A_2025-40-ITB_Fanuc_Robot_and_Related_Components_for_WTC_Solicitation_FINAL.pdf

2025-40-ITB Fanuc Robot and Related Components for Withlacoochee Technical College

INVITATION TO BID (ITB)

2025-40-ITB

Fanuc Robot and Related Components for Withlacoochee Technical College

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 30, 2025

Deadline for Questions at www.myvendorlink.com May 9, 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 22, 2025 @ 2:00 PM EST

Bid Opening at 1007 W. Main Street, Building 200, Inverness, FL 34450 May 22, 2025 @ 2:00 PM EST

Posting of the Notice of Intended Decision at www.myvendorlink.com May 27, 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/ 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 Friday, May 9, 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 a qualified Respondent to supply a NEW Fanuc Robot and Related Components as described herein for Withlacoochee Technical College at a firm, fixed price including all specified equipment, installation/setup, training, and delivery/shipping charges.

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. Respondent(s) must submit a signed letter with their bid response from the product manufacturer(s) stating the Respondent is an “authorized distributor.” Bids may not be considered if the authorized distributor letter is not included with the bid response.

2. Respondent shall have a minimum of three (3) years of experience successfully providing the equipment and services specified herein and operating under the same legal entity name within the State of Florida, as verified by sunbiz.org prior to Bid opening.

3. Respondent shall have and maintain all applicable licenses/certificates necessary to perform the work specified.

Respondent shall include a copy of any valid license(s), Business Tax Receipt, and any Certifications with Bid submittal.

4. 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.

5. 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) references for projects similar in scope and size to the services to be performed under this contract. Respondent shall include this information in Attachment B – Respondent’s Statement of Experience and Qualifications.

6. 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 successful Respondent shall be responsible for providing the specified robotic equipment and services requested herein. The collaborative robot and related components will be used to familiarize students with the operation, programming and maintenance of industrial robots, most likely to be encountered as they enter a variety of industries, and work directly beside humans thus reducing risk to the student as they learn these important fundamentals.

Note: Terms of the grant funds to be utilized for all or a part of the purchase(s) made under this ITB require all items to be purchased by June 30, 2025, with delivery of all items as soon as possible thereafter. Respondents shall indicate their earliest availability (calendar days) to have all equipment delivered and applicable assembly/installation completed on Attachment A-2 Bid Price Form.

TECHNICAL SPECIFICATIONS

1. Cobot, Stand & Gripper System Components and Specifications:

A. CRX-10iA (Standard) Collaborative Robot

• Thru-arm Vision / Rear Cable Exit

• 10 kg Maximum Payload

• Floor or Ceiling or Angle mount

• 1249mm Reach

• FANUC LR Handling Tool Software Included

B. FANUC iRVision 2D Guidance Package: CXV Camera

C. OnRobot VGC10 Gripper

D. OnRobot 2FG7 Gripper

E. OnRobot Quick Change Robot Side

F. OnRobot Fanuc CRX Tool Cable Kit

G. OnRobot Extended Warranty 12 Months

H. Swivellink 48” Cobot Mobile Assembly Kit w/ FANUC Tablet Holder

I. One seat 3-Day FANUC CRX (collaborative robot) Training

Note: All equipment shall be NEW.

2. Pricing: All Respondent(s) shall use Attachment A-2 Bid Price Form for pricing submittals. Pricing bid shall be firm, net pricing through June 30, 2025, and include all equipment, installation/setup, training, and standard delivery/shipping charges to Withlacoochee Technical College. The District reserves the right to purchase items from another source if

Respondent(s) fails to deliver by the specified delivery date.

3. Authorized Distributor: Awarded Respondent must be an authorized distributor or supplier for the products the Respondent(s) are bidding on. Respondent(s) must submit a signed letter with their bid response from the product manufacturer(s) stating the Respondent is an “authorized distributor.” Bids may not be considered if the authorized distributor letter is not included with the bid response.

4. Discontinued Items: If an item specified has been discontinued and replaced with a new model number, each

Respondent is responsible for bidding the replacement model and providing detailed literature on model bid.

Literature should be provided with new model number and product information identified and/or highlighted.

The acceptance or rejection of any product replacement is at the sole discretion of the District.

5. Delivery: Delivery shall be made in accordance with the agreed upon delivery schedule between awarded Respondent and Withlacoochee Technical College located at 1201 W. Main Street, Inverness, FL 34450. All items shall be bid

F.O.B. unless otherwise stated and pricing shall include all delivery costs. Unless otherwise specified, the awarded

Respondent shall provide a minimum of one (1) operating manual for each item acquired due at the time of delivery, or upon request from CCSB.

6. Warranty: Any awarded Respondent including dealers, distributors, and/or manufacturers shall be responsible for having complied with all Federal, State, and local standards, regulations, and laws concerning the product specified, and the use thereof, applicable, and effective on the date of manufacture or use or date in service including safety and environmental standards as apply to both private industry and governmental agencies.

NOTE: For Equipment Items; Respondent(s) shall provide a copy of the standard parts and labor warranty for applicable items.

7. Technical Support: Awarded Respondent shall offer the District immediate and thorough technical support from either

Respondent and/or manufacturer, at no additional cost to the District.

SECTION 3 – SPECIAL CONDITIONS

1. AWARD AND AWARD NOTIFICATION:

a. Award will be made by all or none to the lowest, responsive, and responsible Respondent meeting the specifications with consideration being given to the quality of the product, conformity to the specifications, suitability to CCSB needs, qualifications, expertise, experience, and past performance. The CCSB also reserves the right to make multiple awards if deemed to be in the best interest of the district.

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.

2. CONTRACT TERM: It is the intent of the CCSB that this shall be a one-time purchase.

3. FUNDING/COMPLIANCE: The CCSB has applied for federal funding to be used for all or a portion of this purchase.

Respondent(s) acknowledge that any contractual relationship resulting from this solicitation may be partially or entirely dependent upon the successful award of any grant. Evan after award of this Contract and/or grant approval is obtained, the CCSB may or may not proceed with the purchase in whole or in part. Execution of this purchase, in whole or in part, is solely at the discretion of the CCSB.

Any Contract resulting from this solicitation will be subject to the federal terms and conditions of the grant.

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

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

6. 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.

7. CONTRACT VALUE: No guarantee is given or implied as to the dollar value of this solicitation.

8. 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 manufacturer’s guarantee for supplier/installer furnished equipment extending beyond this contract period.

9. FUEL SURCHARGES: Shall never be charged to the CCSB. Any invoices referencing a “fuel surcharge” will be rejected and left unpaid until a corrected invoice is sent. During this time, no “late fees or penalties” shall be imposed on the

CCSB.

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

10. INVOICING: The Contractor will be required to submit invoices and reference purchase order numbers on all requests for payment. Invoices shall be mailed directly to the assigned PROJECT MANAGER at 1201 W. Main Street, Inverness, FL 34450 for approval for payment. Projects that involve a CCSB design professional will also require their approval on all invoices and change orders. A separate invoice must be received for each purchase order number. Partial payments shall be determined by project. Invoices, which do not reference valid purchase order numbers or which are erroneous (incorrect contract prices, minimum order charges, etc.) shall be returned to the vendor for resolution of the discrepancies. IT IS THE SOLE RESPONSIBILITY OF THE CONTRACTOR TO RECONCILE THE PURCHASE ORDER AND THE CONTRACTOR’S INVOICE AND TO NOTIFY THE PURCHASING REPRESENTATIVE OF ANY DISCREPANCIES PRIOR TO BILLING. THE CCSB WILL ONLY PAY THE DOLLAR AMOUNTS AUTHORIZED ON

THE PURCHASE ORDER.

11. PROTECTION OF PROPERTY: The successful Respondent 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 be caused by the CCSB, other vendors or contractors. The CCSB may withhold payment or make such deductions, as it might deem necessary to ensure reimbursement for loss or damage to property through negligence of the successful Respondent or his agents.

12. INSURANCE REQUIREMENTS: Prior to commencement of this Contract, Contractor(s) and subcontractors will provide a certificate(s) evidencing such insurance coverage to the extent applicable, subject to approval by Risk Management.

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 Contract.

Contractors shall carry and maintain insurance coverage as identified in the table 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 shall name “The School Board of Citrus County, Florida” as the certificate holder and additional insured.

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

Compliance with the insurance requirements provided by this section shall not limit the liability of the Contractor, its subcontractors, sub-subcontractors, employees or agents. Any remedy provided to CCSB or CCSB’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 CCSB under this Contract or as otherwise provided by law.

To the extent identified below, the following checked provisions shall apply to all insurance coverage required by this section: [CHECK ALL THAT APPLY]

☒ 1. Commercial General Liability Insurance: Coverage shall be provided, with minimum policies limits as set forth in the table below. CCSB, 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 CCSB and its board members, officers, and employees are not named as additional insureds then CCSB reserves the right to terminate this Contract immediately as a material breach of the Contract.

Bodily Injury and Property Damage Per Occurrence $1,000,000

General Aggregate $2,000,000

☐ 2. Product Liability and/or Completed Operations Insurance: All Contractors engaging in construction-related activities, as defined by 440.02(8) Florida Statutes, on behalf of CCSB are required to carry this insurance to the limit listed below. All non-construction Contractors whose work for CCSB includes products or services, and the value of these products or services in excess of $25,000 are required to carry this insurance to the limit listed below.

Bodily Injury and Property Damage Per Occurrence $1,000,000

General Aggregate $2,000,000

☒ 3. Automotive Liability: 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 CCSB is responsible for the work of the Contractor from portal to portal is required to carry this insurance to the limit listed below.

Bodily Injury and Property Damage: Combined Single Limit (each accident) $1,000,000

☒ 4. Workers’ Compensation/Employer’s Liability: All non-construction Contractors and vendors that have one 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 CCSB 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 CCSB, 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).

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

☐ a. 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

☐ b. For services, goods or projects that will not exceed $1,000,000 in values over a year.

Each Claim $250,000

Annual Aggregate $500,000

☐ 6. Cyber Liability and Data Storage: Contractors or vendors providing software shall provide proof of insurance reflecting, at a minimum, coverage for: Data Loss and System Damage Liability; Security Liability;

Privacy Liability; Privacy/Security Breach Response Coverage, including Notification Expenses. Such Cyber Liability coverage must be provided on an Occurrence Form or, if on a Claims Made Form, the retroactive date must be no later than the first date of the Agreement and such claims-made coverage must respond to all claims reported within three (3) years following the period for which coverage is required and which would have been covered had the coverage been on an occurrence basis.

Each Claim $1,000,000

Annual Aggregate $1,000,000

☐ 7. Environment/Pollution Liability: Required if removal/demolition/renovations or use of hazardous liquid/materials or environmentally sensitive liquid/materials.

Each Claim $1,000,000

General Aggregate $2,000,000

The Contractor agrees to the following as it relates to its obligations and the insurance requirements herein this solicitation.

a. Insurance Verification Required: The CCSB requires that all Contractors prove their capacity to provide the required insurance as set forth in this solicitation. Contractors are required to provide in with their submittal a Certificate of Liability Insurance (Acord 25) matching the specified requirements, which must specify any deductible or retention applicable to the above required insurance.

b. If awarded, the Contractor will then be required to name The School Board of Citrus County, Florida as the certificate holder and additional insured for all policies outlined herein and provide a revised Certificate of Liability Insurance at the time of the award.

c. The Contractor agrees that no services shall begin until proof of insurance is received by the CCSB.

d. The Contractor shall provide written notice to the CCSB within thirty (30) days of any material changes or notice of cancellation the Contractor receives from its insurer on the above required insurance.

e. The Contractor and Subcontractors will be responsible for insurance on their tools and equipment.

f. By submitting a response to this solicitation, Contractor hereby understands and agrees to the above insurance requirements. Failure by the Contractor to maintain insurance as described herein constitutes a material breach of this contract and the CCSB shall have the right to terminate this contract without further liability.

13. OFFERER CERTIFICATION: Submission of a signed Bid is the Respondent’s certification that he/she will accept award at the prices and terms contained in their response to this solicitation as submitted.

14. CONTRACT: The contents of this solicitation and all provisions of the successful Respondent(s) deemed pertinent by the CCSB shall be considered a contract and become legally binding. A separate contract document, other than the purchase order(s), will not be issued.

Rev. 08/2024 2025-40-ITB Fanuc Robot and Related Components for Withlacoochee Technical College

SECTION 4 – GENERAL TERMS AND CONDITIONS

1. DEFINITIONS:

Contractor. The “Contractor” shall refer to the company, individual, or organization awarded by the CCSB in accordance with this solicitation.

Respondent. The “Respondent” shall refer to that person or entity, including employees, servants, partners, principals, agents and assignees of the person or entity that submits a bid, proposal, response, or quote for the purpose of obtaining a contract with the CCSB for the provision of the services set forth herein.

The School Board of Citrus County, Florida. May be referred to as “Board”, “School Board”, “District”, or “CCSB” herein.

2. ADDITIONAL TERMS AND CONDITIONS: No additional terms and conditions included with the submittal shall be evaluated or considered. All such additional terms and conditions shall have no force and effect and are inapplicable to this solicitation. If submitted either purposely through intent, design or inadvertently appearing separately in transmitted letters, specifications, literature, price estimates or warranties, it is understood and agreed that the general and special conditions in this solicitation are the only conditions applicable to this solicitation and the offeror’s authorized signature affixed to the acknowledgement page of this solicitation attests to this.

3. NON-COLLUSION: The Respondent, by affixing its signature to the Bid Acknowledgement Form, certifies that its submittal is made without previous understanding, agreement, or connection with any person, firm or corporation making a Bid for the same item(s), and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

4. ERRORS AND OMISSIONS: In the event an error or obvious omission is discovered in a Respondent’s submittal, either by the Purchasing Department or the Respondent, the Respondent may have the opportunity of withdrawing their submittal, provided they can produce sufficient evidence to document that the error or omission was clerical in nature and unintentional. Actual original copies of working papers, calculations, etc., may be requested at the Purchasing Department’s discretion, to support the validity of such a request. This privilege shall not extend to allowing a Respondent to change any information contained in their submittal; however, in the event of a minor omission, oversight, or obvious mistake on the part of the Respondent, the Purchasing Department (or designee) may request written clarification from a Respondent in order to confirm the evaluator’s interpretation of the Respondent’s response and to preclude the rejection of their submittal, either in part or in whole. The Purchasing Department has the sole authority to weigh the severity of the infraction and determine its acceptability.

5. INCURRING COST: This solicitation does not commit the CCSB to award a contract, nor shall the CCSB be responsible for any expense incurred in the preparation and presentation of a response to this solicitation. Such expense is to be borne exclusively by the Respondent.

6. BID OPENING: The Bid opening shall be public, on the date and at the time specified in this solicitation or as amended in the form of an addendum issued by the Purchasing Department. Pursuant to Chapter 119 Florida Statutes, sealed bids, proposals, or replies received by the CCSB as a result of this competitive solicitation are exempt from public inspection until such time as the CCSB provides notice of a decision or intended decision or within thirty (30) days after opening the bids, proposals, or replies, whichever is earlier.

7. AWARD: As in the best interest of the CCSB may require, the CCSB has the sole discretion and reserves the right to accept the Bid(s), make award(s) by individual item, group of items, and all or none or a combination thereof, to reject any or all Bid(s), to waive any minor irregularities or technicalities, to postpone or cancel this solicitation, in whole or in part, and to re-advertise with either the identical or revised specifications. Notice of cancellation will be posted electronically at www.myvendorlink.com.

8. WITHDRAWING A BID: The Bid response, as submitted by the Respondent, shall remain in effect for a period of ninety

(90) days from the Bid opening. The Respondent agrees not to withdraw from competition during this ninety (90) day period to provide ample time for evaluation and acceptance by the CCSB.

9. BID TABULATIONS AND RECOMMENDATIONS: The Purchasing Department or designee shall post notice of a decision or intended decision and tabulations electronically at www.myvendorlink.com. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

https://www.myvendorlink.com/ https://www.myvendorlink.com/

Rev. 08/2024 2025-40-ITB Fanuc Robot and Related Components for Withlacoochee Technical College

10. TIE ON UNIT PRICE OR BID: Should there be a tie on either the unit price (if awarded on a per item basis), sections of the bid (i.e.: building contracts, or bids awarded by section) or the whole bid (“all or none” bids or service bids), preference shall be given using the following order:

a. Companies who certify they are a drug-free workplace in accordance with Section 287.087 F.S.

b. Companies located in Citrus County, Florida.

c. Companies located in Florida.

d. The company receiving the larger dollar award on other items within the bid.

e. All else being equal, a coin toss will be made in the presence of witnesses to decide the award.

This does not preclude the possibility of splitting an order if it is in the best interest of the School Board.

11. BID PROTESTS: Respondents are advised that all Bid Protests must be made in accordance with the requirements of the terms and conditions of this Bid, the Administrative Rules of the Florida Department of Education, and Chapter 120, Florida Statutes. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any person who is adversely affected by the solicitation, decision or intended decision pertaining to this Bid must file with the Board, through its Purchasing Department, a written notice of protest within 72 hours after the posting or notification. A formal written protest shall be filed within 10 calendar days after filing the notice of protest. The 72 hours period referred to herein shall not include Saturdays, Sundays, or state holidays.

All Respondents acknowledge that the CCSB, as a result of the time lost and costs associated with an unsuccessful Bid protest, will suffer significant damages and losses. Any person who files an action protesting a solicitation, decision or intended decision pertaining to this Bid pursuant to Chapter 120, Florida Statutes, shall post with the Purchasing Department, at the time of filing the formal written protest, a bond in the amount equal to one percent (1%) of the total estimated contract value provided the amount shall not exceed $5,000.00 nor be less than $500.00.

The security may be in the form of a bank cashier’s check or bank certified check payable to “The School Board of Citrus County, Florida,” or in the form of a Bond naming as oblige therein “The School Board of Citrus County, Florida.”

The RESPONDENT, as the PRINCIPAL, shall execute each such bond therein, and by a Surety acceptable to the School Board. The Protest Bond or check shall be dated the same date as the date shown on the RESPONDENT’S Protest. There must be attached to each Protest Bond a duly authenticated or certified Power of Attorney evidencing that the Attorney-in-Fact, who executes the Protest Bond on behalf of and in the name of the SURETY thereon, has the authority to so execute the Protest Bond on the date of the Protest Bond.

Should the protesting RESPONDENT be successful in its Bid protest, the SECURITY submitted by that RESPONDENT shall be returned to the Protesting RESPONDENT in full. Should the protesting RESPONDENT’S protest be unsuccessful, the SECURITY submitted by the protesting RESPONDENT, shall be retained by the CCSB and the protesting RESPONDENT shall have no right to same or any part of same.

If the protesting RESPONDENT’S protest is unsuccessful, and the SECURITY submitted by the RESPONDENT is in the form of a protest bond, the RESPONDENT and the Surety on said protest bond shall forthwith pay over to the CCSB the full monetary amount and penal sum of said protest bond and CCSB shall retain such amount and sum.

In the case of a protest of another RESPONDENT’S Bid submittal, the Bid submittal being protested by the protesting RESPONDENT must be rejected by the School Board for the reasons stated in the protesting Respondent’s protest in order for the protest to be considered successful.

In the case of the RESPONDENT protesting the rejection of its own Bid submittal, for the protest to be successful, the School Board must award the contract to the protesting RESPONDENT.

12. RENEWAL: Unless otherwise specified in this solicitation, CCSB reserves the right to renew this contract or any portion thereof for a period equal to the original bid term or for three (3) additional one (1) year periods, whichever is greater, under the same terms, conditions, and specifications as the original solicitation upon mutual agreement in writing.

13. EXTENSION OF CONTRACT: Prior to the expiration of any contract resulting from a successful Bid CCSB, at its discretion, may require an extension of said contract for a period which shall not exceed the original termination date by more than ninety (90) days to allow such time for resoliciting. All prices, terms, conditions, and specifications on the last day of the contract shall remain in effect for the contract extension period. The Respondent agrees to this condition upon submission of a signed submittal. Additional extensions beyond the required ninety (90) days shall be subject to agreement in writing of both parties.

14. ESCALATION: Escalation provisions by the Respondent are not acceptable unless otherwise specified in this solicitation.

Rev. 08/2024 2025-40-ITB Fanuc Robot and Related Components for Withlacoochee Technical College

15. PRICES QUOTED: Firm prices shall be bid and include FOB, freight prepaid, inside delivery to the destination unless otherwise specified in this solicitation. Respondents shall reflect cash discounts in the unit prices quoted. Discounts shall not be considered in determining the lowest net cost for Bid evaluation purposes. Prices are to be submitted in accordance with the quantities required, which appear in the solicitation. Unit prices will prevail over extended totals whenever the extended amount is in conflict with the estimated quantity (x) the unit price. When a total group price of two or more distinct items is requested, the Purchasing Department reserves the right to verify mathematical extensions and totals, correct extensions and totals if necessary, and recommend an award based upon the overall group total.

16. QUANTITY SPECIFIED: CCSB reserves the right to increase or decrease the quantity of any and all Bid items as it deems appropriate. The unit price shall remain as accepted at time of award. If additional quantities are not acceptable, the Price Form must be noted “BID IS FOR SPECIFIED QUANTITY ONLY.”

17. CONDITION OF ITEMS/SERVICES: Unless otherwise specified in this solicitation, all items and/or services purchases/rendered shall be equal to or exceed the specifications herein and be guaranteed to be free from defects in workmanship and/or materials. All items requested must be new, the latest model manufactured, first quality, and carry the manufacturers or Respondent’s standard warranty. Bids on “used, remanufactured or reconditioned” items will not be considered unless specifically requested in the solicitation.

18. METHOD OF ORDERING: Orders shall be processed only upon receipt of an authorized purchase order issued by CCSB or when placed by an authorized CCSB Visa Card Holder. All orders will be initiated on an as-needed basis throughout the term of this Bid. Orders shall be promptly filled and delivered to the location specified on the purchase order.

19. DELIVERY: Unless actual delivery is specified, or if specified delivery cannot be met, Respondent shall show number of days required to make delivery after receipt of purchase order. Delivery time may become a basis for making an award (see Special Conditions or Specifications). Delivery shall be during CCSB working hours being Monday through Friday 8:30 a.m. - 2:30 p.m., excluding holidays unless otherwise specified in this solicitation.

20. MANUFACTURER’S NAME AND APPROVAL OF EQUIVALENT: Any manufacturer’s names, trade names, information and/or catalog numbers listed in a specification are for information and not intended to limit competition.

The Respondent may offer any brand for which they are an authorized representative, which meets or exceeds the specifications for any item(s). Note: Sometimes substitutes are not acceptable. If Bids are based on equivalent products, indicate on the Bid form the manufacturer’s name and number. Respondent shall submit with his or her Bid submittal, cuts, sketches, and descriptive literature, and/or complete specifications. Reference to literature submitted with a previous Bid submittal will not satisfy this provision. The Respondent shall also explain in detail the reasons why the proposed equivalent will meet the specifications and not be considered an exception thereto. The CCSB reserves the right to determine acceptance of item(s) as an approved equivalent. Bid submittals that do not comply with these requirements are subject to rejection. Bid submittals lacking any written indication of intent to quote an alternate brand will be received and considered in complete compliance with specifications as listed on the Bid form.

21. SAMPLES: The Respondent shall provide product samples, without charge, when requested. If the sample is not consumed through testing, it will be returned to the Respondent when said request is submitted with the submittal.

Unused samples will be returned at the Respondent’s risk and expense. The successful Respondent’s samples may be retained until all the terms of the purchase order or contract have been fulfilled. All samples are to be submitted to the Purchasing Department, unless specified elsewhere in this solicitation. All samples shall be identified with the Respondent’s name, solicitation number and title, and product name. Failure to deliver required samples or to identify samples clearly as indicated may be cause for rejection of Bid submittal.

22. ITEM SUBSTITUTIONS/DISCONTINUATIONS: Under no circumstances may a Contractor substitute a different product for any item awarded from this Bid, without prior approval. In the event an awarded item is discontinued by the manufacturer during the term of this Bid, the Contractor shall provide an acceptable substitute item at the same Bid price or risk being found in default. The Contractor must file a written request with the Purchasing Department and be granted approval to substitute, in writing, before any substitution may be made. Requests to substitute should be accompanied by complete specifications for the proposed substitute item, and a sample, if requested.

23. DAMAGED ITEMS: In the event an item(s) is received, and it is later determined there is concealed damage when the item(s) is unpacked; the item(s) must be replaced by the Contractor at no cost to the CCSB.

24. VARIANCE IN CONDITION: Any and all Special Conditions and Specifications attached hereto which vary from these General Conditions shall have precedence. Any inconsistency in this solicitation shall be resolved by giving precedence in the following order: (1) Specifications; (2) Special Conditions; (3) General Terms & Conditions.

Rev. 08/2024 2025-40-ITB Fanuc Robot and Related Components for Withlacoochee Technical College

25. BID/PERFORMNACE BONDS: When a bid or performance bond is required, details of those requirements will be indicated under Special Conditions.

26. PURCHASES BY OTHER PUBLIC AGENCIES/PIGGYBACK (FAC-6A-1.012(6)): With the consent and agreement of the awarded Contractor, purchases may be made under this solicitation and any resulting contract by other governmental agencies, political subdivisions within the State of Florida, or any other public entity. Such purchases shall be governed by the same terms and conditions stated herein. Further, it is understood that each agency will issue its own purchase order to the Contractor. This agreement in no way restricts or interferes with the right of any other public agency to rebid any or all of these items.

27. USE OF OTHER CONTRACTS/NON-EXCLUSIVITY: CCSB reserves the right to utilize any other contract, including, but not limited to any State of Florida Contract, any contract awarded by any other city or county governmental agencies, other school boards, other community college/state university system, federal agencies, cooperative agreements per Rule 6A-1.012, Florida Administrative Code, in lieu of any offer received, or award made as a result of this solicitation, if it is in the best interest of the CCSB to do so. CCSB also reserves the right to bid separately or to purchase any item(s) and/or service(s) covered under this agreement, if deemed to be in the best interest of CCSB, at any time during this agreement term.

28. ASSIGNMENT OF CONTRACT: The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of this agreement and any amounts to be paid, or of any or all of its rights, title, or interest therein, or its power to execute such agreement to any person, firm, or corporation without prior written authorization by CCSB.

29. FLORIDA STATE CONTRACT, “SNAPS” AGREEMENTS & FLORIDA DEPARTMENT OF EDUCATION

CONTRACTS: If a company currently holds a contract with the State of Florida, Department of Management Services, Division of Purchasing or the Florida Department of Education (FDOE), to supply the products or services requested in this Bid, the Respondent shall quote not more than the prices listed in these approved contracts. Failure to comply with this request may result in disqualification. The Purchasing Department reserves the right to reject all bids and purchase from State Contracts, SNAPS Agreements, or FDOE Contracts if to do so represent the best interests of the CCSB.

30. TAXES: Purchases are exempt from ALL Federal Excise and State Sales Tax.

31. INVOICING AND PAYMENT FROM PURCHASE ORDERS: CCSB will only pay the dollar amounts as authorized on the purchase order. Payment will be made according to Chapter 218, F.S., Local Government Prompt Payment Act., after the items awarded to a Contractor have been received, inspected, and found to comply with award specifications, free of damage or defect and properly invoiced. Payment terms are Net 30 days after receipt of an acceptable invoice.

All invoices must bear the purchase order number. Payment for partial shipments shall not be made unless specified.

Failure to follow these instructions may result in delay in processing invoices for payment. The purchase order number must appear on invoices, bills of lading, packages, cases, delivery lists and all correspondence.