A_2025-37-ITB_HVAC_Contractor_Services_Solicitation_FINAL.pdf

2025-37-ITB HVAC Contractor Services

INVITATION TO BID (ITB)

2025-37-ITB

HVAC Contractor Services

PROPOSED ITB SCHEDULE

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

The CCSB will attempt to adhere to the schedule as indicated above. Any changes to this schedule after posting the solicitation up to the due date and time for bids will be addressed by an issued addendum. The remaining schedule is tentative and subject to change at the sole discretion of the CCSB.

Event / Location Date / Time

Posting of Solicitation Documents at www.myvendorlink.com April 2, 2025

Deadline for Questions at www.myvendorlink.com April 16, 2025 @ 12:00 PM

BID DUE DATE & TIME at www.myvendorlink.com (preferred) OR in hand/by mail to 1007 W. Main Street, Building 200, Inverness, FL 34450

May 1, 2025 @ 2:00 PM EST

Bid Opening at 1007 W. Main Street, Building 200, Inverness, FL 34450 May 1, 2025 @ 2:00 PM EST

Posting of the Notice of Intended Decision at www.myvendorlink.com May 13, 2025

School Board Approval/Award June 10, 2025

PURCHASING DEPARTMENT CONTACT:

Shawn Owen, Purchasing Specialist owens@citrusschools.org

Business Services-Purchasing Department 1007 W. Main Street, Building 200

Inverness, FL 34450-4625 www.citrusschools.org http://www.myvendorlink.com/ http://www.myvendorlink.com/ http://www.myvendorlink.com/ http://www.myvendorlink.com/ mailto:owens@citrusschools.org http://www.citrusschools.org/

Table of Contents

Section 1 – Instructions to Respondents

Section 2 – Scope of Work/Specifications

Section 3 – Special Conditions

Section 4 – General Terms and Conditions

Section 5 – Attachments

Section 6 – Exhibits

SECTION 1 – INSTRUCTIONS TO RESPONDENTS

These instructions are an extension of the General Terms and Conditions herein and failure by Respondent to follow ALL instructions and requirements contained in this solicitation is cause for rejection of a Bid submittal. Failure to do so wil l be at the Respondent's risk.

NOTICE TO VENDORS: The Purchasing Department of the Citrus County School Board has partnered with VendorLink (www.myvendorlink.com) for the posting, notification, and processing of solicitation opportunities. There is NO COST to vendors to use this service for CCSB. Respondents wishing to participate in the bidding process and/or be approved to do business with CCSB must register on VendorLink.

1. EXECUTION OF BID SUBMITTALS: Respondents are expected to examine the specifications and all special and general conditions, requirements, and instructions. Negligence on the part of the Respondent to make the necessary examinations and investigations, visit appropriate site locations and become familiar with all locations covered under this solicitation, or failure to fulfill, in every detail, the requirements of the contract documents, will not be accepted as a basis for varying the requirements of the CCSB or for paying additional compensation to the awarded Contractor.

Failure to follow the instructions contained in the solicitation for completion of a Bid response is cause for rejection of a Bid submittal. Failure to do so will be at the Respondent's risk.

All Bid submittals must include the signature of an officer or employee having authority to bind the Contractor in the space(s) provided. Respondent must return a complete bid submittal including, but not limited to, the executed Bid Acknowledgement Form and all other required forms, documents, etc. as a complete submittal to be considered. Failure to execute and submit a complete Bid submittal may result in rejection of a Bid. All Bid submittals are subject to the terms, conditions, and specifications herein as released by CCSB or amended by issued addendum and those submittals which do not comply shall be rejected. Submission of alternate documents, other than as included and/or requested in the current solicitation will cause your Bid to be nonresponsive. Any correction made by the Respondent to any entry must be initialed by the person signing the submittal. Any corrections not initialed will not be tabulated.

Prior to Bid opening, errors may be crossed out, corrections entered and initialed by the person signing the submittal.

No submittals shall be altered or amended after the specified time for opening.

2. BID SUBMISSION: A complete Bid document must be executed and received electronically online or in hand by the Purchasing Department no later than the due date and time indicated in this solicitation or as amended via issued addendum by Purchasing. (DO NOT INCLUDE MORE THAN ONE BID SUBMITTAL PER ONLINE SUBMISSION OR ENVELOPE / PACKAGE). The Company Name, Company Address, Contact Person Name, Phone Number, Solicitation Number, Title, and the Date and Time of Bid opening shall be clearly displayed on the cover sheet for online submission or on the outside of the sealed envelope / package (label provided – EXHIBIT E-1). Bid responses not submitted on the attached Bid forms shall be rejected. The timely delivery of responses to the Citrus County School Board Purchasing Department prior to the specified due date and time is solely and strictly the responsibility of the Respondent.

Submittals sent by electronic mail, facsimile machine, telephone, or any other means not specified herein shall be rejected. LATE SUBMITTALS WILL BE REJECTED.

Electronic Submission: (Preferred Method) Bids for this solicitation will be accepted electronically online through www.myvendorlink.com. It is the sole responsibility of the Respondent to ensure that their Bid response is successfully submitted through VendorLink prior to the due date and time indicated. The Respondent is responsible for allowing adequate time to upload their submittal on VendorLink. If technical difficulties arise during submission of the Bid response, it is the Respondent’s responsibility to contact VendorLink technical support at support@evendorlink.com.

The CCSB shall not be responsible for delays caused in any occurrence. Acceptable file formats for upload are Microsoft Excel (.xls or .xlsx), Portable Document Format (.pdf), or .ZIP file formats and printing must be enabled on all files submitted. Once the Bid response is submitted, a confirmation email will be sent with the number and name of the documents uploaded.

Delivered/Mailed Submission: Bids may also be delivered or mailed to the CCSB Purchasing Department at 1007 W.

Main Street, Building 200, Inverness, FL 34450. The Respondent is responsible for allowing adequate mailing time, including time for interoffice mail delivery, or to take appropriate alternate steps to assure that their submittal is delivered to the Purchasing Department prior to the specified due date and time indicated.

Respondent shall submit One (1) printed unbound, one-sided copy marked “ORIGINAL” to include all Submittal Requirements.

3. PRE-SOLICITATION MEETING/SITE VISIT: N/A

http://www.myvendorlink.com/ mailto:support@evendorlink.com

4. REQUEST FOR INFORMATION: Any and all questions concerning this solicitation must be submitted no later than Wednesday, April 16, 2025 @ 12:00 PM. Please direct all inquiries concerning this solicitation online via VendorLink at www.myvendorlink.com by viewing bid details and clicking on “Ask a Question”. Respondents submitting questions by phone, email or other means will be directed to post their question(s) online at www.myvendorlink.com.

5. CLARIFCATION AND ADDENDA: No interpretation of the meaning of the solicitation or any correction of any ambiguity, inconsistency, or error therein will be made verbally to any party. The CCSB will issue responses to all inquiries and any other corrections or amendments it deems necessary in written addenda posted prior to the Bid due date online at www.myvendorlink.com. Respondents shall not rely on any statements other than those made in this solicitation or in any written addenda to this solicitation. Where there appears to be a conflict between the solicitation and any written addenda issued, the last addendum issued will prevail. The issuance of a written addendum is the only official method by which interpretation, clarification or additional information can be given.

It shall be the responsibility of the Respondent(s) to monitor this site for posting of issued addenda prior to submitting a Bid response to ascertain if any addenda have been issued. Addenda shall be acknowledged by Respondent on the Bid Acknowledgement Form. Failure to do so may constitute a cause for rejection of a Bid submittal.

6. NO-CONTACT PERIOD: Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and continue through and include the date the CCSB makes its determination to approve or reject the final recommendation, any employee or officer of the CCSB concerning any aspect of this solicitation, except in writing to the Purchasing Department or as provided in the solicitation documents. Violation of this provision may be grounds for rejection of Respondent’s submittal.

These Instructions and all General Terms and Conditions outlined herein represent the District’s standard language across all Invitation to Bid (ITB), Request for Proposal (RFP), and Request for Quote (RFQ) documents issued by the District. For the purpose of this document, all areas referenced in the General Terms and Conditions section and throughout this document to “Bid” shall be understood as “Proposal” or “Quote” where applicable to this solicitation.

SECTION 2 – SCOPE OF WORK / SPECIFICATIONS

INTENT AND OVERVIEW

The School Board of Citrus County, Florida (“CCSB”) intends to establish an agreement with an experienced and qualified Contractor to provide HVAC Services district-wide on an as needed basis, and to secure firm, fixed hourly labor rates and percentage markups/discounts for the contract period as specified herein.

RESPONDENT MINIMUM QUALIFICATIONS / ELIGIBILITY REQUIREMENTS

In order to be considered for evaluation, Respondent must meet the minimum requirements stated herein. Any Respondent that fails to meet all of the following minimum criteria shall be deemed as “non-responsive” and will not be considered for award.

1. Bids will be considered only from contractors, manufacturers, authorized distributors, or dealers who are normally engaged in the manufacture, sale or distribution of the materials or services requested herein.

2. HVAC mechanical installation, maintenance, and repair services must be the primary business of the Respondent for the past five (5) years.

3. Respondent shall have a minimum of five (5) years of experience successfully providing HVAC contractor services to commercial/educational accounts and operating under the same legal entity name within the State of Florida, as verified by sunbiz.org prior to Bid opening.

4. Respondent shall have and maintain at minimum a State of Florida CMC Air Conditioning Contractor’s License necessary to perform the work specified. Respondent shall include copies of all valid and applicable license(s), Business Tax Receipt, and any Certifications with Bid submittal.

5. Respondent’s business location (where services will be dispatched from) should be within one hundred and fifty (150) miles from the District’s Maintenance Department, at 1007 W. Main Street, Inverness, FL 34450, to ensure timely service availability. However, CCSB reserves the right to modify this mileage requirement, if in the district’s best interest to do so.

6. Respondent shall have sufficient financial support, tools, equipment, organization, technical expertise, supervisory capabilities, and qualified personnel to ensure that they can satisfactorily execute the service if awarded the contract under the terms and conditions stated herein.

7. Respondent shall complete the enclosed forms that the CCSB may use to evaluate the Respondents’ capabilities to perform the work as specified. Provide at least three (3) commercial/educational references for HVAC contractor services projects similar in scope and size within the last three (3) years to the services to be performed under this contract. Respondent shall include this information in Attachment A-3 Respondent’s Statement of Experience and Qualifications.

8. Respondent shall provide evidence of required insurance coverage or proof of insurability in the amounts specified with Bid submittal.

SCOPE OF WORK / SERVICE

All work performed shall be in strict accordance with these specifications and shall comply with all applicable Federal, State, and Local regulations, codes, ordinances, and requirements of CCSB.

The scope of this solicitation requires awarded Respondent to provide services customarily performed in the HVAC field that are not performed in house by CCSB district employees, as permitted by law. HVAC related services shall include but not be limited to the major and minor repairs, replacements, renovations and new installations of the following:

• Chilled Water Systems

• Heating/Cooling Water Pumps

• Hot Water Systems/Boilers

• Cooling Towers

• Duct Work

• Exhaust Systems

• Heat Exchangers

Awarded Contractor shall furnish all qualified labor, supervision, technical expertise, equipment, tools, trade accessories, materials, fuel, transportation, etc. necessary to provide HVAC mechanical contracting services as specified herein at facilities within Citrus County as required by the CCSB.

SPECIAL NOTE* Projects estimated costs meeting or exceeding costs in accordance with School Board Policies and Florida Statutes 255.0525 must go through a separate sealed bid process and meet all applicable bonding requirements, advertising, etc. The decision to solicit sealed bids for such projects will be the responsibility of appropriate district personnel prior to releasing the project.

TECHNICAL SPECIFICATIONS

1. PRICING: This bid will establish firm hourly labor rates and percentage markups/discounts for HVAC related equipment, parts, supplies and related services as needed. Respondent shall provide requested pricing on Attachment A-2 Bid Price Form. Prices bid shall be firm, net prices for the contract period as specified.

1. GENERAL: These specifications herein are to establish the minimum requirements to provide HVAC related services as requested by the CCSB Maintenance Department. Respondents shall have the knowledge and ability to work with Building Management Control Systems. All materials and services provided shall be delivered and installed in accordance with all applicable National Fire Protection Association (NFPA) codes, American Society of Heating, Refrigerating (ASHRAE), and OSHA.

2. CONTRACTOR EMPLOYEE REQUIREMENTS: The Contractor must have at least one (1) HVAC Journeymen with five (5) years’ experience in the HVAC services or related field on staff capable of diagnosing and mechanical repairing of HVAC systems, and who will respond to the CCSB and be on each job at all times. The Contractor shall show proof of experience upon request by CCSB.

3. SERVICE SCHEDULING: Work will be scheduled on an as-needed basis throughout the term of contract and shall require service response at any school/support facility within the district. All work will be coordinated and scheduled by the CCSB Maintenance Department or authorized representative, on an as-needed basis. The Contractor, or designee, shall respond to all non-emergency requests for service from the CCSB within forty-eight (48) hours of initial contact. Due to safety and site accessibility concerns, it may be necessary to schedule work after normal facility operating hours, including weekday evenings and weekends. All work performed shall be billed to the CCSB in accordance with established contract pricing.

Contractor shall respond to EMERGENCIES within two (2) hours of notification by the CCSB Maintenance Department or assigned representative.

Services as required, or for emergencies, shall be based on the awarded Contractor’s hourly rates and percentage (%) mark-ups. The quoted hourly rates shall include full compensation for labor, equipment use, travel time and any other cost (including overhead & profit). All services provided Monday through Friday (7:00 AM to 5:00 PM) will be paid at the hourly rate bid for “Straight Time”. All other work performed shall be paid at the hourly rate bid before 7:00 AM or after 5:00 PM, Weekends and Holidays.

4. NON-EXCLUSIVITY: CCSB reserves the right to perform any part of the work and services described herein with district employees, as permitted by law. In addition, CCSB reserves the right to acquire the services herein described from any other source or via any other procurement method deemed by CCSB to be in its best interest, without penalty or prejudice to CCSB in the event: (A) Contractor is not able to provide all or part of services in the time and manner as specified, or; (B) the scope of any project requires a level of technical expertise or utilization, in significant proportion of project value, of equipment and/or skilled personnel that Contractor cannot provide, or; (C) in cases of emergency, or;

(D) in fulfillment of Board Policy.

5. MATERIAL MARK-UP: The cost of the materials shall be based on the Contractor's wholesale price from the supply house plus a maximum of a 10% percent markup. A markup on sales tax will not be allowed.

Contractor's invoices shall clearly show the manufacturers' part number, description, manufacturer cost and percent markup cost. A copy of the supply house invoice shall be submitted with the Contractor's invoice. The Contractor shall be expected to negotiate and obtain the lowest prices possible when purchasing parts/materials for sale to the CCSB. Contractor shall only be reimbursed for materials requested by CCSB and not for materials utilized by the Contractor in the normal course of the work covered under this Contract.

Note: All invoices shall be billed on a cost plus basis except during a declared disaster no mark-up permitted.

6. RENTAL EQUIPMENT: On occasion, when authorized, it is recognized that special rental equipment may be necessary under extreme circumstances and only with advanced approval in writing from the authorized representative from the CCSB Maintenance Department or authorized representative. This is for equipment that is used on occasion, not in the regular course work performed under this contract. The cost of special rental equipment will be allowed based on the Contractor's cost from the rental facility plus the percentage mark-up bid. Indicate this percent mark-up on the bid price form. A maximum of 10% mark-up will be allowed. A mark-up on sales tax will not be allowed. Rental is for active use. Payment for inactive use will not be allowed. Written approval from the CCSB

Maintenance Department or authorized representative is required prior to the use of this equipment. The Contractor's invoices will clearly show the description of rental equipment used, number of hours or days of active use, cost, and percentage mark-up cost. A copy of the rental equipment invoice will be submitted with the Contractor's invoice.

Note: All invoices shall be billed on a cost plus basis except during a declared disaster no mark-up permitted.

7. USE OF SUBCONTRACTORS: On occasion, the use of subcontracted services may be required. This is for services that are needed on occasion and only used with prior written approval from the CCSB Maintenance Department or authorized representative. Subcontractors will be required to conform to the Jessica Lunsford Act and meet all requirements for license, insurance, and comply with all terms, conditions and specifications outlined herein. A maximum of 10% mark-up will be allowed. A markup on sales tax will not be allowed. The Contractor's invoices will clearly show the description of the subcontracted service, cost, and percent mark-up cost. A copy of the Subcontractor's invoice will be submitted with the Contractor's invoice. Due to some of the fire alarm systems in use within the district being proprietary in nature, there may be times when some programming by the proprietary manufacturer is required. At this time, you may subcontract to this manufacturer or its representative with notice to the proper CCSB Representative. CCSB also maintains the right to contract with this manufacturer on their own if they so choose.

Note: All invoices shall be billed on a cost-plus basis except during a declared disaster no mark-up is permitted.

CONTRACTOR’S RESPONSIBILITIES:

1. The Contractor(s) shall provide a single telephone number and contact of the primary person that will receive work-related calls from authorized CCSB personnel. Provide this information on Attachment A-3.

2. All work or services shall be performed by the Contractor(s) qualified service technicians in his employment and will not be assigned for performance by a subcontractor during the term of this contract without prior authorization from the CCSB Maintenance Department. The Contractor is responsible for verifying that any authorized subcontractor meets all requirements for licensing, insurance, etc. and ensure’ s complete compliance by all subcontractors with all terms, conditions, and specifications of the contract herein.

3. The Contractor shall supervise, direct, and be responsible for all work performed under this contract.

4. The Contractor shall have a sufficient number of qualified personnel, tools and equipment to perform the work.

5. Upon request of the CCSB, the Contractor shall submit the training experience and records of the employees assigned to do work under this contract.

6. The Contractor shall provide services in accordance with manufacturer’s specifications for parts, materials, and components in a safe and efficient manner. Contractor shall obtain and/or install new Original Equipment Manufacturer (OEM) parts and materials or approved equal.

7. All normal equipment, material and supply type items required by the Contractor(s) to perform the work as described in this bid (ladders, tools, etc.) shall be the responsibility of the Contractor(s).

8. The Contractor certifies that all material, equipment, etc., contained in this bid meets all Occupational Safety Hazards Act (OSHA) requirements. The contractor further certifies that if their equipment, etc., is subsequently found to be in non-compliance with any OSHA requirements, all cost necessary to bring the material, equipment, etc., into compliance with aforementioned requirements shall be borne by the Contractor. Failure of the Contractor to bring any and all material, equipment, etc., contained in a particular bid, in conformity with all OSHA requirements, shall constitute default under this agreement.

9. The Contractor shall conform to all Federal, State, County and City regulations during the performance of the agreement. Any fines levied due to violations or failure to comply with any or all requirements shall be the sole responsibility of the Contractor. Any Contractor employee found not in conformance with any laws, statutes, rules, or regulations would be removed from CCSB facilities. Continued violations by a Contractor shall constitute cause for immediate termination of the Contract.

10. All Federal, State, County and School safety rules and regulations will be followed. Safety at school facilities is a major consideration in evaluating the Contractor performance.

11. The Contractor shall comply with SREF (State Requirements for Educational Facilities) Florida Department of Education and OSHA Safety Standards.

12. The Contractor acknowledges that work will be performed only after receipt of an authorized Purchase Order.

13. The Contractor shall warrant all work for one (1) year, including all materials, parts, and workmanship under normal usage conditions unless otherwise specified.

14. The CCSB reserves the right to furnish any or all equipment and materials to the Contractor.

15. The CCSB retains salvage rights for all existing materials and equipment that are on all school board properties.

16. It is the Contractor’s responsibility to become fully informed as to the nature and extent of the work required and its relation to any other work in the area, including possible interference from academic or other school activities.

All visits must have prior approval by CCSB.

17. WORK ORDER/ESTIMATE FORM: Upon receipt of a Work Order from the CCSB authorized representative(s), the Contractor shall complete the written estimate of the labor and materials required to complete the work; see Work Request and Estimate Form EXHIBIT E-2. The Contractor must complete and return the estimate within seven (7) working days of request by the CCSB Maintenance Department, or as otherwise directed. This estimate shall provide specific information including the following: Bid hourly labor rates for each work classification, number of hours required, subcontractor information (if required), list of materials to include description and cost, manufacturer and manufacturer's part number (if requested) and any additional information needed to assist the CCSB in evaluating the proposal. Miscellaneous materials may be submitted as a single estimate item.

a. The CCSB reserves the right to request competitive quotes for Equipment/Materials exceeding $1,000.00.

b. For projects over $200,000.00, the CCSB reserves the right to seek sealed competitive bids for individual projects.

c. Emergency Work Orders may be needed from time to time. The Contractor shall, within twenty-four hours’ notice, meet CCSB personnel at the job sites, review the scope of work, provide an estimate, proceed with work without delay and in general be responsive to the emergency request. An emergency is defined as any situation that left uncorrected, would potentially jeopardize the health, safety or security of the school’s occupants; cause significant damage to a structure or its contents; or unduly impede the conduct of the school district’s business.

Failure to respond to a service call, within the designated time, shall be considered a valid reason for termination of this contract. In the event that the Contractor(s) shall not comply within stated time, the CCSB reserves the right to call any qualified contractor(s) to perform service.

d. All work required is to be submitted to the CCSB Maintenance Department, or their assigned representative, recommending all additional tasks or concerns that are necessary to complete the project. The Contractor must obtain prior authorization to proceed with ALL work from the Maintenance Department, or their assigned representative. Failure to do so may result in denial of payment or termination of contract.

e. Work Order/Estimate Form shall contain a “Not to Exceed” price giving a full description of the project prior to issuance of a Purchase Order.

f. The Contractor's estimate will be evaluated to determine if the scope of work has been clearly understood, if the estimate is fair and reasonable, and that supporting documentation is provided (if requested). The estimate provided by the Contractor shall be firm, no increases will be permitted unless unforeseen circumstances arise, or a revised scope of work is provided. Any increase must be authorized by the CCSB prior to commencement of the work. Any additional cost increase not authorized by the CCSB will not be paid to the Contractor. If the Work Order / Estimate Form is found to be overestimated once work has commenced and the actual services rendered are less than the estimate, then CCSB shall only pay for actual services rendered. For example, if an estimate was for thirty (30) hours and only twenty (20) hours were worked, then CCSB shall only pay for twenty (20 hours).

g. Labor provided by the Contractor shall be billed to the CCSB based on the hourly rates bid for labor. The hourly rate bid shall include full compensation for labor, tools and equipment, vehicles, travel time and other administrative and miscellaneous cost (including profit and overhead).

h. If the CCSB Work Order requires other trade services and/or materials, the CCSB shall pay the Contractor based on the actual cost (provided that the cost is fair and reasonable), plus the subcontractor markup bid. Other trade services and/or materials shall be submitted as a separate line item on each work order / estimate form. Copies of the trade service(s) and/or non-stock purchased materials invoices shall be submitted with the contractors’ invoice. Mark-up will not be paid on Sales Tax for materials purchased by the Contractor.

18. The hourly rate paid to the Contractor shall start upon arrival at the CCSB job site, shop or designated location and end upon departure from that job site, shop or designated location. This hourly rate(s) shall be used as required by the CCSB for the services specified, as well as unforeseen labor needs not otherwise addressed.

19. The Contractor will sign for keys issued to him to perform the work. The keys will be issued by the CCSB Maintenance Department. The keys will be returned in a timely manner. If keys are lost the CCSB will charge the Contractor a reasonable fee to replace keys and/or locks, if necessary.

20. The Contractor shall be responsible for their employees signing in upon arrival, and signing out upon departing a CCSB job site, shop, or designated location. Every CCSB facility has a sign in and out Log. Their location will be provided to the Contractor. The Contractor is solely responsible for supervising, directing, and inspecting their employee’s work. He shall coordinate all activities with the Maintenance Department including schedules, means, methods and techniques. The work will also be scheduled with the facilities where the work is to be performed.

21. The Contractor(s) shall notify the Maintenance Department, or their assigned representative, when company personnel are running late for any reason and will not be on time to begin any CCSB assigned projects.

22. No Charge shall be allowed for equipment down-time. Neither shall time be charged for equipment maintenance such as tune-ups, routine maintenance, vehicle maintenance or cleaning.

23. Any and all changes to work at the assigned work site must be given by the Maintenance Department. Any other work direction taken and performed by the Contractor shall be considered UNAUTHORIZED and could result in nonpayment of funds for work performed. Under NO circumstances shall work proceed unless authorized.

24. The Contractor warrants to the CCSB that all materials and/or equipment furnished under this Contract will be new unless otherwise specified, and that all work will be of good quality, in conformance with the project documents, acceptable manufacturers, industry, and construction standards and /or as approved by the Maintenance Department.

All work not conforming to these requirements, including substitutions not properly approved and authorized by the Maintenance Department, will be considered defective. If required by the CCSB, the Contractor shall furnish satisfactory evidence (manufacturers literature, etc.) as to the acceptability of materials and equipment.

25. As of March 2002, all Florida School Districts are required to adhere to the new Florida Building Codes. Contractors providing construction and maintenance work for the CCSB are required to submit a permit application with the CCSB Facilities Department, Permit, and Inspection Section. There is no cost to the Contractor for the application. The Contractor shall post the construction permits. Inspection requests are submitted to the CCSB Facilities Department, Permit, and Inspection Section. The Inspection Section or their authorized inspection service performs required inspections. There’s no cost for routine inspections. “Failed Inspections” may require the Contractor to pay for re-inspection. Passed Inspection Reports shall be submitted with the Invoices. The invoice will not be processed without the required Passed Inspection Report.

26. The Contractor shall be responsible to the CCSB for the acts of errors and omissions of his employees, subcontractors and their agents and employees performing work under this contract.

27. The Contractor(s) shall maintain an adequate supply of materials, supplies, personnel, etc., needed to perform the services required by this bid to ensure work can performed in a timely manner. Repeated and documented instances of 1) using substandard materials, supplies, personnel, 2) failure to have materials, supplies, personnel readily available when performing work assignments, 3) continued failure to provide services in a timely manner, or 4) failure to adequately cleanup sites and remove debris when work is complete, shall constitute adequate grounds for termination of all or any part of this contract. Including, but not limited to, being removed from the district’s approved vendor listing for a designated period of time.

28. Prior to commencement of work, the Contractor shall familiarize himself with the location of all existing utilities and facilities within the work sites. The Contractor shall be responsible for contacting the utility company, or qualified locater service as approved by the utility company and/or authority having jurisdiction, if a conflict exists (both overhead and underground). Should damage or structural weakening occur to such items through negligence on the part of the Contractor, immediate corrective measures shall be taken by, and at the expense of, the Contractor as directed by the Maintenance Department personnel.

29. Precautions will be exercised at all times for the protection of persons (including employees) and property. The Contractor at Contractor’s expense will provide barricades, when work is performed in areas traversed by persons or vehicles, or when deemed necessary by the CCSB’s Representative.

30. The Contractor shall protect all existing structures, utilities, services, roads, and other property, against damage or interrupted service at all times from his operations. The Contractor shall be held responsible for any damage to property caused by reason of his operations on the property. Interruption in any utility service shall be coordinated with the CCSB.

31. The Contractor shall at all times guard from damage or loss to property of the CCSB or of other vendors or contractors and shall replace or repair any loss or damage unless such is caused by the CCSB, other vendors or contractors.

The CCSB may withhold payment or make such deductions, as it might deem necessary to insure reimbursement for loss or damage to property through negligence of the Contractor or his agents.

32. The Contractor shall carry out the work with such care and methods as not to result in damage to public or private property adjacent to the work. Should any public or private property be damaged or destroyed, the Contractor at his expense, shall repair or make restoration as is practical and acceptable to the CCSB and/or owners of destroyed or damaged property within a reasonable length of time. (Not to exceed one month from the date the damage was done.)

33. When requested, the Contractor shall cooperate with any ongoing CCSB investigation involving economic loss or damage to CCSB buildings or personal property therein.

34. While working, the Contractor vehicles shall be legally parked so as not to interfere with normal traffic flow. No vehicles shall be stored on the premises without prior approval from the CCSB Maintenance Contact(s).

35. The Contractor shall meet the noise ordinance regulations for all construction equipment as set by the city, county, and state.

36. The Contractor shall confine his equipment, apparatus, the storage of materials, and the operation of his workmen to the limits indicated by law, ordinances, permits, or direction of the Maintenance Department, and shall not unreasonably encumber the premises with his materials. The Contractor shall take all measures necessary to protect his own materials.

37. No equipment, tools or supplies are to be unsupervised. All materials must be safely secured at the end of each workday and where possible, stored off site.

38. The Contractor at all times shall keep the premises free from accumulation of waste materials or rubbish caused by his operations. At the completion of the work, Contractor shall remove all his waste materials and rubbish from and about the Project as well as all tools, construction equipment and machinery. Surplus materials shall be turned over to the facility unless otherwise directed by the CCSB.

39. The Contractor shall be responsible for the prompt removal of all debris that results from their work. The Contractor shall provide for their own trash removal. The work site will be kept in an orderly manner and cleaned at the end of each workday. The Contractor is responsible for removing tools, construction equipment, machinery & surplus materials. DO NOT USE CCSB TRASH RECEPTACLES WITHOUT PERMISSION.

40. The CCSB will provide miscellaneous utilities (water, sewer, elect., etc.) that are readily accessible to the work area and do not interfere with other functions.

41. The Contractor shall be responsible for notifying the CCSB, in writing, of any conditions detrimental to proper and timely completion of the work. Do not proceed with work until unsatisfactory conditions have been corrected in a manner acceptable to the Contractor.

42. If, during the course of work, the Contractor encounters unforeseen conditions which impact the work and which could not initially be evaluated, the Contractor shall not proceed without written authorization of the CCSB’s authorized representative(s).

43. Whenever and wherever during the course of performing any work under this contract, the Contractor suspects that asbestos is present, work shall be stopped immediately, the area secured, and the CCSB shall be notified for positive identification of the suspect material. In the event the Contractor is delayed due to the discovery of suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed the Contractor.

44. The Contractor agrees to schedule and diligently execute the work until its completion. The Contractor will provide the CCSB Maintenance Department with their weekly work schedule. Occasionally, more frequent work schedules may be required to properly plan and schedule the work.

45. During the term of this contract, the Maintenance Department shall be furnished with every means to inspect and verify whether the materials, equipment, and work performed are in accordance with the bid requirements. Any deviation from, or failure to comply with the terms of the contract, shall be corrected promptly upon notification. Lack of prompt correction shall be cause for immediate cancellation of this contract. Failure to reject or condemn defective work at the time it is done will not prevent its rejection whenever it is discovered before the project is finally approved and authorized for payment.

46. If the Contractor fails within 24 hours to correct defects or omissions, the CCSB shall be entitled to have such work remedied and the Contractor shall be fully liable for all costs and expense reasonably incurred to correct the work.

Payments in full or otherwise do not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year after acceptance of the work by the CCSB.

47. If work is to be accomplished on weekends, or during Holiday Periods, and/or after normal business hours, when district facilities are closed, appropriate district personnel will be made available at the site to enable access to the facility by the Contractor personnel. All such work of this nature is to be coordinated and authorized only through the Maintenance Department.

48. If the Contractor neglects, fails, or refuses to complete the work as scheduled, the Contract may be terminated.

49. Completion: Upon completion of the work, the Contractor shall submit an Invoice to the CCSB Maintenance Department:

a. CCSB Maintenance Department will verify completion of work prior to payment being made.

b. Partial payments for medium to large projects may be made if approved by the CCSB Maintenance Department.

CONTRACTOR EMPLOYEE RESPONSIBILITIES:

1. All Contractor employees must have sufficient training and experience to perform the work. Any Contractor employee that does not meet the CCSB expected level of performance shall be removed by the Contractor from CCSB work.

2. The Contractor shall not use personnel with suspended or revoked licenses.

3. It is the Contractor's responsibility to ensure that all employees are legally allowed to work in the United States in accordance with Immigration Policies.

4. The CCSB is committed to the education and safety of its students and employees. The Contractor awarded the contract will be required to assure that personnel assigned to CCSB work do not possess criminal records that would jeopardize the safety of children or personnel.

5. Employees shall be required to dress neatly and wear their identification badges on the outside of their uniform at all times when on CCSB property. It shall be the Contractor's responsibility to inform the CCSB Maintenance Department of all new employees that will be assigned to our work.

6. Work crew shall have full time supervision and a designated supervisor on site at all times.

7. No equipment, tools or supplies are to be unsupervised. All materials must be safely secured at the end of each workday and where possible, stored off site.

8. The Contractor shall prohibit his employees from disturbing any areas or item without the knowledge or consent of the CCSB representative.

9. The Contractor shall require his employees to comply with the CCSB and the individual facilities policies and regulations. The CCSB Maintenance Department representative will provide the Contractor procedures and contact points for access to our facilities. The CCSB Maintenance Department will provide the Contractor with the locations at each facility for work breaks.

10. Employees shall not possess or be under the influence of alcohol, drugs, or any illegal substances while on CCSB property. Contractor(s) must certify that their company and its employees are drug-free. Any additional costs incurred resulting from these requirements will be the responsibility of the Contractor.

11. All Citrus County School Board Campuses are smoke free and vape free – Smoking on school grounds is prohibited.

12. The Contractor shall strictly prohibit interaction between their employees and students.

13. Contractor employees may not solicit, distribute, or sell products while on CCSB property. The Contractor shall adhere to School Board security standards.

14. Friends, visitors, or family members of employees are not permitted in the work area.

15. PROPER BEHAVIOR AND LANGUAGE BY ALL EMPLOYEES OF THE CONTRACTOR AND SUBCONTRACTOR ON OUR SCHOOL PROPERTY IS STRICTLY REQUIRED. THE CCSB WILL NOT TOLERATE BEHAVIOR NOT

CONDUCIVE TO AN EDUCATIONAL FACILITY.

SECTION 3 – SPECIAL CONDITIONS

2. AWARD AND AWARD NOTIFICATION:

a. Purchasing will utilize a work scenario provided by the Maintenance Department containing an estimated number of units required for a sample scope of work in order to calculate a total bid price for each Respondent based on the unit prices bid. The Respondent with the lowest total bid price will be considered the lowest overall bid for the purpose of an Award

Awards will be made by ALL OR NONE to the lowest, responsive, and responsible Respondent meeting the specifications with consideration being given to the conformity to the specifications, suitability to CCSB needs, qualifications, expertise, experience, and past performance. CCSB reserves the right to make multiple awards in its best interest such as a Primary, Alternate, etc. for any and all items deemed to be in the best interest of the district.

In the event of an award to a Primary and Alternate Contractor, the Primary Contractor shall be contacted first whenever work is required pursuant to this solicitation. If the Primary Contractor is not able to respond and/or complete a project within the necessary timeframe, the Alternate Contractor shall be utilized, subject to the written approval of the Purchasing Department. Should the Alternate Contractor be unable to respond and/or complete a project within the necessary timeframe, the CCSB reserves the right to acquire the services specified herein from any other source or via any other procurement method deemed by the CCSB to be in its best interest.

b. As in the best interest of the CCSB may require, the Board has the sole discretion and reserves the right to cancel this solicitation, to reject any and all bids, to waive any and all informalities and/or irregularities, or to readvertise with either the identical or revised specifications.

c. Recommendation to Award information and Board Approval of this bid will be posted on VendorLink at www.myvendorlink.com. All information and updates will be posted to this site; please verify that your company’s information is current and correct.

d. Note: If the time allotted to evaluate bids and make the selection of contractors proves to be insufficient, the posting of the Notice of Intended Decision and the Board approval date could delay two weeks or more. Continue to monitor www.myvendorlink.com or contact the Purchasing Department for more specific information as to when notices(s) will be posted.

3. CONTRACT TERM / RENEWAL: This contract shall be for a period of two (2) years effective upon Board approval (Initial Contract Period). However, this contract shall be subject to a review at the end of each twelve (12) month period from the date of award and subject to cancellation. The CCSB reserves the right to extend any contract awarded as a result of this solicitation in accordance with paragraph 13 of the General Terms and Conditions.

The CCSB also reserves the right to renew this contract, or any portion thereof, for three (3) additional one (1) year periods, under similar terms, conditions, and specifications as the original Bid upon mutual agreement in writing.

4. PRICE ADJUSTMENTS: Prices offered shall remain firm through the initial twelve (12) months of this contract. A request for price adjustment, with proper documentation justifying the adjustment, may be submitted, in writing, prior to the end of the first year and each subsequent year of the contract term. CCSB may consider price increases of the items bid if the following conditions occur: (a) there is a verifiable price increase to Contractor of the awarded bid item(s);

(b) the price increase shall be documented by manufacturers’ or distributors’ price changes or changes in industry related indices: (c) the awarded Contractor(s) submits to the Purchasing Department, in writing, notification of price increases; and (d) Contractor’s shall submit the above information to the Purchasing Department a minimum of thirty

(30) calendar days prior to the effective date of the requested price increase.

When Contractor complies with the above-mentioned conditions, the Purchasing Department will review the information to determine if it is in the best interest of the CCSB to adjust the pricing on the awarded items, in conjunction with Contractor’s effective date of price increase. The CCSB reserves the right to deny any requests for price increases.

Contractor shall receive confirmation in writing of the approval or denial of a price increase. Contractor must receive notification from the Purchasing Department that the CCSB has accepted the new prices before processing any orders with the new cost. Any purchase order issued by CCSB prior to approval of the price increase will not be modified.

Payment of the new prices by the CCSB does not constitute acceptance of the new pricing.

Contractors are also expected to pass along any/all decreases on products/services OR to keep product pricing constant (remain the same) when market conditions warrant no such increases.

5. CHANGES TO SCOPE OF SERVICES: The product/services to be provided under the Contract are specified in the Specifications section of this solicitation. CCSB, without invalidating the Contract, may request additional product/services or make changes by altering, adding to, or deducting from the product/services, and the Contract will be adjusted accordingly, based on a mutually agreed upon negotiated price. Changes may only be made with prior written agreement executed by the parties with proper authorization to do so. Such changes must be submitted to the Purchasing Department and will be included in the awarded contract through a contract amendment.

6. LICENSES: All Respondents shall provide with their bid a copy of their Occupational License/Tax Receipt and any Certifications, if applicable.

7. W-9 TAXPAYER IDENTIFICATION FORM: Respondent must submit a completed and signed current Request for Taxpayer Identification Number and Certification Form with bid submittal.

8. QUANTITIES: Quantities shown on the Bid Price Form are estimates only and in no way obligate the CCSB to purchase these amounts. These estimated figures are given only as a guideline for preparing your Bid. The actual quantities purchased under this Bid may be more or less.

9. WARRANTY: Equipment bid shall be in accordance with the specifications herein and shall be guaranteed to be free from defects in workmanship and/or materials. All items purchased under this solicitation must carry a minimum manufacturer’s warranty of one (1) year. Awarded Respondent shall provide a minimum of one (1) year warranty on all labor. Warranty period will commence on the date of delivery and acceptance by the ordering school or department.

The warranty includes the cost of pick-up and delivery from any school or department location within the Citrus County School District. If there is a defect in the warranty parts, including batteries, they will be exchanged by the successful Respondent for new OEM parts at no charge to the CCSB during the warranty period and shall in addition transfer to the CCSB any…