26-0104_Bid.pdf

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

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

The School District of Manatee County

INVITATION TO BID

PURCHASING DEPARTMENT

215 Manatee Avenue West Bradenton, Florida 34205

DATE ISSUED: JANUARY 21, 2026

TITLE: MUSICAL INSTRUMENTS, SHEET

MUSIC, SUPPLIES AND REPAIR SERVICES

BID NUMBER: 26-0104-BS

CONTACT PERSON: BETH SHARP TOLLY EMAIL SHARPB@MANATEESCHOOLS.NET

SUBMITTAL DEADLINE:

MARCH 3, 2026, 3:00 PM

REQUEST FOR INFORMATION DEADLINE:

FEBRUARY 17, 2026

PRE-PROPOSAL CONFERENCE DATE, TIME

AND LOCATION – N/A

RESPONSES RECEIVED AFTER SUBMITTAL

DATE AND TIME WILL NOT BE ACCEPTED

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

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

LEGAL COMPANY NAME:

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

CONTRACTOR E-VERIFY NUMBER:

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

CITY – STATE – ZIP:

TELEPHONE NO: Authorized Signature

FAX NO: Typed Name:

EMAIL ADDRESS: Title:

FEI/EIN NUMBER: Date:

http://www.myvendorlink.com/ http://www.sunbiz.org/

BID ON MUSICAL INSTRUMENTS, SHEET MUSIC, SUPPLIES AND REPAIR SERVICES, SDMC No. 26-0104-BS

BID SUBMITTAL CHECKLIST

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

The following documents must be submitted electronically:

Invitation to Bid Form (Page 1)

Bid Proposal Forms (Pricing, Delivery and Warranty Submittal)

Bidder Acknowledgement (Appendix A)

Bidder’s Experience and Qualifications (Appendix B)

Bidder’s References (Appendix C)

Bidder’s Statement of Principal Place of Business (Appendix D)

Bidder’s Statement of Financial Qualification (Appendix E)

Drug-free Workplace Certification (Appendix F)

Federal Debarment and Suspension Certification (Appendix G)

Scrutinized Company Certification (Appendix H)

Byrd Anti-Lobbying Amendment (Appendix I)

Employment Eligibility Verification (“E-VERIFY”) (Appendix J)

Contractor Affidavit Regarding the Use of Coercion for Labor and Services (Appendix K)

Anti-Discrimination Amendment (Appendix L)

SECTION 1. SCOPE

The purpose and intent of this invitation to bid is to select suppliers to provide and deliver various musical instruments, sheet music, supplies, and musical instrument repair services at a secure firm, fixed percentage (%) discounts and firm fixed hourly rates for the contract period as specified herein. The School District of Manatee County, Florida (hereinafter referred to as SDMC/District) desires bids on musical instruments, sheet music, supplies and repair services. Services and/or repair of musical instruments not covered under warranty will be requested by various offices, schools and departments on an as needed basis. Prices quoted shall include travel time, expenses and inside delivery to various schools, departments and centers within Manatee County, Florida.

The Awardee(s) will receive individual Purchase Orders specifying the name and ship to address of the various schools, departments and centers. SDMC reserves the right to limit award of repair vendors to firms located in the local area only (Manatee, Sarasota, Hillsborough, Pinellas, Polk, Hardee or Desoto County).

Contract Value: No guarantee is given or implied as to the total dollar value of this bid.

SECTION 2. SPECIAL CONDITIONS

Term: The intent of this Contract is to establish a Contract for a period of five (5) year(s) from the date of award, during which time the successful Bidder(s) shall guarantee fixed pricing on items awarded, as specified in this Solicitation. Contract period commences on April 8, 2026 through April 7, 2031.

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

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

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

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

Insurance: Indemnification shall be in accordance with section 725.06, 725.08 Florida Statute “as applicable”. The successful proposer shall furnish the School District of Manatee County with proof of:

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

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

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

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

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

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

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

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

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

8) Cancellation Notice: All policies in effect shall contain cancellation endorsements providing thirty

(30) days written notice of such cancellation, non-renewal and/or reduction in coverage limits prior to the effective date of such cancellation, non- renewal and/or reduction.

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

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

SECTION 3. SPECIFICATIONS

Pricing: Prices for musical instruments, sheet music and supplies shall be submitted in the form of a firm percentage (%) discount to be deducted from the current preprinted catalog prices, or an established manufacturer’s price list, and shall include inside delivery, district wide. Catalog prices/manufacturer’s prices may change throughout the year, however, the percentage (%) of discount must remain firm for the entire contract. Vendors may always offer the District additional discounts at any time and invoice the District at a greater discount than their bid discount.

• Pricing is based upon “inside delivery only” or when specifically requested “inside delivery and setup/installed;” Products shall be placed in designated areas as specified by the District’s site representative for each location.

• Any special-order items and delivery/lead times to fulfill. Sites should be notified/advised by the sales representative, whenever long lead times in production affect the receipt and delivery of special-order items, for planning purposes.

NOTE: Vendors shall, when requested by a school or department, provide on-site assistance and be prepared to offer alternative value-based suggestions when appropriate. In addition, special order items should NOT hold up normal, scheduled shipping and delivery of “quick ship” items any longer than thirty (30) days. If and when this circumstance arises, any “quick ship” items that are available should be grouped together and shipped accordingly, with special order items to follow at a later date. All such shipping/delivery information, whenever it changes scheduled dates, must be conveyed to the ordering site.

Prices for musical instrument repairs shall be submitted in the form of firm, fixed hourly rates. The successful bidder(s) will be expected to pick-up and deliver the instruments, as well as service upon request on an as needed basis. There will be no additional charges for mileage and/or travel time for pick-up or delivery. Parts needed for repair will be billed as a separate line item on the invoice showing both the manufacturer’s price and the percentage discount specified on the bid proposal form.

QUALITY: Unless otherwise specified, all equipment bid must be new, the latest model, first quality, carry the manufacturer’s standard warranty and be equal to or exceed the specifications listed in the bid. During the warranty period, the successful bidder must repair or replace any defective equipment without cost to the District with the understanding that all replacements shall carry the same guarantee as the original equipment. The successful bidder shall make any such repairs or replacements immediately upon receiving notice from the District. All service and/or repair of musical instruments shall be warranted for a minimum of 90 days after the completion of the work.

PICK-UP/DELIVERY: Items in the invitation to bid are for various schools and departments located throughout Manatee County and are not for pick-up or delivery to any central location. Deliveries are to be FOB destination as per purchase order. There will be no additional charges for mileage and/or travel time for pick-up or delivery. All deliveries made to schools and departments shall require inside delivery unless otherwise specified. Schools or locations may be added or deleted anytime during the term of this contract and any subsequent renewals. See School locations at manateeschools.net http://www.manateeschools.net/pages/SDMC/_Schools

When notified by District personnel, awardee(s) will pick-up instruments for repair/service within 15 business days. If instruments cannot be repaired or serviced within 30 days, the requesting District representative shall be notified and reserves the right to cancel orders and purchase from another awarded bidder. The District is aware that some parts may not always be in stock or available within this timeframe. The awardee(s) must communicate any delays in delivery within ten (10) calendar days of receipt of order.

REPAIRS: Upon request, the Awardee(s) will be expected to pick up, repair and return musical instruments presently owned by SDMC. Awardees must pick up instruments within 48 hours of notification unless specifically needed for a special occasion in which immediate repair is required.

Turn-around-time will be two weeks maximum. If the Awardee cannot guarantee repair and return within two weeks, then Awardee shall NOT pick up instruments from a school. Note: Severe damage or instrument overhaul will be exempt from this condition. When instruments are returned, the school representative who requested the service will sign and date the work ticket/invoice.

AWARD: In order to meet the needs of the District, the award will be made to all responsive and responsible Bidders who comply with all specifications and terms and condition of the bid. These Awardees should then be in a favorable position to compete for SDMC’s business, and those who offer lowest net prices and comply with all specifications and terms should obtain the largest volume of business

Bidder(s) are not required to bid on each type of instrument or service area, but may choose to bid only on those instruments, supplies and service areas that bidder(s) wish to submit a firm discount or a fixed hourly rate on the Form of Proposal Documents and/or provide a flat service rate for each item. It is also required that the bidder(s) carefully consider each item and make sure that each one meets the specifications as indicated. Percentage discounts or cost plus are to be provided to inform SDMC how required parts pricing will be calculated. Percentage discounts will be for the retail price less a percentage (%) off. Cost plus pricing will be calculated as price of parts plus additional percentage (%).

PROTECTION OF WORK, PROPERTY AND PERSONNEL: The Awardee shall at all times guard against damage and/or loss to the property of SDMC and shall replace and/or repair any loss or damage unless caused by SDMC. SDMC may withhold payment or make such deductions, as it might deem necessary, to insure reimbursement for loss and/or damages to the property through negligence of the Awardee. The Awardee shall take the necessary safety precautions to protect both personnel and property while the work is in progress.

QUALIFICATIONS: Bidder shall include documentation which accompanies the proposal documenting that person(s) responsible for repairing musical instruments have at least one of the following:

1. Certified by a major manufacturer

2. Certified through an accredited music repair school.

3. Continuously employed for three or more years in music instrument repair business.

4. Apprenticed for three or more years under a certified music instrument repair person.

Documentation may include current resumes, copies of certificates or other current documentation of employment. Failure to provide this documentation may result in rejection of bid.

WORK TICKET/INVOICE: The Awardee(s) will be required to complete a work ticket/invoice on all equipment when received from school. The required information must be shown on the ticket when the instrument is returned and signed for by school representative. Work ticket/invoice shall include, but not be limited to, the following information:

A. School's name and name of school representative requesting service B. Dates of BOTH pick up and return of instruments C. Brand and type of instrument D. Model Number E. Serial Number F. School Board Property Number G. Issue/problem with instrument H. Work performed:

a) Labor price per hour, number of hours consumed specific to the instrument being repaired (If needed, hours can be broke down to 15 minute increments).

b) The retail cost of parts used for repair, discount/markup offered and final repair part cost.

I. Whether equipment was picked-up by vendor or delivered by instructor J. Whether a loaner was provided until repairs were completed K. Technician's signature L. SDMC Representative's signature and date

NOTE: The work ticket/invoice will be made in triplicate: One copy for the school's file, one copy for the Awardee(s) file, and one copy for payment purposes.

The hourly rate quoted (on the Form of Proposal Sheet) will be firm for the contract period. Parts will be billed as a separate item showing both the manufacturer's list price and the percentage discount (-) or mark-up (+) specified on the Proposal Summary Sheet. There will be no additional charges for mileage and/or travel time.

All work ticket/invoices must be signed and dated by the school representative who requested the service. No invoice will be processed for payment without a signature and dated work ticket.

Delivery copies, packing slips and invoices to SDMC MUST include the following to permit SDMC to verify prices with this contract and expedite the use of material. FAILURE OF AN AWARDEE

TO PROVIDE THIS INFORMATION WILL RESULT IN EITHER THE INVOICE BEING RETURNED FOR

CLARIFICATION OR A DELAY IN PROCESSING SAID INVOICE FOR PAYMENT.

A. Purchase Order number B. Complete description of the items C. Itemized list prices D. Total dollar amount

Invoices MUST include PURCHASE ORDER number and the MANUFACTURER, MODEL NUMBER, SERIAL NUMBER, when applicable, AND QUANTITY of item(s) delivered. All invoices should include the manufacturer price, discount provided and total cost of item.

Failure of the vendor to provide required information will be cause for the school to delay payment until such information is furnished. Completed work may be billed weekly but no less often than monthly. The final invoice and final statement must be submitted within 30 days of purchase order expiration.

PURCHASE ORDERS: SDMC does not guarantee payment for repairs and/or services which exceed the dollar amount of the Purchase Order issued. SDMC will not be responsible for any repairs of equipment without a Purchase Order in place.

LOCAL REPAIR FACILITY: In order to be considered for award of repair services, Bidder must have a local repair facility that can respond to service calls. For the purpose of this bid, “LOCAL” repair station means location in Manatee, Sarasota, Hillsborough, Pinellas, Polk, Hardee or Desoto County

COMPANY REPRESENTATIVE: Bidder(s) should indicate, in the space provided on the Form of Proposal Sheet, the name, address, telephone number, etc., of the representative(s) who could make scheduled visits to the schools/departments and who will be available, upon request, to resolve billing and delivery problems. Failure to indicate a company representative may result in disqualification of bid submitted. No third-party repair will be acceptable.

PARTS: Replacement parts will be only Original Equipment Manufacturer (OEM) or will be approved by SDMC prior to use. Any Bidder submitting a bid including other than OEM parts, must show, upon request, that its source of supply is from a company routinely involved in the distribution of components for musical instruments.

ADDITIONAL CHARGES: All additional charges such as installation or freight must be fully disclosed on the bid proposal form provided. Any other charges not specifically listed should be outlined/defined under “OTHER EXCEPTIONS”. Charges not listed on the bid proposal form may not be honored.

BID PROPOSAL FORM

(Duplicate as Needed)

Percentage (%) discounts should apply to all items contained in the catalog. Exceptions should be noted in the space provided on the form. If bidding MULTIPLE CATALOGS, please duplicate this page and complete a form for each catalog submitted with your bid. Inside Delivery Is Required on All Orders Regardless of Quantity or Cost.

VENDOR NAME:

SPECIAL VENDOR QUOTE NUMBER:

(If Applicable)

WEB ADDRESS FOR ONLINE

CATALOG

CATALOG NAME & NUMBER

PURCHASING CARDS ACCEPTED: YES NO Credit Card fee ___________

FIXED PERCENTAGE DISCOUNTS

(0% - 100%)

Instruments Supplies Sheet Music

Quantity Discounts (If Available)

DISCOUNT EXCEPTIONS:

(Please Explain)

SHIPPING & HANDLING CHARGES

(IE- NO = Free Shipping and Handling)

YES NO If YES, Please Specify %

SPECIFY ANY/ALL EXCEPTIONS

TO GENERAL

FREIGHT/SHIPPING TERMS:

ADDITIONAL CHARGES: Any other charges not specifically listed should be noted or they may not be honored

OTHER EXCEPTIONS

MINIMUM ORDER: (Specify Amount)

DELIVERY IN DAYS AFTER RECEIPT

OF PURCHASE ORDER

(ARO)

Instruments Supplies Sheet Music Days Days Days

AREA REPRESENTATIVE AND/OR

INSIDE CONTACT PERSON:

TELEPHONE NUMBER: ( ) Cell Telephone ( )

E-MAIL ADDRESS:

BID PROPOSAL FORM – Cont’d Musical Instrument Repairs

Bidders are not required to bid on each type of instrument repair services, but may choose to bid only on specific instruments of their choice. Bidders are required to provide hourly rates and manufacturer’s discount/mark-up for parts for the repair of instruments they are bidding

on. Pick-up and Deliveries are to be FOB destination, there will be no additional charges for mileage and/or pick-up or delivery.

TYPE OF INSTRUMENT REPAIRS/SERVICE FIXED

HOURLY RATE

Woodwind Instruments $ /hr Brass Instruments $ /hr String Instruments $ /hr Percussion Instruments $ /hr Handbells $ /hr Electric Guitars $ /hr Electronic Keyboards $ /hr Pianos $ /hr Piano Tuning $ /hr Electrical Instruments $ /hr Additional Repair Services (not listed above) $ /hr

SPECIFY THE MANUFACTUERER’S PERCENTAGE DISCOUNT (-) OR MARK-UP (+) OFFERED FOR PARTS

Manufacturer Discount Off Mark-Up

Bidders’ experience in repairing musical instruments:

years

Bidders’ documentation of qualifications attached:

YES NO

Warranty for Repairs (Minimum of 90 days) days after completion of work

BID PROPOSAL FORM – Cont’d

In the spaces provided below list a brief sampling of products, materials, equipment, etc., your company offers, from the catalog named on the previous page(s) for district sites to reference when searching out a vendor’s products. Please remember we may not be able to include all items you list below. General Information Purposes Only.

Additional Requested Information:

1. Does your company provide online ordering capabilities and website? YES NO

2. If YES provide Website Address:

3. Will your online website reflect already discounted pricing per this bid? YES NO

If Yes to item #3 above, please explain how to login - __________________________________

If NO to item #3 above, please explain _____________________________________________

Lead time required to set-up School District approved website:

Where will repairs be performed (SDMC Site, Bidder’s Facility or Both:

LOCAL SERVICE CENTER:

Company Name

Company Representative

Street Address

City, State and Zip

Phone Number

Fax Number

Local/Toll-Free Phone Number

E-Mail Address

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

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

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

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

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

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

NOTE: The Contractor must agree that during a declared disaster situation that any bid items with a markup will be billed at actual cost without any mark-up permitted.

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

MANUFACTURER’S WARRANTY:

DEALER’S WARRANTY:

LOCATION OF REPAIR SERVICES:

AVAILABILITY OF REPAIR PARTS:

ESTIMATED TIME TO EFFECT REPAIR:

RESPONSIBLE FOR WARRANTY SERVICE TRANSPORTATION CHARGE:

CONTRACTORS RESPONSIBILITIES FOR SERVICES ONLY

Contractors shall be responsible for safeguarding all of their tools, equipment, signs, barricades, etc. while operating on any School District properties. The School District of Manatee County assumes no responsibility for any act of theft or vandalism which may occur while Contractor’s equipment is located on any School District site.

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

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

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

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

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

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

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

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

The Contractor shall be responsible for off-loading, unpacking/uncrating all materials and equipment at the job site.

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

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

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

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

LOCATIONS: See School locations at manateeschools.net

SECTION 4. INSTRUCTIONS TO BIDDERS

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

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

I. Invitation to Bid Form (Page 1) II. Bid Proposal Forms (Pricing, Delivery and Warranty Submittal)

III. Bidder Acknowledgement (Appendix A) IV. Bidder’s Experience and Qualifications (Appendix B) V. Bidder’s References (Appendix C)

VI. Bidder’s Statement of Principal Place of Business (Appendix D) VII. Bidder’s Statement of Financial Qualification (Appendix E)

VIII. Drug-free Workplace Certification (Appendix F) IX. Federal Debarment and Suspension Certification (Appendix G) X. Scrutinized Company Certification (Appendix H)

XI. Byrd Anti-Lobbying Amendment (Appendix I) XII. Employment Eligibility Verification (“E-VERIFY”) (Appendix J)

XIII. Contractor Affidavit Regarding the Use of Coercion for Labor and Services (Appendix K) XIV. Anti-Discrimination Amendment (Appendix L)

3. Electronic Submission: Bidders must submit their Bid Submittal electronically through VendorLink at www.myvendorlink.com. . Submitted bids remain inaccessible until after the official bid due date has passed. There is no benefit to delaying submission, and bidders are encouraged to upload their responses once the question-submission period has closed. For any technical issues encountered during the process, contact VendorLink technical support at support@evendorlink.com.

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

ii. Enable printing on files submitted.

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

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

a. Business Name;

b. Complete Business Address;

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

http://www.manateeschools.net/pages/SDMC/_Schools mailto:support@evendorlink.com

4. Withdrawal: Bidders may withdraw, alter, and resubmit Bid Submittals through VendorLink at any time prior to the due date and time of this Contract. Any Bid Submittals not withdrawn will constitute an irrevocable offer, for a period of 90 days, to provide The School District of Manatee County with the services specified in the proposal. The School District of Manatee County may request clarifications and additional information after proposal submission.

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

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

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

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

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

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

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

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

7.3. Vendors meeting the above conditions shall carry the School District of Manatee

County badge or the State-Wide ID Badge.

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

http://www.sunbiz.org/

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

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

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

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

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

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

SECTION 5. KEY EVENTS & DATES

KEY EVENTS & DATES

Bid notice e-mailed to prospective bidders via VendorLink & bidding documents posted on the VendorLink website.

Questions/Clarifications due

Addenda posted to the e-procurement service website (www.myvendorlink.com).

January 21, 2026

February 17, 2026

February 20, 2026

March 3, 2026 Proposals due @ 3:00 p.m. E.T. Bidder shall submit Bid Submittal electronically through VendorLink at www.myvendorlink.com/

*March 6, 2026 If needed, evaluation of proposals to make selection of contractor(s).

Additional information will be posted if an evaluation meeting is needed.

*On or About March 9, 2026 Notice of Intent to Award posted on the e-procurement service website (www.myvendorlink.com).

*April 7, 2026 School Board Award of Bid

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

http://www.myvendorlink.com/

SECTION 6. GENERAL TERMS AND CONDITIONS

ASSIGNMENT:

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

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

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

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

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

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

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

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

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

PURCHASES BY OTHER PUBLIC AGENCIES: With the consent and agreement of the successful bidder(s), purchases may be made under this bid by other governmental agencies within the State of Florida. Such purchases shall be governed by the same terms and conditions as stated herein.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

http://www.manateeschools.net/

IF THE CONTRACTOR HAS

QUESTIONS REGARDING THE

APPLICABILITY OF CHAPTER

119, FLORIDA STATUTES, TO

THE CONTRACTOR'S DUTY TO

PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT,

CONTACT THE CUSTODIAN OF

PUBLIC RECORDS:

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

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

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

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

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

COMPLIANCE REQUIREMENTS: Vendors/Bidders acknowledge and understand that the projects contemplated by this contract are being constructed on public property owned by the School District of Manatee County, which property may at various times during construction be occupied by students, teachers, parents and school administrators. Accordingly, in order to secure the property, protect students and staff, and otherwise comply with applicable law, the vendor/bidder agrees to all provisions and instructions contained in this bid document and agrees that the failure of vendor/bidder to comply with any of these provisions and instructions may result in the termination of this contract by the School District of Manatee County.

CONTACT WITH STUDENTS: To extent not otherwise indicated, no employees or independent contractors, material men, supplier or anyone involved in any manner with projects resulting from this bid shall have direct or indirect contact with students at project sites.

A violation of this provision shall result in immediate termination of the offender and issuance of a trespass notice from the School District. Vendor/Bidder shall be responsible for insuring compliance by all employees, independent contractors and sub-contractors or other persons involved in any manner with projects resulting from this bid.

STANDARDS OF CONDUCT: Vendors awarded a contract will be held to the same standards of conduct as employees of the School District of Manatee County while conducting business with the District.