25069-ITB-MST_Fire_Alarm_Inspection.pdf

Hillsborough County Public Schools Page 1 of 46 25069-ITB-MST Fire Alarm Inspection

PROCUREMENT SERVICES DEPARTMENT

INVITATION TO BID (ITB) FOR TRADES

25069-ITB-MST FIRE ALARM INSPECTION

February 28, 2025

Due Date (Technical Questions):

Friday, March 14, 2025, at 3:00:00 PM

Technical questions will not be accepted after this date and time. All technical questions should be submitted via www.myvendorlink.com (VendorLink). Any questions submitted by any other means may not receive a response. All technical questions and the corresponding answers will be posted on VendorLink. There is no due date for non-technical questions and may be submitted to the Procurement Officer. It is solely the Bidder's responsibility to assure that all addenda have been reviewed and, if need be, signed and returned.

Due Date (Solicitation): Friday, March 28, 2025, at 3:00:00 PM

Vendor Portal (www.myvendorlink.com):

All proposals must be submitted electronically solely via HCPS’ vendor portal (VendorLink) regardless of how the proposer was notified of this competitive solicitation. All Bidders must be registered with VendorLink www.myvendorlink.com to submit the Bid.

VendorLink Technical Support:

The Bidder should allow adequate time to upload their Bid to VendorLink and are solely responsible for contacting VendorLink’s technical support at support@eVendorLink.com should technical difficulties arise during the proposal submission. HCPS shall not be responsible for nor accept any late proposals due to the provision of late submittals.

Statutory Notice: Failure to file a protest within the time prescribed in § 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any protest must be timely filed with the General Manager of Procurement Services via email at contractsupport@hcps.net.

Lobbying, Cone of Silence: Board policy 6320, Procurement https://web.hillsboroughschools.org/policymanual/ prohibits any communication regarding an active solicitation between any HCPS employee or Board member and any third party, representative, or lobbyist of that party, in effect from the time of the release of the solicitation until an agreement is signed by HCPS or awarded by The School Board of Hillsborough County, Florida.

http://www.myvendorlink.com/ http://www.myvendorlink.com/ mailto:support@eVendorLink.com mailto:contractsupport@hcps.net https://web.hillsboroughschools.org/policymanual/

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1 CONTACT INFORMATION & CERTIFICATION

2 SCOPE OF SERVICES

3 BIDDER INSTRUCTIONS

4 QUALIFICATIONS AND CUSTOMER SUPPORT SERVICES

5 BID RESPONSE FORM/PRICE SHEET

6 SMALL BUSINESS ENCOURAGEMENT (SBE) PROGRAM

7 APPENDIX A: INSURANCE & INDEMNIFICATION REQUIREMENTS

8 GENERAL TERMS AND CONDITIONS

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1 CONTACT INFORMATION & CERTIFICATION

The Bidder must supply the information listed below for consideration. In case of a dispute or if further clarification becomes necessary, please indicate your representative’s contact information. The General Manager of Procurement Services shall serve as the HCPS representative.

Local Contact Information

Account Representative Title

Local Address

Phone Number Cell Phone Number

Email Address Fax Number

X

Signature of Owner or Authorized Officer Date

Corporate Information

Representative's Name Title

Company Name

Principal Place of Business Address

Remit-To Address (if different from above)

FEIN or Social Security Number

The preferred method to receive a purchase order. ☐ US Mail ☐ Fax ☐ Yes ☐ No. Is your company Workers’ Compensation Exempt? If yes, attach proof of exemption.

☐ Yes ☐ No. Is your company registered as an SBE with the HCPS Office of Supplier Diversity?

Is your company SMWBE certified with any of the following agencies? (Check as applicable.)

☐ City of Tampa, ☐ FL. Statewide & Inter-Local Certification, ☐ Hillsborough County BOCC, ☐ Florida State Minority Supplier Development Council, or ☐ City of St. Petersburg.

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2 SCOPE OF SERVICES

HCPS is seeking proposals from qualified Contractors interested in providing the commodities and contractual services referenced herein shall include, but not limited to, providing alarm inspections at multiple school district sites 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. This section identifies HCPS’ desired goods and services and levels of performance. The Bidder shall indicate a response to all service requirements and specifications contained herein.

HCPS’ specifications herein are designed to enable a Bidder to satisfy the commodities and contractual services requirements. HCPS may express a specification as a standard, a part of a standard, or independent of a standard.

No specification shall not unnecessarily limit competition by eliminating items capable of satisfactorily meeting HCPS’ actual needs and preferences. The fact that a manufacturer or supplier chooses not to produce or supply equipment, supplies, or services to meet these specifications will not be enough cause to adjudge these specifications as restrictive.

The Bidder must acknowledge agreement and understanding with the requirements of the intent of the Scope of Services of this solicitation and provide reports or samples, as applicable. The Bidder must note any deviations from the specifications. Detailed descriptions and/or illustrations, if applicable, are required with your proposal for consideration. Clearly indicate any exceptions to the Scope of Work of the solicitation or provide an alternative.

2.1.1 Changes in Scope of Work. HCPS may order changes in the commodities and contractual services consisting of additions, deletions, or other revisions within the general scope of this solicitation. Unless accepted by a mutually signed written amendment, the Contractor may make no changes related to the Scope of the Services, amount of compensation, or any other adjustments to the Award.

2.1.2 Out of Scope. If the Contractor believes that any requested commodities and contractual services is not within the Scope of Services herein, is a material change, or will otherwise require more compensation to the Contractor, the Contractor must notify the General Manager of Procurement Services, in writing, of this belief. If the General Manager of Procurement Services agrees that the additional commodities and contractual services are within the Scope of Services, as written, the Contractor shall continue providing the commodities and contractual services as changed and at the proposed cost/rate for the commodities and contractual services. The Contractor must assert their right to an adjustment under this clause within 30 days from receipt of the written order. The General Manager of Procurement Services reserves the right to negotiate with the Contractor without completing the solicitation process for commodities and contractual services like those specified within the solicitation for which requirements were unknown upon release of this solicitation.

2.2 GENERAL REQUIREMENTS:

The Contractor agrees to furnish and pay for all management, supervision, financing, labor, materials, tools, fuel, supplies, utilities, equipment, and services of every kind and type necessary to diligently, timely, and fully perform and complete in a suitable workmanlike manner the commodities and contractual services required by this Agreement.

The Contractor must have immediate access to all equipment, tools and personnel necessary to perform the contractual services under this Agreement. All materials provided and work performed shall fully conform to the current Florida Building Code and any applicable local, state, and Federal regulations and codes. Additionally, the Contractor shall:

• Perform services only after receipt of a purchase order; and

• provide a firm cost for requested work, before issuance of a purchase order for the work; and

• ensure that all commodities and contractual services described herein shall be provided with minimal inconvenience to HCPS property functions. The time that normal operations are interrupted must be coordinated with HCPS’ site personnel who issued the purchase order; and

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• HCPS’ required performance times, for services to be provided under this contract, are described herein. If work does not commence or is not completed by the timelines established herein, HCPS reserves the right to terminate the order and issue an order to an alternate; and

• the Contractor must complete the contractual services with minimal inconvenience to HCPS property. The disruption to operations must be minimal and be coordinated with HCPS personnel from the facility that issued the purchase order; and

• not charge for quotes or estimates; and

• unless otherwise approved, all materials incorporated into the provision of the commodities and materials must be new and follow all handling and maintenance instructions; and

• assume damage liability for each assigned project; and

• provide all necessary tools and equipment to complete assigned tasks; and

• provide a responsible, knowledgeable, English-speaking personnel with decision-making authority; and

• be solely responsible for all means, methods, techniques, work sequences, procedures, and quality of work throughout the project; and

• ensure that all materials and products utilized conform to all applicable codes and HCPS requirements;

and

• a copy of the fire alarm inspection report must be left at the main fire alarm panel; and

• if the fire alarm batteries back up require replacement, they can charge no more than 10% of the battery cost.

2.3 SAFETY REQUIREMENTS:

• All provided commodities and contractual services must meet safety requirements for pedestrian and vehicular traffic and must be left in a clean and orderly manner. All areas and property that are damaged while work is under construction shall be restored as found by the Contractor before completion of work and to the satisfaction of HCPS.

• The Contractor shall protect all existing and newly installed work, materials, equipment, improvements, and structure always during the provision of the commodities and contractual services.

• Contractor-caused property damage must be repaired or replaced to the satisfaction of HCPS.

2.4 NECESSARY RESOURCES.

HCPS identifies, below, resources that are necessary to complete each task that includes labor, equipment, or materials (this list is non-exhaustive):

2.4.1 Service Response Requirements.The Contractor must begin the provision of the commodities and contractual services within three (3) days of receipt of a purchase order and complete work in the timeframe established with HCPS. The Contractor’s failure to meet this requirement is cause for HCPS to cancel the purchase order and contract with an alternate supplier. Repeated failure to meet this requirement shall constitute default and will be grounds for termination of this Agreement.

Onsite contractual services may be typically performed during school hours or as determined with the site authority, excluding HCPS holidays, unless otherwise specified. The Contractor must schedule their onsite schedule to NOT interfere with normal school arrival and dismissal times and is responsible for confirming arrival and dismissal times for each school site.

2.4.2 Inspections. Fire alarm systems will be inspected and tested at intervals as stated herein and in compliance with the provisions of NFPA 72, State/Local regulations and manufacturer’s recommendations.

Additionally, the Contractor shall ensure that tests and inspections performed comply with the provisions of 69A-

58.001 FAC, Florida Building Code and s. 1013.12, Florida Statutes. Inspect and test 100% of all alarm devices to ensure proper operation.

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2.4.3 Schedule. The Contractor must inspect and test each fire alarm system annually based on the schedule provided by HCPS’ Safety and Risk Management Office. Visual inspections and tests will be performed as outlined in NFPA 72 Chapter 7 (7). The Contractor shall include items listed for monthly, quarterly, and semi-annual frequencies in the annual inspections.

2.4.4 Tagging of Alarms. Deficiencies discovered during the annual inspection will be itemized in the report and the alarm will be tagged following NFPA 72. The technician will securely attach a label to the main panel where no deficiencies are discovered. Each fire alarm battery expander panel must be tagged.

2.4.5 System Inventory - Configuration/Verification. HCPS seeks to verify the current configuration and details of existing systems listed in Attachment A. The Contractor must provide a detailed report, within 60 days of award, outlining the accuracy and completeness of the school/system listing. At a minimum, this list will include the verification of existing fire panels (recording the manufacturer and name plate information), the facility's areas covered by a wet fire protection system. The report must address the following, and any exceptions:

- Batteries - Smoke - Duct Detector - Heat Detector

- Pull Station - Horns - Horn/Strobes - Strobes

- Expanders - Door Holder - Tamper

- Flow switch, and Speakers

2.4.6 Form. The Contractor will provide and complete an inspection and testing form as illustrated in NFPA 72.

The form will be developed and provided by the Contractor for approval by the manager, Safety and Risk Management Office. The approved form must be completed, signed and submitted to the Safety and Risk Management Office for each fire alarm system prior to payment.

2.4.7 Standards. The Contractor must perform the inspections, testing, and authorized maintenance per appropriate regulation, standards and manufacturers’ recommendations. Inspections must be completed during the month due. Current and proper service records must be maintained at each site, as required. Smoke and fire detectors will be tested based on no less than the minimum requirements under NFPA 72.

2.5 DELIVERABLES.

Below, HCPS identifies project deliverables required for the contractual services to be completed, including any time-sensitive milestones or deliverables:

2.5.1 Estimates. Quantities and/or amounts stated are for the Contractor’s guidance only and no guarantee is given or implied as to quantities used during the contract period. Estimated quantities and/or amounts are based upon previous needs and estimated usage for a twelve (12) month period.

2.5.2 Warranty. The warranty for individually purchased equipment, after delivery and acceptance by the school or department, shall be for one (1) year or manufacturer’s warranty, whichever is greater. The successful Contractor will be responsible for repairing each unit during the warranty period, at no cost to HCPS. The Contractor agrees to repair and return equipment within ten (10) days from receipt of request or provide a temporary replacement.

2.5.3 Work Delays. The Contractor must complete work within the timeframes provided by the requesting department. In cases where delays are clearly not the Contractor’s responsibility, HCPS may grant an extension to the contractual services completion time. When contractual services cannot be completed due to a school function, the Contractor shall reschedule a time with school officials and notify HCPS when the rescheduled time is beyond the completion date. Any delay to the scheduled contractual services must be reported to the Safety Office and the site administrator within 24 hours of the delay.

2.5.4 Approval Requirements. Prior to commencing work, the Contractor must obtain approval from the Site Administrator regarding adherence to the proposed schedule of activities for each site, prior to the performance of the contractual services. The Contractor shall consistently sign in and sign out at the site’s main office when providing the contractual services at any school site unless prior exceptions have been authorized by HCPS.

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3 BIDDER INSTRUCTIONS

3.1 HCPS BACKGROUND

Hillsborough County Public Schools, Florida (“HCPS” or the “District”) is a political subdivision organized under Section 4, Article IX, of the State Constitution and Florida Statutes. HCPS, which is coterminous with Hillsborough County, is the nation’s seventh-largest school system. HCPS presently has 235 PreK-12 schools, specialty centers, and technical colleges with approximately 225,000 students and approximately 24,000 employees. Management of HCPS is independent of metropolitan and city governments. The School Board of Hillsborough County, Florida (the “Board”), a public corporation existing under the Laws of the State of Florida, is the policy-making body of HCPS. The Board consists of seven members elected by geographic area. Among other duties, the Board has broad financial responsibilities, including the approval of the annual budget, which for the 2019/2020 fiscal year is approximately $3 billion. The Chief Executive Officer is the Superintendent of Schools, Mr.

Van Ayres, appointed by the Board, who is responsible for all financial transactions and records of HCPS.

3.1.1 Vision. Preparing Students for Life.

3.1.2 Mission. To provide an education and the support that enable each student to excel as a successful and responsible citizen.

3.2 DEFINITIONS

Whenever the following terms are used, its intent and meaning shall be as follows:

• Addendum or Addenda. The “addendum” or “addenda” posted via www.myvendorlink.com shall include all written or graphic instruments, issued before the proposal’s due date, that modify or interpret the issued solicitation by additions, deletions, corrections, or clarifications.

• Bid. The response submitted by a Bidder to an Invitation to Bid (ITB).

• Bidder. The “Bidder” shall include those Contractors submitting a Bid to this solicitation.

• Invitation to Bid or Solicitation. Per Rule 6A-1.012(b), F.A.C., the terms “Invitation to Bid” or “solicitation” shall be defined as a written solicitation for competitive sealed bids. The Invitation to Bid (ITB) is used when the Board is capable of specifically defining the scope of work for which a contractual service is required or when the Board is capable of establishing precise specifications defining the actual commodity or group of commodities required. A written solicitation includes a solicitation that is publicly posted.

• Contract. The terms “agreement,” “award,” or “contract” shall include this solicitation, all related addenda, answers to questions via www.myvendorlink.com, the Bid, negotiations in writing), mutually agreed amendments, and subsequent renewals covering the provision of the commodities and contractual services herein.

• Contractor. The “Contractor” shall refer to any type of business entity awarded by The School Board of Hillsborough County, Florida, or contracted with HCPS in accordance with a Bid submitted by an organization in reply to this solicitation. In acceptance of responses to invitations to bid, HCPS may accept the Bid of the lowest responsive, responsible Bidder. In the alternative, HCPS may also choose to award contracts to the lowest responsive, responsible Bidder as the primary awardee of a contract and to the next lowest responsive, responsible Bidder(s) as alternate awardees from whom commodities or contractual services would be purchased should the primary awardee become unable to provide all of the commodities or contractual services required by HCPS during the term of the contract. Nothing herein is meant to prevent multiple awards to the lowest responsive and responsible bidders when such multiple awards are clearly stated in the bid solicitation documents.

• Default. The omission or failure to fulfill a duty, observe a promise, discharge an obligation, or perform as agreed.

• Florida Statutes. The Florida Statutes are the codified, statutory laws of Florida.

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• Procurement Officer. HCPS’ contracting personnel, as identified in the cover sheet of all solicitations.

• Renewal. A renewal allows for continued contracting with the same Contractor for an additional period after the initial term of the contract, only according to contract terms specifically providing for such renewal.

• Small Business Enterprise (Woman/Minority/Service-Disabled Veteran Owned Business) (SBE). An HCPS Office of Supplier Diversity certified small, woman, minority, disabled veteran-owned small business enterprise.

• Subcontractor. Any person or business entity employed to perform part of a contractual obligation under the control of the principal or prime contractor.

• Superintendent. The term “superintendent” shall mean HCPS’ “superintendent or designee.” For this solicitation, the General Manager of Procurement Services will serve as the designee.

• Vendor. The term “vendor” shall apply to any business entity or organization that sells goods and services to achieve certain commercial goals.

• VendorLink (www.myvendorlink.com). The electronic bidding system to solicit and receive solicitation responses for HCPS. Contact the Vendor Registration Helpdesk via email at support@evendorlink.com for answers to registration questions.

3.3 VENDORLINK (WWW.MYVENDORLINK.COM)

3.3.1 Vendor Portal. VendorLink (www.myVendorLink.com), HCPS’ primary vendor/supplier portal, is a web-based, vendor self-service solution that allows HCPS to collaborate with vendors in a secure, online environment 24×7. HCPS requires all Bidders to have a current vendor application on file with www.myVendorLink.com. HCPS may rescind an award for failure to comply with this condition. Potential HCPS contractors must register to receive electronic email notification(s) of upcoming solicitations and addenda as they become available. When a solicitation matching those selections becomes available, the VendorLink system automatically sends an email notification to the email address provided during the registration process. The email notification contains the link and information necessary for the solicitation for download from any computer. Bidders may view solicitations by selecting the Bid Solicitations link: www.myVendorLink.com/common/searchsolicitations.aspx. To receive automatic notifications, VendorLink requires the registration of all suppliers by completing the supplier registration process.

A Bidder with additional questions regarding this solicitation or a related document(s) may submit a written request for clarification to the solicitation at www.myVendorLink.com no later than the “last day to request additional information or clarification,” see coversheet. Any interpretation to a vendor shall be via written addenda posted on VendorLink before the bid due date. Any information that amends any portion of this solicitation, received by any method other than an addendum issued to the solicitation, is not binding on HCPS. Where there appears to be a conflict between the solicitation and any addenda issued, the last addendum issued will prevail.

3.4 PRE-BID MEETING

If applicable, HCPS may conduct a pre-bid meeting (attendance may be mandatory or voluntary, as required by HCPS) to explain the procurement requirements. HCPS will hold the pre-bid meeting long enough after the issuance of the solicitation to allow Contractors to familiarize themselves with the solicitation, but sufficiently before the due date to allow consideration of the meeting results in preparing their bid. Nothing stated at the pre-bid meeting shall change the solicitation until addressed via an HCPS-issued addendum via www.myVendorLink.com.

3.5 BID SUBMITTAL

3.5.1 No Hardcopy Bids. HCPS WILL NOT ACCEPT PAPER (HARDCOPY) BIDS. The Bidder must upload their Bid electronically through VendorLink at www.myVendorLink.com. Acceptable file formats for upload are Microsoft http://www.myvendorlink.com/ http://www.myvendorlink.com/common/searchsolicitations.aspx

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Excel (for prices and rates), Adobe Portable Document (.pdf), or .ZIP file formats and printing must be enabled on all files submitted. If applicable, the price sheet is available electronically on VendorLink.

3.5.2 Ontime Submittal. The Bidder is solely responsible for on-time bid submittal via VendorLink, allow adequate time to upload their submittal on VendorLink, and contact VendorLink’s technical support at support@eVendorLink.com if technical difficulties arise during bid upload. HCPS shall not be responsible for delays caused in any occurrence and shall reject bids submitted via any other means.

3.5.3 Weather Closures. Should weather conditions require HCPS to close its offices on the Bid Due Date, said date will become effective on the same hour of the following HCPS business day or will post any additional extensions via www.myVendorLink.com.

3.5.4 Bid Withdrawal. The Bidder may not withdraw their Bid for 120 days after the due date unless otherwise specified.

3.5.5 Variance from Terms. The Bidder must indicate in the Bid any variances from specifications, terms, and/or conditions regardless of how slight. HCPS will assume that the commodities and contractual services fully comply with the specifications, terms, and conditions herein.

3.5.6 Discrepancies. HCPS is not responsible for discrepancies or inconsistencies provided in the Bid and may reject any Bid it deems as non-responsive.

3.5.7 Forms. The Bidder, unless otherwise specified, must use the form(s) furnished by HCPS. Failure to do so may be cause for rejection of the Bid.

3.5.8 Missing Attachments/Documents. The Bid must include all required attachments and requested documentation. HCPS will not review any bid before the due date and time. HCPS cannot accept any missing documents after the due date unless HCPS deems the missing document as non-material to the evaluation of the Bid. The Bidder shall promptly provide said documents before submittal to the Board for award.

3.5.9 Signatures. An officer or employee having the authority to contractually bind the Bidder must sign the Bid.

3.5.10 Trade Secret. The Bidder must submit all “trade secret” information, in response to this solicitation, in compliance with §§ 119.07 and 812.081, Florida Statutes, in a separate file and so titled. The Bidder’s failure to prepare and label the confidential or exempt portions of their Bid in the manner specified in this section shall constitute a waiver by the Bidder of any applicable exemptions from disclosure or any confidential status including ones that may apply to trade secrets under Florida law. If challenged, the Bidder who submits the trade secret information shall bear all costs associated with defending their position.

3.5.11 Joint Bid. HCPS will recognize a single Contractor as the primary contractor, should multiple Bidders submit a joint Bid in response to this solicitation. If offering a joint bid, the primary contractor must:

• include the names and addresses of all parties of the joint bid; and

• provide all bonding and insurance requirements, execute the contract, complete the Bid, and have overall and complete accountability to resolve any dispute arising within the contract. Only a single contract per Contractor shall be acceptable; and

• be responsible for the provision of the commodities and contractual services associated with response to this solicitation and overall contract administration; and

• participate at applicable HCPS meetings, oversee the preparation of reports and presentations, and file any notice of protest and final protest as described herein; and

• prepare and present consolidated invoice(s) for services performed. HCPS shall issue only one check for each consolidated invoice to the Contractor for the provided commodities and contractual services.

3.5.12 Prompt Payment Discount. The Bidder may offer a cash discount for prompt payment. However, HCPS shall not consider such discounts in determining the lowest net cost for evaluation purposes. HCPS shall compute discounts from the date of satisfactory delivery at the place of acceptance or from receipt of the correct invoice at the office specified, whichever is later.

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3.5.13 Additional Charges and Fees. The Bidder must provide all additional charges such as installation, shipping, insurance, normal service consumables, shop supplies, environmental fees, administration fees, etc. in the Bid prices and rates. HCPS will not be responsible for any type of miscellaneous surcharges or fees. Post award, the Contractor may not add any additional fees to the order including, but not limited to, special handling charges, hazardous materials fees, fuel surcharges, etc. after award without written HCPS approval.

3.5.14 Prices and Rates. The submitted Bid must adhere to the following:

• All Bid costs and rates shall include inside delivery and setup fees.

• All orders shall be F.O.B. Destination.

• Hourly service rates shall be inclusive of all sundry items to complete the contractual services.

3.5.15 New Items/Options. New or complementary commodities may be included in the contract if they are standard items or options for the commodities and contractual services. Items inadvertently left off the price sheet may be viewed as an option not known to exist at the time this solicitation was published but are made available as an additional option. The Contractor proposing the additional options may attach to their price sheet the list of options currently available.

3.5.16 Prompt Payment Discount. The Bidder may offer a cash discount for early payment. However, HCPS shall not consider such discounts in determining the lowest net cost for Bid evaluation purposes. HCPS shall compute discounts from the date of satisfactory delivery at the place of acceptance or from receipt of the correct invoice at the office specified, whichever is later.

3.6 BID AWARD

3.6.1 No Award. HCPS shall have the authority to reject any or all bids submitted in response to this solicitation and request new bids or purchase the required goods and services in any other manner authorized under the State of Florida Department of Education Purchasing Policies 6A-1.012, F.A.C.

3.6.2 Rejection of All Bids. In accordance with §§ 119.07 (1), Florida Statutes, and 24 (a), Article I of the State Constitution, HCPS may reject Bids submitted in response to this solicitation and shall remain exempt from §§ 119.07(1), Florida Statutes, and 24(a), Article I of the State Constitution, until HCPS provides notice of an intended decision concerning the reissued solicitation or until HCPS withdraws the reissued solicitation, not to exceed twelve (12) months from the date of the Notice of Rejection.

3.6.3 Notice of Intent. HCPS will post a Notice of Intent to Award/Rejection to enter into one or more agreements with Bidder(s) identified therein, on www.myVendorLink.com. A notice of intent to award under this solicitation shall not constitute or form any agreement between HCPS and the Bidder.

3.6.4 Contract. This solicitation, all related addenda, and the submitted Bid, upon award by the Board or HCPS approval shall constitute a legally binding agreement. HCPS reserves the right to request a separate agreement for services consistent with the terms and conditions herein. The Contractor shall not provide commodities and contractual services nor shall HCPS compensate the Contractor for said commodities and contractual services until the Contractor has submitted the required insurance certificate, met Jessica Lunsford Act compliance (if applicable), and is in receipt of an HCPS award letter and related purchase order.

[INTENTIONALLY BLANK.]

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4 QUALIFICATIONS AND CUSTOMER SUPPORT SERVICES

4.1 MINIMUM QUALIFICATIONS AND EXPERIENCE

4.1.1 Minimum Qualifications. THE BIDDER MUST PROVIDE AND/OR BE COMPLIANT WITH ALL THE REQUIREMENTS BELOW. HCPS WILL NOT EVALUATE BIDS THAT FAIL TO PROVIDE THE REQUIRED DOCUMENTS AND SHALL DEEM THE BIDDER AS NON-RESPONSIVE. ADDITIONALLY, HCPS RESERVES THE RIGHT TO REQUEST DOCUMENTATION AT ANY TIME DURING THE AGREEMENT PERIOD. THE BIDDER MUST BE QUALIFIED AT TIME OF BID SUBMITTAL AND PROVIDE DOCUMENTATION TO PROVIDE PROOF OF MEETING THE REQUIREMENTS

BELOW.

4.1.2 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. HCPS will not award on assumptions that a granting of a license will occur at a future date. 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.

4.1.3 Licenses/Permits/Business Tax. The Bidder must provide proof that it is in possession of and is current with all applicable business/occupational licenses, business taxes, and able to obtain all applicable permits, whether municipal, county, state, or federally, required for the provision of the Contractor’s obligations and functions hereunder upon the Bid due date. Failure to adhere to this paragraph or provide any necessary licenses or qualifications to lawfully provide the required goods and services shall be cause for rejection of the bid, agreement default, or, if not specifically stated in this solicitation, shall be cause for immediate termination and further sanctions.

4.1.4 Florida Department of State, Division of Corporations Registration Requirements. Bidders who 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 to be eligible to do business with HCPS. A Bidder doing business under a fictitious name must submit their Bid 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.

• Alarm System Contractor I

• Electrical Contractor

• Fire Protection Class IV

4.1.5 Proof of Insurance. The Bidder must provide with the Bid a copy of any policy evidencing the insurance coverages and limits required by this solicitation. However, it does not constitute approval or agreement by HCPS that the insurance requirements have been satisfied or that the insurance policies shown on the Certificates of Insurance follow the requirements of the solicitation.

4.1.6 E-Verify. Per s. 448.095, F.S., all employers within the state shall use the U.S. Agency of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all employees hired during the term of this contract. The Contractor shall also require all subcontractors performing work under this contract to use the E-Verify system for any employees they may hire during the term of this contract. Failure to comply with this provision is a material breach of the contract and HCPS may choose to terminate the contract at its sole discretion. The Contractor may be liable for all costs associated with HCPS securing the same services, inclusive, but not limited to, higher costs for the same services and rebidding costs (if necessary).

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the Contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract. In addition, pursuant to Executive Order 11-116, for all contracts providing goods or services to the state in excess of nominal value; (a) the Contractor will utilize the E-Verify system established by the U.S. Department of Homeland Security to verify the employment eligibility of all new employees hired by the Contractor during the contract term, (b) http://www.sunbiz.org/ https://e-verify.uscis.gov/emp

Hillsborough County Public Schools Page 12 of 46 require that the Contractor include in such subcontracts the requirement that subcontractors performing work or providing services pursuant to the state contract utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. Executive Order 11-116 may be viewed at http://www.flgov.com/wpcontent/uploads/orders/2011/11-116-suspend.pdf.

The Bidder must provide evidence of compliance with § 448.095, Florida Statutes. Evidence may consist of, but not limited to, providing notice of the Contractor’s E-Verify number or attach the certificate to the Bid.

E-Verify #: ___________________________________________________________

4.1.7 The Jessica Lunsford Act (JLA) Badges (Applicable Upon Award). If applicable: To comply with ss.

1012.465 and 1012.467, Florida Statutes, the “Jessica Lunsford Act”, an Contractor meeting any of the three (3) criteria, below, upon award, must be Level II fingerprinted and Florida Department of Law Enforcement (FDLE)/Federal Bureau of Investigations (FBI) screened by the HCPS Professional Standards Department. Those Contractor’s employees must have the statewide JLA badge and the HCPS yellow badge to access HCPS sites.

Site personnel will deny access to all Contractors violating this requirement. More information is available at www.sdhc.k12.fl.us/doc/164/procurement-jla.

i. be at school when students are present, or

ii. have direct contact with students, or

iii. have access to or control of school funds. The only applicable exception is the "six-foot fence" rule where the Contractor shall perform work, and always remain, in an area separated from students by a chain link fence that is at least six (6) feet high.

4.1.8 Communications. The Contractor must provide a means to receive direct communications from HCPS 8 hours per day, 5 days per week. Contact means shall be by phone or e-mail. When contact is made, the Contractor must respond within thirty (30) minutes of notification.

Emergency Contact

Name/Title

Address

Telephone # Cell # Fax #

Email Address

4.2 GENERAL REQUIREMENTS

4.2.1 Service Response Requirements. HCPS-required delivery and performance times, for materials and services to be provided under the contract, are described herein. HCPS may terminate and reissue a work order to an alternate Contractor should the Contractor fail to perform the services within the timelines established herein or in the provided quote, statement of work, or work order. Repeated failure to meet the agreed timelines shall constitute default and will be grounds for termination of the contract.

http://www.flgov.com/wpcontent/uploads/orders/2011/11-116-suspend.pdf http://www.flgov.com/wpcontent/uploads/orders/2011/11-116-suspend.pdf http://www.sdhc.k12.fl.us/doc/164/procurement-jla

Hillsborough County Public Schools Page 13 of 46

4.2.2 Services Provided Outside of Standard Hours. The Contractor may, for their convenience, elect to perform work after standard working hours and incur any additional expenses based upon their convenience and availability to the work site. This schedule is applicable only when approved by the Coordinator. Note, HCPS shall not pay premium or overtime fees for this situation.

4.2.3 Overtime Rates. Overtime Rates may apply to services outside standard HCPS scheduled maintenance working hours if the Coordinator provides prior written authorization. Overtime work may apply when health, life, and safety concerns dictate a rapid response.

4.2.4 Emergency Services. Emergency repairs and maintenance are defined as those services necessary to continue the instructional process and/or maintain a safe operational environment, the loss of which would create a situation that would adversely and unduly affect the safety, health, or comfort for the occupants, or otherwise cause loss to HCPS. Note that HCPS may require the Contractor to perform emergency repair services at times other than normal working hours and shall be available on a 24-hour basis, including weekends and holidays. The Contractor must respond within two (2) hours to all requests for emergency service. Failure to respond to a service call, within the designated time, may be cause for termination of the contract or require HCPS to contract with an alternate Contractor.

4.2.5 Delays. The Contractor must complete the project within the established timeframes. HCPS may grant an extension to the service timelines for delays that are not caused by the Contractor. If services cannot be timely completed, due to a school function, the Contractor shall reschedule a time with the Coordinator and school officials. Any service schedule delay must be reported to the Coordinator and site administrator within 24-hours.

HCPS will not pay for travel time (to and from the work site) or any travel made during lunch breaks. HCPS will not pay any premium for weekends or holidays. The contractor will be paid for actual worked performed as evidenced by the sign-in/sign out sheets.

4.2.6 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 HCPS. If the post/re-inspection determines that additional services are required to meet applicable code(s), HCPS 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.

4.2.7 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

4.2.8 Documentation Requirements. HCPS shall issue a standard work order for all required work. The Contractor shall not begin work without a purchase order and a work order ticket number. The work order, signin/out sheet, invoice, and supporting documents shall be properly completed prior to the issuance of payment.

4.2.9 Approval Requirements. HCPS may request a not-to-exceed quote for the provision of services under the contract. 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.

4.2.10 Work Order Completion. HCPS (per maintenance area) will assign a Coordinator to oversee all assigned 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 work order:

• Date(s) of work.

• Campus arrival and departure times (APPENDIX B: HCPS CONTRACTED SERVICES VERIFICATION FORM).

• Description of work performed.

• List of materials used (included both HCPS-supplied and contractor-purchased materials).

Hillsborough County Public Schools Page 14 of 46

• Cost of materials (receipts or other documentation supporting material costs must be attached to the completed work order).

• Completed work order shall be delivered or faxed to HCPS within 24-hours of completion of the request.

• Work order must be signed by the project coordinator. The signed copy may be sent via facsimile.

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

4.2.11 Work Order Service Requirements. HCPS required delivery and performance times, for goods and services to be provided under the contract, are described herein. The Contractor will notify an HCPS authorized representative or Coordinator within 24 hours of receipt of purchase order if service requirements will not be met as specified. If the work does not commence or is not completed by the timelines established herein, HCPS reserves the right to terminate the order and issue the order to another Contractor. Repeated failure to commence or complete work within the prescribed times shall constitute a default and will be grounds for termination of the contract. The Contractor shall:

• respond to WO (work order) request and provide written quotes or written estimate with in three (3) business days of receipt of WO from HCPS authorized representative or the Coordinator; and

• respond within two (2) hours to a WO request deemed an emergency by HCPS’-authorized representative or the Coordinator; and

• provide service within two (2) days from receipt of a purchase order, unless otherwise agreed upon by HCPS’-authorized representative or the Coordinator; and

• understand that HCPS may deem the Contractor’s failure to respond to a WO request within the designated time as cause for termination of the contract or HCPS shall contract with another Contractor.

4.2.12 Onsite Safety Requirements. While performing services for HCPS, the Contractor shall be responsible for any damages caused by the Contractor’s employees to HCPS or adjacent property. The Contractor must not drive heavy equipment onto sidewalks, patios, decorative stones, athletic tracks or fields, etc. If concerns are raised about excessively wet conditions on grassy areas, the Contractor is must contact the appropriate HCPS authorized representative or Coordinator for recommendations or workarounds prior to commencing the work.

The Contractor must show reasonable attempt to avoid damage to HCPS property under all conditions. Any damages, including damage to finished surfaces and spilled paint, resulting from the performance of the contract shall be repaired and/or cleaned to HCPS authorized representative or the Coordinator’s satisfaction at the Contractor’s expense. HCPS shall incur no costs for damage repairs.

The Contractor understands that all services described in this solicitation shall be coordinated with an authorized representative or the Coordinator and performed with minimal disruption to the functions to HCPS’ operations. The Contractor must ensure that the performance of services shall not interfere with school’s arrival and dismissal times.

All services must meet safety requirements for pedestrian and vehicular traffic and must be left in a clean and orderly manner. All areas and/or property damaged while work is under way shall be restored as found by the Contractor prior to completion of work and to the satisfaction of HCPS authorized representative or Project Coordinator.

The Contractor will protect all existing and newly installed work, materials, equipment, improvements, utilities, structures, and vegetation while performing services under the contract.

Adequate barricades shall be erected and maintained all around areas where equipment and materials are stored and used.

Any property damaged by the Contractor or a representative during the contract will be repaired or replaced to the satisfaction of HCPS’ authorized representative or Coordinator and at no cost to HCPS.

Hillsborough County Public Schools Page 15 of 46

4.2.13 Conformance to Applicable Codes. All provided goods and services must conform to all applicable codes and the current Florida Building Code, in addition to any applicable local, state, and Federal regulations and codes and any additional HCPS requirements.

4.3 BILLING FOR GOODS AND SERVICES

4.3.1 Pricing/Rates & Quotes. In general, payment will be made for provided labor and materials used, except for minor consumables or services listed under hourly rates. Labor costs shall be reimbursed in ¼ hour increments, as applicable. HCPS requires a firm, fixed price per unit. All delivery, trip, fuel surcharges or service call charges shall be included in your proposed prices and rates.

4.3.2 Hourly Rate. If requested in this solicitation, the Contractor shall provide an hourly labor rate. Minor consumables or items listed under the hourly rate are NOT eligible for reimbursement or percentage markup.

Cost for these items shall be inclusive to the hourly rates defined on the provided Pricing Sheet.

4.3.3 Purchase Order. Quote approval shall not constitute an order. Prior to the provision of goods and services, the Contractor must be in receipt of an HCPS purchase order. Shipments or work performed shall be made as specified on the purchase order, conforming to the bid form, specifications, and general instructions. No work may proceed unless authorized by the Coordinator and the supplier is in receipt of a Work Order and the associated purchase order (PO). The Contractor shall be on site 24-Hours after the service call is submitted.

4.4 ACCOUNTING AND INVOICING

In accordance with the Florida Prompt Payment Act (ss. 218.70-218.80, F.S.). Invoice payment is Net 45 days from the date of delivery or the receipt of satisfactory invoice, whichever occurs last, unless invoices specify prompt payment discounts. All payments due and not made within the time specified by this section bear interest from thirty (30) days after the due date at the rate of one (1%) percent per month on the unpaid balance.