Access Control Contractor Services

This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL. A. CONTRACTOR’S QUALIFICATIONS 1. The Access Control Contractor(s) shall hold a minimum of a Low Voltage Contractor (EF) license issued by the State of Florida Construction Industry Licensing Board according to Florida State Statutes, Chapter 489. The licenses must be valid at the time of the Bid opening. A copy must be provided with the bid response. 2. The Access Control Contractor must have successfully completed within the past five (5) years a minimum of ten (10) commercial Access Control jobs where the contract amount was $10,000.00 or more. Include at least three of these on the attached reference form Attachment “C” of this ITB. 3. The Access Control Contractors must be an approved integrator of Keyscan Products (Dorma Kaba) and/or Persona Online (AssaAbloy). A copy of the credentials must be submitted with the bid response. 4. All technicians dispatched to troubleshoot or program access control systems must be approved integrator with Keyscan Aurora or Persona Online. A copy of the credentials must be submitted with the bid response. B. CONTRACTOR’S REQUIREMENTS 1. The Contractor shall furnish all labor, tools, equipment, transportation, utilities and materials to provided Contractor Services at multiple facilities within Osceola County as required by the School Board’s Project Manager. These services shall include but not limited to small to medium repair, replacement and Construction renovation projects. 2. The Contractor shall supervise and direct the Work, using the Contractor’s best skill and attention. The Contractor shall be solely responsible for all means, methods, techniques, sequences and procedures for coordinating all portions of the Work assigned by the School Board’s Project Manager. 3. The Contractor, as requested by the School Board’s Project Manager shall furnish materials and other undefined labor. The School Board’s Project Manager reserves the right to furnish materials to the Contractor. Materials provided by the Contractor shall be billed to the School District based on the actual prices paid by the Contractor for the materials used plus the percentage mark-up bid. The School District shall pay only fair market prices for materials. [The “Cost Plus” percentage for Materials shall be handled as a decimal number: example: 10% is 0.1, 15.5% is 0.155.] 4. Labor provided by the Contractor shall be billed to the School District based on the hourly rates bid for labor. The hourly rate bid shall include full compensation for labor, equipment use, travel time and any other costs (including overhead) to the Contractor. The rate is straight time for all labor except as otherwise noted herein. At times, due to time constraints, overtime pay shall be permitted. In those cases, where the Contractor’s employee works in excess of forty (40) hours and on official holidays, then the School District will authorize payment of one and a half times the labor rates bid. Overtime rates shall be included in the Contractor’s Work Request Quote. If the School Board’s Project Manager requires labor that is not covered by labor categories on the bid price sheet, the School District shall pay the Contractor for that labor based on the Contractor’s actual cost and/or the cost paid to its subcontractor, plus the percentage bid. No additional payment shall be permitted for work required and scheduled on weekends or evenings. The School District shall pay only fair market pricing for labor. 5. The Contractor shall be responsible to the School District for the acts and omissions of its employees, subcontractors and their agents and employees, and other persons performing any of the work under a contract with the Contractor. 6. Unless otherwise provided in project documents, the Contractor shall provide and pay for all labor, materials, equipment, tools, construction equipment and machinery, water, heat, utilities, transportation, and any other facilities and services necessary for the proper execution and completion of the project whether temporary or permanent, and whether or not incorporated or to be incorporated in the project. 7. The Contractor warrants to the School District that all materials and equipment furnished under this contract will be NEW unless otherwise specified, and that all Work will be of good quality, free from faults and defects and in conformance with the project specifications. All Work not conforming to these requirements, including substitutions not properly approved and authorized, may be considered defective. If required by the School Board’s Project Manager, the Contractor shall furnish satisfactory evidence as to the kind and quality of materials and equipment. 8. The Contractor at all times shall keep the premises free from the accumulation of waste materials or rubbish caused by the Work in progress. At the completion of the Work, the Contractor shall remove all of this material/rubbish from the School District’s property as well as all of tools, equipment, machinery and surplus materials. 9. The Contractor shall be responsible for notifying the School Board’s Project Manager, in writing, of any conditions detrimental to the proper and timely completion of the Work. The Contractor shall not proceed with any Work until unsatisfactory conditions have been corrected in a manner acceptable to the School Board’s Project Manager. 10. Background Check Requirements. Each of the Contractor’s employees must complete the background check process in a timely manner (2 weeks) and be cleared before entering School Board property, pursuant to Sections 1012.32, 1012.465, 1012.467, and 1012.468, Florida Statutes. If these requirements are not met after award and in a timely manner, the School Board’s Project Manager may choose to select the proposal from the next lowest, responsible and responsive vendor. The Contractor agrees to comply with all requirements of Sections 1012.32, 1012.465, 1012.467, and 1012.468, Florida Statutes, and, accordingly, agrees that all of its personnel who (1) are to be permitted access to school grounds when students are present, (2) will have direct contact with students, or (3) have access to or control of school funds, shall successfully complete the background screening required by the referenced Statutes and meet the standards established by the Statutes and the Owner. This background screening will be conducted by the Owner in advance of the Contractor or its personnel providing any services under the conditions described in the previous sentence. The Contractor shall bear the cost of acquiring the background screening required by Section 1012.32, Florida Statutes, and any fee imposed by the Florida Department of Law Enforcement to maintain the fingerprints provided with respect to the Contractor and its personnel. The parties agree that the failure of the Contractor to perform any of the duties described in this section shall constitute a material breach of the Agreement entitling the Owner to terminate the Agreement immediately with no further responsibilities or duties to perform under the Agreement. The Contractor agrees to indemnify and hold harmless the Owner, its officers and employees from any liability in the form of physical or mental injury, death or property damage resulting from Contractor’s failure to comply with the requirements of this section or with Sections 1012.32, 1012.465, 1012.467, and 1012.468, Florida Statutes. C. REPRESENTATIVES OF THE SCHOOL BOARD A duly appointed representative of the School Board may be utilized to inspect equipment used under this Contract, observe personnel employed and note the general performance of the Contract. The representative will not be authorized to revoke, enlarge, alter, or relax the conditions of these specifications. The representative of the School Board will have the authority to reject defective equipment, report on inept personnel, and to suspend any work that is being improperly performed, subject to the final decision of the Superintendent. D. SUPPLEMENTARY SPECIFICATIONS The School District reserves the right to add supplementary specifications for larger projects. These supplementary specifications shall be added to the Scope of Work for specific projects to allow the Contractor to calculate any additional costs, which may be associated with their use and subsequent compliance. E. CONTRACTOR’S RESPONSIBILITIES 1. Upon receipt of a Work Request Quote Form from the School Board’s Project Manager, the Contractor shall prepare a Work Request Quote that includes the labor and materials required for the completion of the Scope of Work for the Project. The Contractor shall provide a signed copy of the Work Request Form and the Contractor’s Work Request Quote to the School Board’s Project Manager within three (3) workdays from receipt of the Work Request Form, or if a site visit is required, from the date of the site visit, or as otherwise directed by the School Board’s Project Manager. 2. The Contractor’s Work Request Quote shall include, but not be limited to the following: a. Detailed Scope of Work. b. Lump Sum total cost for labor to complete the Scope of Work. Your proposal must include the number of hours and labor rates that are based on your bid submittal. c. Lump Sum total cost for materials/equipment proposed to complete the Scope of Work. Your proposal must match the rates that are based on your bid submittal and include a separate line item that clearly identifies the allowable percentage markup. d. If the Scope of Work requires the Contractor to contract with a subcontractor, then the Contractor must also provide a copy of the subcontractor’s proposal. The subcontractor’s proposal must have the same level of detail required of the Contractor. e. List of materials to include description, manufacturer, and part number/model number of major components. f. The Contractor shall also identify any additional tasks necessary to satisfactorily accomplish the overall Scope of Work. g. Names of Contractor’s employees and subcontractor’s employees to be assigned to the Project. Each of the employees must be processed through a background check and be cleared before entering School Board property, pursuant to Sections 1012.465 and 1012.467, Florida Statutes. 3. The Contractor’s quote shall be evaluated to determine if the Scope of Work has been clearly and accurately understood by the Contractor, the Work has been properly estimated with supporting data presented and the materials and equipment estimates are reasonable and properly documented. a. The quote provided by the Contractor shall be firm; no increases shall be permitted unless unforeseen circumstances arise and the School Board’s Project Manager has determined that a change to the Scope of Work is required to complete the project. (See paragraph 10 below) b. The Contractor providing the lowest responsive and responsible quote for the required Scope of Work will receive a purchase order for the work requested. Proposals submitted without the required detail may be cause for the School Board’s Project Manager to award the Project to the next responsive and responsible vendor. 4. The Contractor shall provide the School Board’s Project Manager with revised “As-Built” drawings upon completion of the project. 5. The Contractor shall perform all work while conforming to the School District’s specifications and all applicable codes. 6. The Contractor shall test all cabling as required to ensure industry standards and School District guidelines have been met to the School Board’s Project Manager’s satisfaction. 7. The Contractor shall be responsible to the School District for the acts and omissions of all entities or persons performing or supplying any portion of the Work for which the Contractor is contracted. 8. The School District may require the Contractor to provide a performance/payment bond on larger projects. This bond shall require one hundred (100) percent of the total project costs. The bonding requirement shall be included in the Scope of Work provided to the Contractor. The Contractor’s quote shall include as a separate line item all acquisition costs associated with the bonding. The School District shall pay for reasonable costs incurred by the Contractor for obtaining a performance/payment bond. 9. The Contractor acknowledges that the Work shall be performed only after receipt of a Purchase Order and Notice to Proceed. The Contractor further agrees to furnish and perform Additional Services only if and when such Additional Services are specifically requested and authorized in writing by the School Board’s Project Manager. Additional Services may only be performed after the Contractor has received a Purchase Order and Notice to Proceed for such Additional Services. 10. If, during the course of the Work, the Contractor encounters unforeseen conditions which impact the work and which could not initially be evaluated, the Contractor shall not proceed without written authorization provided by the School Board’s Project Manager(s). It shall be at the School Board’s Project Manager’s discretion whether or not any change to the Work, after issuance of a Purchase Order, is due to an unforeseen condition. Unforeseen conditions may be identified as additional scope previously unknown or undetermined that is requested by the School Board’s Project Manager and/or for additional scope for the betterment of the Project, as requested by the School Board’s Project Manager. 11. The Contractor shall have a sufficient number of personnel, materials, transportation and an adequate inventory of tools and equipment to perform any Work from the pursuant of this contract. The Contractor shall be responsible for the on-site supervision, scheduling, storage, receiving and placement of materials. 12. From time to time, “Emergency” Work may be requested. The Contractor shall meet with the School Board’s Project Manager within a two (2) hour notice (or what may later be agreed upon) to review the Scope of Work, provide an quote, proceed with Work without delay and in general be responsive to the “Emergency” request. 13. The Contractor’s time shall start on the ‘job site’. Any travel time expenses shall be borne by the Contractor and will not be reimbursed by the School District. 14. The Contractor shall, and in addition to all other guarantees, be responsible for faulty labor and/or workmanship and shall promptly correct improper work, without cost to the School District, within twenty-four (24) hours after receipt of notification of such faulty labor or workmanship. If the Contractor fails to correct the defects within twenty-four (24) hours, the School District shall be entitled to have such work remedied and the Contractor shall be fully liable for all costs and expense reasonable, incurred by the School District. Payments in full or otherwise do not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year or as agreed upon at acceptance of the Work by the School District. 15. The Contractor shall conform to all Federal, State, County and City regulations during the performance of this contract. Any fines levied due to inadequacies or failure to comply with any requirements shall be the sole responsibility of the Contractor. Any person found not to be in conformance with any laws, statutes, rules or regulations shall not be allowed on the job site. Continued violations by the Contractor shall constitute cause for immediate termination of the contract. 16. All existing structures, utilities, services, roads, trees, shrubbery, etc., shall be protected against damage or interrupted service at all times by the Contractor and the Contractor shall be held responsible for any damage to property caused by reason of operations on the property. 17. Tests, Inspections and Approvals of Portions of the Work. All tests, inspections and approvals of portions of the Work required by the Contract Documents or any applicable laws, ordinances, rules, regulations or orders of public authorities having jurisdiction, shall be requested by the Contractor at an appropriate time. The Contractor shall be responsible for making arrangements for such tests, requesting inspections and approvals with the School District’s Building Department and/or an independent testing laboratory acceptable to the Owner, or with the appropriate public authority. The Contractor shall give the Design Professional timely prior notice of the date, time and place of the tests or inspections to be made so that the Design Professional may be in attendance. F. COMPLETION OF WORK Liquidated Damages- Time is of the essence in the performance of the Work under the Contract Documents. The Owner and Contractor agree that the losses suffered by Owner, if Substantial Completion of the Work is not achieved, are not reasonably ascertainable at this time. Contractor acknowledges and agrees that, since time is of the essence, the Owner will suffer financial and other losses if Substantial Completion of the Work is not achieved within the Contract Time, as said Contract Time may be adjusted pursuant to the terms of the Contract Documents. Should the Contractor fail to achieve Certificate of Substantial Completion of the Work within the Contract Time, Owner shall be entitled to assess, as liquidated damages, but not as a penalty, an amount of $200.00 for each calendar day thereafter until Substantial Completion is achieved. Contractor hereby expressly waives and relinquishes any right which it may have to seek to characterize the above-noted liquidated damages as a penalty, which the parties agree represents a fair and reasonable estimate of the Owner’s actual damages at the time of contracting if Contractor fails to achieve Substantial Completion of the Work within the Contract Time. Further, the parties acknowledge that it would be extremely difficult, if not impossible, to ascertain Owner’s actual damages with any degree of certainty in the event Contractor fails to achieve Substantial Completion of the Work within the Contract Time. G. CONTRACT TIME The term “Contract Time” shall mean the period of time established in the Work Request Form between Notice to Proceed and Substantial Completion of the Work, and the period of time between Substantial Completion and Final Completion of the Work. 1. Substantial Completion The term “Substantial Completion” as used herein is the date established in the Work Request Form, and is the date when the Work, or a designated portion thereof, is sufficiently complete so that the Owner may occupy or utilize the Project for its intended use, and only minor items which can be corrected or completed without any material interference with the Owner’s use of the Project remain to be corrected or completed. 2. Final Completion The term “Final Completion” as used herein is the date established when the Design Professional and the School Board’s Project Manager has completed a satisfactory final inspection ensuring the Contractor has met all contractual obligations. 3. Increase in Contract Time In the event the Contractor wishes to make a claim for an increase in the Contract Time, the Contractor is required to provide written notice to the School Board’s Project Manager. The Contractor must provide a letter, at least 7 calendar days before the above completion dates, that details the reason the time extension is required and also provide an updated Project Schedule, as requested by the School Board’s Project Manager. The Contractor shall have the burden of demonstrating the effect of the claimed delay on the Contract Time, and shall furnish the School Board’s Project Manager with such supporting documents as the School Board’s Project Manager may reasonably require. In the event adverse weather conditions are the basis for a claim for additional time, such claim shall be documented by data, establishing that the weather condition was abnormal, could not have been reasonably anticipated, and had an adverse effect on the scheduled Work. If any project updates provided to the School Board’s Project Manager indicate the Work is not being completed in a timely manner or if the School Board’s Project Manager has determined that the Work is not being completed in a timely manner, the School Board’s Project Manager may require that a recovery schedule for completion of the remaining Work be submitted. The Recovery Schedule must be submitted within three (3) calendar days of the School Board’s Project Manager’s request. H. FORCE MAJEURE Notwithstanding anything herein to the contrary, the Contractor shall not be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder for any reason beyond its reasonable control including without limitations, acts of God, acts of war, civil disturbance, lockouts, fire, unavoidable casualties or the action or promulgation of any statute, rule, regulation or order by any federal, state or local governmental or judicial agency or official (including the revocation or refusal to grant licenses or permits, where such revocation or refusal is not directly caused by the Contractor), or any other event constituting force majeure under this Agreement. I. “AS-BUILT” DOCUMENTS, if applicable At the completion of each project the Contractor shall promptly provide the School Board’s Project Manager with “As-Built” drawings per industry standards showing all aspects of the installation on Auto CAD. If the site already has CAD drawings available, the Contractor shall update them as requested by School District Personnel. J. CODES, LAWS, AND REGULATIONS The Contractor will comply with all applicable codes, laws, regulations, standards, and ordinances in force during the term of this contract. K. PERMITS, LICENSES, AND FEES The Contractor will obtain and pay for all permits and licenses required by law that are associated with the Contractor’s performance of the Scope of Services per project. For Projects that Require a Building Permit 1. Pursuant to Florida Building Code 105.3, the Awarded Vendor shall submit a permit application that complies with Section 713.135, Florida Statutes, and is in the format prescribed by Fla. Admin. Code R. 6A-2.0010. A copy of the Building Permit Application may be obtained from the Permitting Department, located at 803-A Bill Beck Boulevard or by calling 407-518-2964. 2. The Awarded Vendor must provide a copy of their State of Florida Contractors License when submitting the Building Permit Application. 3. The Awarded Vendor’s insurance provider must email the current Certificate of Insurance to CodeComp@osceolaschools.net. The insurance requirements must meet the requirements stated in the bid document. School Board shall be named as an additional insured on Commercial General Liability Insurance. The email subject line from the Awarded Vendor must include the Project Name. If any of the above noted requirements are not met after award, the School Board’s Project Manager may choose to select the proposal from the next lowest, responsible and responsive vendor.