250094_Storage_Sheds_and_Carports-_delivered_and_installed.pdf

SUBMIT TO:

All Bids must be submitted via VendorLink--www.myvendorlink.com at the specified date and time below.

It is the Vendor’s responsibility to ensure the submittal is uploaded to VendorLink according to bid specifications. We are not responsible for delivery systems.

INVITATION TO BID

PURCHASING DEPARTMENT

215 Manatee Avenue West Bradenton, Florida 34205

DATE ISSUED: DECEMBER 2, 2024

CONTACT PERSON: Melody Ryan

TELEPHONE #: 941-708-8770 ext 41129

EMAIL ADDRESS: ryan@manateeschools.net

BID FOR STORAGE SHEDS AND

CARPORTS – CATALOG DISCOUNT

NUMBER:

25-0094-MR

SUBMITTAL DEADLINE:

January 14, 2025 @

3:00 PM

PRE-BID CONFERENCE - DATE, TIME AND LOCATION:

NONE

SUBMITTALS RECEIVED AFTER

ABOVE DATE AND TIME WILL

NOT BE ACCEPTED

REQUEST FOR INFORMATION DEADLINE: December 16, 2024 This Bid Submittal and subsequent award by The School District of Manatee County shall constitute a binding and enforceable contract. All Specifications, Terms and Conditions, Addenda, and correspondence of this Contract shall be incorporated into the final award and become an integral part of the Contract. Unless otherwise stipulated in this Contract, no other contract documents shall be issued.

LEGAL NAME, (herein referred to as “Bidder”) As described in the Section Titled “Florida Department of State, Division of Corporations Registration Requirements” within this Invitation to Bid (“ITB”):

LEGAL COMPANY NAME:

Florida Division of Corporation Document Number (www.sunbiz.org):

CONTRACTOR E-VERIFY NUMBER:

MAILING ADDRESS: I hereby certify that I have read and understand the requirements of this Solicitation and that, I, as the Bidder, will comply with all requirements of this offer and any contract(s) and/or other transactions required by this award.

Authorized Signature

Typed Name

Title Date

CITY – STATE – ZIP:

TELEPHONE NO:

FAX NO:

FEI/EIN Number:

Email Address:

The School District of Manatee County http://www.myvendorlink.com/

BID ON STORAGE SHEDS AND CARPORTS, DELIVERED AND INSTALLED – CATALOG DISCOUNT, SDMC NO. 25-0094-MR

BID SUBMITTAL CHECKLIST

It is the sole responsibility of each Bidder to check VendorLink up to the bid opening date and time, for all addenda issued and for any information regarding this solicitation.

The following documents must be submitted electronically:

Invitation to Bid Form Form of Proposal - Pricing, Delivery and Warranty Submittal Bidder Acknowledgement Bidder’s Experience and Qualifications Bidder’ References Bidder’s Statement of Principal Place of Business Bidder’s Statement of Financial Qualification Drug-free Workplace Certification Federal Debarment and Suspension Certification Scrutinized Company Certification Byrd Anti-Lobbying Amendment Employment Eligibility Verification (“E-VERIFY”) Anti-Discrimination Amendment Contractor Affidavit Regarding the Use of Coercion for Labor and Services Proof of Experience

SECTION 1. SCOPE

SDMC is seeking Bids from experienced and qualified vendors interested in providing the goods and services for storage sheds and carports as referenced herein. The provision of the goods and services herein include, but not limited to, the delivery and installation of storage sheds, carports and ancillary items and the provision of all related labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests in accordance with the specifications herein. The purpose of this solicitation is to establish a pre-qualified list of providers offering a catalog discounts. Schools and departments may choose any awarded provider.

SECTION 2. SPECIAL CONDITIONS

1. Term: The intent of this Contract is to establish a Contract for a period of five (3) year(s) from the date of award, during which time the successful Bidder(s) shall guarantee fixed discounts on catalog pricing on items awarded, as specified in this Solicitation. The anticipated contract period commences on February 11, 2025 through January 14, 2030.

2. Contract Renewals: The School District of Manatee County reserves the right to renew any or all prices, terms, conditions, and specifications of this Contract, for one (1) additional two (2) year period, upon mutual agreement by both the School District of Manatee County and the Awarded Bidder. Renewals must be evidenced, in writing, with the Signature of the Awarded Bidder’s authorized representative and the School District of Manatee County.

3. Contract Extension: In addition to any renewal options contained herein, the School District of Manatee County has the right to extend the Contract for the period of time necessary for the School District of Manatee County to release, award, and implement a replacement Invitation to Bid (ITB) for the commodities and/or contractual services provided through this Contract. Such extension shall be based upon the same prices, terms, and conditions as the existing ITB.

4. Additional Vendors: The School District of Manatee County reserves the right to increase the pool of companies to provide the services included in the ITB, if deemed necessary by the School District of Manatee County, subject to approval, additional providers will be added to the pool of awarded companies. Regardless as to the year a company is added to the pool of awarded companies, all awards will be terminated at the end of this ITB. Procedures for adding vendors will be at the discretion of the School District.

5. E-Verify: The School District of Manatee County and all parties the district contracts with must provide contractors E-Verify number is accordance with Florida Statute 448.95.

6. Insurance: Indemnification shall be in accordance with section 725.06, 725.08 Florida Statute

“as applicable”. The successful proposer shall furnish the School District of Manatee County with proof of:

(1) Statutory Limits of Worker’s Compensation in compliance with Chapter 440, Florida Statute, if required.

(2) Comprehensive General Liability Insurance in an amount equal to or greater than $1,000,000.00 per occurrence.

If policy is on a “CLAIMS MADE” basis, contractor’s insurance carrier will identify policy as such and indicate in writing the number of claims paid by this policy and reserves outstanding. Policy aggregates must equal at least two (2) times the occurrence limit.

(3) a. Automobile Liability Insurance in an amount equal to or greater than $1,000,000.00 per person.

b. Automobile Liability Insurance equal to or greater than $1,000,000.00 per occurrence for property damage or $1,000,000.00 combined single limit.

(4) Contractual Liability Insurance in an amount equal to or greater than $1,000,000.00 per occurrence. Policy must include endorsement for indemnification in the event third party damages are sought against the School District.

(5) Completed Operations Endorsement equal to or greater than $1,000,000.00 per occurrence.

(6) Independent Contractors Endorsement in an amount equal to or greater than $1,000,000.00 per occurrence.

(7) Additional Insured Endorsement: The School District of Manatee County shall be named as an additional insured on all policies that are required by these specifications.

(8) Cancellation Notice: All policies in effect shall contain cancellation endorsements providing thirty (30) days written notice of such cancellation, non-renewal and/or reduction in coverage limits prior to the effective date of such cancellation, non-renewal and/or reduction.

(9) Contractor shall maintain at all times during the construction of the project a “Builders Risk” policy equal to the amount of the project, and shall include, as a minimum the following coverages: Fire, Extended Coverage, Vandalism and Malicious Mischief. (All Risk policies are preferred.)

**Contractor(s)/Vendor(s) providing Professional Services shall provide evidence of at least $1,000,000.00 of Professional Liability Insurance coverage.

SECTION 3. SPECIFICATIONS

Scope of Work: SDMC is seeking Bids from experienced and qualified vendors interested in providing the goods and services for storage sheds and carports as referenced herein. The provision of the goods and services herein include, but not limited to, the delivery and installation of storage sheds, carports and ancillary items and the provision of all related labor, materials, supervision, equipment, incidentals, and related items necessary to complete the requests in accordance with the specifications herein. The purpose of this solicitation is to establish a pre-qualified list of providers offering a catalog discounts. Schools and departments may choose any awarded provider.

Experience: The Bidder shall have been in the provision of the required goods and services herein for a minimum of three (3) year(s) and shall provide proof along with the bid (including but not limited to articles of incorporation, business tax receipts). Failure to provide said proof may be grounds for rejection of Bid. The Bidder must prove validity of the stated documents to be in effect at the time of bid opening. The Bidder must provide written evidence that it maintains a permanent place of business and have adequate equipment, finances, and personnel to furnish the goods and services offered satisfactorily and expeditiously.

Service Response Requirements: The Contractor must begin work as soon as possible after receipt of the PO and must complete work in the timeframe established by SDMC and contractor. If work does not commence or is not completed by the timelines established herein, SDMC reserves the right to cancel the purchase order and issue a new PO to an alternate Contractor. Repeated failure to commence or complete work within the prescribed times shall constitute default and will be grounds for termination of any contract based on this Bid.

The Contractor must provide a firm cost for requested work, prior to issuance of a PO for the work.

Written quotes must be received within ten (10) business days of the request. SDMC may request a not-to-exceed quote for the provision of services under the Agreement. If approved, the Contractor shall be paid for provided goods and services up to the quoted amount. The Contractor must inspect the work and indicate any exceptions or exclusions on the quote.

The Contractor must provide a written estimate within three (3) business days for any work beyond expected to go beyond the original scope of work and Purchase Order. Verbal confirmation is not to be considered as permission to work, except in health, life and safety situations. In such a case, a written estimate of labor and materials will be sent to the appropriate Maintenance department within twenty-four (24) hours of verbal notification.

The Contractor must complete repairs within the timeframes established herein. If a delay is not the Contractor’s fault, SDMC may grant an extension to the work completion time.

The Scope of work shall not be expanded beyond the originally approved Purchase Order without the Coordinator’s written approval.

LABOR/REPAIR/STANDARD HOURS/NON-STANDARD HOURS:

Service calls will be dispatched to the Contractor through the managers or designee from the Building Department. The Contractor shall respond to the facility requiring emergency service no later than forty-eight (48) hours from the time of notification, unless otherwise noticed.

Standard hours/non-standard hours: All services provided Monday through Friday (7:00 a.m.

through 5:00 p.m.) will be paid at the standard specified hourly rate. All other work performed will be paid at the non-standard specified rate. Non-standard working hours are those before 7:00 a.m.

or after 5:00 p.m. and at any time on Saturday or Sunday.

Note: Payment for overtime work at the hourly rate for non-standard working hours will be approved only with prior authorization from the representative of the Mechanical Systems Department. The Contractor may elect to perform work after standard working hours and incur any additional expense.

Labor hourly rates will commence and end at the SDMC locations or specified job site as needed.

Cost of transportation of workers to this point is the responsibility of the Contractor and should be included in the hourly rates.

All repairs shall be performed using a time and materials basis. Contractor must provide written cost of repairs to project manager for authorization to proceed.

Delivery: Unless otherwise stated in this solicitation delivery is called for only between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday, excluding SDMC holidays, unless otherwise specified. Vendor is required to email and or call the Project Coordinator 48 hours prior to delivery and installation. Must be able to deliver district wide, no location of utilities, no preparation of site.

Shed vendor is not responsible for any electrical or plumbing hook up.

Re/Post Inspections: Inspections shall be completed within three (3) business days of contact by the Maintenance Department. If repairs are found to not have corrected, as instructed by the inspection report, the Contractor will have 24 hours to return to the facility to satisfactory condition and correct any deficiencies identified in the inspection report. Unsatisfactory repair services must be readdressed at NO CHARGE to SDMC. If the post/re-inspection determines that additional services are required to meet applicable code(s), SDMC shall compensate the Contractor based on the additional goods and services as reported to the Maintenance Department and supported by the hourly verification report and proper documentation.

Defective Goods: The Contractor shall agree to accept, for full credit and return shipping charges, the return of any defective item received (whether defective in workmanship, inferior quality, or in defective packaging) which is unusable for its intended purpose

Documentation Requirements: SDMC shall issue a purchase order for all required work. The Contractor shall not begin work without a purchase order. The invoice and supporting documents shall be properly completed prior to the issuance of payment.

Job Completion: SDMC will assign a Coordinator to oversee all work for adherence to promised schedules and as well as quality of work from the start date through the project’s completion. All work is subject to inspection throughout the life of the project and prior to submittal of final payment. The Contractor must note the following on each invoice:

• Date(s) of work.

• Campus arrival and departure times.

• Description of work performed.

• List of materials used.

• Cost of materials (receipts or other documentation supporting material costs must be attached to invoice).

• Documentation must be signed by the project coordinator. The signed copy may be sent to coordinator.

• Billed charges shall be based on the School Board-approved bid. No additional travel fees shall be approved.

Repairs that were initially not done properly and must be readdressed will be done so at NO CHARGE to SDMC. However, if the re-inspection or post inspection uncovers or determines additional work must be completed to bring the facility up to code, the repair Contractor will be paid accordingly based on time and materials as reported to the Maintenance Department.

Product Specifications:

Floors: Floors shall be a minimum of 5/8” thick tongue and groove plywood. NO flake board is allowed.

Metal Stud Framing. 16” on center 48” x 72” Doors. Doors shall be a minimum of 3 ½” thick.

Maximum Wind Load All sheds are to be engineered to withstand at least 150 MPH through 180 MPH wind loads per Florida Building Code, in addition to any applicable local, state, and Federal regulations and codes and any SDMC requirements. Contractor must abide by all State of Florida Statutes.

Warranty: The effective date on all warranties shall begin at the time of complete installation and acceptance by SDMC.

Length of Warranty: The warranty for individually purchased products or equipment, after delivery and acceptance by the school or department, shall be for one (1) year or manufacturer’s warranty, whichever is greater. Labor shall have a warranty of one (1) year from the date of completion. Rework for incomplete, insufficient, or failed work under a current warranty shall be at no cost to SDMC. A “No Charge” invoice shall be submitted on all warranty repairs detailing all products replaced including dimensions and quantity in writing. The Contractor must repair or replace all defects in material or workmanship which are discovered or exist during said one (1) year period. All labor, products, and transportation shall be at the Contractor’s expense. The Contractor shall respond to all warranty requests within twenty-four (24) hours of notification.

Debris Removal: It will be the sole responsibility of the Contractor to dispose of all construction debris at an authorized landfill and all incurred costs shall be borne by the Contractor. Material cleared from site and disposed on adjacent or nearby property will not be considered as having been disposed of properly. The Contractor shall keep the premises free of debris and unusable materials resulting from their work. As work progresses or upon request by the SDMC authorized representative or Project Coordinator, the Contractor shall remove such debris and materials from property. SDMC dumpsters shall not be used, if SDMC determines Contractor is using SDMC dumpster’s Contractor shall incur pickup and dump fee.

Discount: Bids shall be submitted in the form of a percentage (%) discount, deducted (-) from current, unaltered, published list prices that are in general circulation, and in effect at the time of product ordering. There is no specific list of items for this bid. We are requesting bids for firm fixed percentage (%) discount off “catalog prices or list price” published by your company.

Discount offered shall be firm and fixed during the term of contract. It is understood that published listed prices may be updated and changed on a periodic basis.

Single/Multiple Discount: The District prefers that discount offered apply to the entire catalog product line. However, should it not be standard practice in the normal course of business to offer a single percentage discount, multiple discounts may be offered for separate product categories, catalogs and manufactures if clearly defined on Form of Proposal.

Price Verification: Unit price shall be easily derived and verifiable from a documented source that is readily accessible such as published catalog, descriptive price list or internet website. In no case shall unit price charged exceed calculated price based on discount bid. The published list prices shall not be custom or solely developed for purposes of the bid and resulting contract, if awarded.

Location: School addresses can be located on the purchasing website:

www.manateeschools.net/cms/lib/FL02202357/Centricity/domain/1146/vendor%20informati on/School_Locator_Map.pdf

Additional Charges: Bidder shall delineate any customary charges not specifically listed on Form of Proposal.

Quotes: All quotes submitted to SDMC shall clearly identify the list price, discount percentage, unit price and the extended price.

Price: The unit price, as indicated on invoice, shall be determined by applying the proposed percentage (%) discount to the published cost or price list to obtain the net delivered price. Unit price shall be easily derived and verifiable from a documented source that is readily accessible or available such as a published catalog, descriptive price list or website. It is essential that all discounts or price list be presented in a format that allows for clear calculation of total cost to ease in auditing invoices.

New Items: New items appearing in the awarded bidder’s catalog(s) released after the bid opening date are to be covered under the resulting contract as if these items were originally included in the catalog(s) submitted with the bid.

FORM OF PROPOSAL

Bidder shall provide all information as requested below which shall serve as a basis for order processing and product pricing. Failure to indicate any exceptions shall be construed to mean acceptance of terms and conditions as specified. However, the inclusion of any additional terms and conditions not specifically allowed or otherwise found unacceptable may cause rejection of Bid. Should sufficient space not be provided to enable a complete response, Bidder may submit an attachment to their Bid response.

Failure to provide all information as requested may result in disqualification of Bid.

Bidder shall input a discount percentage (%) amount, for one or more defined product categories/catalog/manufacture as represented in proposed catalog or website. Discount offered shall be applicable to all payment methods.

PRICING AND WARRANTY

Item List of Manufacturers/catalog offered

Discount Off List Price (0% -

100%) Exceptions/Exclusions

1 %

2 %

9 %

10 %

Balance of Line Product Discount (miscellaneous parts or manufacturers not listed) %

Installation and Delivery

12 Installation Fee $

13 Delivery Fee $ The District is requesting a blended labor rate for projects outside the scope of services as specified in the Form of Proposal. This blended rate does not include materials, equipment, or other related items necessary to complete any requested work outside the scope of services as specified in the Form of Proposal.

Repair Technician- standard working hours (Monday through Friday 7:00 a.m. - 5:00 p.m.), hourly rate

Repair Technician- non-standard working hours (Monday through Friday prior to 7:00 a.m. and after 5:00 p.m., and Saturday and Sunday), hourly rate

Designated Account Representative

Name: ___________________________________________Title: _________________________

Phone #: ______________________ Email: __________________________________________

Product Information shall be provided in the following format:

☐ Electronic Catalog(s) ☐ Descriptive Price List ☐ On-line Catalog Website

Product list prices shall be verified by accessing the following:

☐ Electronic Catalog(s) ☐ Descriptive Price List ☐ On-line Catalog Website

Product Catalog:

Submitted ☐ With Bid Response ☐ Under Separate Mailing ☐ Not Submitted/Not Available

Price Adjustments The District may, in its sole discretion, make an equitable adjustment in the contract terms and/or pricing if pricing or availability of supply are affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all of the following criteria:

a) The volatility is due to causes wholly beyond the vendor’s control

b) The volatility affects the marketplace or industry, not just the particular vendor’s source of supply

c) The effect on pricing or availability of supply is substantial

d) The volatility so affects the vendor that continued performance of the contract would result in substantial loss or financial hardship.

The determination as to whether a situation represents “extreme” volatility of the marketplace and/or whether the effect on pricing or availability is “substantial” shall be solely at the discretion of the District.

WARRANTY AND SERVICE PROVISION: Bidder must state in spaces provided below complete descriptions of any warranties given by manufacturer and dealer. The Statement shall include availability of service, repair parts, and time normally required to effect repair on equipment contained in the bid. Further, the statement shall also indicate who is to be responsible for any transportation charges that may be accrued in effecting equipment repair within the provisions of applicable warranties.

MANUFACTURER’S WARRANTY: ______________________________________________________________

DEALER’S WARRANTY: ________________________________________________________________________

LOCATION OF REPAIR SERVICES: ________________________________________________________

AVAILABILITY OF REPAIR PARTS: ________________________________________________________

ESTIMATED TIME TO EFFECT REPAIR: ________________________________________________________

RESPONSIBLE FOR WARRANTY SERVICE TRANSPORTATION CHARGE:

CONTRACTORS RESPONSIBILITIES FOR SERVICES ONLY

The Contractor shall be responsible for the protection of all buildings, structures, and utilities that are underground, above ground, or on the surface from their operations that may be hazardous and/or damaging to said facilities.

The Contractor shall be responsible for the protection of all personnel against hazards and/or injuries due to their construction operation at the work site.

Contractor shall be responsible for correction and/or replacement according to local codes and School District’s satisfaction of all water lines, sanitary lines, electrical lines, curbs, sidewalks, streets, parking lots, grassed areas, etc., broken or damaged as the result of Contractor’s operations.

Contractor shall be responsible to safeguard all of their tools, equipment, signs, barricades, etc.

while operating on any School District properties. The School District of Manatee County assumes no responsibility for any act of theft or vandalism which may occur while Contractor’s equipment is located on any School District site.

Contractor shall not inhibit access to school sites during pursuit of any work specified herein.

Contractor shall leave all work sites in a neat and orderly fashion at the end of each workday.

The Contractor shall be responsible to ensure frequent pick-up of all rubbish, refuse, scrap materials, and debris as a result of their operations so that work sites present a neat and orderly appearance at all times. All rubbish, scrap, etc. shall be transported from the premises. Rubbish shall NOT be deposited as fill on the work site. At completion of work, the contractor shall remove all work materials, tools, construction equipment, machinery and surplus materials from the work site and shall leave project in ready to use condition.

Contractor or a representative, daily while working on School Sites shall sign in at the school’s Main Office prior to commencing any work and shall sign out at the school’s Main Office prior to leaving campus unless prior written exception has been obtained.

Contractor shall remedy any and all damages to property by acts of omission, or vandalism which occur as a result of their work.

Contractor shall provide due care at all times while performing any task at any School District controlled location to cordon off, barricade, and/or post signs to maintain a safe distance to avoid creating hazardous conditions for pedestrians, property and vehicles.

The Contractor shall at all times enforce strict discipline and good order among their employees and shall not employ any unfit person or anyone not skilled in the task assigned to them.

The Contractor shall supervise and direct the work, using their best skill and attention. The contractor shall be solely responsible for all construction means, methods, techniques, work sequences and procedures for coordinating all portions of the work under this contract.

The Contractor shall be responsible to the School District of Manatee County for the acts and omissions of their employees, subcontractors and their owners and employees and any other persons performing any of the work under a contract with the Contractor.

The Contractor shall take field measurements and verify field conditions and shall carefully compare such field measurements and conditions and any other information known to the Contractor as may be provided by the owner before commencing activities. Errors, inconsistencies or omissions discovered shall be reported to the School District Project Manager at once.

The Contractor shall not be held liable neither for delays caused by the district nor those caused by the scheduling of inspections.

The Contractor shall be responsible for the appearance of all working personnel assigned to the project at all times and their compliance with School District Policies and Rules stated in the Instructions to Bidders.

The Contractor shall be responsible for off-loading, unpacking/uncrating all materials and equipment at the job site and install railings in accordance with specifications herein and all attachments.

Contractor shall ensure all work is installed straight, level, plumb and in a workmanlike manner.

The Contractor’s invoice must be itemized indicating cost or list price and percentage mark up or discount as specified herein, labor, freight, etc. to provide a complete accounting of items purchased and services performed. Failure to do so may result in delayed payments.

The Contractor shall not proceed with any project until a written purchase order has been received from the School District of Manatee County.

The Contractor shall obtain prior approval on all costs before any additional work is performed beyond the scope of the original project.

The Contractor shall provide a construction work schedule and submit it to the School District Project Manager. The schedule shall include estimated commencement and completion dates as requested.

The Contractor shall provide an emergency after-hour telephone number and contact person for emergencies which occur after hours and on weekends.

Should any employee in the performance of this contract encounter materials that they suspect are embedded with asbestos they should stop all work at the site and not disturb the area of suspicion, call their appropriate Supervisor and advise them of the discovery. The Supervisor shall contact the School District Project Manager immediately for review and analysis of the suspected materials.

The Contractor shall promptly correct all work rejected by the owner as defective or as failing to conform to the contract documents whether observed before or after substantial completion and whether or not fabricated, installed or completed. The Contractor shall bear all costs of correcting such rejected work.

SECTION 4. INSTRUCTIONS TO BIDDERS

1. Bid Submittal Instructions: Bidder shall submit Bid Submittal in accordance with the instructions and schedule included in the solicitation containing these specifications and documents. Bid Submittals not conforming to the instructions provided herein may be subject to disqualification at the sole option of the School District of Manatee County.

2. Bid Requirements: The following Appendices, upon which information is required, must be completed and provided with the Bid Submittal:

Invitation to Bid Form Form of Proposal - Pricing, Delivery and Warranty Submittal Bidder Acknowledgement Bidder’s Experience and Qualifications Bidder’ References Bidder’s Statement of Principal Place of Business Bidder’s Statement of Financial Qualification Drug-free Workplace Certification Federal Debarment and Suspension Certification Scrutinized Company Certification Byrd Anti-Lobbying Amendment Employment Eligibility Verification (“E-VERIFY”) Anti-Discrimination Amendment Contractor Affidavit Regarding the Use of Coercion for Labor and Services Proof of Experience

3. Electronic Submission: Bidder shall submit Bid Submittal electronically through VendorLink at www.myvendorlink.com. Contact VendorLink technical support at support@evendorlink.com, if technical difficulties arise during proposal submission.

i. Upload files only in Excel (.xls or .xlsx), Adobe Portable Document (.pdf), or .ZIP file formats.

ii. Enable printing on files submitted.

iii. Clearly identify the ITB Number, Name, Submission Date, and Bidder Name on Invitation to Bid Cover Sheet.

iv. Complete the Invitation to Bid Cover Sheet on Bidder’s using the following information:

a. Business Name;

b. Complete Business Address;

c. Name(s) and contact information of key personnel.

v. Separate and identify each part of the submission.

4. Withdrawal: Bidders may withdraw, alter, and resubmit Bid Submittals through VendorLink at any time prior to the due date and time of this Contract. Any Bid Submittals not withdrawn will constitute an irrevocable offer, for a period of 90 days, to provide The School District of

Manatee County with the services specified in the proposal. The School District of Manatee County may request clarifications and additional information after proposal submission.

5. Signature: All Bid Submittals must be signed by an officer or employee having authority to legally bind Bidder. Any corrections of unit prices must be initialed. Corrections made using correction fluid (white out) is not permissible and may result in the rejection of a Bidder’s proposal. Bidders should become familiar with any local conditions which may, in any manner, affect the product or service required. Bidders are required to carefully examine the ITB terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under this Contract. No additional allowance will be made due to lack of knowledge of these conditions.

6. Florida Department of State, Division of Corporations Registration Requirements: Bidders that are required to be registered with the Florida Department of State, Division of Corporations or who are incorporated within the State of Florida must furnish their Florida document number, and written documentation of “active” status. All registered Bidders must have an active status in order to be eligible to do business with the School District of Manatee County. Bidder(s) doing business under a fictitious name must submit the Bid Submittal using the company’s complete registered legal name, i.e., ABC, Inc. d/b/a XYZ Company. To register with the State of Florida, visit: www.Sunbiz.org.

7. Fingerprinting, Badges, and the Jessica Lunsford Act: The Jessica Lunsford Act was enacted on September 1, 2005 in response to the tragic abduction and death of Jessica Lunsford. This law affects a Bidder’s business operations and employees if they are under Contract with the School District of Manatee County.

7.1. The Awarded Bidder and any of its employees performing services hereunder shall comply with the Jessica Lunsford Act, effective September 1, 2005. “Non-instructional school district employees or contractual personnel who are permitted access on school grounds when students are present, who have direct contact with students or who have access to, or control of school funds must meet level 2 screening requirements as described in s.1012.32. Contractual personnel shall include any vendor, individual, or entity under Contract with a school or the school board.” See Section 1012.465, F.S.

7.2. Florida statute requires all vendors, contractors and subcontractors of the School District of Manatee County to undergo a FDLE/FBI Level II background screening and be fingerprinted in any one of the following conditions apply:

1.2.1. Vendor employees will be on school grounds when students are present;

1.2.2. Vendor employees will have direct contact with students; or

1.2.3. Vendor employees will have access to or control of school funds.

7.3. Vendors meeting the above conditions shall carry the School District of Manatee County badge or the State-Wide ID Badge.

8. Insurance Capacity Verification: Awarded Bidder(s) shall provide proof of insurance prior to execution of this Contract. Receipt of proof of insurance shall not be construed as an approval of Awarded Bidder’s insurance or a release or waiver of Awarded Bidder’s obligation to provide insurance required by this Contract. Awarded Bidder agrees to the following as it relates to all above required insurance:

8.1 All insurance shall be written with an insurance company licensed to issue insurance in the State of Florida and shall maintain an A.M. Best financial strength rating of A (VI).

8.2 All insurance shall be primary and not contributory to any other insurance carried by the School District of Manatee County. This shall also apply to any self-insurance maintained by the School District of Manatee County.

8.3 Awarded Bidder shall notify the School District of Manatee County’s Risk Management Department within thirty (30) days of any material changes or notice of cancellation Awarded Bidder received from its insurer on above required insurance.

8.4 Awarded Bidder shall provide evidence of all insurance in the form of a Certificate of Insurance and specify any deductible or retention applicable to above required insurance.

8.5 To the extent permitted by law, Awarded Bidder’s insurance shall contain a waive rights to recover from the School District of Manatee County or its insurance.

8.6 Any required insurance that Awarded Bidder self-insures or carries retentions in excess of Ten Thousand Dollars ($10,000.00) shall be pre-approved by the School District of Manatee County’s Risk Management Department and referenced in an addendum to this Contract.

SECTION 5. KEY EVENTS & DATES

KEY EVENTS & DATES

December 2, 2024 Bid notice e-mailed to prospective bidders via VendorLink

& bidding documents posted on the VendorLink website.

December 16, 2024 Questions/Clarifications due

December 17, 2024 Addenda posted to the e-procurement service website (www.myvendorlink.com).

January 14, 202 Bids due @ 3 p.m. E.T. Bidder shall submit Bid Submittal electronically through VendorLink at www.myvendorlink.com/

*January 17, 2025 Evaluation meeting - If needed, evaluation of bids to make selection of contractor(s). Additional information will be posted if an evaluation meeting is needed.

*January 22, 202 Notice of Intent to Award posted on the e-procurement service website (www.myvendorlink.com).

*February 11, 2025 School Board Award of Bid

*If the time allotted to evaluate bids and make the selection of contractors as stated above proves to be insufficient, the evaluation meeting(s), posting of the Notice of Intent to Award and the Board approval date could slip two weeks or more. Continue to monitor our website or contact the Purchasing Department for more specific information as to when meeting(s) and notice(s) will be posted.

SECTION 6. GENERAL TERMS AND CONDITIONS

ASSIGNMENT:

Neither party may assign any of its rights or obligations hereunder, whether by operation of law or otherwise, without the prior written consent of the other party (not to be unreasonably withheld.) If this matter pertains to a school that becomes a Charter School, this contract may be cancelled by the School District upon thirty days written notice and the School Board will be released of any and all obligations under this contract.

GENERAL BIDDER’S INFORMATION: Interested vendors are advised that the School District of Manatee County (District) will not consider bids which contain an escalation clause for the initial contract period. It is understood that normal bid processing time will be 30

- 60 days after opening date of bid and that prices reflected by this bid will be firm through bid processing time and the delivery of items awarded.

No price escalations (increases) will be permitted during the initial term of this contract. Price de-escalation (decrease) is permissible at any time during the contract term. The District reserves the right to require a decrease based on industry pricing indicators (PPI and CPI) Contractors may request a price increase at renewal, if any. Price increase requests must be based on the Producer Price Index (PPI) Table Containing PPI- U All Items Indexes and Annual Percent Changes, http://data.bls.gov index for related commodity, final demand, seasonally adjusted, and may not exceed 4 percent.

The price increase request must be submitted 30 days before the expiration of the Contract, to the Contract Administrator, in writing and substantiated by a copy the appropriate (meaning specific to that Contractor’s commodity code) PPI index.

PURCHASE TERMS AND CONDITIONS: This bid, and the corresponding contract of award agreement and purchase orders will constitute the complete agreement. The School District of Manatee County will not accept proposed terms and conditions that are different than those contained in this Invitation for Bid, including pre-printed text contained on catalogs, price lists, other descriptive information submitted or any other materials. By virtue of submitting a bid, vendor agrees to not submit to any School District of Manatee County employee, for signature, any document that contains terms and conditions that are different than those contained herein and that in the event any document containing any term or condition that differs from those contained herein is executed, said document shall not be binding on the School District of Manatee County.

MINOR IRREGULARITIES/RIGHT TO REJECT: The District reserves the right to accept or reject any and all bids, or separable portions thereof, and to waive any minor irregularity, technicality, or omission if the District determines that doing so shall serve the Districts’ best interests. The District may reject any response not submitted in the manner specified by the solicitation documents.

CLARIFICATIONS OR REVISIONS: The District reserves the right to seek clarifications or request any information deemed necessary for proper evaluation of submissions from all respondents deemed eligible for Contract award. Failure to provide requested information may result in rejection of the response.

EX PARTE COMMUNICATION: To assure proper and fair evaluation of submissions, after submissions are received the District prohibits ex parte communication initiated by the submitter to Board members and discourages ex parte communication initiated by the submitter to any District official or employee evaluating or considering the submissions prior to the time a decision has been made. Communication between a submitter and the District will be initiated by the appropriate District official, employee or designated consultant in order to obtain information or clarification needed to develop a proper and accurate evaluation of the submission. Ex parte communication may be grounds for disqualifying the offending submitter from consideration or award of the contract then in evaluation or any future contract.

PURCHASES BY OTHER PUBLIC AGENCIES: With the consent and agreement of the successful bidder(s), purchases may be made under this bid by other governmental agencies within the State of Florida.

Such purchases shall be governed by the same terms and conditions as stated herein.

CANCELLATION: Notwithstanding any other provision of this invitation, any agreement resulting from this invitation may be unilaterally canceled by the School District of Manatee County via either of these two methods at the District’s sole discretion:

1. In the event any of the provisions of the awarded bid are violated by the vendor, the School District of Manatee County may give written notice to the vendor stating the violations or deficiencies and demanding their cure. If those violations or deficiencies are not cured to the School District’s reasonable satisfaction within five (5) days of the vendor’s receipt of the notice, the agreement may immediately thereafter be canceled by written notification to the vendor; or http://data.bls.gov/

2. The School District of Manatee County may terminate any agreement resulting from this invitation at any time, with or without cause, upon thirty (30) days written notice to the other party.

AUTHORITY: The School Board of Manatee County, Florida is the sole legal entity having authority to award a bid or bind the School District in regard to any agreement resulting from this invitation. The Superintendent of Schools acts as the Chief Executive Officer of the Manatee County School District and shall have, and is hereby delegated by the School Board, authority to issue any notice, effect any cancelation, perform any inspection, or take any other action to ensure compliance with the terms of this invitation or any agreement resulting there from on the School Board’s behalf without further action by the School Board.

CLARIFICATION OF BIDS: Bidders shall submit via Vendorlink any questions regarding this bid. Only questions submitted electronically through Vendorlink will be answered and/or included in an addendum. See “Key Events & Date” section for deadline date.

Questions received after the date posted in the “Key Events & Date” section will not be acknowledged.

Changes to the bid which have a material effect shall be communicated to bidders only by written addenda.

ADDENDA TO BIDS: From time to time, addenda’s may be issued to this bid. Any such addenda will be posted on (www.myvendorlink.com). Such notices will contain clarifications to details of the solicitation and/or responses to questions submitted during the preview period. Each respondent is responsible for monitoring these sites for information concerning this solicitation.

EVALUATION COMMITTEE MEETING: Evaluation meetings will be open to the public pursuant to Florida State Statue 286.011 and noticed on the District Web Site (www.manateeschools.net) and on the School District bulletin board located in the lobby at the School Support Center, 215 Manatee Avenue West, Bradenton, Florida, 34205. Any portion of a public meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation as part of the competitive solicitation, or at which a vendor answers questions as part of a competitive solicitation is exempt from Florida Statue 286.011. See Key Events and Dates page contained herein.

LINE ITEM BID CORRECTIONS: The use of correction fluid or erasures to correct line item bid prices and/or quantities are not acceptable. Corrections must be by line outs of the incorrect figures, writing in of correct figures and initialing of the corrections by the originator. Correction fluid or erasure corrected bids will be considered nonresponsive for the corrected items only.

BUDGETARY LIMITATIONS: The School District of Manatee County reserves the right to reject any item or items and/or increase or decrease quantities as required due to budgetary limitations.

NON-FUNDING CLAUSE: In the event sufficient budgeted funds are not available for a new fiscal period, the Purchasing Department shall notify the vendor of such an occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the District.

AWARDS: The School District of Manatee County reserves the right to make award(s) on an individual, multiple, lump sum or low total basis.

PUBLIC RECORDS: Any material submitted in response to this Solicitation will become a public record pursuant to Chapter 119, Florida Statutes, when the District receives the responses. Any claim of confidentiality is waived upon submission, unless addressed as set forth below. A Vendor’s response to this solicitation shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of Chapter 119, Florida Statutes. All information in a Vendor’s response (including, without limitation, technical and price information) will be a matter of public record, subject to the provisions of Florida’s Public Records Act, Chapter 119, Florida Statutes, regardless of copyright status. Submission of a response to this solicitation shall constitute a waiver of any copyright protection which might otherwise apply to the District’s production, disclosure, inspection and copying of such response and contract, or any part thereof, except those parts asserted to be exempt under Chapter 119, Florida Statutes. The response, upon submission shall be the property of the District (except those parts asserted to be exempt in the manner set forth below), and the District, in its sole discretion, shall have the right to use, reproduce, and disseminate the response. The District reserves the right to use any and all information contained in a response received to this solicitation. Any content submitted to the District which is asserted to be exempt under Chapter 119, Florida Statutes, shall be set forth on a page or pages separate from the rest of the response, and clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption, confidentiality, or trade secret specifically identified in writing on each and every such page. Failure to segregate and so identify any such content shall constitute a waiver of any claimed exemption, confidentiality, or trade secret as applied to the portion of the response or other document in which the content is set forth.

http://www.manateeschools.net/

IF THE CONTRACTOR HAS

QUESTIONS REGARDING THE

APPLICABILITY OF CHAPTER

119, FLORIDA STATUTES, TO

THE CONTRACTOR'S DUTY TO

PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT,

CONTACT THE CUSTODIAN OF

PUBLIC RECORDS:

Public Records Custodian, Communications/Public Records Associate, 215 Manatee Avenue W.

(941) 708-8770 Bradenton, Florida, 34205 publicrecords@manateeschools.net

NOTIFICATION OF AWARD: After award by the School Board of Manatee County, bidders are invited to visit our website www.myvendorlink.com.

PURCHASING CARDS: The School District of Manatee County may choose to use a “P-Card” for ordering of goods and materials or payment of invoices under this bid. The Bidder, by submitting a bid, agrees to accept this manner of payment and may not add additional handling charges or service fees to purchases made with the District’s Purchasing Card(s). Refusal to accept this condition may cause the bid to be declared nonresponsive, or result in revocation of the contract, if already awarded. A secured customized website for the School District of Manatee County will be setup with password capabilities which reflect pricing awarded on this bid at the discretion of the School District. No third-party payment, i.e., Pay pal will be considered.

VISITOR IDENTIFICATION SYSTEM: A Visitor Identification System has been implemented by the School District of Manatee County. A driver’s license or government issued photo id will be required for scanning into the system and a visitor’s pass will be issued to individuals visiting district sites.

COMPLIANCE REQUIREMENTS: Vendors/Bidders acknowledge and understand that the projects contemplated by this contract are being constructed on public property owned by the School…