26270020BTL__Overhead_Roll_Up_Doors__Automated_Shutters_ITB.pdf

(Rev. 2-01-22)

INVITATION TO BID AND BIDDER’S ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT: Travis Loyd, August 25, 2026 Procurement Agent II, 407-320-0375, Email Address: Loydtz@scps.k12.fl.us

BID NUMBER AND TITLE: ITB #26270020B-TL - Overhead, Roll Up Doors & Automated Shutters

BID DUE DATE & TIME

October 8, 2026 by 12:00 P.M. EST Bid opening will be via WebEx and dial-in only at meeting number (access code): 2304 931 9192, meeting password:

2JDfYxmVM28 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 –September 15, 2026 at 10:00 AM EST, via WebEx and dial-in only at WebEx meeting number (access code): 2307 385 7658, password: bcStJDcT638 or call 1-415-655-0003.

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

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

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

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

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

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

FLORIDA DIVISION OF CORPORATION DOCUMENT NUMBER: ___________________________________________________________________

TELEPHONE NUMBER: _______________________________ E-MAIL: _________________________________________________________

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

FOR THE BIDDER.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________ PRINTED NAME: _____________________________________________________

TITLE: DATE:

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

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I. SPECIAL CONDITIONS

1. INTRODUCTION. Seminole County Public Schools (SCPS) is the 13th largest school district in Florida and is 57th nationally with more than 59,000 students and 7,000 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, for the installation, maintenance, repair, and replacement services of overhead doors, roll-up doors, and shutters with or without electronic openers throughout the School Board of Seminole County (SBSC) facilities. The Contractor shall furnish/supply all labor, materials, equipment, supervision, complete maintenance, installation, repair, replacements, and fire door drop testing as stated herein. Pricing shall be submitted on the pricing schedule attached to this document and shall be in the form of bid line item prices, standard, and after-hours hourly rates.

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. The SBSC reserves the right to make awards on a lowest price basis by individual item, group of items, all or none, or a combination; with one or more Contractors; to reject any and all offers or waive any minor irregularity or technicality in bids received. Due to the wide array of items within this bid; it is anticipated that multiple Vendors 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 November 17, 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. DELIVERY OF PROPOSALS. All proposals must be received and accepted in the Vendorlink portal, www.myvendorlink.com before the ITB Closing Date and Time to be considered.

II. SPECIFICATIONS / SCOPE OF WORK

1. TECHNICAL

A. The Contractor shall provide maintenance, installation, repair and replacement, and fire drop testing services to the interior and exterior overhead doors, roll-up doors, shutters, and accessories throughout the district. Services shall include installing, maintaining, repairing, and/or replacing the mechanical components of the apparatus, the automatic openers, and their control circuits.

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B. Services shall be performed per manufacturer’s specifications with parts, materials, and components operating safely and efficiently as to which they were designed. Parts shall be obtained from the Original Equipment Manufacturer (OEM). At no time shall any door and/or gate be inoperable for more than forty-eight (48) hours.

C. All work shall be conducted in accordance with applicable standards from the American National Standard

(ANSI), Underwriters Laboratories (UL), National Electrical Code (NEC), National Fire Protection Association (NFPA), Florida Building Code (FBC), federal, state, and local regulations or ordinances and requirements of

SBSC.

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

E. The Contractor shall be responsible for obtaining permits when required. Any cost associated with obtaining the permit shall be borne by the Contractor. The actual permit fee if any shall be reimbursed to the Contractor at the actual cost with no markup. A copy of the permit shall be provided to the SBSC’s Contract Specialist prior to beginning the work.

F. The Contractor shall provide all SDS documentation on products that will be used to the SBSC’s Project

Manager for approval.

G. Bid line-item labor shall be an “all-inclusive” price to include, but not limited to, labor, travel, supervision

(project manager, supervisor, foreman), tools, equipment, and overhead costs.

H. As per the provisions of the agreement, the Contractor shall furnish cost backup documentation from their supplier or distributor when providing estimates for replacements, repairs, or procurement of parts. This documentation must be submitted without exception to ensure compliance with the contractual obligations.

I. The Contractor shall honor the bid pricing for the term of this contract.

J. The Contractor shall not proceed with any project until a written purchase order has been received.

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

L. The Contractor shall not smoke, or consume alcohol, or illegal drugs while on campus.

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

N. The SBSC is exempt from the State of Florida sales tax.

2. GENERAL

A. The Contractor shall meet all required building and wind codes for the installation of new and replacement doors and/or gates. The Contractor shall only install electric motorized openers designed and sized to meet the door or gate manufacturer’s specifications.

B. The Contractor shall provide all proper tools, ladders, materials, certification tags, equipment, and transportation for all services.

C. The Contractor shall take field measurements and verify field conditions. Errors, inconsistencies, or omissions discovered shall be reported to SBSC prior to the commencement of work. Failure to report conflicts with the project will result in Contractor corrective action at their own expense.

D. If the Contractor determines additional work beyond the scope of the original project is required, the Contractor must obtain prior written approval from an SBSC representative on all costs before any additional work is started.

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E. Proposals for non-emergency tasks that are priced upon the standard, after-hour hourly rates, as well as a cost percentage discount from list prices in the bid shall be lump sum proposals.

F. The Contractor shall provide time and materials services at an hourly rate, these services must include small to large repair projects at multiple SBSC sites. Labor provided by the contractor must include full compensation for labor, equipment uses, travel time, and any other cost (including overhead) to the contractor.

All parts and materials needed to complete the work which has a cost of five (5) dollars or less shall not be invoiced, it will be considered part of overhead and shall be included in the Contractor hourly labor rate.

G. SBSC shall have the right to retain any items removed during the course of this contract as salvage at no additional cost. Contractor shall request a list of salvage items from SBSC prior to beginning any task under this contract. Care must be taken to ensure salvaged items are not damaged. It shall be the Contractor responsibility for the removal and proper disposal of items other than salvaged equipment. All salvage items shall be left on SBSC property at a location directed by the SBSC Project Manager.

H. The Contractor shall not be relieved of obligations to perform the work in accordance with the contract documents either by activities, duties of the SBSC, of the contract, by test inspections, or approvals required or performed by persons other than the contractor.

3. INSPECTION AND MAINTENANCE

A. Bi-Annual Inspection & Maintenance

1) When requested for service, the Contractor shall provide maintenance and inspections of overhead, roll-up, and shutters at each location twice (2) a year according to the schedule provided by the Contractor.

The Contractor shall immediately notify the SBSC of any schedule changes.

2) The Bi-Annual Inspection and Maintenance shall include, but not limited to, the following applicable items listed below:

A. Check panels and sections for deterioration and/or damage.

B. Check guides and tracks for damage.

C. Check weather stripping and seals.

D. Check the condition of all hardware and locks; lubricate as needed.

E. Check the condition of all tracks, guides, and rollers; lubricate as needed.

F. Check and adjust track spacing.

G. Check the condition of the spring counterbalance and adjust as needed.

H. Check the condition of the extension springs and adjust as needed.

I. Check the torsion spring cables for equal tension; adjust and lubricate as needed.

J. Check the condition of the cable drum.

K. Check for frayed or kinked cables.

L. Check safety devices for proper operations.

M. Check operation of keypads and remote operators N. Check the condition and operation of chains, chain hoists, and sprockets; lubricate as needed.

O. Check curtain alignment.

P. Check fusible links, fusible links shall be replaced annually. Links are not to be painted or coated with grease.

Q. Check for missing parts.

R. Check continuous slats.

S. Check endlocks.

T. Check the door bottom bar.

U. Check coil hood/enclosure.

V. Check the closing mechanism.

W. Check the condition of all electric motors, belts, chains, electrical switches, and connections.

X. Check and test the manual push button station.

Y. Check and test photo eyes (monitored and non-monitored).

Z. Check and test reversing safety edge (monitored and non-monitored).

AA. Lubricate the motor and tighten nuts, bolts, and connections.

BB. Adjust doors and/or gates to ensure that they are square in the openings.

CC. Cycle doors and/or gates to ensure proper operation.

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DD. Check the sensitivity setting of ground loop detectors and test for proper operations.

B. Inspection Report

1) A detailed report shall be submitted to the SBSC within thirty (30) days of completion. The report shall include but not be limited to the following minimum information:

A. Facility name and address B. Location of door C. Door and/or gate manufacturer, type, size, model, and serial number.

D. Operator manufacturer, type, size, model, and serial number.

i Shall also include the following:

ii Voltage.

iii Wind load.

iv Overall condition of door, gate, and components.

v Pictures of any damaged or deteriorating areas.

vi Recommended repairs with quote.

C. Overhead Fire Door Inspection Report

1) The Contractor shall create a Fire Door Master Record and Maintenance Report for each fire door for SBSC and shall also maintain their own duplicate copies for the duration of this bid. Upon completion of any work under this bid, the Contractor shall update the Fire Door Master Record and Maintenance Report, and submit in an electronic format all appropriate records, results, or logs to SBSC within the next business day of completion of the work. A detailed inspection report shall include, but not be limited to, the listed items below:

A. Company (Name and Phone Number) B. Inspector (Name and Phone Number) C. Date of Inspection & Performance Testing D. Name of facility E. Location of door F. Door number G. Opening size H. Name of door manufacturer I. Door manufacturer serial number J. Discovered deficiencies K. When deficiencies were corrected L. How deficiencies were corrected

D. Overhead Fire Door Performance Test

1) The fire door shall be tested for proper operation by performing a full operational drop test twice. Drop testing of the fire door should simulate actual conditions by disengaging the fusible link from the link arm when the door is in the fully open position. The curtain must fall at a rate of at least six (6) inches per second and not more than twenty-four (24) inches per second.

A. The first drop shall be performed to check for proper operation. The fire door should close fully and freely without binding or hesitating in its operation.

B. Reset the fire door per the manufacturer’s written instructions.

C. A second drop shall be performed to verify that the automatic closing device has been reset correctly. After the final drop test, reset the fire door per the manufacturer’s written instructions.

D. The Contractor shall ensure proper working connection to the fire alarm system.

E. Overhead Fire Door Certification Tag

1) The Contractor shall tag the door after completing the drop test. The certification tag shall have the following info:

A. Company Info (Name, Address, Phone) B. Name and signature of the technician C. Description of the inspection D. Date of inspection

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F. PROPOSALS & WORK ORDERS

1) SBSC will contact the Contractor, verbally or electronically, to request service(s) under this bid. SBSC will describe the type of work requested. This may include site visits, photographs, verbal and/or written scopes of work, etc. Based upon the work request(s), the Contractor shall formulate a “Not to Exceed” total price proposal to complete the work requested. This proposal shall be based upon an “all-inclusive” price to include, but not limited to, labor, travel, equipment, and overhead as per cost rates on the awarded bid price sheet.

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

G. EQUIPMENT WARRANTIES

1) The Contractor shall confirm and inform the SBSC Project Manager or approved designee if any repairs are eligible for manufacture or vendor warranty claims. Any repairs eligible for the manufacturer’s warranty must be performed at no cost to SCPS. Should the Contractor not be able to directly perform the warranty work, they shall assist in facilitation with the manufacturer. The Contractor shall provide a minimum of one (1) year warranty for labor on all repairs, and parts will be covered under the manufacturer’s standard warranty. The Contractor shall verify the “Warranty Period” for each unit prior to submitting quotes to the Project Manager or approved designee.

H. SITE CONTROL

1) 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 conditions for pedestrians, property, and vehicles

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

3) The Contractor shall be responsible for the protection of all personnel against hazards and/or injuries due to their construction operation at the work site.

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

5) The Contractor shall make every effort to maintain a clean, quiet, and orderly work area throughout the term of this project. No materials or equipment shall be left on the site when the Contractor workers are not present. The Contractor shall sequence deliveries to avoid delays. There is no onsite storage. The Contractor shall remove all waste from the project daily.

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

7) The Contractor shall secure rooms (floors/walls/windows) as needed to prevent dust and debris with Visqueen (Plastic Sheeting) or necessary material to protect the surrounding environment.

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

9) When the work is completed, the Contractor shall remove all temporary protections and leave the area clean and orderly.

I. SAFETY

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

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

3) The SBSC may periodically monitor the work site for safety. Should there be safety or health issues, the SBSC will have the authority, but not the duty, to require the Contractor to correct the violation expeditiously. If there is any situation that is deemed unsafe by the SBSC, the project will be shut down immediately upon notice and will not resume work until the unsafe condition has been remedied.

4) The Contractor shall erect and maintain, as required by existing conditions and contract performance, safeguards for safety and protection such as barricades, danger signs, a construction fence, and other warnings against hazardous conditions.

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

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

J. RENTAL EQUIPMENT/SUBCONTRACTORS

1) In the event that the Contractor needs to hire a subcontractor or rental equipment to complete the work being assigned, prior approval from the SBSC Project Manager shall be required. The cost of the subcontractor or rental equipment shall be indicated on the estimate and the invoice. The Contractor shall be allowed to assess a percentage of up to ten (10) percent above the actual cost of the subcontractor or equipment rental fees. A copy of the supplier and equipment rental invoice shall accompany the invoice submittal.

K. HOURS OF OPERATION

1) NORMAL HOURS OF OPERATION

A. Unless otherwise requested by the SBSC's Project Manager as an after-hours Operation, all work performed must be accomplished between the hours of 7:00 AM and 5:00 PM, Monday through Friday, and no work may be performed on Saturdays, Sundays, or listed Holidays. Listed no work holidays are as follows:

i New Year's Day ii Martin Luther King, Jr. Day iii Presidents' Day iv Memorial Day v Independence Day vi Labor Day vii Thanksgiving Day

Page 8 of 31 Last update: 7-22-25 viii The day after Thanksgiving ix Christmas Day

L. AFTER HOURS WORK

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

5.

6. RESPONSE AND COMPLETION TIME

7. All work shall commence within fifteen (15) days from the SBSC contractor’s work order issuance and also be completed within thirty (30) days from this work order issuance unless otherwise approved in writing by the SBSC Project Manager.

8. The Contractor shall provide SBSC with a twenty-four (24) hour emergency number that shall be answered seven (7) days a week. Emergency calls outside of business hours shall be made from a representative of the Department of Facilities Services. The phone call will be followed by an email on the following business day.

9. Emergency service and repairs are available on a 24-hour per day basis and will be invoiced at the prevailing standard time or after-hours contract rate.

10. The Contractor shall provide a work schedule and submit it to the SBSC designated contact person. The schedule shall include estimated commencement and completion dates.

11. If the Contractor does not comply within the stated time, SBSC reserves the right to call any qualified Contractor to perform the required service.

12.

13. EMERGENCY WORK

14.

15. When the SBSC determines there is an emergency, the SBSC's Project Manager or authorized representative will verbally give the Contractor the authority to start the work. In this situation, the SBSC's Project Manager will issue the Project Order Form at the earliest convenient time.

16.

17. All emergency work must commence within four (4) hours of receiving notification of the emergency from the SBSC.

SBSC shall determine which situations are deemed an emergency 18.

19. The Contractor shall immediately notify the SBSC upon arrival and completion of the emergency work.

20.

21. The Contractor shall have a responsible person available at or reasonably near the SBSC on a twenty-four (24) hour basis, seven (7) days a week, who may be contacted in the event of an emergency and in cases where immediate action must be taken or to handle any other problem that might arise. The Contractor responsible person for supervision of emergencies must speak and understand, both verbally and in writing, the English language. The Contractor shall submit to the SBSC 's Project Manager, the phone numbers and names of personnel designated to be contacted in the event of an emergency.

22.

23. In the event of an emergency affecting the safety or protection of persons, or the work or property at the project site or adjacent to the site, the Contractor, without special instruction or authorization from the Project Manager is obligated to act to prevent threatened damage, injury, or loss. The Contractor shall contact the SBSC‘s Project Manager as soon as possible by telephone and with written notice as soon as possible, but no later than twenty-four

(24) hours after the occurrence of the emergency, if the Contractor believes that any significant changes in the work or variations from the contract documents. 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 the Contractor fails to provide written notice within the twenty-four (24) hour limitation noted above, the Contractor will be deemed to have waived any right it otherwise may have had to seek an adjustment to the contract amount or an extension to the contract time.

24.

25. During a hurricane or disaster emergency condition, it will be noted as part of the contract, that before, during, and after a public emergency, disaster, hurricane, flood, or other acts of nature the SBSC will require a "first priority" basis for tree services. It is vital and imperative that the SBSC’s property is protected from any emergency situation that threatens public health and safety as determined by the SBSC. The Contractor agrees that the SBSC will be on a first-priority basis. The SBSC expects to pay a fair and reasonable price for any service, not included in this solicitation, but requested, in the event of a disaster, emergency, or hurricane. The Contractor shall furnish a twenty-four (24) hour phone number in the event of such emergency.

26.

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27. INVOICING

A. The CONTRACTOR shall submit their invoice(s) to AP_Epay@scps.k12.fl.us and also to facilities_payrequest@scps.k12.fl.us. Facilities Services/Maintenance Department. Invoice(s) shall be hand delivered, mailed, and/or emailed. In addition to the general invoice requirements set forth below, the invoice shall reference the specific work element for which billing has been initiated and, if required, include a copy of the quote/proposal and itemization of costs/fees as per the bid price sheet. Submittal of the invoice shall not exceed thirty (30) calendar days from the delivery of the goods or services. Under no circumstances shall the invoice(s) be submitted to SBSC in advance of the work being completed or delivery and acceptance of the items.

B. A copy of the MSRP or List Price shall be submitted with the invoice, and all invoices shall include identifying the MSRP or List Price with the percentage discount off the MSRP or List Price per the contracted itemized tabulation document. Failure to submit invoices in the prescribed manner will delay payment, and the Contractor may be considered in default of the contract. Payments shall be tendered in accordance with the Florida Prompt Payment Act, Part VII, Chapter 218, Florida Statutes. All invoices shall include:

A. Company name, address, and contact info B. Name of SBSC requestor C. SBSC contract number D. SBSC work order and/or purchase order number E. Date of service F. Site of delivery or service G. Equipment info (make, model, serial number) H. Detail summary of work performed I. List of products and materials used J. MSRP or List Price on used products K. Percentage discount off of MSRP or List Price L. Total amount due mailto:AP_Epay@scps.k12.fl.us mailto:facilities_payrequest@scps.k12.fl.us

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

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

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

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

10. Addenda, if applicable - Signed by the Bidder

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

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

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

BID.

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

1. DEFINITIONS.

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

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

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

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

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

ITB.

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

G. Solicitation. This Invitation to Bid document.

2. 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.

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.

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4. EQUIPMENT RENTALS. All equipment rentals shall be billed at cost basis as shown on the Price Schedule. 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 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.

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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 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:

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Bodily Injury and Property Damage Per Occurrence - $1,000,000 General Aggregate - $2,000,000

2. Product Liability and/or Completed Operations Insurance:

Bodily Injury and Property Damage

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

3. Automobile Liability:

Bodily Injury and Property Damage:

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

4. Workers’ Compensation/Employer’s Liability:

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

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

5. Professional Liability Insurance (Errors and Omissions):

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

Each Claim - $1,000,000

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

Annual Aggregate - $1,000,000

6. Environmental / Pollution Liability:

Bodily Injury and Property Damage:

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

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

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

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

Compliance with these insurance requirements shall not limit the liability of the Contractor, its subcontractors, sub-subcontractors, employees, or agents. Any remedy provided to SBSC or SBSC’s Board members, officers or employees by the insurance provided by the Contractor shall be in addition to and not in lieu of any other remedy (including, but not limited to, as an indemnitee of the Contractor) available to SBSC under this Agreement or otherwise.

Neither approval nor failure to disapprove insurance furnished by the Contractor shall relieve the Contractor from the responsibility to provide insurance as required by this Agreement.

15. SOVEREIGN IMMUNITY / LIMITED LIABILITY. Notwithstanding any provision herein or attached hereto, nothing shall be construed as a waiver of School Board’s rights and sovereign immunities under Florida Statutes. School Board damages shall be limited in accordance and to the extent allowed by §768.28 Florida Statute.

16. LAWS AND REGULATIONS. Contractors shall comply with all applicable federal, state and local laws, statutes and ordinances including, but not limited to the rules, regulations and standards of the Occupational Safety and Health Act of 1970, the Federal Contract Work Hours and Safety Standards Act, and the rules and regulations promulgated under these Acts. Contractors agree not to discriminate against any employee or applicant for employment because of race, Page 14 of 31 Last update: 7-22-25 sex, religion, color, age or national origin. Lack of knowledge of applicable laws, statutes and ordinances by the Contractor shall not constitute a cognizable defense against actual or potential damages caused thereby.

17. GOVERNING LAW & VENUE. All agreements as a result of an award hereto and all extensions and modifications thereto and all questions relating to its validity, interpretation, performance or enforcement shall be governed and construed in conformance to the laws of the State of Florida. In the event of a legal proceeding, the venue for state court shall be in Seminole County Florida or for federal court be United States District Court, Middle District of Florida, and Orlando Division.

18. PATENTS, COPYRIGHTS & ROYALTIES. Contractors agree to indemnify and save harmless the School Board, its officers, employees, agents, or representatives from liability of any nature or kind, including cost and expenses for or on account of copyrighted, patented or un-patented invention, process or article of manufactured or used in the performance of the contract award hereunder.