25260079B-TL_Roofing_ITB_Solicitation.pdf

(Rev. 2-01-22)

INVITATION TO BID AND BIDDER’S ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT: Travis Loyd, March 23, 2026 Procurement Agent II, 407-320-0375, Email Address: Loydtz@scps.k12.fl.us

BID NUMBER AND TITLE: ITB #25260079B–TL Roof Inspection, Installation, Maintenance, Repair, & Replacement Services

BID DUE DATE & TIME

May 7, 2026 by 12:00 P.M. EST Bid opening will be via WebEx and dial-in only at meeting number (access code): 2310 446 6730, meeting password:

7hPc9JEXGc2 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 – April 2, 2026 at 10:00 AM EST, via WebEx and dial-in only at WebEx meeting number (access code): 2319 567 0460, password: mwGn3wNap66 or call 1-415-655-0003.

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

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

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

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

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

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

FLORIDA DIVISION OF CORPORATION DOCUMENT NUMBER: ___________________________________________________________________

TELEPHONE NUMBER: _______________________________ E-MAIL: _________________________________________________________

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

FOR THE BIDDER.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________ PRINTED NAME: _____________________________________________________

TITLE: DATE:

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

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I. SPECIAL CONDITIONS

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

The purpose of this solicitation is to establish Florida licensed, certified roofing contractors (Contractor), who has been in business for a minimum of five (5) consecutive years and must be able to provide (5) year verified commercial roofing experience, for the inspection, installation, maintenance, repair, and replacement of roofs on an “as needed” basis for the School Board of Seminole County (SBSC) throughout Seminole County.

The Contractor shall furnish/supply all labor, materials, equipment, and supervision as stated herein. All permits and any licenses for chemicals that are required by regulatory agencies in compliance with Environmental Protection Agency (EPA) are the responsibility of the Contractor. Pricing shall be submitted on the pricing sheet attached to this document and shall be in the form of bid line-item prices, actual invoiced price for any materials required to be supplied by the successful bidder.

This is an indefinite quantity contract with no guarantee of a volume of services that may be required. The SBSC will issue a purchase orders on an “as needed” basis and does not guarantee a minimum or maximum dollar amount to be expended on any contract resulting from this procurement item. The SBSC reserves the right to make awards on a lowest price basis by individual item, group of items, all or none, or a combination; with one or more Contractors; to reject any and all offers or waive any minor irregularity or technicality in bids received. If an item is designated as “Certified Installer”, only contractors proven certified by the manufacturer for repair and installation of those specific products will be considered for award of those specific bid items.

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 June 16, 2026, 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 IV (21), 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. Contractor must sign for special delivery and assume responsibility of products.

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

II. SPECIFICATIONS / SCOPE OF WORK

1. TECHNICAL

A. The Contractor shall provide all industry standard labor, materials, tools, and equipment necessary for the efficient removal, installation, demolition, replacement, repairing, and renovation services per site specific situation(s). All repairs are to be made using like materials, such materials and equipment shall be of a suitable type and grade for the purpose. All material, workmanship, and equipment shall be subject to the inspection and approval of the SBSC Project Manager and the Design Professional.

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

C. The Contractor shall provide all Safety Data Sheet (SDS) documentation on products that will be used to the

SBSC Project Manager for approval.

D. Bid line-item labor prices shall be “all-inclusive” to include, but not limited to, labor, supervision, travel, equipment, and overhead costs.

E. The Contractor shall honor the bid pricing for the term of this contract and shall not proceed with any project until a written purchase order and Notice to Proceed has been received.

F. The Contractor shall sign-in at the main office before performing any services and sign-out prior to leaving unless prior exceptions have been authorized by the SBSC.

G. SBSC retains the right to solicit quotes from other contractors for the inspection, installation, maintenance, repair, and replacement services under this contract.

H. The SBSC is exempt from State of Florida sales tax.

2. GENERAL

A. The Contractor shall be responsible for obtaining permits when required and shall be conducted in accordance with all federal, state, and local regulations or ordinances and requirements of SBSC. Any cost associated with obtaining the permit shall be the responsibility of the Contractor. A copy of the permit shall be provided to the SBSC Project Manager prior to the commencement of the project.

B. Installation, repair, replacement, and reconstruction shall be in accordance with the latest version of SCPS

Design Standards, Florida Building Codes (FBC), American National Standards Institute (ANSI), Association for Testing Materials International (ASTM), National Roofing Contractors Association (NRCA), EPDM Roofing Association (ERA), and American Society of Mechanical Engineers (ASME). If there is a conflict in the specifications, the most stringent specifications shall prevail.

C. All work shall be in accordance with the FBC Chapter 15 – Roof Assemblies and Rooftop Structures.

D. The Contractor shall have the ability to replace, repair and maintain roofs to include, but not limited to, modified bitumen (MB), built-up roof (BUR), thermoplastic polyolefin (TPO), polyvinyl chloride (PVC), liquid applied roofing, asphalt composition shingles, asphalt composition rolled/flat, standing seam metal, plastic polymer.

Such services will encompass furnishing adequate and appropriate labor, materials, supplies, equipment, and supervision for the performance of the projected work.

E. The Contractor shall meet or exceed all manufacturer’s specifications for the products being used and shall be certified by the manufacturer for the installation and repair of those products as specified by the bid documents.

When not specifically identified in the technical specifications, such materials and equipment must be of a suitable type and grade for the purpose. All material, workmanship, and equipment will be subject to the inspection and approval of the SBSC's Project Manager and the Design Professional.

F. The Contractor shall take field measurements and verify field conditions, laydown area and roof access before starting work. Any errors, inconsistencies or omissions discovered must be reported to SBSC prior to commencement of work; failure to do so results in corrective action at the Contractor’s expense.

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

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H. Upon the requests of the SBSC, the Contractor shall perform a thorough roof inspection to check the condition of the roof and identify all deficiencies at no charge to the SBSC. Each item shall be rated on a Good-Fair- Poor style rating system, and inspections shall include, but not limited to:

1) Visible and physical damage (structural deformation)

2) Blisters, fishmouths, cracks, alligatoring, tears, holes, and growth on the surface membrane

3) Underlying damage from ponding water, rotting decks

4) Excessive movement, cuts, and gaps on expansion joints

5) Roof edge and flashing materials lifted, shifted, and loosened by wind damage (fascia, drip edge)

6) Corrosion and deterioration

7) Discoloration, cuts, cracks on lap joints

8) Fasteners missing or rusting (nails, screws, rivets)

9) Signs of leakage on the exterior walls

10) Gutters, drains, and vents blockage

I. The Contractor shall select and utilize only those manufacturers approved in accordance with the Standards &

Guidelines for the Design and Construction of Educational Facilities for Seminole County Public School 9th Edition Updated March 2026. Products furnished or installed as part of the Scope of Work shall be limited exclusively to those provided by approved manufacturers.

J. The Contractor shall select and utilize only those manufacturers approved in accordance with the Standards &

Guidelines for the Design and Construction of Educational Facilities for Seminole County Public School 9th Edition Updated March 2026. Products furnished or installed as part of the Scope of Work shall be limited exclusively to those provided by approved manufacturers.

3. PROPOSALS & WORK ORDERS

A. SBSC will contact the Contractor, verbally or electronically, to request service(s) under this bid. SBSC will describe the type of work requested. This may include site visits, photographs, verbal and/or written scopes of work, etc.

Based upon the work request(s), the Contractor shall formulate a “Not to Exceed” total price proposal to complete the work requested. This proposal shall be based upon an “all-inclusive” price to include, but not limited to, labor, travel, supervision, equipment, and overhead as per cost rates on the awarded bid price sheet.

B. The Contractor shall review and approve submittals before forwarding them to the Design Professional for approval.

No work may proceed until the relevant submittal is approved by the Professional. The Professional reviews submittals only to confirm compliance with design intent and contract requirements. The Contractor remains responsible for errors or omissions in submittals and deviations from contract documents (unless specifically disclosed and formally approved via written approval or change order). By submitting and approving submittals, the Contractor confirms that materials and field measurements have been verified, information has been coordinated with the Contract Documents and Requirements of the Work have been properly checked.

C. Once a proposal is approved, the Contractor shall be directed to proceed via a Notice To Proceed email with a work order and/or associated purchase order number. Upon approval of the proposal, additional labor or materials charges shall not be added for work described under this proposal. Should the original scope of work be increased or decreased, an associated change order shall be submitted by the Contractor for SBSC approval. No additional work shall proceed without an approved change order. Upon completion of the work, any labor or materials not needed for the work under the proposal shall be deducted from the final invoice. Labor and materials utilized above the amount specified in the proposal shall be at the Contractor expense.

4. SITE CONTROL

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A. The Contractor personnel shall be properly identified by signing-in at the main office of the facility where work is to be occurring before performing any services and signing-out before vacating the site. Shirts and SCPS ID badges are required at all times; company T-shirts with company name and/or logo are permitted, and uniforms are recommended. No exceptions.

B. If applicable, appropriate erosion and sedimentation controls per EPA/Corps of Engineers regulations must be used and maintained in effective operating condition during the restoration process and all exposed soil and other fills must be permanently stabilized at the earliest practicable date.

C. 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.

D. The Contractor shall always be responsible for the appearance of all personnel (clean and appropriately dressed), and their compliance with SBSC.

E. The Contractor shall not smoke, consume alcohol and illegal drugs while on campus

F. The Contractor shall not have any contact with school’s student population

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

H. The Contractor is solely responsible for damage caused by its materials, equipment, workers, or agents

I. Any equipment or tools left on site is the responsibility of the Contractor. SBSC shall not be held responsible for damage or theft

J. Any spillage of hazardous chemicals or wastes must be reported immediately to the SBSC and cleaned up in accordance with all State and Federal Regulations. The cost of the cleanup of any spillage of hazardous chemicals or wastes caused by the Contractor will be the sole responsibility of the Contractor and the SBSC will share no responsibility of these costs. A copy of the complete report showing compliance with local, state and federal agencies must be given to the SBSC. If any hazardous chemicals or conditions are discovered during the normal operation, it is the responsibility of the Contractor to immediately contact the SBSC with a description and location of the condition

K. The Contractor will assume all responsibility for any damage to any such area resulting from the performance of work

L. The Contractor shall erect and maintain, as required, to safeguard and protection such as barricades, danger signs, a construction fence, and other warnings against hazardous conditions

M. Should the Contractor fail to maintain a clean and safe site, the SBSC may clean up and deduct the cost of such from the contract price.

N. The Contractor shall remove all temporary protections and leave area clean and orderly before leaving site.

O. The Contractor shall take every possible precaution to prevent fire. Remove flammable materials from the site when not in use. Remove all flammable waste from site daily.

P. All items damaged as a result of Contractor or subcontractor operations, such as but not limited to: buildings, sidewalks, seating, curbs, pipes, drains, water mains, pavement, mail boxes, turf, SBSC sign, building contents, or other property owned by the SBSC or private landowner, must be either repaired or replaced by the Contractor, at their expense, in a manner prescribed by and at the sole satisfaction of the SBSC's Project Manager or authorized representative. Any claims submitted to the SBSC, such as but not limited to, from utility companies or landowners, which are determined to be the result of damage done by the Contractor, will be the responsibility of the Contractor. The SBSC reserves the right to pay any such claims and deduct such amount from the Contractor invoice. Repairs, or receipt of repairs, will be completed and submitted to the SBSC prior to

ITB#25260079B-TL Page 6 of 33 Last update: 4-9-25 submission of the Contractor invoice for work accomplished. If the repair is not in accordance with SBSC standards, the SBSC will repair the items and deduct the associated cost from the amount due the Contractor.

Q. If there is an accident involving the public while in the course of the contract, the Contractor shall as soon as possible inform the SBSC's Project Manager of the incident. The Contractor shall follow up in writing within two

(2) business days of the incident. If Law Enforcement was involved and a written report was completed, the Contractor shall provide a copy of the report to the SBSC's Project Manager

5. SAFETY

A. The Contractor will be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work and for complying with all requirements of the Occupational Safety and Health Administration (OSHA), National Institute of Occupational Safety Hazards (NIOSH), Environmental Protection Agency (EPA) and any other industry, federal, state or local government standards. The Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to persons or property

B. All safety devices installed by the manufacturer on the equipment that is utilized by the Contractor on the job site must be in proper working order at all times. The Contractor shall immediately repair, or remove the equipment from service until the deficiency is corrected to the satisfaction of the District.

C. The SBSC may periodically monitor the work site for safety. Should there be safety or health issues, the SBSC will have the authority, but not the duty, to require the Contractor to correct the violation in an expeditious manner.

If there is any situation that is deemed unsafe by the SBSC, the project will be shut down immediately upon notice and will not resume work until the unsafe condition has been remedied.

D. The Contractor 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. The Contractor shall confine all equipment, materials and operations to the project site and areas identified in the contract documents. The Contractor will assume all responsibility for any damage to any such area resulting from the performance of work.

F. The Contractor is responsible for notifying the SBSC of any hazardous materials used on the work site and providing the SBSC a copy of the Safety Data Sheets. Any spillage of hazardous chemicals or wastes by the Contractor must be reported immediately to the SBSC and cleaned up in accordance with all State and Federal Regulations. The cost of the cleanup of any spillage of hazardous chemicals or wastes caused by the Contractor will be the sole responsibility of the Contractor and the SBSC will share no responsibility of these costs. A copy of the complete report showing compliance with local, state and federal agencies must be given to the SBSC. If any hazardous chemicals or conditions are discovered during the normal operation, it is the responsibility of the Contractor to immediately contact the SBSC with a description and location of the condition.

6. SUBCONTRACTORS

A. In the event that the Contractor needs to hire a subcontractor to complete the work being assigned, prior approval from the SBSC Project Manager shall be required. The cost of the subcontractor shall be indicated on the estimate and the invoice. The Contractor may apply a markup of up to ten (10) percent above the actual subcontractor cost. A copy of the subcontractor’s invoice to the Contractor shall accompany the invoice being submitted to the SBSC.

7. HOURS OF OPERATION

A. NORMAL HOURS OF OPERATION

1) Unless otherwise requested by the SBSC's Project Manager, all deliveries and pick up must be accomplished between the hours of 7:00 AM and 3:30 PM, Monday through Friday, and no work may be performed on Saturdays, Sundays, or listed Holidays. Listed no works holidays are as follows:

a. New Year's Day

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b. Martin Luther King, Jr. Day

c. Presidents' Day

d. Memorial Day

e. Independence Day

f. Labor Day

g. Thanksgiving Day

h. Day after Thanksgiving

i. Christmas Day

B. AFTER HOURS

1) Any emergency services as described herein that were directed by the SBSC’s Project Manager and performed outside the hours and days provided in the Normal Hours of Operation section will be considered “after hours” and shall be billed utilizing the “after hours” price list.

8. RESPONSE AND COMPLETION TIME

A. The Contractor shall begin all work within fifteen (15) days of the SBSC issuing a Notice to Proceed, work order and/or purchase order. All work shall be fully completed within the agreed upon project schedule or unless an extension is approved in writing by the SBSC Project Manager.

B. The Contractor shall provide SBSC with a twenty‑four (24) hour emergency contact number, staffed seven

(7) days per week. Emergency calls occurring outside normal business hours will be initiated by a representative of the Department of Facilities Services. A response must be received within two (2) hours. Emergency temporary weatherproofing service within four (4) hours. A follow‑up email documenting the call shall be sent on the next business day.

C. Emergency services and repairs shall be available on a 24‑hour basis. Such services will be invoiced at the applicable standard or after‑hours contract rate.

D. The Contractor shall prepare and submit a work schedule to the SBSC‑designated contact person. The schedule shall include estimated start and completion dates for all tasks.

E. If the Contractor fails to comply with the required timelines, SBSC reserves the right to engage any qualified contractor to perform the necessary services.

9. LIQUIDATED DAMAGES

A. The SBSC and the Contractor recognize that time is of the essence for the contract and that should the

Contractor fail to complete the contract time requirements, the SBSC will suffer damage, and that such damages are not readily ascertainable. The SBSC will be entitled to assess as, Liquidated Damages, but not as a penalty, for each calendar day that the work continues past the contract time requirements. The project will be deemed to be completed on the date the work is considered complete to the satisfaction of the Professional and SBSC.

The Contractor hereby expressly waives and relinquishes any right which it may have to seek to characterize Liquidated Damages as a penalty, and the amounts specified are mutually agreed upon as reasonable and proper estimate of the amount of damage the SBSC should suffer by failure of the Contractor to complete the contract time requirements. The Contractor shall pay the SBSC, as Liquidated Damages, the following:

1) The Contractor shall pay the SBSC, as Liquidated Damages, $522.50 for each calendar day past the contract substantial completion deadline, including approved change orders, where the Contractor fails to render the project substantially complete in accordance with contract requirements.

2) The Contractor shall pay the SBSC, as Liquidated Damages, $261.25 for each calendar day past the contract final completion deadline, including approved change orders, where the Contractor fails to render the project finally complete in accordance with contract requirements.

3) Application of liquidated damages does not release the Contractor fails to render the project finally complete in accordance with contract requirements.

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4) See also Item 43.

10. CORRECTION OF WORK

A. The Contractor shall promptly correct all work rejected by the SBSC or the Design Professional as defective or as failing to conform to the contract documents whether observed before or after substantial completion and whether fabricated, installed, or completed. The Contractor shall bear all costs of correcting such rejected work, including compensation for the SBSC’s or Design Professional additional services made necessary thereby.

11. WARRANTIES

A. The Contractor shall provide a minimum of one (1) year warranty on all material and labor for repair work. Defects shall be made good promptly, within the warranty period at no cost to the SBSC.

B. The Contractor shall be responsible for registering all required materials with the manufacturer and shall provide documentation verifying that registration has been completed.

C. The Contractor shall confirm and inform the SBSC Project Manager or approved designee if any repairs are eligible for manufacture or Contractor warranty claims. Any repairs eligible for manufacturer’s warranty must be performed at no cost to SBSC. Should the Contractor not be able to directly perform the warranty work, they shall assist in facilitation with manufacturer.

12. CLEAN UP/SURPLUS MATERIAL REMOVAL & DISPOSAL

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

B. The disposal and handling of all materials associated with cleanup shall meet all local, state, and federal regulations.

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

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

13. CHANGES IN WORK

A. The Contractor shall not commence any additional work or other changes covered by the Scope of Services for the individual project without an executed Change Order. If the Contractor performs additional work beyond the specific requirements of this Agreement without an executed Change Order, it shall be at the Contractor own risk. SBSC assumes no responsibility for any additional costs for work not specifically authorized by an executed Change Order.

B. The SBSC Project Manager shall request via telephone or email that the Contractor perform such services. This request shall be acknowledged by the Contractor with either return call or email to the SBSC Project Manager within twenty-four (24) business hours of the SBSC notification. All cost estimates shall include the following details:

1) Parts needed and direct costs

2) Labor – time required to perform work multiplied by appropriate labor rate bid.

3) Total Price

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4) A Unique Proposal/Estimate Number (assigned by Contractor)

5) Timeframe for completion of services

6) Contractor may only proceed with repairs upon approval of the cost estimate and issuance of a purchase order number. The Contractor shall perform all work within the timeframe specified within the cost estimate. The Contractor may perform only such work included in the approved cost estimate or as included in properly authorized amendments.

14. INVOICING

A. The Contractor shall submit invoices to AP_Epay@scps.k12.fl.us and facilities_payrequest@scps.k12.fl.us, after product has been delivered and formally accepted by SBSC.

B. Contractor shall include a copy of the original quote or proposal, along with a detailed itemization of all costs and fees reflecting the bid price sheet.

C. Invoices must be submitted no later than thirty (30) calendar days following the delivery of goods or completion of services. Under no circumstances may an invoice be submitted prior to the completion of work or before SBSC has received and accepted the items.

D. Failure to submit invoices in accordance with these requirements may result in delayed payment, and the Vendor may be deemed in default of the contract. Payments will be issued in compliance with the Florida Prompt Payment Act, Part VII, Chapter 218, Florida Statutes.

E. All invoices shall include, but not limited to:

1) Company name, address, and contact info

2) Name of SBSC requestor

3) SBSC contract number

4) SBSC work order and/or purchase order number

5) Order date or service date

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) Invoiced cost on used products (Must supply copy of invoice)

11) Total amount due

12) Additional info to support payment amount

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

4. Attachment – “A,” Drug-Free Workplace Certification

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

Covered Transactions

6. Attachment – “C,” Disclosure of any Conflict of Interest

7. Attachment – “D,” Scrutinized Company Certification

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

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

10. Attachment – “H,” Vendor Affidavit Regarding the Use of Coercion for Labor and Services

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

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

13. 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.

H. Design Professional For this Invitation to Bid (ITB), the term “Design Professional” shall refer to company providing the construction document and serves as the agent for SBSC.

ITB#25260079B-TL Page 11 of 33 Last update: 4-9-25

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

3. MATERIALS. Contractor shall be responsible for providing all materials at cost (invoice required), unless it is advantageous for SBSC to purchase these products directly in which case Contractor will not be entitled to recover cost of materials. 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.

4. EQUIPMENT RENTALS. All equipment rentals shall be billed at cost. Contractor shall 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 on equipment rentals. A copy of the equipment rental company’s invoice to the Contractor shall accompany the invoice being submitted to the SBSC.

5. 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 Contractor’s cost of materials or goods provided Contractor provides sufficient documentation to justify a price adjustment. If at any time during contract performance, the unit price(s) for the material or goods, including applicable shipping or import costs, and governmental fees tariffs and taxes, increase(s) by three (3%) percent or more over the cost of the same material or goods on the date the Contractor’s bid or proposal was submitted, SBSC may agree to pay that cost increase up to a maximum of 3% of the price of the material or goods on the date the Contractor’s bid or proposal was submitted. Prior to requesting a price increase pursuant to this section, Contractor agrees to use best efforts to obtain the lowest possible prices from materials or goods suppliers and shippers and shall take advantage of every legally permissible deduction or other avenue to decrease the cost of governmental fees, tariffs and taxes. Contractor must provide written notice to SBSC prior to purchase of the materials or goods identifying the materials or goods in question, the itemized price increase being requested, the original bid cost and quantity required to complete the project, and identify the source of supply.

Contractor must provide SBSC with proposals, quotes, price sheets and other comparable documentation evidencing the original and increased costs of the materials and goods. SBSC reserves the right to make the final determination regarding the application of a price increase. If material or goods prices decrease by more than 3%, the contract price may be reduced under the same terms and conditions.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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

ITB#25260079B-TL Page 12 of 33 Last update: 4-9-25 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.

11. 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.

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

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

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

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

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

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

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

Insurance as listed in Section 4 below: All non-construction Contractors and vendors that have one (1) or more employees or subcontracts any portion of their work to another individual or company are required to have Workers’ Compensation insurance. For contracts of $25,000 or more, no State of Florida, Division of Workers’ Compensation, Exemption forms will be accepted. All Contractors engaging in construction-related activities, as defined by 440.02(8) Florida Statutes, on behalf of SBSC are required to have Workers’ Compensation insurance. All entities and individuals required to have Workers’ Compensation insurance must purchase a commercial Workers’ Compensation insurance policy to the limits listed below. The Workers’ Compensation policy must be endorsed to waive the insurer’s right to subrogate against SBSC, and its Board members, officers and employees in the manner which would result from the attachment of the NCCI Waiver of Our Right to Recover from Others Endorsement (Advisory Form WC 00 03 13).

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

All Contractors shall carry and maintain policies as described in Sections 1 to 5 below and as checked off in the box to the left of each Section 1 to 5 below. All required insurance must be from insurance carriers that have a rating of “A” or better and a financial size category of “VII” or higher according to the A. M. Best Company. All required insurance policies must be endorsed to provide for notification to SBSC thirty (30) days in advance of any material change in

ITB#25260079B-TL Page 13 of 33 Last update: 4-9-25 coverage or cancellation. This is applicable to the procurement and delivery of products, goods, or services furnished to the School Board of Seminole County, Florida.

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

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

1. Commercial General Liability Insurance:

Bodily Injury and Property Damage

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

2. Product Liability and/or Completed Operations Insurance:

Bodily Injury and Property Damage

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

3. Automobile Liability:

Bodily Injury and Property Damage:

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

4. Workers’ Compensation/Employer’s Liability:

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

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

5. Professional Liability Insurance (Errors and Omissions):

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

Each Claim - $1,000,000

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

Annual Aggregate - $1,000,000

6. Environmental / Pollution Liability:

Bodily Injury and Property Damage:

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

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

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

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

Compliance with these insurance requirements shall not limit the liability of the Contractor, its subcontractors, sub-subcontractors, employees, or agents. Any remedy provided to SBSC or SBSC’s Board members, officers or employees by

ITB#25260079B-TL Page 14 of 33 Last update: 4-9-25 the insurance provided by the Contractor shall be in addition to and not in lieu of any other remedy (including, but not limited to,…