(Rev. 2-01-22)

INVITATION TO BID AND BIDDER’S ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT: Travis Loyd, April 9, 2026 Procurement Agent II, 407-320-0375, Email Address: Loydtz@scps.k12.fl.us

BID NUMBER AND TITLE: ITB #25260103B-TL – L.E.D. Marquee Messaging System Purchasing, Installation, Repair and Replacement Services

BID DUE DATE & TIME

May 14, 2026, by 12:00 P.M. EST Bid opening will be via WebEx and dial-in only at meeting number (access code): 2306 955 0290, meeting password:

27EirQYxnY6 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 21, 2026, at 10:00 AM EST, via WebEx and dial-in only at WebEx meeting number (access code): 2302 329 4513, password: M2q8A8Q2veV 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#25260103B-TL Page 2 of 33 Last update: 7-22-25

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 licensed Contractors (Contractor), who have been in business for a minimum of five (5) consecutive years. In pursuit of the purchasing, installation, repair and replacement of L.E.D.

marquee messaging system (System) for the School Board of Seminole County (SBSC). The Contractor shall furnish and supply all labor, supervision, travel, materials, tools, and equipment as stated herein. All pricing must be all-inclusive and submitted using the attached pricing sheet.

This is an indefinite quantity contract with no guarantee of a volume of services that may be required. The SBSC does not guarantee a minimum or maximum dollar amount to be expended on any contract resulting from this procurement item. It is anticipated that this bid will be awarded the lowest price per square foot shown in the bid price sheet.

Furthermore, 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 all offers or waive any minor irregularity or technicality in bids received. Due to the wide array of items and work zones within this bid, it is anticipated that multiple Contractors may be awarded.

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

3. TERM. This Bid will be effective upon Board approval or 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. 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.

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.

ITB#25260103B-TL Page 3 of 33 Last update: 7-22-25

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 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.

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

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) Location, type, brand, model and/or serial number of the messaging system.

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, ITB#25260103B-TL Page 4 of 33 Last update: 7-22-25

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 contractor’s warranty. Contractor shall verify the “Warranty Period” for each unit prior to submitting quotes to the SBSC Project Manager or approved designee. Any repairs eligible for manufacturer’s warranty shall be performed at no cost to SBSC. If the Contractor is not able to perform the warranty work, Contractor shall assist SBSC in facilitating the repairs with the manufacturer.

13. SITE CONTROL

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

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

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

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

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

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

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

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

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

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

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

14. ENVIRONMENTAL PROTECTION

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

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

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

15. HOURS OF OPERATION

A. NORMAL HOURS OF OPERATION. Unless otherwise requested by the SBSC's Project Manager, all work shall be performed between the hours of 7:00 AM and 3:30 PM, Monday through Friday. Contractor shall

ITB#25260103B-TL Page 5 of 33 Last update: 7-22-25 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 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. 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 to complete the work, Contractor shall obtain prior written approval from the SBSC’s Project Manager. Contractor shall itemize the cost of the subcontractor in their quote and invoice.

Contactor may add as overhead and profit up to ten (10) percent to the actual cost of the subcontractor in their quote excluding any sales tax. Contractor shall provide a copy of the subcontractor itemized invoice with their SBSC invoice. Under no circumstances shall subcontractor’s and/or contractor’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

ITB#25260103B-TL Page 6 of 33 Last update: 7-22-25 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 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.

ITB#25260103B-TL Page 7 of 33 Last update: 7-22-25

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.

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. SPECIFICATIONS

A. All Work, materials, and systems shall comply with all applicable federal, state, and local building codes, electrical codes, fire codes, and safety standards, including but not limited to:

1) International Building Code (IBC), current edition.

2) State of Florida Building Code (FBC), current edition.

3) American Society of Civil Engineers (ASCE 7), current edition.

4) National Electrical Code (NEC), current edition.

5) All applicable Occupational Safety and Health Administration (OSHA)

6) All applicable National Fire Protection Association (NFPA) life safety codes.

7) All applicable Local Municipality Code of Ordinances.

8) All applicable Homeowners Association (HOA) rules and regulations

B. The Contractor shall provide a Project Manager as a single point of contact for the SBSC. The Project Manager shall coordinate all scheduling, submittals, and on-site activities.

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

ITB#25260103B-TL Page 8 of 33 Last update: 7-22-25

C. The Contractor shall be responsible for all field measurements and verifying all dimensions, site conditions, and utility access prior to ordering materials or commencing work.

D. The Contractor shall maintain a clean and safe work area at all times. All personnel performing the work shall adhere to the SBSC policy for site security and background check requirements. SBSC issued ID badges shall be clearly displayed and worn while on site.

E. The Contractor is responsible for the legal disposal of all construction debris, packaging, and waste generated from the work, including any demolished materials. SBSC has the right to keep any items that are generated from the demolition.

2. TECHNICAL

A. The Contractor shall furnish all necessary hardware, components, and mounting accessories meeting or exceeding the following minimum acceptable standards:

1) Physical Dimensions Specifications

a. Configuration: Single or Double-sided

b. Active Viewing Area: 36" H × 84" W per display face

c. Weight Tolerance: Maximum of approximate weight of 120 lbs. per display side

2) Image & Graphics Specifications

a. Supported Content Types: Text, still images, pictograms, and simple animations

b. Native Image Resolution: 64 × 224 pixels (optimized for display matrix)

c. Color Processing: 16-bit or higher color depth per channel

d. Image Optimization: Automatic scaling for native resolution and improved legibility

3) Image Quality & Visibility

a. Brightness: Up to 8,000 nits (sunlight readable)

b. Contrast: High contrast ratio optimized for outdoor viewing

c. Day/Night Control: Automatic brightness and contrast adjustment via ambient light sensor

d. Viewing Angle: 140° horizontal / 70° vertical

4) Display Capabilities

a. Maximum Text Capacity: Up to 8 lines per message and maximum 45 characters per line

b. Content Layout: Supports mixed text and image layouts within the native resolution

5) Display Specifications

a. Pixel Pitch: ≈ 9 mm

b. Display Type: Full Color Outdoor LED

c. Color Capability: High-color rendering supporting detailed graphics and imagery

d. Matrix Resolution: 64 × 224 pixels

6) Connectivity & Software

a. Internet Connectivity: Integrated cellular modem (LTE fallback) with lifetime data included.

b. The Contractor shall provide the most current cellular technology service and connectivity required for the project.

c. Optional LAN (Ethernet) and Wi-Fi connectivity supported.

7) Electrical

a. Input Voltage: 120V

b. LED Illumination: UL-listed

ITB#25260103B-TL Page 9 of 33 Last update: 7-22-25

c. Photocell for automatic dimming at dusk

d. Electrical service disconnect switch

8) Environmental Protection

a. Ingress Rating: IP67 / IP55

b. Access: Front and rear quick-release modules

9) Construction

a. Top light box: Cabinet Size: 18" H × 96" W

b. White translucent polycarbonate sign face

c. School name, SCPS, and school logos with minimum 6" high black lettering and minimum 8" side logo

d. Internal LED illumination

3. SUBMITTALS

A. The Contractor shall submit a detailed, itemized quote with an execution plan to include, but is not limited to:

1) Drawings or plans or sketch.

2) Locations

3) Total display capacity

4) Dimensions

5) Type of system

6) Color of choice

7) Type of material and finish

8) Hardware anchoring methods

9) Integration with existing site structures

4. PURCHASING & DELIVERY

A. The Contactor shall provide a line-item quote for purchasing of materials. The quoted items shall reflect the contracted pricing tabulation sheet.

B. All equipment provided shall be new and unused, delivered in the original, factory-sealed manufacturer's packaging, and must be accompanied by the standard manufacturer's warranty.

C. Bid line-item prices shall be all-inclusive fixed pricing. Prices shall be comprehensive, covering all costs associated with the item, including but not limited to, packaging, shipping, and freight charges, with delivery terms of FOB Destination.

D. The SBSC will provide the shipping address upon order placement.

E. The Contractor shall coordinate all logistics for the delivery, unloading, and on-site staging of materials. SBSC will provide a designated area once delivery date has been confirmed.

5. INSTALLATION

A. The Contractor shall provide all labor, supervision, travel, tools, and equipment to install the new messaging system in accordance with manufacturer's instructions or specifications.

B. Marquee Contractor may need to coordinate with SCPS’s on‑call construction contractor if brick monument work is required.

C. The Contractor shall install and connect all mounts, power supply, modules, and controllers.

D. The Contractor shall install commercial-grade surge suppression systems to the marquee site.

E. The Contractor shall perform full depth system calibration, color balancing, and verification of the cellular connectivity. Final acceptance is contingent upon a successful, error-free 72-hour continuous operational test.

ITB#25260103B-TL Page 10 of 33 Last update: 7-22-25

6. REPAIRS

A. Upon request for a repair, the Contractor shall visit the site and perform a comprehensive operation inspection and evaluation of the existing messaging system to determine the deficiencies.

Repair work may include, but is not limited to, the items listed below:

1) Replacement of damaged LED modules.

2) Replacement of damaged power supply.

3) Replacement of damaged logic controllers

4) Replacement of damaged mounts and pedestals.

5) Securing or replacing loose or damaged anchors and fasteners.

6) Repair or replacement of wiring.

B. The replacement of LED modules must be uniformly color-matched and brightness-calibrated (from the same LED bin or firmware-corrected) to ensure seamless visual integration with the existing display matrix. Patchwork or "checkerboard" effects resulting from mismatched replacement modules are strictly prohibited and fail to meet repair standards.

C. The Contractor shall provide a detailed written report to the SBSC itemizing all deficiencies, code violations, and safety hazards.

D. All replacement parts shall be new, of commercial-grade quality, and compatible with the existing system.

E. The Contactor shall provide a line-item quote for all repairs. The quoted items shall reflect the contracted pricing tabulation sheet.

F. The Contractor shall perform the approved repair items upon receiving the PO.

7. SYSTEM TRAINING

The Contractor shall provide comprehensive training for designated SBSC personnel to ensure proficient operation of the System:

A. The Contractor shall conduct a minimum of one (1) dedicated training session for school administrators and SBSC staff.

B. The training shall cover, at a minimum:

1) Secure login and user role management

2) Content creation

3) Playlist scheduling

4) Deployment of emergency "all-call" override messages

5) Brightness overrides

6) Basic hardware troubleshooting.

C. The Contractor shall deliver a comprehensive digital and physical handover package, to include:

1) User Manuals

2) Quick Start Guides

3) Manufacturer warranty certificates

4) As-built electrical/networking diagrams

D. The Contractor shall provide SBSC with continuous access to an online Knowledge Base, training video libraries, and/or an educational portal to assist with onboarding future staff members over the life of the System.

8. WARRANTY & SUPPORT

The Contractor shall provide the following warranty and support provisions:

A. Lifetime, technical support for hardware and software diagnostics

ITB#25260103B-TL Page 11 of 33 Last update: 7-22-25

B. A minimum of five (5) year comprehensive parts replacement warranty covering all internal components, LED modules, power supplies, and logic boards

C. A minimum of one (1) year on-site labor warranty for component replacement and troubleshooting

ITB#25260103B-TL Page 12 of 33 Last update: 7-22-25

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,” Bidder’s Statement of Principal Place of Business

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.

2. During the Term, the Terms and Conditions of this solicitation and Contractor’s response will supersede all terms and conditions contained in any quotes, proposals or other writings relating to individual school orders for Products or Services.

ITB#25260103B-TL Page 13 of 33 Last update: 7-22-25

3. 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.

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.

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 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

ITB#25260103B-TL Page 14 of 33 Last update: 7-22-25 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 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

ITB#25260103B-TL Page 15 of 33 Last update: 7-22-25 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…