25260015B-TL_-_Fire_Sprinkler_Inspections_and_Repairs_-_ITB.pdf

(Rev. 2-01-22)

INVITATION TO BID AND BIDDER’S ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT: Travis Loyd, Procurement Agent II July 21, 2025 407-320-0375, Email Address: Loydtz@scps.k12.fl.us

BID NUMBER AND TITLE: ITB #25260015B – TL Fire Sprinkler Inspections and Repairs

BID DUE DATE & TIME

August 14, 2025 by 12:00 P.M. EST Bid opening will be via WebEx and dial-in only at meeting number (access code): 2630 687 7775, meeting password:

pqCh2JQmm62 or call 1-415-655-0003.

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

PRE-BID MEETING DATE & TIME: Voluntary – July 29, 2025 at 3:00 PM EST, via WebEx and dial-in only at WebEx meeting number (access code): 2632 393 6821, password: tNHyJRAr644 or call 1-415-655-0003.

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

All terms, specifications and conditions set forth in this invitation are incorporated by this reference into your response. A Bid will not be accepted unless all conditions have been met. In the event of a conflict between the General Purchasing Terms and Conditions and any subsequent Special Conditions included herein or attached hereto, the Special Conditions will have precedence. All Bids must have an authorized signature in the space provided below. All Bids must be received in the Vendorlink portal, www.myvendorlink.com, by the “Bid Due Date & Time” referenced above. The School Board is not responsible for bidders’ failure to upload their bids by the due date and time.

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID. BIDS WILL NOT BE

ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE BIDDER.

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

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

FLORIDA DIVISION OF CORPORATION DOCUMENT NUMBER: ___________________________________________________________________

TELEPHONE NUMBER: _______________________________ E-MAIL: _________________________________________________________

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

FOR THE BIDDER.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________ PRINTED NAME: _____________________________________________________

TITLE: DATE:

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

ITB#25260015B-TL Page 2 of 32 Last update: 4-9-25

I. SPECIAL CONDITIONS

1. INTRODUCTION. Seminole County Public Schools (SCPS) is the 12th largest school district in Florida and is 60th nationally. SCPS consists of 37 elementary schools, 12 middle schools, nine (9) high schools, six (6) special centers, a virtual school, and four (4) charter schools. The purpose of this solicitation is to select qualified Contractors, as qualified by Florida Statutes (F.S.) 633, to provide inspections, testing, maintenance, and repairs of Seminole County Public Schools (SCPS) Fire Sprinkler Systems

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

3. TERM. This Bid will be effective upon Board approval or September 9, 2025, whichever is later, for a period of three

(3) years and may be renewed for an additional two-year renewal period upon agreement by all parties. The School Board of Seminole County Florida reserves the right to cancel this contract by giving 30 days’ notice of cancellation before the end of any fiscal year that falls within the term of this contract. Please refer to Section 3, for multiyear agreements.

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

5. QUANTITIES / VOLUME OF BUSINESS. Quantities shown on the Price Schedule are the School Board’s anticipated needs and are not to imply or guarantee any purchase quantities during the term of this agreement.

6. SPECIAL DELIVERY REQUIREMENTS. All pricing shall be quoted FOB inside delivery to Seminole County Florida unless otherwise indicated and all items shall meet or exceed the Specifications/Scope of Work under Section III of this solicitation. All equipment shall be delivered to the School Board Maintenance Warehouse at 820 East State Road 434, Winter Springs, FL 32708.

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

8. EMERGENCY WORK

A. When SBSC determines there is an emergency, the SBSC’s Project Manager or authorized representative will verbally authorize the Contractor to perform the work. SBSC's Project Manager will subsequently issue a fully executed Purchase Order.

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

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

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

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

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

ITB#25260015B-TL Page 3 of 32 Last update: 4-9-25 because of the action taken in response to an emergency, a written directive will be issued to document the consequences of the changes or variations. If Contractor fails to provide written notice within the twenty-four (24) hours of occurrence of the emergency, Contractor will have waived any right it otherwise may have had to seek an adjustment to the contract amount or an extension to the contract time.

F. Contractor shall provide before, during, and after a public emergency, disaster, hurricane, flood, or other acts of nature to SBSC on a "first priority" basis tree service. SBSC will pay the Contractor a fair and reasonable price for any service, not included in this contract, but requested, in event of a disaster, emergency or hurricane.

10. REPAIR SERVICES

During the life of an equipment, the equipment may require repairs including diagnostic services, SBSC Project Manager will contact the Contractor when services are necessary. Contractor shall respond within twenty-four (24) business hours of SBSC notification. If required, Contractor shall diagnose the device and provide a cost estimate of the work required to return the device to full operational service. Contractor shall include in its cost estimates the following, but not limited to:

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

2) Name of technician,

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

4) Date inspected,

5) Date cost estimate was prepared,

6) Diagnosis,

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

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

9) Timeframe for completion of repairs, and

10) Total price.

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

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

11. MINOR REPAIRS

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

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

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

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

4) Summary of repair work,

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

6) Parts and materials used.

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

12. EQUIPMENT WARRANTIES

Contractor shall warrant parts and labor on all repairs for a minimum of one (1) year. If repairs are necessary, Contractor shall inform SBSC Project Manager or approved designee, if the repairs are eligible for clam against manufacture or vendor’s warranty. Contractor shall verify the “Warranty Period” for each unit prior to submitting quotes to the SBSC Project Manager or approved designee. Any repairs eligible for manufacturer’s warranty shall be performed at no cost

ITB#25260015B-TL Page 4 of 32 Last update: 4-9-25 to SBSC. If the Contractor is not able to perform the warranty work, Contractor shall assist SBSC in facilitating the repairs with the manufacturer.

13. SITE CONTROL

A. Contractor’s employees shall sign-in and out at the main office of the facility where work is to be performed.

Contractor and its employees shall, always, wear shirts and ID badges. Company’s T-shirts with company’s name and/or logo are permitted; however, company’s uniforms are recommended by SBSC.

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

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

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

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

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

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

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

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

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

14. ENVIRONMENTAL PROTECTION

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

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

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

15. HOURS OF OPERATION

A. NORMAL HOURS OF OPERATION. Unless otherwise requested by the SBSC's Project Manager, all work shall be performed between the hours of 7:00 AM and 3:30 PM, Monday through Friday. Contractor shall not perform work on Saturdays, Sundays, or the following Holidays:

1) New Year's Day

2) Marlin Luther King, Jr. Day

3) Presidents' Day

4) Memorial Day

5) Independence Day

6) Labor Day

7) Thanksgiving Day

8) Day after Thanksgiving

9) Christmas Day

B. AFTER HOURS WORK. “After Hours” are any emergency services as described herein that were directed by the SBSC’s Project Manager and performed outside the hours and days stated under Section 15. Normal Hours of

ITB#25260015B-TL Page 5 of 32 Last update: 4-9-25

Operation will be considered “After Hours” and shall be billed in accordance with the “After Hours” prices in the Price Schedule.

16. RESPONSE AND COMPLETION TIME

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

B. Contractor shall provide an emergency number to SBSC with 24/7 response. Emergency calls made from a representative of the Department of Facilities Services outside of business hours will be followed by an email on the following business day.

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

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

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

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

18. CHANGES IN WORK

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

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

19. RENTAL EQUIPMENT/SUBCONTRACTORS

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

B. If the Contractor must hire a subcontractor and/or rent equipment to complete the work, Contractor shall obtain prior written approval from the SBSC’s Project Manager. Contractor shall itemize the cost of the subcontractor or rental equipment in their quote and invoice. Contractor shall provide a copy of the subcontractor or/and equipment rental’s itemized invoice with their SBSC invoice. Under no circumstances shall subcontractor’s and/or vendor’s quote include sale tax in their quote and invoice.

20. SAFETY

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

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

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

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

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

ITB#25260015B-TL Page 6 of 32 Last update: 4-9-25 subcontractors of any tier shall thoroughly clean all areas where work has been performed as mutually agreed with SBSC's Project Manager.

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

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

21. PROTECTION OF EXISTING STRUCTURES UTILITIES WORK AND VEGETATION

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

B. Contractor shall notify SBSC immediately of any complaints. Contractor shall address all complaints within two

(2) business days and submit a written report to SBSC’s Project Manager outlining actions taken to resolve the complaint.

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

22. CLEAN UP/SURPLUS MATERIAL REMOVAL & DISPOSAL

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

B. Contractor shall disposal and handle all materials associated with clean-up in accordance with local, state, and federal regulations. Contractor shall include in their proposal the actual cost of disposal fees without markup.

Contractor may invoice the cost of labor associated with the disposal and handling of all materials at the standard and after-hours rates.

23. INVOICES

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

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

ITB#25260015B-TL Page 7 of 32 Last update: 4-9-25

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

1) Company name, address, and contact information,

2) Name of SBSC requestor,

3) SBSC contract number,

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

5) Date of service,

6) Site of delivery or service,

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

8) Detail summary of work performed,

9) List of products and materials used,

10) MSRP or List Price on used products,

11) Percentage discount off MSRP or List Price, and

12) Total amount due.

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

II. SPECIFICATIONS / SCOPE OF WORK

1. PURPOSE

A. The purpose of this solicitation is to select qualified Contractors, as qualified by Florida Statutes (F.S.) 633, to provide inspections, testing, maintenance, and repairs of Seminole County Public Schools (SBSC) Fire Sprinkler Systems.

B. Such services shall encompass furnishing adequate and appropriate labor, all needed parts and materials, supplies, equipment, and supervision for the performance of the projected work. Services provided and pricing submitted shall also include all travel, trip, and/or delivery charges to any of the SBSC Facilities throughout the County.

C. Contractor shall ensure that fire sprinkler systems are operational twenty-four (24) hours a day, seven (7) days a week. The ultimate responsibility of the Contractor is to provide fire sprinkler systems that meet all current required codes, are always up-to-date and working as intended, and will reflect favorably upon the SBSC and Contractor. This scope of services represents the minimum standards required. After initial inspections are complete and existing issues have been addressed, it shall be Contractor’s responsibility to ensure that no SBSC facility is left without the approved and up-to-date fire sprinkler systems.

D. All services performed under the terms of this agreement shall comply with all federal, state, and local regulations.

Contractor shall ensure compliance with Fire Marshal regulations as they pertain to fire sprinkler guidelines, any established by the manufacturer, and the most current applicable code from the National Fire Protection Association (NFPA).

E. Any reference to specifications, codes, or regulations stated in this solicitation shall mean the latest and most current revision of such specifications, codes, or regulations.

2. SUBMITTALS:

The following shall be included in the proposal submittal:

A. Contractor shall provide a statement of understanding of the project scope and intent and shall acknowledge in writing their ability to service, maintain, program, repair, and obtain parts for each of the different systems within

SBSC.

B. Contractor shall provide copies of employee certifications, resumes, training, etc.

C. A sample of the proposed plan and schedule for fire sprinkler inspection and testing of all buildings.

3. PRICING:

A. Pricing submitted shall follow NFPA guidelines for frequency of inspections, type of work to be performed at each inspection, etc.

ITB#25260015B-TL Page 8 of 32 Last update: 4-9-25

B. Quantities included in the Pricing Section are estimates only. The actual number of inspections, tests, and/or maintenance performed over the life of the contract may vary depending on the schedule agreed upon between the selected Contractor and the SBSC.

C. SBSC has the equipment to be inspected divided into three (3) zones. Pricing submitted shall be bid by zone.

D. The testing for the annual inspection for all schools shall take place over the summer months when school is not in session. All other inspections shall take place when school is not in session.

E. Firms responding to this solicitation shall provide an annual price to perform inspection services. This annual price shall be paid in equal quarterly payments each year for those systems requiring inspection services four (4) times per year, or equal semi-annual payments for systems requiring inspection services two (2) times per year. Pricing shall also be provided for additional testing services and items as listed in the Pricing Section.

F. The add alternate section of the pricing page can be used if Contractor has any suggestions for inspection, testing, or maintenance services that could enhance and improve the systems over and above the basic items listed in the Pricing Section.

G. Pricing submitted in the proposal to perform each specified service shall include the furnishing of adequate and appropriate labor, all needed parts, materials, supplies, equipment, and supervision for the performance of the projected work. Pricing for each service shall also include all travel, trip, and/or delivery charges to any SBSC Facilities throughout the County.

4. GENERAL INFORMATION:

A. Contractor shall be responsible to maintain and repair the fire sprinkler systems listed in this scope. The systems shall be kept operating as designed and in accordance with all current NFPA standards, manufacturer specifications, and any applicable federal, state, and local code requirements.

B. Contractor shall provide an hourly rate for labor and the percentage over the cost to the Contractor for parts for any repairs that may be needed. The hours paid under this contract shall be only productive hours at the job site and shall be a fixed hourly rate. Time spent for items such as, but not limited to, transportation of workers, material acquisition, handling, and delivery, or for movement of vendor owned or rented equipment is not chargeable directly but shall be considered overhead and the cost shall be included in the fixed hourly rate. The hourly rate shall also include items such as, but not limited to, direct labor, general and administrative overhead, insurance, profit, and the cost of equipment that is normal and necessary tools of the trade.

C. SBSC shall award no more than two zones per Contractor, as indicated on Tabulation Sheet.

D. Fire sprinkler services by the Contractor shall be available seven (7) days a week twenty-four (24) hours a day and shall include emergency service that is always available. For regular inspection and service, approval from the SBSC Project Manager shall be obtained if work is to be performed after regular SBSC hours.

E. Upon notification of an emergency, Contractor shall respond promptly and shall not exceed three (3) hours throughout the term of the contract.

5. REPORT/RECORD KEEPING:

A. Records shall be maintained for all work completed. Records shall be completed per all applicable NFPA and/or federal, state, or local codes.

B. Upon initial visit, Contractor shall inventory and log all equipment.

C. Each site shall have a record of all information kept in a neat, organized, and detailed logbook by the Contractor.

Contractor shall supply a three (3) ring binder and a log sheet at each site. There shall be a copy of the inspection report and a copy of a work ticket left at the site each time work has been completed on the system. SBSC will provide a location for the book to be stored at each site. Information in these records shall include, but not be limited to, unit specifications, manufacture, routine inspections, maintenance, repairs, parts, and the technician completing the work. All visits shall be recorded describing the nature of the complaints and the resolution to the problem. The logbook shall become the property of the SBSC during and after the expiration of the contract.

D. An NFPA compliant inspection form provided by the Contractor shall be approved by SBSC, shall be maintained by the Contractor, and kept with the records.

E. Copies of all reports and forms shall be sent by email in PDF format to the Project Manager and shall be attached with the invoice. Contractor shall highlight all deficiencies in the report. Failure to provide completed inspection reports will delay payment.

ITB#25260015B-TL Page 9 of 32 Last update: 4-9-25

F. The contractor/vendor shall provide daily photos and/or report of work completed to the SCPS Project Manager/Building Supervisors.

G. Upon submission of inspection reports, the contractor shall furnish location-specific repair quotes for all deficiencies discovered during the inspections.

6. REPLACEMENT PARTS:

A. As part of this bid, Contractor shall also supply a cost percentage that will be charged above the Contractor’s cost of the parts and materials. When submitting an invoice with parts and/or materials, a copy of the contractors’ invoice showing the cost from the supplier shall be included.

B. All components and parts replaced as part of this contract shall become the property of SBSC unless otherwise directed by the SBSC Project Manager.

7. WRITTEN INSPECTION/TEST PLAN:

A. Per NFPA 25 and any other applicable standards, the Contractor shall write an annual test plan that clearly establishes the scope of the testing for the fire sprinkler system. Contractor shall create a plan for the first year of the contract and shall submit it to the Project Manager for approval. This plan shall depict a schedule showing all needed tests for the upcoming year. A new schedule shall be submitted for the upcoming year on the anniversary of the contract execution date.

8. FIRE SPRINKLER SYSTEM INSPECTION:

A. Contractor shall inspect, maintain, test, and repair all sprinkler systems and related items in accordance with all current applicable NFPA 25 requirements and any federal, state, or local fire rules, regulations, or ordinances.

Contractor shall ensure that all systems are operating as they are intended and meet all current applicable codes.

Contractor shall be responsible for proper operation, required inspections, record keeping, and signage.

B. Components to be inspected and tested shall include, but not be limited to, all sprinkler heads, escutcheons, fire pumps, water storage tanks, control valves (all types), pressure reducing valves, backflow preventers, all pipes, post indicating valve (P.I.V.), fire hose stations, hanging brackets, valve supervisory switches, relays, gauges, fire department connections, flow alarm and tamper devices, drains, spare sprinkler heads and cabinets, hydraulic name plates, required signage, flow switches and other fire alarm connections, and all related equipment and accessories. Work shall include inspection, maintenance, repair, and testing (if applicable) to ensure proper operation and readiness of the system.

C. Contractor shall, at a minimum, perform the required quarterly, semi-annual, and annual inspection and testing for all systems to ensure all fire sprinkler systems are operating properly and meet all current applicable NFPA requirements.

D. Items that are found defective during the normal inspection and testing procedures shall be brought to the attention of the Project Manager. A written explanation of the reason for replacement and a cost estimate based on the fee given in the Pricing Section shall be given to the Project Manager. The repair shall commence once the Project Manager has given the approval. The Project Manager shall have the ability to give the Contractor a verbal approval but shall provide written approval at their earliest convenience. An email confirmation is acceptable.

E. Inspections shall include but not be limited to:

i. Determine that the system is in service, and all components are in satisfactory condition in accordance with NFPA standards.

ii. Inspection of sprinkler heads for adequate clearance and condition to verify proper distribution and activation.

iii. Inspection of sprinkler control valves for proper position, general condition, accessibility, and appropriate signage.

iv. Inspection of system from main drain and inspector's test valve.

v. Inspection of Fire Department connection couplings, caps, threads and clappers, check valves and drains for fit, wear, and serviceability; any exceptions or corrective actions must be specifically detailed in report.

vi. Inspection of the general condition of visible and accessible sprinkler system piping, hangers, drain valves, gauges, and related equipment.

ITB#25260015B-TL Page 10 of 32 Last update: 4-9-25

vii. Testing (as applicable), the operation of system air compressors for proper activation and cutoff.

viii. Inspection of deluge or pre-action valves (as applicable), according to manufacturer's specifications, including interior checks of valve body, clapper, clapper facings and latching mechanism.

ix. Testing of low-pressure alarms, supervisory circuits, and auxiliary functions for proper operation.

x. Cleaning of pilot lines and solenoid strainers thoroughly.

xi. Checking and verify existence of any changes in building status including any obstructions.

that may affect performance or reliability of the fire sprinkler system.

xii. Verification of existence of any changes or modifications made to the fire sprinkler system.

xiii. Documenting the school's general storage and stock arrangements for combustibles in relation to fire sprinkler system protection.

xiv. Tag devices as required and perform required record-keeping.

xv. Identification of site conditions that could compromise mechanical and/or electronic components of system.

9. AUTOMATIC FIRE PUMPS:

Contractor shall ensure proper operation of automatic fire pumps and determine if they are in service and in satisfactory condition in accordance with NFPA standards. A scheduled comprehensive inspection and test is required in accordance with local, state and federal codes. Certified pump tests must include a written analysis addressing the current performance of inspected pump equipment. A report of the inspection findings must also include recommendations for corrective action where needed. Inspections shall include but not be limited to:

A. Identification any issues that could compromise the performance of mechanical and/or electronic components of the pumps.

B. Inspection automatic fire pump control valves for proper position, general condition, accessibility and appropriate signage.

C. Inspection of automatic fire pump test header for satisfactory condition.

D. Inspecting general condition of automatic fire pump piping, hangers, drain valves, check valves, gauges and related equipment.

E. Notate fire pump start and stop pressures and adjust if necessary.

F. Inspection of packing glands and, if deemed necessary, adjust.

G. Conducting required annual performance flow test and provide a pump curve showing the operation of the pump as required by NFPA.

H. Tagging devices as required and perform required record-keeping.

10. WATER TANKS:

A. Contractor shall be responsible to inspect all sprinkler water storage tanks at SBSC facilities.

B. Contractor shall supply the SBSC with then needed inspection within the first year of the contract.

C. The following are the locations of the current water storage tanks:

i. Idyllwilde Elementary School (1-20,000 Gal. fiberglass tank to be inspected every five (5) years) 430 Vihlen Road Sanford, FL 32771

ii. Environmental Studies Center (1-12,000 Gal. steel tank to be inspected every three (3) years) 2985 Osprey Trail Longwood, FL 32714

11. STANDPIPE INSPECTIONS:

A. For facilities with existing standpipes, and in accordance with applicable codes, an inspection shall be made to identify any problems, maintain the functional its condition B. Inspections shall include but not be limited to:

i. Inspecting the condition of the threads.

ii. Inspecting the valve for damage and operations.

iii. Tagging the unit properly.

iv. Checking the cabinet for ease of access and, where applicable, check that the glass is intact.

ITB#25260015B-TL Page 11 of 32 Last update: 4-9-25

v. Checking that the standpipe is visible and unobstructed. If it is obstructed, notify the Project Manager immediately to have the area cleared.

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

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

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

3. Attachment “A,” Drug-Free Workplace Certification

4. Attachment “B,” Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion - Lower Tier

Covered Transactions

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

6. Attachment “D,” Scrutinized Company Certification

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

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

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

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

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

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

**MAKE SURE ALL DOCUMENTATION IS SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THE BIDDER. FAILURE TO COMPLY MAY RESULT IN DISQUALIFICATION ON THE GROUNDS OF NON-RESPONSIVENESS TO THE REQUIREMENTS OF THE

BID.

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

1. DEFINITIONS.

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

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

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

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

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

ITB.

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

G. Solicitation. This Invitation to Bid document.

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

ITB#25260015B-TL Page 12 of 32 Last update: 4-9-25

3. MATERIALS. Contractor shall be responsible for providing all materials at a cost-plus basis as shown on the Price Schedule, unless it is advantageous for SBSC to purchase these products directly in which case Contractor will not be entitled to recover cost of materials or any mark up. This shall be determined prior to the start of each project. When product is purchased by SBSC, it shall be the responsibility of SBSC to ensure the products are delivered on-site in time to comply with the project schedule. Contractor must make all reasonable and legal efforts to avoid payment of sales or other taxes. Notwithstanding, Contractor is only entitled to reimbursement for sales or other taxes actually paid and may not mark up sales or other taxes paid for purchase of materials.

4. PRICE ADJUSTMENT CLAUSE. The Bid price shall remain in effect for the term of the award. A comparable price adjustment may be considered at SBSC’s sole discretion for an increase in Federal or State of Florida minimum wage or both provided Contractor provides sufficient documentation to justify a price adjustment. Contractor agrees to use best efforts to obtain the lowest possible prices from material suppliers. If at any time during contract performance, the unit price(s) for the material required to complete the project increase(s) by three (3%) percent or more over the cost of the same material on the date the Contractor’s bid or proposal was submitted, SBSC will pay that cost increase up to a maximum of 3%. Contractor must provide written notice to SBSC prior to purchase of the materials identifying the materials in question, the itemized increased and original cost and quantity required to complete the project, the source of supply, and Contractor must provide SBSC with proposals, quotes, price sheets or other comparable documentation from the supplier evidencing the original and increased cost. SBSC reserves the right to make the final determination regarding the application of a price increase. If material prices decrease by more than 3%, the contract price may be reduced under the same terms and conditions.

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

6. TRANSPORTATION AND TITLE.

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

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

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

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

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

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

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

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

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

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

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

11. WARRANTY. All goods and services furnished by the Contractor, relating to and pursuant to this Bid shall be warranted to be free of defects, meet or exceed the Specifications contained herein, and fit for the intended use. In the event of

ITB#25260015B-TL Page 13 of 32 Last update: 4-9-25 breach, the Contractor shall take all necessary action, at Contractor’s expense, to correct such breach in the most expeditious…