. Clean the starter(s) and cabinet. b. Inspect wiring and connections for tightness and signs of overheating and discoloration and report deficiencies. c. Check the contactors for free and smooth operation and report deficiencies. d. Check the condition of the contacts for wear and pitting, if applicable, and report deficiencies. e. Verify the operation of the electrical interlocks. f. MEG the compressor motor(s) and record readings. 11. Startup/Checkout Procedure a. Verify the operation of the oil heater(s). b. Start the unit. c. Verify the starter operation. d. Verify smooth operation of the compressors and fans. e. Verify the operation of the condenser fan control device(s). f. Verify the operation of the low ambient control dampers, if applicable. g. Check superheat and sub cooling on the refrigerant circuit(s). h. Verify the operation of the unloaders, if applicable. i. Verify full refrigerant circuit(s). Check sight glass(s), if applicable. j. Analyze the recorded data. Compare the data to the original design conditions. k. Provide detailed written report of all recorded/togged readings noting any deficiencies. l. Review operating procedures with operating personnel. 12. Exhaust Fan Services a. Start the unit. b. Verify proper operation of unit. c. General Assembly i. Check the belts for tension, wear, cracks, and /or glazing. Replace belts as necessary. Inspect for alignment. ii. Check mechanical linkages for wear, tightness, and clearances and report deficiencies. iii. Inspect all accessories to ensure connections are tight. iv. Inspect wiring and connections for tightness and signs of overheating and discoloration and report deficiencies. d. Lubrication i. Lubrication motor bearings, if applicable ii. Lubricate fan bearings. e. Checkout Procedure (At conclusion of PM Service) i. Start the unit. ii. Verify the smooth operation and check for excessive vibration. iii. Log operating conditions of the unit after the system has stabilized. iv. Provide detailed written report of all recorded/logged reading noting any deficiencies. v. Review operating procedures with operating personnel. 13. Condensation Pump Cleaning a. Inspect the condensate pump for water. Before cleaning the condensate pump, observe the area surrounding it to ensure it is not leaking. If the area is wet or has pooling water, find the source of the leak. b. Turn the power off to the pump and the air conditioning system. c. Disconnect the PVC tubing connected to the reservoir. d. Remove the condensate pump and place it in a suitable work area. Ensure the air conditioning system power is disconnected. e. Rinse the reservoir. Using clean water, remove any algae, dirt, and debris in the reservoir as well as all of the openings and where the drain lines connect. f. Remove any clogs. Using a bottlebrush or a similar tool, carefully remove any clogs in the condensate pump. Rinse the pump without saturating the pump motor. g. Reconnect the drain lines. Reconnect the drain lines to the pump reservoir making sure to connect them in their proper places. h. Restore power to the pump. 14. Preventative Maintenance - Water-Cooled Heat Pumps a. Check for unusual noise or vibration. b. Inspect all wiring and connections for tightness and signs of overheating and discoloration. c. Check compressor contactor for pitting deterioration and voltage drop. Replace as necessary. d. Check belts for wear, proper tension, and alignment. Adjust or replace as necessary if applicable. e. Check blower motor and fan shaft bearings for noise vibration overheating and excessive play. f. Lubricate blower motor and fan shaft bearings as required. g. Clean and inspect humidifier tray and lamp. h. Use a non-acid cleaner. Follow manufacture instructions for application. i. Add condensate pan algaecide treatment if existing treatment is depleted. j. Inspect exterior piping and valves for leaks and tighten connections as required. k. Inspect air filters and replace them if necessary. Date new filters or re-date existing filters and initial. l. During operation of unit check and record units supply and return air temperatures. m. Check and record refrigerant pressure and add refrigerant as necessary. Document quantity of refrigerant added. n. Check condenser inlet and outlet water temperature. o. Verify condenser water temperature readings with manufacture operating specifications. p. Check and record compressors operating amperage and voltage. q. Inspect system controls and or thermostat. r. Check calibration verify thermostat and controls are functioning correctly. s. Before heating season cycle electric heat strips and check amperage to verify operation. t. Check compressor oil level if compressor has an oil sight glass. u. Clean area around equipment. v. Fill out maintenance checklist and report deficiencies. 15. Annual Preventative Maintenance All quarterly services listed above, plus: a. Inspect electric heater controls safeties and wiring for signs of overheating and proper operation. b. Check the sheaves and pulleys for wear and alignment adjust as necessary. c. Clean evaporator and condenser coils evaporator drain pan blower assembly motor and drain piping. d. Clean and inspect condenser water strainer. e. Cycle the reversing valve to test operation between heat and cool function (heat pumps). f. Check compressor crankcase heater. g. Check and adjust vibration eliminators. Replace if required. 9. COORDINATION OF SERVICES A. Emergency Services Procedure 1) The Contractor shall provide emergency service as requested twenty-four (24) hours per day, seven (7) days per week including all holidays. 2) The Contractor shall be required to respond to emergency service requests by phone within thirty (30) minutes of the initial request for confirmation of dispatch and arrive on-site within two (2) hours of the initial request unless otherwise specified by the County. 3) The Contractor shall notify the Service Coordinator if all repairs cannot be completed within the same visit and perform any repairs to alleviate the emergency where possible. 4) Invoices for emergencies and supporting documents shall be the same as they are for non-emergencies services as specified below. B. Non-Emergency Services Procedure 1) For non-emergency services, including repairs discovered during the quarterly and annual inspections, the Contractor shall provide a reasonably estimated "not to exceed" itemized quote to the Service Coordinator within forty-eight (48) hours, or business two (2) days of the discovery or notification from the County. 2) If a site visit is required to assess the extent of the service requirements, the Contractor shall respond by visiting the worksite within twenty-four (24) hours after notification (unless otherwise mutually agreed upon by the Service Coordinator and Contractor). The timeframe between the County's notification and the County's receipt of the quote shall not exceed three (3) business days (unless otherwise mutually agreed upon by the Service Coordinator and Contractor in writing). 3) The quote shall be inclusive of the following elements: a. Scope - clear description of the work to be performed. b. The timeframe in the number of calendar days to complete the work from the County's receipt of the delivery order. c. Estimated hourly quantity for labor. d. Unit price per hour according to the Bid Response Form and labor totals e. The estimated cost of parts (inclusive of mark-up) per the format of the Bid Response Form. f. Taxes and any other approved charges as a separate line item based on the estimated cost of parts and materials. No increases will be permitted unless unforeseen circumstances arise, and the increase is approved by the County in writing. 4) The County reserves the right to enter into negotiations with the Contractor whenever it deems that negotiations will be in the best interest of the County. These negotiations may increase or decrease the original scope of work. Upon completion of negotiations, a new quote shall be prepared by the Contractor and submitted to the Service Coordinator for approval. Upon approval, the County shall issue a Delivery Order for the work or a change order if work is already in progress. 5) The Contractor shall submit an itemized invoice for services performed along with all supporting documents within thirty (30) calendar days of work completion unless otherwise stated herein. C. Change Orders 1) The Delivery Order total price and terms can only be changed by a written Change Order issued by the County. The Contractor shall notify the County as soon as an unforeseen condition is apparent. The Contractor shall not proceed without the County's authorization. The Contractor's failure to adhere to this requirement may lead to partial or non-payment for any additional work. 2) If the condition will change the scope of the previously accepted quote, including labor type and quantity and/or parts and materials needed for successful completion, the Contractor shall provide a revised quote to the County. The revised quote shall include a clear description of the unforeseen condition that was encountered and justification for changes to quoted scope and affected elements of the quote. Upon acceptance of the revised quote, the County shall issue a change order to the current delivery order. 3) Any claim for an increase in the Delivery Order price shall be in writing and delivered to the Service Coordinator within two (2) workdays of the occurrence of the event giving rise to the claim. All claims for price adjustment shall be evaluated and approved by the Service Coordinator or the Contract Administrator 4) No claim for an adjustment to the Delivery Order price or contract amount will be considered for unforeseeable causes that were the fault of or because of negligence on the part of the Contractor, subcontractor, or supplier. This restriction does not restrict the submission of claims for additional completion time due to events of this nature. 10. COORDINATION OF SERVICES A. Labor/Service Tickets 1) The Contractor shall provide all labor necessary for performing services under this contract. The Contractor shall be required to submit a service ticket as documentation of service performed and labor categories and quantities. 2) A separate service ticket shall be completed and submitted to the County for each workday. 3) Service tickets shall be legible and summarize all repairs performed for that day. Minimum information on each ticket shall include: a. summary of work performed b. location of work c. date of service d. technician's name (each technician) e. start time and end time for each technician f. total hours for each technician and total combined hours for the day by labor category g. signature of the County's Service Coordinator or other designated County representative as an acknowledgment, not acceptance, of service performance. 4) Chargeable daily labor hours for repairs start at the Contractors arrival at the worksite and end when work is complete for that day. Time away from the work site for any reason (breaks, lunch, and parts pick-up) shall be excluded from chargeable labor hours. Labor hours shall be rounded to the nearest thirty (30) minutes. 5) The Contractor shall not begin work until the County accepts the quote and issues a delivery order to the Contractor for the work unless it is an emergency and verbal authorization is granted. B. Materials/ Parts 1) All materials shall be purchased from a legally established supplier that is registered and approved to conduct business following all Federal and local regulations, codes, statutes, and per the Authority Having Jurisdiction (AHJ). The Contractor's suppliers shall have no direct or indirect affiliation with the Contractor and shall pose no conflict of interest. 2) The Contractor shall be allowed a maximum mark-up of up to twenty percent (10%) on material's cost and shall indicate no more than a 10% mark-up on the Bid Response Form. Mark-downs shall be at the Contractor's discretion. The Contractor shall be reimbursed for the cost of material purchased and used in the repair of County equipment plus/minus the mark-up /mark-down per the Bid Response Form 3) To qualify for reimbursement of parts, the Contractor shall be required to provide the manufacturer's original part name, part numbers, and description of the part on the Contractor's invoice or supporting documents to support the invoiced total material cost. Credit card fees associated with material purchases shall be the responsibility of the Contractor, unless otherwise pre-approved in writing by the Contract Administrator. 4) The Contractor shall notify the Service Coordinator if a part is on back-order or is obsolete as soon as it is apparent and/or any other unforeseen events that may cause the work to be delayed. A timeframe for parts arrival and work completion shall be provided at the time of notification. 5) The Contractor shall provide copies of the manufacturer's warranty for materials purchased under this contract. The Contractor shall ensure that all warranties and guarantees are passed through to Orange County to all extent possible. The Contractor shall be responsible for all warranty communications and coordination with the suppliers and manufacturers for materials purchased by the Contractor and used under this contract for the duration of the contract. There shall be no additional compensation to the Contractor for this service. 6) When responding to a service call, the Contractor shall ensure that service vehicles are, at minimum, equipped with standard tools, equipment, parts, and consumables so that service can be accomplished without returning to the shop or breaks for material purchases. For scheduled services, the Contractor shall arrive at the worksite with all materials needed to complete the repair. The Contractor will not receive compensation for time spent gathering materials under any circumstances. Breaks for this purpose must be excluded from billable labor hours to the County. 7) The Contractor shall provide supporting price documents for materials purchases and used for repairs required by the County. Support documents may include third-party receipts and/or invoices, and supplier or manufacturers' price lists. The County reserves the right to specify which of the previous documents is acceptable on a case-by-case basis. 8) The Contractor shall be responsible for the shipping charges, delivery, handling, and storage charges for the material needed for the job unless otherwise approved by the County in writing. No additional charges will be accepted by the County for the required delivery, handling, and on-site storage of materials needed for the job. This shall include fencing or other equipment needed to secure contract materials. 9) Materials shall remain the property and responsibility of the Contractor until they are incorporated into the work and the work is accepted by the County. 10) There shall be no additional reimbursement to the Contractor for consumable supplies. The Contractor shall not include consumables on invoices to the County. The Contractor shall account for these items in the unit prices on the Bid Response Form. Consumable supplies are defined as those commonly used supplies that are consumed during the performance of work. Consumable supplies include but are not limited to, items such as seal tape, washers, solder, sealants, connectors, cable ties, etc. C. Unforeseen Changes 1) The County shall reimburse the Contractor for approved unforeseen charges. These charges shall be reimbursed at cost, with a proper invoice from a third party. Credit card fees associated with material purchases shall be the responsibility of the Contractor unless otherwise pre-approved in writing by the Contract Administrator. Reimbursable unforeseen costs may include but are not limited to the cost for express shipping as requested by the County, and tax payable on parts used in County-owned equipment. The Contractor shall obtain prior approval written from the County for all non-listed unforeseen charges. D. As-needed Repairs and Additional Services 1) The Contractor shall be required to respond to service requests by visiting the work site to assess service needs within twenty-four (24) hours of the initial request or based upon mutual agreement between the County and Contractor. The Contractor shall report the results of the assessment prior to leaving the worksite. 2) The Contractor shall be prepared to troubleshoot the BAS and components and provide emergency service if necessary. The Contractor shall prepare and submit a detailed report of the site visit and quote to the County Representative based upon observation and findings of the site visit within twenty-four (24) hours of site visit. The quote shall include the following information: Work order number provided by County Representative Complete description of work to include its specified location. Detailed pricing of required materials and labor according to bid sheet pricing. The quote shall be itemized to include the estimated number of labor hours and estimated material cost. Applicable taxes, mark-ups, etc., shall be quoted on separate lines. The County is exempt from Federal and State Sales and Use taxes for tangible personal property (Certificate of Registry for tax transactions under Chapter 32, Internal Revenue Code and Florida Sales/Use Tax Exemption Certificate). 3) The County and the Contractor shall mutually agree on scheduling for the work to be completed and a timeframe for completion. The County shall have the final authority on scheduling services. 4) The Contractor shall not begin work until the County accepts the quote and issues a delivery order to the Contractor for the work unless it is an emergency and verbal authorization is granted. 5) No increases shall be permitted to the Contractor's estimate unless an unforeseen circumstance arises, and the increase is approved by the County Representative. The Contractor shall notify the County Representative as soon as an unforeseen condition is apparent that may change the original quoted scope of work and provide an updated quote for approval. 6) When the Contractor completes work on any piece of equipment included in this contract, that equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. 11. REPAIRS AND ADDITIONAL SERVICES Repairs and additional services shall include tasks not included in preventative maintenance and support services. The Contractor shall be responsible for providing all labor, equipment/tools, and materials, including but not limited to, mechanical, electrical, programming, and parts needed to service the BAS/equipment. The Contractor shall provide all labor and materials necessary to perform services under this contract. A. Chargeable hours for repairs and additional service shall begin upon arrival at the actual job site of the work to be performed and does not include time spent checking in at the jobsite. Labor hours shall be rounded to the nearest thirty (30) minutes. B. For repairs, the Contractor shall coordinate the job site delivery and placement of materials required for completion of the job with the County's representative. C. The Contractor may be reimbursed for the cost of parts and materials plus up to a 10 % markup (if applicable). The Contractor shall indicate no more than a 10% mark-up on the Bid Response Form. The Contractor shall be required to supply the County with the back-up documentation for OEM (Original Equipment Manufacturer) parts and materials. OEM parts and materials are classified as direct inventory or an authorized distributor of the manufacturer, i.e. Trane, York, etc. equipment. For non-OEM parts and materials, the contractor shall be required to supply the County with proof of purchase from a third-party supplier. All parts for reimbursement must be approved by the County prior to purchase and installation. D. Parts and material quality shall be commercial grade to accomplish the service work satisfactorily, as specified in the given scope for each job. The County reserves the right to furnish materials to the Contractor and set the standard of quality for materials for a given job. All materials used shall be manufactured by a company acceptable to the County. E. The Contractor shall ensure the warranty of all parts purchased are assignable to Orange County. The Contractor shall provide copies of the manufacturer's warranty information for material and parts purchased under this contract. The Contractor shall be responsible for all communication and coordination with the manufacturer for parts and materials purchased under this contract at no additional cost to the County. F. Service vehicles shall be stocked with necessary equipment, basic materials, and standard parts so that response to service calls can be accomplished without returning to the shop. The Contractor shall not receive compensation for time spent gathering materials and/or parts under any circumstances. G. The Contractor shall provide a copy of the supplier's invoice for all materials ordered along with the Contractor's invoice for services. The base prices for each item shall be listed separately from taxes and any additional charges. H. The Contractor shall be responsible for approved unforeseen charges such as any taxes and shipping charges at cost with appropriate back-up documentation detailing the costs. Shipping costs (less mark-up) may be authorized for parts/ material when the County Representative determines that they are necessary for expediting. I. Parts and materials shall remain the property and responsibility of the Contractor until they are incorporated into the work and the work is accepted by the County. No additional charges will be accepted by the County for the required delivery, handling and on-site storage of materials needed for the job. This includes fencing or other equipment needed to secure contract materials. J. Consumable supplies are defined as those commonly used supplies that are consumed during the performance of work. Consumable supplies shall include, but are not limited to, items such as wiring, wire nuts, tape, wire connectors, etc. The Contractor shall account for these items in the unit prices on the Bid Response Form and not invoice for these items separately. 12. SECURITY AND IDENTIFICATION A. All costs for background investigations including state and national finger-printing-based record checks 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, 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. The Contractor shall be responsible for security clearance compliance for all employees and subcontractors. 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 Florida Department of Law Enforcement (FDLE), Division of Criminal Justice Information Services (CJIS) and submit them to County for determining whether the employee is allowed to work for in a particular facility. Background Checks for the Contractor's staff must be approved by the County prior to working in any County facility. Contractors are responsible for obtaining the necessary forms for background checks as follows: For all Contractor's staff that will be working at the Courthouse Complex or Courthouse related facilities, including the Juvenile Justice Center, - request forms from the Facilities Management Downtown District via e-mail from James.Buys@ocfl.net. 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 Facilities Management Special Services District via e-mail from James.Carr@ocfl.net. For all Contractor's staff that will be working at Corrections or a Correction related facilities - request forms via e-mail from Luke.Ognibene@ocfl.net. For all Contractor's staff that will be working at other Orange County facilities - a Criminal History Check, conducted at the FDLE website (www.fdle.state.fl.us/ - there is a cost to the contractor), is required. Contact James.Carr@ocfl.net for specifics before completing the check. For security purposes and to maintain privacy when submitting FDLE Background Checks via e-mail the subject line of the email must contain the following: ***EXEMPT*** Due to the time required to process background checks, the Contractor should allow 2-3 weeks turn-around time. Each County Representative will inform the contractor of their Background Check results. Upon Background Check approval, the Contractor's staff shall go to the Orange County Human Resources office located at 450 E. South St., Orlando, FL 32801 with an Affidavit of Identity form (issued by Contractor, sample form in contract documents) and a State of Florida I.D. or Driver's License to obtain their Orange County photo I.D. badge. C. Contractor's employees will not be allowed to work in Orange County facilities without completed and approved background investigations. D. Upon termination or transfer of any employee of the Contractor working under this contract, the Contractor shall immediately notify the County's Representative, in writing, of such termination or transfer and return said employee's Orange County photo I.D. badge to the Facilities Management Division Contract Administrator. E. The Contractor shall report the arrest of any employee working under the terms of this contract to the County's Representative within twenty four (24) hours of the arrest or knowledge of the arrest. It shall be subject to the approval of the County whether the employee shall continue to work at County locations within this contract. F. The Contractor shall remove from County premises any of his employees who, in the opinion of the County's Representative, is not performing the services in a proper manner or does not comply with the rules and regulations of the County. The Contractor shall in no way, interpret such removal to require dismissal or other disciplinary action of the employee. The County's Representative will request that anyone suspected of working under the influence of alcohol or controlled substances be removed from the workplace. The Contractor shall establish, implement and maintain procedures and controls to ensure that their employees comply with all applicable provisions of the contract and all site rules and practices of the County. G. The Contractor shall not use employees of any temporary employment agency to supplement his work force in County buildings for any reason. Only Contractor employees shall be used to perform the required services of this contract unless otherwise approved, in writing, by the County's Representative. H. The Contractor shall prevent its employees from tampering with any owned items of County employees or County owned property or entering into any area unless required in the performance of the services. I. Contractor personnel are required to wear uniforms and employer identification badges displaying their company name to adequately identify them as company staff. The contractor shall ensure that all of its employees are clean, neat and appropriately attired during performance of the services. J. The Contractor shall ensure all employees prominently wear the ID badge on the front of his or her uniform at all times while on County premises. Access to a site must be coordinated through the County's Representative. K. Sixty (60) days prior to each Contract renewal or contract end, the Contractor's Orange County photo ID badge will be inventoried by the Facilities Management Division Contract Administrator. At that time, the Contractor will be advised of any missing ID cards. If any ID Cards are missing, the Contractor will be charged a $25.00 fee per each missing ID badge. However, the County may charge and collect this fee at any time during the contract. 13. SPECIAL CONDITIONS FOR WORKING AT THE CORRECTIONS COMPLEX The following are specific conditions and rules that must be followed while providing services at the Corrections Complex. A. All Contractor employees shall carry a valid ID at all times. 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 Corrections Department. No Contractor employee will be allowed to work inside any jail if they are on active probation, home confinement, parole or have been arrested within the last five (5) years or have been arrested for any crime involving violence, drugs or theft. The Contractor employee list shall include: a. Employee's Full name b. Employee's date of birth c. Employee's Race/Sex d. Employee's Social Security Number e. Employee's Driver's License number C. Only authorized employees of the Contractor shall be allowed to work at Corrections. 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 times while on the Corrections 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 Corrections staff member. They will contact 911. G. The Contractor's employees shall follow direction of the escort officer at all times. 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 Corrections. K. Contractor vehicles shall have the windows rolled up and be locked at all times 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. 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 inspection 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 ammunition are allowed in the compound. Q. The Contractor shall ensure that no inmate interaction occurs. The Contractor's employees shall not talk to or give or receive anything from an inmate, including cigarettes. R. The Contractor shall only use storage areas approved at the beginning of the project, unless otherwise permitted during a project by Corrections. S. The Contractor shall not leave clothing unattended, including hats and sunglasses. 14. 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. Independence Day 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