24250098B-TL_-_Water_Pump_Parts_Rebuild_and_Installation_Services_ITB.pdf

(Rev. 2-01-22)

INVITATION TO BID AND BIDDER’S ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT: Travis Loyd, Procurement Agent II June 2, 2025 407-320-0375, Email Address: Loydtz@scps.k12.fl.us

BID NUMBER AND TITLE: ITB 24250098B – TL Water Pump Parts, Rebuild and Installation Services

BID DUE DATE & TIME

June 25, 2025 by 12:00 P.M. EST Bid opening will be via WebEx and dial-in only at meeting number (access code): 2862 354 6641, meeting password:

izZ8PrWVV44 or call 1-415-655-0003.

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

PRE-BID MEETING DATE & TIME: Voluntary – June 10, 2025, at 10:00 AM EST, via WebEx and dial-in only at WebEx meeting number (access code): 2870 026 9084, password: JXxna8ink42 or call 1-415-655-0003.

The School Board of Seminole County, Florida, solicits your company to submit a Bid on the above-referenced goods and/or services.

All terms, specifications and conditions set forth in this invitation are incorporated by this reference into your response. A Bid will not be accepted unless all conditions have been met. In the event of a conflict between the General Purchasing Terms and Conditions and any subsequent Special Conditions included herein or attached hereto, the Special Conditions will have precedence. 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.

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

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I. SPECIAL CONDITIONS

1. INTRODUCTION. Seminole County Public Schools (SCPS) is the 12th largest school district in Florida and is 60th nationally. The purpose of this solicitation is to establish pricing to supply various water pumps, pump parts, rebuild services, and accessories. The VENDOR / CONTRACTOR shall have the ability to sell and/or rebuild from one and/or all of these listed manufacturers: Paco, Bell & Gossett, Armstrong, Taco, Grundfos and Patterson. No substitution shall be permitted without written permission from the School Board of Seminole County (SBSC) authorized representative.

Pricing shall be submitted on Exhibit B attached to this document and shall be in the form of bid line item prices, standard, after-hours hourly rates, as well as a cost percentage discount from list price for any materials required to be supplied by the successful bidder. Permits and licenses for chemicals are required by regulatory agencies in compliance with Environmental Protection Agency (EPA), and Occupational Safety and Health Administration (OSHA).

This is an indefinite quantity contract with no guarantee of a volume of services that may be required. The SBSC will issue a purchase orders on an as “needed” basis and does not guarantee a minimum or maximum dollar amount to be expended on any contract resulting from this procurement item. The SBSC reserves the right to make awards on a lowest price basis by individual item, group of items, all or none, or a combination; with one or more VENDORS / CONTRACTORS; to reject any and all offers or waive any minor irregularity or technicality in bids received. Due to wide array of items within this bid; it is anticipated that multiple Vendors may be awarded.

2. PRE-SOLICITATION MEETING. A voluntary pre-solicitation 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 written addendum.

3. TERM. This Bid will be effective upon Board approval or July 29, 2025, whichever is later, for a period of three (3) years and may be renewed for an additional two-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. Please refer to Section 3, for multiyear agreements.

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. 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.

7. 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.

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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.

10. REPAIR SERVICES

During the life of an equipment, the equipment may require repairs 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 device and provide a cost estimate of the work required to return the device 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 of the water pump,

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) 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.

11. 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.

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12. EQUIPMENT WARRANTIES

Contractor shall warrant 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

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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. Non-emergency service repair calls shall be completed within fifteen (15) days from the time of notification.

C. Contractor shall provide an emergency number to SBSC with 24/7 response. 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.

D. 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.

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

F. 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. 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

ITB 24250098B-TL Page 6 of 30 Last update: 4-9-25 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 and facilities_payrequest@scps.k12.fl.us after service(s) has been completed. Additionally, the general invoice requirements as set forth below shall state mailto:AP_Epay@scps.k12.fl.us mailto:facilities_payrequest@scps.k12.fl.us

ITB 24250098B-TL Page 7 of 30 Last update: 4-9-25 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. DELIVERY 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.

II. SPECIFICATIONS / SCOPE OF WORK

1. TECHNICAL:

a. Parts sold or utilized must be “Original Equipment Manufacturer”.

b. All rebuilds will be based on time and materials at an hourly rate.

c. Bid line item prices shall be a Discount Percentage Off MSRP that is inclusive of all travel, labor, equipment, overhead, packaging and FOB Destination shipping charges.

d. Servicing of this contract shall not be sub-contracted to another firm or individual without specific written authorization from the SBSC Facilities Services Project Manager.

e. Vendor shall not smoke, consume alcohol and illegal drugs while on campus.

f. Vendor shall not have any contact with school’s student population.

g. The Vendor shall honor the bid pricing for the term of this contract.

h. The SBSC is exempt from Federal and State sales tax

2. REBUILDS:

a. The CONTRACTOR shall not proceed with any project until a written purchase order has been received.

b. The CONTRACTOR shall provide time and materials services at an hourly rate, these services must include small to large pump rebuild projects at multiple SBSC sites. Labor provided by the contractor must include full compensation for labor, equipment uses, travel time and any other cost (including overhead) to the contractor. All parts and materials needed to complete the work which has a cost of five (5) dollars or less shall not be invoiced, it will be considered part of overhead and shall be included in the CONTRACTOR’s hourly labor rate.

c. Proposals for non-emergency tasks that priced upon the standard, after-hour hourly rates, as well as a cost percentage discount from list prices in the bid shall be lump sum proposals.

d. The CONTRACTOR shall be responsible for obtaining permits when required. Any cost associated with obtaining the permit shall be borne by the CONTRACTOR. A copy of the permit shall be provided to the County’s Contract Specialist prior to beginning the work.

e. The CONTRACTOR shall provide all proper tools, ladders, materials, equipment, and transportation for all removal, installation, and replacement projects. All work is to be conducted in accordance with Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), federal, state, and local regulations or ordinances and requirements of SBSC.

f. The CONTRACTOR shall be responsible for recording the purchase, use, recovery, recycling, reuse, and lawful disposal of oil and lubricant that is used as part of the contract.

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g. The CONTRACTOR shall pick up the non-functioning pump from site, transport the pump to the CONTRACTOR’S shop, rebuild and test the pump to meet or exceed OEM specifications, and transport the pump back to the site. The CONTRACTOR may also be required to disassemble and reassemble the pump per the site specific situation, and will be directed by an SBSC authorized representative. The CONTRACTOR shall provide all new seals, gaskets, and any additional parts required to complete the project.

h. The CONTRACTOR shall perform a full functionality test which includes leaks, seals, and pressure. The rebuilt pump must be equal or exceed original manufacturer specifications.

i. If the CONTRACTOR determines additional work beyond scope of original project is required, the CONTRACTOR must obtain prior written approval on all costs before any additional work is started.

j. The CONTRACTOR shall not be relieved of obligations to perform the work in accordance with the contract documents until acceptance by SBSC Project Manager.

k. SBSC shall have the right to retain any items removed during the course of this contract as salvage at no additional cost.

CONTRACTOR shall request a list of salvage items from SBSC prior to beginning any task under this contract. Care must be taken to insure salvaged items are not damaged. It shall be the CONTRACTOR’s responsibility for removal and proper disposal of items other than salvaged equipment. All salvage items shall be left on SBSC property at a location directed by the SBSC Project Manager.

3. LIQUIDATED DAMAGES:

a. The SBSC and the Vendor recognize that time is of the essence for the contract and that should the CONTRACTOR fail to complete the requirements set forth in this solicitation, the SBSC will suffer damage, The SBSC will be entitled to assess as, Liquidated Damages, but not as a penalty, for each calendar day that the work continues past the contract time requirements. The project will be deemed to be completed on the date the work is considered complete to the satisfaction of the SBSC. The CONTRACTOR hereby expressly waives and relinquishes any right which it may have to seek to characterize the Liquidated Damages as a penalty, the amounts specified are mutually agreed upon as reasonable and proper amount of damage the SBSC should suffer by failure of the CONTRACTOR to complete the requirements set forth.

The Vendor shall pay the SBSC, as Liquidated Damages, the following:

b. The Vendor shall pay the SBSC, as Liquidated Damages, $250.00 per incident where the Vendor fails to repair damages that are caused by the Vendor or its subcontractors if not repaired within fifteen (15) calendar days from the notice or the damage. Application of liquidated damages does not release the Vendor from the responsibility of resolving or repairing damages.

4. CLEAN UP AND SURPLUS MATERIAL REMOVAL AND DISPOSAL:

a. The CONTRACTOR shall be responsible for the removal of all debris from the project/service site at the end of each workday. All costs associated with clean-up and debris removal shall be included in the lump sum price stated elsewhere herein. The CONTRACTOR shall leave the site clean and neat. All work must be cleaned up prior to the next day of business. At no time shall the specified work interfere with the regular operating hours of the SBSC. Upon final completion, the CONTRACTOR shall thoroughly clean-up all areas where work has been involved as mutually agreed with the SBSC’s Project Manager. PLEASE NOTE: If at any time the CONTRACTOR fails to clean up the work area to acceptable levels, the SBSC reserves the right to provide or have provided clean up and the actual costs for this service shall be deducted from the CONTRACTOR’s final payment with the minimum cost of $50.00 to offset SBSC time for securing services to properly clean and inspect the site.

b. The disposal and handling of all materials associated with clean up shall meet all local, state, and federal regulations.

c. All disposal fees shall be charged to SBSC at actual cost. No markup of disposal fees shall be permitted. The

CONTRACTOR shall estimate disposal fees on any proposals. CONTRACTOR may bill the labor associated with the disposal and handling of all materials at the standard and after-hours hourly rates as applicable from the bid.

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,” Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion - Lower Tier

Covered Transactions

5. Attachment “C,” Disclosure of any Conflict of Interest

6. Attachment “D,” Scrutinized Company Certification

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

8. Attachment “F,” Emergency / Storm Related Catastrophe Agreement

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9. Attachment "G,” Vendor Affidavit Regarding the Use of Coercion for Labor and Services

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

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

12. 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. 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. Notwithstanding, Contractor is only entitled to reimbursement for sales or other taxes actually paid and may not mark up sales or other taxes paid for purchase of materials.

4. PRICE ADJUSTMENT CLAUSE. The Bid price shall remain in effect for the term of the award. A comparable price adjustment may be considered at SBSC’s sole discretion for an increase in Federal or State of Florida minimum wage or both provided Contractor provides sufficient documentation to justify a price adjustment.

5. TERMS OF PAYMENT / INVOICING. The normal terms of payment will be Net 30 days from receipt and acceptance of goods or services and Contractor’s invoice. Itemized invoices bearing the Purchase Order number must be mailed on the day of shipment. Invoicing subject to cash discounts will be mailed on the day that they are dated.

6. TRANSPORTATION AND TITLE.

A. Title to the goods shall pass to the School Board upon receipt and acceptance at the destination unless indicated otherwise herein. Until acceptance, the Contractor retains the sole insurable interest in the goods.

B. The shipper shall prepay all transportation charges. The School Board will not accept collect freight charges.

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C. No premium carriers shall be used for the School Board’s account without prior consent of the Director of Purchasing and Distribution Services.

7. RISK OF LOSS. The Contractor shall assume the following risks:

A. All risks of loss or damage to all goods, work in process, materials, and equipment until the delivery thereof as herein provided;

B. All risks of loss or damage to third persons and their property until delivery of all goods as herein provided;

C. All risks of loss or damage to any property received by the Contractor or held by the Contractor or its suppliers for the account of the School Board, until such property has been delivered to the School Board;

D. All risks of loss or damage to any of the goods or part thereof rejected by the School Board, from the time of shipment thereof to Contractor until redelivery thereof to the School Board.

8. PACKING LIST. All shipments shall include an itemized list of each package contents and reference the School Board‘s Purchase Order number. No charges shall be allowed for cartage or packing unless agreed upon by the School Board prior to shipment.

9. INSPECTIONS AND TESTING. The School Board will have the right to expedite, inspect, and test any of the goods at work covered by this Bid. All goods or services are subject to the School Board’s inspection and approval upon arrival or completion. If rejected, they will be held for disposal at the Contractor’s risk. Such inspection, or the waiver thereof, however, shall not relieve the Contractor from full responsibility for furnishing goods or work conforming to the requirements of this Bid or the Bid Specifications, and will not prejudice any claim, right, or privilege the School Board may have because of the use of defective or unsatisfactory goods or work.

10. STOP WORK ORDER. The School Board may at any time by written notice to the Contractor stop all or any part of the work for this Bid award. Upon receiving such notice, the Contractor shall take all reasonable steps to minimize additional costs during the period of work stoppage. The School Board may subsequently either cancel the stop work order resulting in an equitable adjustment in the delivery schedule and/or the price or terminate the work in accordance with the provisions of the Bid terms and conditions.

11. WARRANTY. All goods and services furnished by the Contractor, relating to and pursuant to this Bid shall be warranted to be free of defects, meet or exceed the Specifications contained herein, and fit for the intended use. In the event of breach, the Contractor shall take all necessary action, at Contractor’s expense, to correct such breach in the most expeditious manner possible.

12. INDEMNIFICATION. The Contractor agrees to indemnify and save harmless the School Board, its officers, agents and employees from and against any and all claims and liabilities (including expenses) for injury or death of persons or damage to any property which may result, in whole or in part, from any act or omission on the part of the Contractor, its agents, employees, or representatives, or are arising from any Contractor furnished goods or services, except to the extent that such damage is due solely and directly to the negligence of the School Board.

13. INSURANCE. Contractors and vendors shall provide a certificate(s) evidencing such insurance coverage to the extent listed in Sections 1-5 below before commencement of work.

Insurance listed in Section 1 below is required of all Contractors and vendors: SBSC and its Board members, officers, and employees shall be named as an additional insured to the Commercial General Liability insurance policy on a form no more restrictive than ISO form CG 20 10 (Additional Insured -– Owners, Lessees, or Contractor). If SBSC and its Board members, officers, and employees are not named as additional insureds then SBSC reserves the right terminate this agreement.

Insurance listed in Section 2 below: All Contractors engaging in construction-related activities, as defined by 440.02(8)

Florida Statutes, on behalf of SBSC are required to carry this insurance to the limit listed below. All non-construction Contractors whose work for SBSC includes products or services, and the value of these products or services are in excess of $25,000 are required to carry this insurance to the limit listed below.

Insurance listed in Section 3 below: Any Contractor or vendor transporting district employees, delivering or transporting district owned equipment or property, or providing services or equipment where a reasonable person would believe SBSC is responsible for the work of the Contractor from portal to portal is required to carry this insurance to the limit listed below.

Insurance as listed in Section 4 below: All non-construction Contractors and vendors that have one (1) or more employees or subcontracts any portion of their work to another individual or company are required to have Workers’

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Compensation insurance. For contracts of $25,000 or more, no State of Florida, Division of Workers’ Compensation, Exemption forms will be accepted. All Contractors engaging in construction-related activities, as defined by 440.02(8) Florida Statutes, on behalf of SBSC are required to have Workers’ Compensation insurance. All entities and individuals required to have Workers’ Compensation insurance must purchase a commercial Workers’ Compensation insurance policy to the limits listed below. The Workers’ Compensation policy must be endorsed to waive the insurer’s right to subrogate against SBSC, and its Board members, officers and employees in the manner which would result from the attachment of the NCCI Waiver of Our Right to Recover from Others Endorsement (Advisory Form WC 00 03 13).

Insurance as listed in Section 5 below: All Contractors providing professional services including, but not limited to, architects, engineers, attorneys, auditors, accountants, etc. are required to have this insurance to the limits listed below.

All Contractors shall carry and maintain policies as described in Sections 1 to 5 below and as checked off in the box to the left of each Section 1 to 5 below. All required insurance must be from insurance carriers that have a rating of “A” or better and a financial size category of “VII” or higher according to the A. M. Best Company. All required insurance policies must be endorsed to provide for notification to SBSC thirty (30) days in advance of any material change in coverage or cancellation. This is applicable to the procurement and delivery of products, goods, or services furnished to the School Board of Seminole County, Florida.

The Contractor shall, within thirty (30) days after receipt of a written request from SBSC, provide SBSC with a certified copy or certified copies of the policy or policies providing the coverage required by this Section 12. The Contractor may redact or omit, or cause to be redacted or omitted, those provisions of the policy or policies which are not relevant to the insurance required by Section 12.

All insurance provided by the Contractor shall apply on a primary basis to and shall not require contribution from, any other insurance or self-insurance maintained by SBSC. Any insurance, or self-insurance, maintained by SBSC shall be in excess of, and shall not contribute with, Contractor-provided insurance.

1. Commercial General Liability Insurance:

Bodily Injury and Property Damage

Per Occurrence - $1,000,000 General Aggregate - $2,000,000

2. Product Liability and/or Completed Operations Insurance:

Bodily Injury and Property Damage

Products – Completed Operations Aggregate - $2,000,000

3. Automobile Liability:

Bodily Injury and Property Damage:

Combined Single Limit (each accident) - $1,000,000

4. Workers’ Compensation/Employer’s Liability:

W.C. Limit Required* - Statutory Limits E.L. Each Accident - $ 500,000

E.L. Disease – Each Employee - $ 500,000 E.L. Disease – Policy Limit - $ 500,000

5. Professional Liability Insurance (Errors and Omissions):

For services, goods or projects that will exceed $1,000,000 in values over a year.

Each Claim - $1,000,000

Annual Aggregate - $2,000,000 For services, goods or projects that will not exceed $1,000,000 in values over a year.

Annual Aggregate - $1,000,000

6. Environmental / Pollution Liability:

Bodily Injury and Property Damage:

Environmental / Pollution Liability Aggregate - $2,000,000

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Except as otherwise specifically authorized in this Agreement, no deductible or self-insured retention for any required insurance provided by the Contractor pursuant to this Agreement shall be allowed. To the extent any required insurance is subject to any deductible or self-insured retention (whether with or without approval of SBSC), the Contractor shall be responsible for paying on behalf of SBSC (and any other person or organization that the Contractor has, in this Agreement, agreed to include as an insured for the required insurance) any such deductible or self-insured retention.

The Contractor shall continue to maintain products/completed operations coverage in the amounts stated above for a period of three (3) years after the final completion of the work.

Professional Liability coverage must be maintained in the amounts stated above for a two-year period following completion of the contract.

Compliance with these insurance requirements shall not limit the liability of the Contractor, its subcontractors, sub-subcontractors, employees, or agents. Any remedy provided to SBSC or SBSC’s Board members, officers or employees by the insurance provided by the Contractor shall be in addition to and not in lieu of any other remedy (including, but not limited to, as an indemnitee of the Contractor) available to SBSC under this Agreement or otherwise.

Neither approval nor failure to disapprove insurance furnished by the Contractor shall relieve the Contractor from the responsibility to provide insurance as required by this Agreement.

14. SOVEREIGN IMMUNITY / LIMITED LIABILITY. Notwithstanding any provision herein or attached hereto, nothing shall be construed as a waiver of School Board’s rights and sovereign immunities under Florida Statutes. School Board damages shall be limited in accordance and to the extent allowed by §768.28 Florida Statute.

15. LAWS AND REGULATIONS. Contractors shall comply with all applicable federal, state and local laws, statutes and ordinances including, but not limited to the rules, regulations and standards of the Occupational Safety and Health Act of 1970, the Federal Contract Work Hours and Safety Standards Act, and the rules and regulations promulgated under these Acts. Contractors agree not to discriminate against any employee or applicant for employment because of race, sex, religion, color, age or national origin. Lack of knowledge of applicable laws, statutes and ordinances by the Contractor shall not constitute a cognizable defense against actual or potential damages caused thereby.

16. GOVERNING LAW &…