24250024B-JAM_Flooring_Mtls_Install_&_Repair.pdf

(Rev. 2-01-22)

INVITATION TO BID AND BIDDER’S ACKNOWLEDGEMENT

Bid Title: Flooring Materials, Installation & Repair (VCT/LVT) Bid Number: ITB #24250024B-JAM Posting Date: Monday, August 26, 2024

Bid Due Date & Time: Monday, September 16, 2024, by 12:00/pm EST.

NOTE: BIDS RECEIVED AFTER THE BID DUE DATE AND TIME WILL NOT BE ACCEPTED.

Webex (dial in number) 1-415-655-0003

WebEx: Meeting number (access code): 2633 285 9963 Meeting password: 5EgpW4SP3Eb

Voluntary Pre-Bid Webex Meeting: Tuesday, September 3, 2024, 11:30am EST Webex (dial in number) 1-415-655-0003

Meeting number (access code): 2632 620 0489 Meeting password: x5V8VQkymq5

The School Board of Seminole County, Florida, solicits your company to submit a bid on the above-referenced goods or services. All terms, specifications, and conditions set forth in this solicitation are incorporated by this reference into your response. A bid will not be accepted unless all conditions have been met. All bids must have an authorized signature in the space provided below. All Bids must be received in the VendorLink portal, www.myvendorlink.com, by the “Bid Due Date & Time” referenced above. The School Board is not responsible for bidders’ failure to upload their bids by the due date and time. Bids may not be withdrawn for a period of ninety (90) days after the ITB due date unless otherwise specified.

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID.

BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE BIDDER.

LEGAL NAME OF COMPANY (AS REGISTERED IN WWW.SUNBIZ.ORG OR AS REGISTERED IN YOUR STATE):

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

FLORIDA DIVISION OF CORPORATION DOCUMENT NUMBER: ___________________________________________________________________

TELEPHONE NUMBER: _______________________________ E-MAIL: _________________________________________________________

I CERTIFY THAT THIS BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER BIDDER SUBMITTING A BID FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL CONDITIONS OF THIS BID AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS BID

FOR THE BIDDER.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________ PRINTED NAME: _____________________________________________________

TITLE: DATE:

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

ITB #24250024B-JAM

I. SPECIAL CONDITIONS

1. INTRODUCTION. Seminole County Public Schools (SCPS) is the 12th largest school district in Florida and is 60th nationally with more than 67,000 students and 10,000 employees. SCPS is a leader in education throughout Central Florida and the State and is widely recognized as a Premier National School District. SCPS consists of (37) elementary schools, (12) middle schools, (9) high schools, (6) special centers, (1) virtual school, and (4) charter schools.

The purpose for this Bid shall be for the Contractor, to SBSC’s satisfaction, furnish all labor, materials, tools, equipment, supervision, delivery, and all other items necessary to properly and completely provide services to all the facilities within the jurisdiction/District of School Board of Seminole County, Florida (SBSC) as required. These services shall include but not limited to material supply, flooring repairs, flooring replacements, and new installations. The awarded Contractor(s) shall be responsible for all work and related services performed by their employees and/or their subcontractors in the execution of the work.

2. PRE-BID MEETING. A voluntary pre-bid meeting will be held for all interested Bidders on the day and time listed on page 1 of this solicitation. An overview of the solicitation process and review of scope of services will be conducted at this meeting. Any questions regarding the technical specifications shall be submitted in an email to the Procurement Agent responsible for this solicitation. Answers to these questions will be issued in the form of a addendum to be posted in Vendorlink.

3. TERM. This Bid will be effective upon School Board approval or October 8, 2024, whichever is later, for a period of three (3) years and may be renewed for an additional two (2) year renewal period upon agreement by all parties. The School Board of Seminole County Florida reserves the right to cancel this contract by giving 30 days’ notice of cancellation before the end of any fiscal year that falls within the term of this contract.

4. AWARD. Bid shall be awarded all or none, by lot, by partial lot, or by item as indicated in Exhibit B, Price Schedule, to the lowest responsive and responsible bidder(s) meeting all specifications, terms, and conditions. Bidder should carefully consider each item for conformance to bid specifications. In addition, the School Board reserves the right to make multiple awards such as a primary, secondary, etc. for all items.

5. QUANTITIES / VOLUME OF BUSINESS. Quantities shown on the Price Schedule are the

School Board’s anticipated needs and are not to imply or guarantee any purchase quantities during the term of this agreement.

6. DELIVERY. All pricing shall be quoted FOB inside delivery to Seminole County, Florida unless otherwise indicated and all items shall meet or exceed the Specifications/Scope of Work under Section II of this solicitation. All material and/or equipment shall be delivered to the School Board Maintenance Warehouse at 820 East State Road 434, Winter Springs, FL 32708 or to a facility within the jurisdiction/District of the School Board of Seminole County, Florida (SBSC).

Pricing shall include all delivery costs.

7. ADDING/REMOVING SERVICE LOCATIONS. If applicable, SBSC Superintendent and the Assistant Superintendent of Operations or their respective designee shall have the authority to add and/or remove locations to services, by a written amendment, to this contract prepared by the Director of Purchasing and Distribution Services or designee, as necessary through the term of this contract.

8. EMERGENCY WORK

A. When SBSC determines there is an emergency, the SBSC’s Project Manager or authorized representative will verbally authorize the Contractor to perform the work.

SBSC's Project Manager will subsequently issue a fully executed Purchase Order.

B. Contractor shall perform emergency work within four (4) hours of receiving notification from the SBSC’s Project Manager.

C. Contractor shall immediately notify SBSC upon completion of the emergency work.

D. Contractor shall submit to the SBSC’s Project Manager the name and phone number(s) of personnel(s) designated to respond to emergencies. Contractor shall ensure its designated personnel is available seven (7) days a week, twenty-four (24) hours and is reasonably near SBSC, who may be contacted in the event of an emergency or in cases where immediate action is necessary or to handle any other problem that might arise.

Contractor's supervisors of emergencies shall have the ability to effectively communicate and respond to questions from SBSC’s staff.

E. In the event of an emergency affecting the safety or protection of persons, or the work or property at the work site or adjacent to the site, Contractor, without authorization from the SBSC’s Project Manager, shall safely act to prevent damage, injury, or loss to property. If Contractor believes that there are significant changes in the work or variations from the contract documents, Contractor shall contact the SBSC’s Project Manager as soon as possible by telephone and written notice, but no later than twenty-four (24) hours after the occurrence of the emergency. If the SBSC’s Project Manager determines that a change in the contract documents is required because of the action taken in response to an emergency, a written directive will be issued to document the consequences of the changes or variations. If Contractor fails to provide written notice within the twenty-four

(24) hours of occurrence of the emergency, Contractor will have waived any right it otherwise may have had to seek an adjustment to the contract amount or an extension to the contract time.

F. Contractor shall provide before, during, and after a public emergency, disaster, hurricane, flood, or other acts of nature to SBSC on a "first priority" basis tree service.

SBSC will pay the Contractor a fair and reasonable price for any service, not included in this contract, but requested, in event of a disaster, emergency or hurricane.

9. REPAIR SERVICES

During the life of the material and/or equipment, repairs may require including diagnostic services, SBSC Project Manager will contact the Contractor when services are necessary.

Contractor shall respond within twenty-four (24) business hours of SBSC notification. If required, Contractor shall diagnose the material/equipment and provide a cost estimate of the repair or work required to return to full operational service. Contractor shall include in its cost estimates the following, but not limited to:

1) Type, brand, model and/or serial number,

2) Name of technician,

3) A unique proposal/estimate number (assigned by Contractor),

4) Date inspected,

5) Date cost estimate was prepared,

6) Diagnosis,

7) Material/Parts required, and direct costs (excluding sales taxes) plus the Contractor’s overhead and profit,

8) Labor (time required to perform work multiplied by appropriate contract labor rate),

9) Timeframe for completion of repairs, and

10) Total price.

Contractor shall perform all work within the timeframe specified within the cost estimate.

If parts and materials from manufacturer other than the original manufacturer is necessary, Contractor shall obtain prior written approval from SCPS Project Manager.

10. MINOR REPAIRS

Contractor may proceed with repairs that cost $250 or less. If the repairs are estimated to exceed $250, then Contractor shall submit a cost estimate to SBSC for approval. If Contractor provides a verbal quote, a written quote shall be submitted to the SBSC Project Manager within four (4) hours of the verbal quote. Contractor shall not perform any work without prior written approval from SBSC. Upon completion of any authorized work, Contractor shall provide a report that includes, but not be limited to, the following information:

1) Name of Contractor, contact person, and phone number,

2) Type, brand, model and/or serial number of the equipment,

3) Proposal and authorization number that authorized the repair work,

4) Summary of repair work,

5) The name(s) of technician that performed the work and the associated date(s) and time(s) that the work was performed, and

6) Parts and materials used.

Note: SBSC shall not be responsible for Contractor’s labor, or any parts or materials ordered, and/or installed on SBSC equipment due to the Contractor misdiagnosis of the repair problem.

11. MATERIAL/EQUIPMENT WARRANTIES

Contractor shall warrant material, parts, and labor on all repairs for a minimum of one (1) year.

If repairs are necessary, Contractor shall inform SBSC Project Manager or approved designee, if the repairs are eligible for clam against manufacture or vendor’s warranty. Contractor shall verify the “Warranty Period” for each unit prior to submitting quotes to the SBSC Project Manager or approved designee. Any repairs eligible for manufacturer’s warranty shall be performed at no cost to SBSC. If the Contractor is not able to perform the warranty work, Contractor shall assist SBSC in facilitating the repairs with the manufacturer.

13. SITE CONTROL

A. Contractor’s employees shall sign-in and out at the main office of the facility where work is to be performed. Contractor and its employees shall, always, wear shirts and ID badges. Company’s T-shirts with company’s name and/or logo are permitted; however, company’s uniforms are recommended by SBSC.

B. At all times, Contractor shall not interfere with ingress or egress of the building or normal operations of SBSC employees or vehicles and must barricade and/or post signs to maintain a safe distance to avoid creating hazardous condition for pedestrians, property, and vehicles.

C. Contractor shall be responsible for the professional appearance (clean and appropriately dressed) of all its employees assigned to the project(s) and comply with SBSC’s rules.

D. Contractor shall be responsible for the protection of all personnel against hazards and/or injuries due to the work being performed on site.

E. Contractor shall be responsible for any damage caused by its materials, equipment, workers, or agents.

F. Contractor shall make every effort to maintain a clean, quiet, and orderly work area throughout the term of the project. Contractor shall not leave materials or equipment on the work site unsupervised. SBSC will not provide onsite storage. Contractor shall remove all waste from the site upon completion of work.

G. Contractor shall be responsible for any equipment or tools left on project site. SBSC will not be responsible for the theft or vandalism to Contractor’s equipment left unsupervised on SBSC’s property.

H. Contractor shall properly secure rooms (floors/walls/windows), as needed, with visqueen (plastic sheeting) or necessary material to protect the surrounding environment and prevent dust and debris.

I. Contractor shall take every possible precaution necessary to prevent fire. Contractor shall remove daily any flammable materials/waste from the work site.

J. Upon completion of the work, Contractor shall remove all temporary protections and leave the area clean and in order.

14. ENVIRONMENTAL PROTECTION

A. Contractor shall comply with Environmental Protection Agency (EPA) used oil rule Title 40 of the Code of Federal Regulations (CFR) Part 279.

B. Contractor shall comply with all local, state, and federal laws, statutes, ordinances, rules, and regulations applicable to the Federal Endangered Species Act of 1973, as amended, 16 U.S.C. §1531 et seq., and the Florida Administration Code R. 68A-27.0001 (Rules Relating to Endangered or Threatened Species).

C. In the event the Contractor violates any provisions of this section while performing services for SBSC, Contractor shall explain or justify its action to the local, state, and federal agencies responsible for the protection and enforcement of the environment. If SBSC receives a citation from any of the environmental agencies, Contractor shall automatically become a party-respondent under said citation. SBSC will immediately notify the Contractor and provide a copy of said citation. Contractor shall comply with the requirements of the citation and correct the offending condition(s) within the time stated in said citation and be responsible for all fines and/or penalties.

15. HOURS OF OPERATION

A. NORMAL HOURS OF OPERATION. Unless otherwise requested by the SBSC's

Project Manager, all work shall be performed between the hours of 7:00 AM and 3:30 PM, Monday through Friday. Contractor shall not perform work on Saturdays, Sundays, or the following Holidays:

1) New Year's Day

2) Marlin Luther King, Jr. Day

3) Presidents' Day

4) Memorial Day

5) Independence Day

6) Labor Day

7) Thanksgiving Day

8) Day after Thanksgiving

9) Christmas Day

B. AFTER HOURS WORK. “After Hours” are any emergency services as described herein that were directed by the SBSC’s Project Manager and performed outside the hours and days stated under Section 15. Normal Hours of Operation will be considered “After Hours” and shall be billed in accordance with the “After Hours” prices in the Price Schedule.

16. RESPONSE AND COMPLETION TIME

A. Contractor shall respond to non-emergency service calls within twenty-four (24) hours from the time of notification.

B. Contractor shall provide seven (7) days by twenty-hour (24) hour emergency number to SBSC. Emergency calls made from a representative of the Department of Facilities Services outside of business hours will be followed by an email on the following business day.

C. Contractor shall invoice emergency service and repairs available on a 24-hour basis at the standard time or after-hours in accordance the Price Schedule.

D. Contractor shall provide to the SBSC’s designated contact person a work schedule that includes the estimated commencement and completion dates.

E. If the Contractor does not perform work within the scheduled time and day, then SBSC reserves the right to call another Contractor to perform the required work.

17. CORRECTION OF WORK. Contractor shall promptly correct all work rejected by SBSC as a result of unsatisfactory or lack of conformance to the contract documents. Contractor shall be responsible for all costs for correcting rejected work, including compensation to SBSC for additional services necessary to correct the deficiency.

18. CHANGES IN WORK

A. Contractor shall not perform any additional work or other changes covered by the Scope of Work for a project without an executed Change Order. SBSC assumes no responsibility for any additional costs for work not specifically authorized by an executed Change Order.

B. Change Orders will not be issued for incidental items or tasks that should have been reasonably part of the work by the Contractor.

19. RENTAL EQUIPMENT/SUBCONTRACTORS

A. In conjunction with Section 24. Assignment, Contractor shall not subcontract any part of their services to another company or individual without prior written approval from SBSC Facilities Services Project Manager. If applicable, Contractor shall submit a list of subcontractors with their submittal.

B. If the Contractor must hire a subcontractor and/or rent equipment to complete the work, Contractor shall obtain prior written approval from the SBSC’s Project Manager.

Contractor shall itemize the cost of the subcontractor or rental equipment in their quote and invoice. Contactor may add as overhead and profit up to fifteen (15) percent to the actual cost of the subcontractor or equipment rental in their quote excluding any sales tax. Contractor shall provide a copy of the subcontractor or/and equipment rental’s itemized invoice with their SBSC invoice. Under no circumstances shall subcontractor’s and/or vendor’s quote include sale tax in their quote and invoice.

20. SAFETY

A. Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work. Contractor shall comply with Occupational Safety and Health Administration (OSHA) requirements and any other industry, federal, state, or local government standards. Contractor and subcontractors of any tiers shall take all necessary safety precautions, and necessary protection to prevent damage, injury or loss to persons or property.

B. Contractor shall ensure that all safety devices installed by the manufacturer on the equipment that are utilized by the Contractor and subcontractors of any tiers on the work site are always in proper working condition. Contractor and subcontractors of any tiers shall immediately repair or remove equipment from service until the deficiency is corrected to the satisfaction of the SBSC.

C. SBSC may periodically monitor the work site for safety. Should there be safety or health issues, SBSC has the authority, but not the duty, to direct the Contractor or subcontractors of any tier to correct the violation in an expeditious manner. If there is any situation that is deemed unsafe by SBSC, the work shall be immediately suspended and not resume until the unsafe condition(s) has been remedy.

D. Contractor and subcontractors of any tier shall erect and maintain, as required by existing conditions and contract performance, safeguards for safety and protection such as barricades, danger signs, a construction fence, and other warnings against hazardous conditions.

E. Should the Contractor and subcontractors any tiers fail to maintain a clean and safe work site, SBSC may clean up the work site and deduct the cost from the Contractor’s invoice.

Upon final completion, the Contractor and subcontractors of any tier shall thoroughly clean all areas where work has been performed as mutually agreed with SBSC's Project Manager.

F. Contractor and subcontractors of any tier shall maintain all equipment, materials, and operations to the work site and areas identified in the contract documents. Contractor and subcontractors of any tier shall assume all responsibility for any damage to any area resulting from the performance of work.

G. Contractor and subcontractors of any tier shall notify SBSC of any hazardous materials used on the work site and provide SBSC a copy of the Safety Data Sheets. Contractor shall immediately report any spillage of hazardous chemicals or wastes by the Contractor and subcontractors of any tiers to the SBSC’s Project Manager, and cleanup the spillage in accordance with all state and federal regulations. Contractor shall be responsible for the cost of cleanup of any spillage of hazardous chemicals or wastes caused by the Contractor and subcontractors of any tier. Contractor shall provide a copy of the complete report showing compliance with local, state, and federal agencies to SBSC’s Project Manager. Contractor shall be responsible to immediately notify SBSC of the location and description of any hazardous chemicals or conditions discovered during the normal operation.

21. PROTECTION OF EXISTING STRUCTURES UTILITIES WORK AND VEGETATION

A. Contractor shall repair or replace, at Contractor’s expense, property damaged as a result of Contractor or subcontractor of any tiers’ operations, such as but not limited to, buildings, sidewalks, seating, curbs, pipes, drains, water mains, pavement, mailboxes, turf, SBSC sign, building contents, or other property owned by the SBSC or private landowner, in a manner prescribed by and at the sole satisfaction of the SBSC’s Project Manager or authorized representative. Contractor shall be responsible for any claims submitted to the SBSC, such as but not limited to, from utility companies or landowners, as a result of damage caused by the Contractor or subcontractor any tiers. SBSC reserves the right to deduct from the Contractor's invoice payment made to settle claims as a result of damages caused by Contractor or subcontractor of any tiers. Contractor shall complete and submit to SBSC charges for repairs, or receipt of repairs, prior to submitting invoice to SBSC. If the repairs performed by the Contractor is not in accordance with SBSC standards, SBSC will perform the repairs and deduct the associated cost from the amount due the Contractor.

B. Contractor shall notify SBSC immediately of any complaints. Contractor shall address all complaints within two (2) business days and submit a written report to SBSC’s Project Manager outlining actions taken to resolve the complaint.

C. If there is an accident involving the public while completing the work, Contractor shall immediately inform SBSC’s Project Manager of the incident. Contractor shall submit a written report of the incident to SBSC within two (2) business days. Contractor shall provide a copy of any report file with law enforcement to SBSC’s Project Manager.

22. CLEAN UP/SURPLUS MATERIAL REMOVAL & DISPOSAL

A. At no cost to SBSC, Contractor and subcontractor of any tiers shall be responsible for the removal of all unwanted surplus material and debris from the project site at the end of each workday Contractor shall include all costs associated with clean-up and debris removal in the lump sum price. Contractor shall always maintain the project site clean and neat during performance of work. Contractor shall clean the work area before leaving the project site for the day. Contractor’s work shall not interfere with the regular operating hours of SBSC. Upon final completion of the project, Contractor shall thoroughly clean-up the work area to SBSC’s Project Manager’s satisfaction.

B. Contractor shall disposal and handle all materials associated with clean-up in accordance with local, state, and federal regulations. Contractor shall include in their proposal the actual cost of disposal fees without markup. Contractor may invoice the cost of labor associated with the disposal and handling of all materials at the standard and after-hours rates.

23. INVOICES

A. Contractor shall submit their invoice(s) to: AP_Epay@scps.k12.fl.us, facilities_payrequest@scps.k12.fl.us, and facilities_payrequest@scps.k12.fl.us, after service(s) has been completed. Additionally, the general invoice requirements as set forth below shall state in detail the work that was performed by the Contractor, if required, include a copy of the quote/proposal and itemization of costs/fees in accordance with the Price Schedule. Contractor shall submit their invoice(s) no later than thirty (30) calendar days after completing services or delivery/acceptance of goods. Under no circumstances shall Contractor submit invoice(s) in advance to SBSC for work that has not completed, or goods not delivered and accepted by SBSC.

B. Contractor shall state in their invoice the MSRP/List Price, MSRP/List Price percent discount, and provide a copy of the MSRP/List Price. Failure to submit invoices in the prescribed manner may delay payment. Payments to Contractor shall be in accordance with Local Government Florida Prompt Payment Act, Part VII, Chapter 218, Florida Statutes. All invoices shall include:

1) Company name, address, and contact information,

2) Name of SBSC requestor,

3) SBSC contract number,

4) SBSC work order and/or Purchase Order number,

5) Date of service,

6) Site of delivery or service,

7) Equipment info (make, model, serial number),

8) Detail summary of work performed,

9) List of products and materials used,

10) MSRP or List Price on used products,

11) Percentage discount off MSRP or List Price, and

12) Total amount due.

24. SUBMISSIONS OF PROPOSALS. All proposals must be received and accepted in the Vendorlink portal, www.myvendorlink.com before the ITB Closing Date and Time to be considered.

SUBMITTALS. Proposers shall submit one (1) digital original of their signed Bid Solicitation in pdf and/or Excel format.

1. Submit Proposals electronically through VendorLink at www.myvendorlink.com.

2. Upload files only in Excel (.xls or .xlsx) and Adobe Portable Document Format (.pdf).

3. Enable printing on files submitted.

4. Ensure the Invitation to Bid and Proposer’s Acknowledgement is part of the submission.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact VendorLink technical support at support@evendorlink.com, if technical difficulties arise during proposal submission.

7. Follow all instructions outlined in this solicitation and provide all requested information.

mailto:AP_Epay@scps.k12.fl.us mailto:facilities_payrequest@scps.k12.fl.us mailto:facilities_payrequest@scps.k12.fl.us

II. SPECIFICATIONS / SCOPE OF WORK

1. The Contractor shall, to SBSC’s satisfaction, furnish all labor, materials, tools, equipment, supervision, delivery, and all other items necessary to properly and completely provide services to all the facilities within the jurisdiction/District of School Board of Seminole County, Florida (SBSC) as required. These services shall include but not limited to material supply, flooring repairs, flooring replacements, and new installations. The awarded Contractor(s) shall be responsible for all work and related services performed by their employees and/or their subcontractors in the execution of the work.

2. MINIMUM REQUIREMENTS. The specifications listed in the body of these specifications, are to be used as noted for noting the applicable section below.

3. PRICING. Pricing is for the associated listed line item. Multiple line items can make up an individual order.

4. STOCK ITEMS. Distributor must keep items in stock for immediate pick-up or delivery. The School Board of Seminole County will not pay restocking fees for any items found defective or which do not meet specifications.

5. DELIVERY.

A. Proposer is responsible for scheduling, delivery and unloading of goods from manufacturer. The SBSC will not accept additional charges to invoice that have not been included in the bid document.

B. Material shall be labeled showing name of manufacturer, brand name, size and lot number attached or stenciled on each box. Store material in secure, dry and well-ventilated area protected from damage soiling and moisture and as directed by school district authorized representative with unbroken seals and labels.

C. All pricing shall be quoted FOB inside delivery to Seminole County, Florida unless otherwise indicated and all items shall meet or exceed the Specifications/Scope of Work under Section II of this solicitation. All material and/or equipment shall be delivered to the School Board Maintenance Warehouse at 820 East State Road 434, Winter Springs, FL 32708 or to a facility within the jurisdiction/District of the School Board of Seminole County, Florida (SBSC). Pricing shall include all delivery costs.

D. Materials may be picked up by the SBSC; proposer must have a pickup location within the Seminole/Orange area throughout the term of this contract. The designated location for pickup of all items shall be listed on the Price Sheet & Proposer Information Form.

6. MATERIALS. All products bid must meet or exceed all conditions and specifications of the bid.

Technical documentation is required when Contractor bids other than approved brand. The purpose is to demonstrate compliance of the product bid with applicable technical requirements of the Bid and to allow a technical evaluation of the product. Failure to provide the required technical documentation with the bid submittal shall make the bidder non-responsive, unless the Facilities planning and/or the Purchasing Department, in the best interest of the District, determines the acceptability of the products offered through technical documentation available within the District as of the date and time of bid opening. Such authority shall in no way relieve the bidder from the ultimate responsibility to submit the required technical documentation, nor shall any bidder assume that such documentation is otherwise available to the District. The District shall not be responsible for the accuracy of the technical documentation in its possession.

A. QUALITY. All materials shall be of “first quality”, i.e., free from visual blemishes and physical defects. No irregulars or promotional goods.

B. SAFETY DATA SHEETS. Safety Data Sheet (SDS) are to be provided to the Project Manager for all materials to be used in the installation. (Cement, Tile, Base, Floor Patch, Floor Filler)

C. VINYL COMPOSITION TILE

1) COLORS. Colors are based on Armstrong Standard Excelon Vinyl Composition Tile color palette. Colors used are as follows:

• Soft Warm Gray

• Earthstone Greige

• Tyrian Purple

• Colorado Stone

• Jester Red

• Cantaloupe

• Greenery

• Band Blue

• Little Green Apple

• Caribbean Blue

• Golden

• Vicious Violet

• Sterling

• Mushroom Beige

• Pumpkin Orange

• Bikini Blue

• Bodacious Blue

• Blue Dreams

• Charcoal

• Classic Black

• Screamin’ Pumpkin

• Marina Blue

• Blue Dreams

2) QUALITY ASSURANCE. The following are acceptable manufacturers for TILE.

A. Armstrong

3) PRODUCT DESCRIPTION FOR TILE. Tile shall meet class 2 requirements for vinyl composition tile (composed of binders, fillers, and pigments) as tested by

ASTM F 1066.

A. Gauge: 1/8 inches B. Size: 12 inches x 12 inches C. Patterns and Colors: Color and pattern details shall be dispersed uniformly through the thickness of the product. Color pigments shall be insoluble and resistant to cleaning agents and light.

D. Package/Count: 45 per carton.

E. Traffic Performance: Commercial designation F. Load Limit: 75-PSI min.

G. Warranty: Five-year commercial warranty for manufacturing defects H. Flammability:

i ASTM E-648 Critical Radiant Flux, >0.45watts/cm (Passes) ii ASTM E-84 Flame Spread, 25 or less (Passes) iii ASTM E-662 Smoke <450 (Passes)

D. VINYL COVE BASE

1) COLORS. Colors used are as follows:

A. (Burke) Espresso 103 B. Black

2) QUALITY ASSURANCE. The following are acceptable manufacturers for Vinyl

Base.

A. Flexco Company B. Burke Mercer Products Company, Inc.

C. Johnsonite, Division of Duramax, Inc.

3) PRODUCT DESCRIPTION VINYL BASE. The vinyl base in this specification shall be constructed of first quality raw materials and shall be smooth and free from any imperfections. Vinyl base shall be a height of 4 inches (10.16 cm) and 6 inches (15.24 cm), and lengths of 4 feet (1.2 m). Thickness shall be a minimum of .080 inches (2.03mm). The vinyl base shall meet performance requirements of Federal # SS-W-40a, Type II.

E. LUXURY VINYL TILE

1) COLORS. Colors are based off Armstrong Diamond 10 Flooring Luxury Vinyl Tile color palette. Colors used are as follows:

A. Mystix-Neva: Rise and Shine B. Mystix-Neva: Sweet Dream

2) QUALITY ASSURANCE. The following are acceptable manufacturers for

Luxury Vinyl Tile.

A. Armstrong Diamond 10

3) PRODUCT DESCRIPTION VINYL BASE. The vinyl base in this specification from any imperfections. Vinyl base shall be a height of 4 inches (10.16 cm) and 6 inches (15.24 cm), and lengths of 4 feet (1.2 m). Thickness shall be a minimum of .080 inches (2.03mm). The vinyl base shall meet performance requirements of Federal # SS-W-40a, Type II.

A. Warranty: 20-Year Commercial Limited Warranty

F. STAIR TREADS

1) QUALITY ASSURANCE. The following are acceptable manufacturers for Stair Treads.

A. Armstrong B. Burke Rouleau C. Burke Endura

2) PRODUCT DESCRIPTION VINYL BASE. The stair treads in this specification from any imperfections. Stair treads shall be made of low VOC rubber and available in ADA contrasting colors. The stair tread shall meet performance requirements of ASTM F-2169.

G. ACCESSORIES/TRIM, ETC.

1) Transition Strips, Thresholds, Underlayment & Vapor Barriers per flooring manufacturer recommendation.

7. FURNITURE & EQUIPMENT MOVING. The Contractor shall temporarily remove and replace all furnishings and movable equipment as part of the flooring installation and/or removal project if required. Installed equipment that cannot be removed shall necessitate installing floor covering around said equipment with all edges cut to a finished appearance. The contractor shall not be responsible for moving any computer equipment, electronic equipment, copiers, etc. The pricing for such furniture and equipment shall be based upon square footage of the area to have furniture or equipment moved. Damage to the furniture/equipment as a result of the moving operations shall be at the sole responsibility of the Contractor.

8. PH TESTING. The Contractor shall test concrete floor(s) for pH as outlined in the current edition of ASTM F710 prior to any installation. PH readings must be below 9 to proceed with flooring installation. All tests’ results shall be provided in writing to SBSC showing test number, location, and test result. Elevated PH levels shall be brought to the Project Manager attention immediately.

9. MOISTURE TESTING. The Contractor shall verify a dry concrete slab within flooring and adhesive manufacturer’s standards for moisture content. Slab conditions shall be verified prior to the commencement of any flooring installation to ensure compliance with flooring manufacturer specifications.

10. The slab moisture testing shall follow the most recent ASTM F2170 method for testing and calculation of the number of tests that should be performed - regardless of the age of the slab.

All tests shall be documented and written report showing test location, method, result, testing party performing the test, and certification it meets the ASTM standard shall be provided to the SBSC Project Manager. If the test(s) indicate a wet slab, delay installations of the flooring until specified conditions are met or appropriate moisture mitigation methods are achieved. All holes associated with the testing shall be filled and patched with an approved cementitious patching material.

A. All adhesives shall be rated for a minimum of 90% RH unless otherwise approved in writing by SBSC Project Manager. If the manufacturer does not recommend a particular adhesive consistent with the moisture levels indicated and specifications herein, the installer shall make test samples to find the most suitable adhesive, but it shall not be used until approved in writing by the tile manufacturer and the SBSC Project Manager

11. INSTALLATION. The purchaser and contractor shall agree upon an installation date and time.

The Contractor shall place order with the manufacturer within five (5) working days after receipt of agency purchase order. Contractor shall notify the SBSC Project Manager within five (5) working days of the estimated arrival date of the tile. SBSC shall also be notified at this time of any delays or anticipated scheduling problems. Contractor shall notify the SBSC Project Manager within five (5) working days after receipt of tile and arrange for installation.

All installations shall be done in accordance with the manufacturer’s recommended methods and specifications and the specifications herein. Any conflict between bid specifications and manufacturer’s specifications the most stringent shall prevail.

Contractor may be required to install flooring tile in a straight set or patterned manner. Pricing for pattern installation shall be at the same unit cost.

Flooring shall be installed under all open-bottom items such as floor electrical boxes and installed tight against wall, columns, and cabinets so the entire floor area is covered with flooring material. Transition strips shall be installed at all flooring material changes and all openings and doors wherever flooring terminates, unless indicated otherwise.

The Contractor shall be responsible for all floor preparation including but not limited to removing existing carpet and pad, or tile when that option has been contracted. This should include a clean floor surface with the utilization of a floor scraper or other manufacturer recommended means to lift away excess concrete or debris adhering to the floor. The substrata shall be level and free from irregularities with maximum variation of 1/8 inch in 10ft. Patch floor and cracks with a premium grade latex patching material. The Contractor shall sweep and vacuum floor after patching and cleaning to remove all grit and debris. Any wax, dirt, grease, paint, or old adhesive must be removed prior to installation operations.

Flooring material shall be adhered direct to existing floor surfaces in accordance with manufacturer’s printed instructions. Tile and cove base edges shall be butted together with the proper pressure to produce the tightest joint possible without distortion produce a level tight smooth finish.

All colored or patterned flooring materials shall be of the same dye-lot. The Contractor shall verify each carton of tile or base for dye-lot numbers to assure there is no mixing of dye lots during installation. Differing dye lots shall be brought to the attention of the SBSC Project Manager prior to installation. No installation of mixed dye shall occur without written authorization f the SBSC Project Manager.

Contractor shall remove visible adhesive, seam sealer, and other surface blemishes using cleaner recommended by manufacturer.

A. Large Jobs. For large jobs requiring over two (2) workdays, the contractor shall finish all work in one contiguous floor area before starting work on any other floor area.

B. Cove Base.

1) Surface Preparations. Designated surfaces to receive vinyl base shall be structurally sound, smooth, dry and clean, free of dirt, dust, oil, wax or other foreign matter which would interfere with a good bond. All painted surfaces to receive vinyl base shall be thoroughly dry and cured. The Contractor shall roughen shiny surfaces such as glossy paint that may cause adverse bonding.

The back of all vinyl base shall be free of mold release agents or other contaminants that could interfere with proper adhesion. Cove base shall be securely attached to the walls, and shall be level and even. Any cove base previously removed shall be scored neatly and tightly so as to not damage existing wall finish. Any wall finish damage as a result of removal or installation operations shall be the responsibility of the Contractor to repair to the sole satisfaction of the SBSC Project Manager.

2) All vinyl bases shall be “cove-cut” or toe cut, removing a small 90° triangular wedge (45° off center) and folded on inside corners. All inside corners shall be tight and firmly adhered to the corner with a sharp defined angle. All other seam locations shall be planned so that no seams end on outside corners.

C. Attic Stock, upon completion of installation, the contractor shall provide SBSC with 5% of the quantity installed and turn over to the project manager at the installation site.

D. Job Completion or Remedial Work. If the contractor, after receipt of any such written notice fails within seventy-two (72) hours to commence at the job site with performance of the work necessary to complete or remedy all defects, clean-up, etc., the Owner shall be entitled to have such work remedied and the contractor shall be fully liable for all costs and expenses reasonably incurred by the Owner.

12. DAMAGE. The Contractor shall use care in protecting site, building, equipment, and furnishings when performing the work. The Contractor shall repair or be responsible for the cost to repair damage incurred in the process of performing the required services.

13. FLOORING REPAIR SERVICES. SBSC has areas of flooring periodically that require repairs and small area replacements, less than the size of one room and sometimes as small as a few tiles. The Contractor shall provide repair services for these such areas. The areas needing repair shall be priced at a time and materials rate as indicated in the bid pricing sheet.

14. MATERIALS ONLY. SBSC may under this contract purchase materials only without labor.

15. DEBRIS. All waste materials must be removed, and the premises and tile shall be clean and free of debris. Building dumpsters are not to be used - all waste materials shall be removed form job site.

16. WARRANTY. The manufacturer’s written instructions for tile care and maintenance shall be provided to the purchaser upon completion of installation. All materials and labor shall be warranted for a minimum of two (2) years from the date of completion of installation. The installer shall make all repairs or corrections necessary to maintain the completed work in first-class condition for a two (2) year period at NO additional cost. This shall include, but shall not be limited to, replacing tile, relaying any tile that does not provide an attractive appearance and correcting any condition due to faulty installation, such as loss of adhesion to subfloor, raised corners or similar unsatisfactory performance.

17. CHANGES IN WORK. The Contractor shall not commence any additional work or other changes covered by the Scope of Services for the individual project without an executed Change Order. If the Contractor performs additional work beyond the specific requirements of this Agreement without an executed Change Order, it shall be at the Contractor’s own risk.

SBSC assumes no responsibility for any additional costs for work not specifically authorized by an executed Change Order.

Change orders shall not be issued for incidental items or tasks that should have been construed to be part of the project by the Contractor.

18. RETAINING OTHER CONTRACTORS. Nothing herein shall be deemed to preclude SBSC Facilities Services/Maintenance from retaining the services of other persons or entities undertaking the same or similar services as those undertaken by the Contractor or from independently developing or acquiring materials or programs that are similar to or competitive with the services provided under this Agreement.

19. METHOD OF PAYMENT. The Contractor shall submit their invoice to AP_Epay@scps.k12.fl.us and in addition to Seminole County Public Schools Facilities Services/Maintenance Department, ATTN: Bookkeeping, 820 East State Road 434, Winter Springs, FL 32708, after all work has been completed. Invoices shall be hand delivered, mailed, and/or emailed. In addition to the general invoice requirements set forth below, the invoice shall reference the specific work element for which billing has been initiated and, if required, include a copy of the quote/proposal and itemization of costs/fees as per the bid price sheet. Submittal of the invoice shall not exceed thirty (30) calendar days from the delivery of the goods or services. Under no circumstances shall the invoices be submitted to SBSC in advance of the work being completed or delivery and acceptance of the items.

All invoices shall contain the contract and/or purchase order number, date and location of delivery or service. Failure to submit invoices in the prescribed manner will delay payment, and the Contractor may be considered in default of contract. Payments shall be tendered in accordance with the Florida Prompt Payment Act, Part VII, Chapter 218, Florida Statutes.

The Contractor shall accept compensation provided under the terms of this contract as full payment for furnishing all materials and for performing all work contemplated and embraced under this contract.

mailto:AP_Epay@scps.k12.fl.us

III. SUBMITTAL REQUIREMENTS. The Bidder shall include the following documents with their submittal:

1. Invitation to Bid and Bidder’s Acknowledgment (on Page 1) - Signed by an authorized representative of the Bidder.

2. Exhibit B, Price Schedule - Signed by the Bidder.

3. Attachment “A” Drug-Free Workplace Certification

4. Attachment “B” Reference Document (minimum of three (3) references.)

5. Attachment “C” Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions

6. Attachment “D” Disclosure of any Conflict of Interest

7. Attachment “E” Scrutinized Company Certification

8. Attachment “F” Byrd Anti-Lobbying Amendment Certification (To be submitted if bid exceeds $100,000)

9. Attachment “G” Emergency / Storm Related Catastrophe Agreement

10. Attachment “H” Bidder’s Statement of Principal Place of Business

11. Attachment "I” Vendor Affidavit Regarding the Use of Coercion for Labor and Services

12. Exhibit C, Report of Unsatisfactory Materials and/or Service

13. Addenda, if applicable - Signed by the Bidder.

14. If a Florida Corporation, a screenshot of the company’s “ACTIVE” business entity registration through sunbiz.org.

15. If a Non-Florida Corporation (Foreign), a screenshot of the company’s “ACTIVE” business entity registration.

**MAKE SURE ALL DOCUMENTATION IS SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THE

BIDDER. FAILURE TO COMPLY MAY RESULT IN DISQUALIFICATION ON THE GROUNDS OF NON-

RESPONSIVENESS TO THE REQUIREMENTS OF THE BID.

IV. GENERAL PURCHASING TERMS AND CONDITIONS. These general terms will apply to all purchases by the School Board as a result of an award hereunder. In the event of a conflict between Section II and subsequent sections herein, the provisions of any subsequent sections shall be specific to the goods or services requested and shall have precedence. The titles used are for convenience only; the Bidder is responsible for understanding and complying with all terms and conditions herein.

1. DEFINITIONS.

A. The School Board of Seminole County, Florida may be referred to as the “Board,” “School Board” or “SBSC” herein.

B. Contractor. For this Invitation to Bid (ITB), the word “Contractor” shall have the same meaning as “Bidder,” “Business Entity,” “Individual,” “Proposer,” “Respondent,” and “Vendor” who submits a written response to this ITB; and shall have the same meaning for any successful awardee(s) hereunder.

C. Non-Responsible. A Contractor, business entity, or individual that responds to this ITB and the response does not provide the required documentation supporting that it has the ability or capability to fully perform the requirements of the solicitation.

D. Non-Responsive. A Contractor, business entity, or individual that responds to this ITB and the response does not conform to the mandatory or essential requirements contained in this ITB.

E. Responsible. A Contractor, business entity or individual that responds to this ITB and the response provides the required documentation supporting that it has the ability or capability to fully perform the requirements of this ITB.

F. Responsive. A Contractor, business entity or individual that responds to this ITB and the response fully conforms in all material respects to the ITB and all of its requirements, including all form and substance.

G. Solicitation. This Invitation to Bid document.

2. PRICING / TAXES. All pricing shall be based on FOB Seminole County, Florida and will include all packaging, handling, shipping charges, and delivery to any point within Seminole County Florida to a secure area or inside delivery. Pricing shall include all delivery costs. The School Board is exempt and does not pay Federal Excise or State of Florida Sales taxes.

3. MATERIALS. Contractor shall be responsible for providing all materials at a cost-plus basis as shown on the Price Schedule, unless it is advantageous for SBSC to purchase these products directly in which case Contractor will not be entitled to recover cost of materials or any mark

up. This shall be determined prior to the start of each project. When product is purchased by SBSC, it shall be the responsibility of SBSC to ensure the products are delivered on-site in time to comply with the project schedule. Contractor must make all reasonable and legal efforts to avoid payment of sales or other taxes.