A_2026-06-RFP_AV_Upgrade_for_CPA_Solicitation_FINAL.pdf

2026-06-RFP Audio-Visual Upgrade for Curtis Peterson Auditorium

REQUEST FOR PROPOSAL (RFP)

2026-06-RFP

Audio-Visual Upgrade for Curtis Peterson Auditorium

PROPOSED RFP SCHEDULE

NOTE: PROPOSALS 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 proposals 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 August 11, 2025

MANDATORY Pre-Solicitation Site Visit at 3810 W. Educational Path, Lecanto, FL 34461

August 19, 2025 @ 11:00 AM EST

Deadline for Questions at www.myvendorlink.com August 21, 2025 @ 12:00 PM EST

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

September 9, 2025 @ 2:00 PM EST

Proposal Opening at 1007 W. Main Street, Building 200, Inverness, FL 34450

September 9, 2025 @ 2:00 PM EST

Evaluation Committee Meeting at 1007 W. Main Street, Building 200, Inverness, FL 34450

September 19, 2025 @ 9:00 AM EST

Presentation/Interviews (if needed) September 22, 2025 Beginning at 9:00 AM EST

Interview Evaluation Committee Meeting (if needed) September 23, 2025 @ 9:00 PM EST

Posting of the Notice of Intended Decision at www.myvendorlink.com September 30, 2025

School Board Approval/Award October 14, 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 – Specifications / Scope of Work

Section 3 – Preparation of Proposal and Required Content

Section 4 – Evaluation of Proposals

Section 5 – Special Conditions

Section 6 – General Terms and Conditions

Section 7 – Attachments

Section 8 – 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 two (2) complete sets of the Bid Submittal:

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

• One (1) electronic copy on USB flash drive containing a COMPLETE set of all Submittal Requirements in PDF and Excel formats. (Attachment A – Proposal Price Form must be recorded on the USB drive in Excel format). The http://www.myvendorlink.com/ http://www.myvendorlink.com/ mailto:support@evendorlink.com

USB drive must be clearly labeled with the solicitation number and name of the company. It is the sole responsibility of each Respondent to ensure all proposal copies are exact duplicates of the original proposal.

3. PRE-SOLICITATION MEETING/SITE VISIT: A MANDATORY Pre-Solicitation & Site Visit Meeting will be held on Tuesday, August 19, 2025 @ 11:00 AM at the Curtis Peterson Auditorium located at 3810 W. Educational Path, Lecanto, FL 34461. All interested parties are required to attend. Nothing stated at the pre-solicitation meeting shall change the solicitation until addressed via issued addendum by CCSB Purchasing Department posted on www.myvendorlink.com. Failure to attend the mandatory pre-solicitation meeting and sign-in shall disqualify any Respondent from submitting a bid. Attendees must be present at the mandatory pre-solicitation meeting in order to qualify to submit a bid.

4. REQUEST FOR INFORMATION: Any and all questions concerning this solicitation must be submitted no later than Thursday, August 21, 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.

http://www.myvendorlink.com/

SECTION 2 – SCOPE OF WORK / SPECIFICATIONS

INTENT AND OVERVIEW

The purpose of this Request for Proposal (RFP) is to solicit competitive sealed proposals from qualified Respondents for

The School Board of Citrus County, Florida (“CCSB”) for the purpose of upgrading the Curtis Peterson Auditorium’s audio-visual system.

The Curtis Peterson Auditorium (“Auditorium”) located at 3810 W. Educational Path, Lecanto, FL 34461 is owned and operated by the Citrus County School District. The Auditorium is utilized to host various school related functions and other general programs/meetings and is also reserved by outside agencies and organizations. The CCSB seeks to procure a contract with a qualified Respondent who can install new professional audio-visual (“AV”) equipment and accessories, provide support and maintenance of the newly upgraded AV system, and provide AV training to CCSB staff upon completion of installation and verification of technical issues.

The Auditorium is currently equipped with an aging projector screen and audio controller system. The audio processor has been recently upgraded to a Q-SYS Core 110f v2 audio processor, Q-SYS CX-Q4K4 Network Audio Amplifier, and the stage flanking ceiling speaker on stage left has recently been repaired with an XDCR Driver Cone to continue operations. The stage is equipped with a motorized projector screen that extends from the ceiling and will need to be replaced.

Funding amount for this project is estimated at approximately $90,000.00. This is an estimate only and the CCSB will not be held responsible if actual amount is more or less. Price proposals exceeding the funding amount may be considered non-responsive and will not be evaluated.

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 evaluated/scored.

1. Respondent shall be an established firm whose sole or primary business includes the provisions of complete audio-visual design, installation, and support services to commercial/educational accounts and who has successfully provided the specified services while operating under the same legal entity name within the State of Florida, as verified by sunbiz.org, for a minimum of seven (7) years prior to Proposal opening.

2. Respondent shall have and maintain all applicable and valid State of Florida contractor licenses/certifications necessary to perform the work specified. Respondent shall include copies of their valid contractor’s license(s), Business Tax Receipt (if applicable), and any certifications with Proposal submittal.

3. 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.

4. 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 audio-visual installation and service 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.

5. Respondent shall provide evidence of required insurance coverage or proof of insurability in the amounts specified with Proposal 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 work includes all the specified functionality itemized below. CCSB intends to implement a modern, integrated

AV system that leverages existing infrastructure while introducing new capabilities. The system must be intuitive, reliable, and scalable, with a focus on high-quality audio and video delivery. Proposed recommendations for this refresh should be a solid system utilizing cutting-edge AV technology that aligns with industry standards and can run for years with as little downtime or repair, as can be designed.

The awarded Respondent will be responsible for:

• Attending the MANDORTY Pre-Solicitation/Site Visit Meeting to conduct a walkthrough of the Auditorium and assess the site and existing infrastructure in preparation of submitting their proposal.

• The design, installation, and commissioning of an (AV) system that meets current industry standards for auditorium environments. This includes recommending and providing equipment, with an emphasis on cutting-edge technology recommendations.

• Integrating new equipment with existing Auditorium technology as specified in the options below.

• Any ancillary contract work required (including electrical, low voltage, sheetrock, carpentry, or construction), testing and commissioning the system to ensure it meets specifications.

• All procurement, fees, management, and submission of any required permits, and the safe removal and disposal of old AV equipment in an environmentally responsible manner, adhering to all applicable state/local regulations for e-waste.

• Providing two solutions for the upgrade, as outlined below, that falls within the CCSB’s anticipated budget for this project.

• Comprehensive training of staff on all system operations and general maintenance.

TECHNICAL SPECIFICATIONS

1. The AV system must meet the following technical requirements:

• High-definition projector and motorized screen suitable for auditorium-scale visibility

• Compatibility with multiple input sources (HDMI, wireless, etc.)

• Clear, balanced audio coverage throughout the auditorium

• Integration with Q-SYS Core 110f v2 and existing microphones

• Q-SYS CX-Q4K4 Network Audio Amplifier

• Centralized, intuitive control panel for managing AV functions

• Wireless control options (restricted to auditorium use)

• Bluetooth audio input

• Presets for common configurations

• Seamless integration of PTZ camera and flanking displays (Option 2)

NOTE: No products or software can be manufactured in China per Executive Order No. 22-216.

2. The following specifications are required for Option 1 and Option 2, as outlined:

Option 1 – Base Scope

Option 1 shall include the following required components and services:

• Sound control system that integrates with existing Q-SYS Core 110f v2 audio processor

• Q-SYS CX-Q4K4 Network Audio Amplifier

• Microphones (to supplement existing stage microphones)

• Use of existing stage microphones

• Mounted projector stationed at the rear of the auditorium and projection system

• Motorized projector screen

• Use of existing flanking stage ceiling speakers

• Use of existing installation cabinet

• Warranty and support plan

Option 2 – Enhanced Scope

Option 2 shall include ALL components and services listed above in Option 1 PLUS the following additional components and services:

• High-quality, PTZ (pan-tilt-zoom) camera with auto-tracking and focusing capability for displaying the onstage speaker or presentation

• Two high-definition displays flanking the stage

• Seamless Integration of PTZ camera feed with projection and display system

• Recommendations or suggestions for emerging display and sound options that may benefit auditorium use (ex.

wireless control, manual control of the PTZ camera direction, room control systems, etc.)

3. Cost Details Needed (Complete Attachment A-2 Proposal Price Form):

A. The proposal shall detail all applicable costs associated with providing the following for both Option1 AND Option 2:

• Engineering & Design Services

• Project Management

• In-Shop Build & Fabrication

• Programming & Software Development

• Installation Labor

• Testing & termination of all cables

• Commissioning of audio, video, & control

• Equipment

• Cabling, Wiring, other install hardware

• Comprehensive User Training

• Support

• All travel costs for the installation period

• Warranty

B. Optional Services

Optional renewal term shall cover additional maintenance, repair, and other support services, as needed. Services not already covered under warranty shall be based on the Contractor’s hourly rates and percentage mark-up. The quoted hourly rates shall include full compensation for labor, equipment use, travel time and any other cost (including overhead & profit).

Additional Maintenance, Repair, and Support Service provided may include, but are not limited to:

• bi-annual system performance reviews

• annual system optimization audits

• routine cleaning and servicing

• as needed adjustment of broadcast and recording levels (no additional charges shall be permitted)

• diagnostics for service disruptions and failing equipment (no additional charges shall be permitted)

• firmware updates (no additional charges shall be permitted)

• replacement of failing equipment

• identification and replacement of faulty wiring

• integration of service for upgrades and improvements

• timely non-critical and emergency as-needed servicing of all equipment

• training and other support services

NOTE: Pricing for optional services will not be included in the scoring of the price proposal.

4. Point of Contact: The CCSB will designate a project representative to communicate with the Contractor’s point of contact. The Contractor will provide a single point of contact to communicate and oversee the services provided under this contract. The Contractor will also provide Project Management to ensure:

• Alignment with the overall project timelines;

• Status updates;

• Management of the costs of time, services and materials to remain within the CCSB budget;

• Proactive identification and communication of challenges; and

• Coordination of quality control.

5. Kickoff Meeting: Awarded Contractor will schedule a kickoff meeting within five (5) days of the award of the contract.

The Contractor shall submit a final installation schedule and send to the CCSB Educational Technology Department representative within 5 days after the kickoff meeting.

6. Equipment Disposal: The Contractor will be responsible for safely removing existing AV equipment from the Auditorium. All old equipment must be disposed of in compliance with environmental regulations and state/local e-waste disposal standards. The Respondent shall include documentation of their disposal process to ensure compliance with any necessary regulations with the proposal.

7. Installation: CCSB would like to have installation of the new system completed by December 15, 2025.

Installation shall be performed during normal business hours, with the room(s) being shut down, free & clear of any use.

No work shall be performed after normal business hours and/or on weekends without prior written authorization from the CCSB Educational Technology Department and site administrator.

8. Labeling: Contractor shall clearly and properly label all equipment, hardware, buttons/switches, wiring, access panels/backboards, etc. in a logical, legible, and permanent manner as approved by CCSB.

9. Testing, Final Adjustments, and Equalization: Upon completion of the system installation, it shall be the responsibility of the Contractor to perform the necessary adjustments and balancing of all signals and amplifier gain, and other level controls to ensure proper system operation. The CCSB shall physically inspect the system to assure that all equipment is installed in a neat and workmanlike manner and in accordance with all specifications and drawings. Upon completion of initial tests and adjustments, Contractor shall notify the CCSB promptly and schedule a time for CCSB and Contractor to perform the final adjustment and equalization.

10. Comprehensive User Training Plan: The Contractor shall provide a Comprehensive User Training Plan to include, but is not limited to, in-person staff training session(s) (minimum 4 hours required) with hands-on practice, troubleshooting methods, general maintenance, and a thorough explanation of how/why the proposed equipment is set up in the manner it is. Prior to the training session, Contractor will also provide mock scenarios during training session(s) to allow CCSB staff to perform hands-on and both digital and hard copies of all available user manuals for the AV equipment installed. This Comprehensive User Training Plan must ensure current and future staff are well-equipped to operate the system independently. Quick Tips Sheets will be developed for use case/scenarios by the Contractor and will include user interface pictures and “How To’s”. The Respondent shall include a proposed Comprehensive User Training Plan with the proposal.

Additional training and technical support shall be provided at no additional charge to the CCSB for the initial term of the contract. “

11. 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 installation and final acceptance by the Education Technology Department. The warranty includes the cost of pick-up and delivery to the Auditorium. If there is a defect in the warranty parts, including batteries, they will be exchanged by the awarded Contractor 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.

12. Service Response Levels:

A. Non-critical service calls will require the Contractor to provide routine services, as needed, to maintain the audio-visual system in working condition. All non-critical service call requests will be responded to within twenty-four (24) hours, with notification of estimated time of the service appointment. The maximum response time per non-critical service call for on-site repairs, including arrival of service personnel at site, shall be within five (5) business days, unless other allowances are provided by CCSB. The Contractor shall perform all noncritical maintenance work required during times when the system is not in use to minimize service interruptions.

B. Service responses not covered under the warranty period that can be provided by phone call, videoconference, or email shall be billed at the hourly rate prorated to the duration of the communication, for services.

C. Emergency-critical service calls will require the Contractor to provide an emergency response level of service within an expedited timeframe to diagnose and repair service disruptions that are immediately threatening the ability of the system to accommodate pending meetings or events. Maximum response time for emergency-critical service calls require the Consultant to respond within four (4) hours, and arrive onsite to diagnose and repair, within a maximum response time of two (2) business days.

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.

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 Educational Technology 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. All work, equipment and supplies furnished in performance of this contract shall be subject to inspection at any and all times by a representative of the Educational Technology Department or designee. Any deviations from or failures to comply with terms of the contract shall be adjusted promptly upon notification. Lack of prompt correction shall be cause for cancellation of this agreement.

9. 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.

10. 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.

11. 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.

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

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

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

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

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

17. 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.

18. 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.

19. 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 Educational Technology Department including schedules, means, methods and techniques. The work will also be scheduled with the facilities where the work is to be performed.

20. The Contractor(s) shall notify the Educational Technology 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.

21. Any and all changes to work at the assigned work site must be given by the Educational Technology 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.

22. The Contractor warrants to the CCSB that all materials and 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 Educational Technology 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.

23. 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.

24. 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.

25. 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.

26. 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 Educational Technology Department personnel.

27. 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.

28. 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.

29. 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.

30. 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.)

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

32. 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 Educational Technology Department Contact(s).

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

34. 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 Educational Technology Department, and shall not unreasonably encumber the premises with his materials. The Contractor shall take all measures necessary to protect his own materials.

35. 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.

36. 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.

37. 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.

38. 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.

39. 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.

40. 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).

41. 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.

42. 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.

43. During the term of this contract, the Educational Technology 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.

44. 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.

45. 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.

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

47. Completion: Upon completion of the work, the Contractor shall submit an Invoice to the CCSB Educational Technology Department:

a. CCSB Educational Technology 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 Purchasing 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 Educational Technology 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 Educational Technology Department representative will provide the Contractor procedures and contact points for access to our facilities. The CCSB Educational Technology 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 – PREPARATION OF PROPOSAL AND REQUIRED CONTENT

Respondents are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these conditions.

Proposals that do not conform to the instructions provided herein or include the requested information may be considered non-responsive at the sole discretion of the CCSB. Non-responsive proposals will not be evaluated.

PROPOSAL SUBMISSION FORMAT: To maintain comparability and enhance the review process, it is required that proposals be organized in the manner specified below and include the following information at a minimum. Further descriptions and requirements of sections are listed within the solicitation. Proposals should be tabbed as outlined in this section and include the requested affirmations, acknowledgements, information, and documents specified in the applicable tab.

Proposals are limited to a total page count not to exceed one hundred (100) pages (one-sided) including cover page, tab sheets, and all required forms, documents, and responses stated in the solicitation. Page size shall be 8.5 x 11 inches with 12-point text size, or larger, using Arial or Times New Roman font. NOTE: Proposal should not contain a significant amount of corporate boilerplate marketing information/material and will not be considered for evaluation purposes.

EXECUTIVE SUMMARY – Limit to a maximum of two (2) pages and include, at a minimum:

1. Solicitation Number, Name, and Due Date; Proposer’s Name, Address and Contact Information.

2. A brief history of the business.

3. Summary of key points from Respondent’s proposal.

4. Give the names, titles, addresses and phone numbers of the persons who will be authorized to give and support information, both in writing and oral presentation, for your company during this solicitation.

TABLE OF CONTENTS – Include a clear identification of the material by tab and page number.

TAB 1 – PROPOSAL ACKNOWLEDGEMENT / REQUIRED FORMS: PASS/FAIL

The following completed forms/documents signed by an authorized representative must be included in this Tab:

1. Attachment A-1 – Proposal Acknowledgement Form completed and signed by an officer or employee having authority to legally bind the company or firm.

2. Attachment A-4 – Conflict of Interest Form

3. Attachment A-5 – Drug Free Workplace Certification Form

4. Attachment A-6 – Debarment Certification

5. Attachment A-7 – Confidential, Proprietary, or Trade Secret Material Statement

6. Attachment A-8 – Affidavit Regarding Use of Coercion for Labor and Services (Human Trafficking)

7. Attachment A-9 – Byrd Anti-Lobbying Amendment Certification

8. Attachment A-10 – Respondent’s Statement of Principal Place of Business

9. Screenshot of “ACTIVE” status from www.sunbiz.org

10. W9 Request for Taxpayer Identification Number and Certification Form.

11. Insurance. Provide evidence of required insurance coverage or proof of insurability in the amounts specified herein.

http://www.sunbiz.org/

The following sections will be reviewed by the Evaluation Committee members after successfully fulfilling the requirements of the above. The scoring will be in accordance with the following scale:

Category Description Percent

Excellent Exceeds evaluation standards in a beneficial way and meets the outcomes identified and contains strengths and no weaknesses or deficiencies. The proposal submitted is innovative, comprehensive and complete in all details and meets or exceeds performance standards.

100%

Above Average Exceeds specification requirements in a beneficial way and meets the outcomes identified. Comprehensive and complete and has no significant weaknesses. May be lacking some of the strengths but generally meets performance standards.

80%

Good Meets outcomes and performance standards and may contain weaknesses which are not significant and may be correctable.

60%

Satisfactory The proposal is slightly below the standard for evaluation but for the most part complies with that standard.

40%

Marginal Fails to meet evaluation standards. Lacks essential information to support the proposal.

Does not contain the outcomes and contains significant weaknesses.

20%

Unsatisfactory Non-responsive to the criteria requirements. 0%

CCSB reserves the right to use one of the following methodologies in determining the points afforded for pricing:

1. Each committee member will assign points based upon their opinion if pricing is fair and reasonable.

2. The Purchasing Department will assign pricing points determined by mathematical calculation with distribution of points calculated as a percentage compared to the lowest cost proposal received, with the lowest, responsive submittal receiving the maximum points allowable.

Respondents shall provide their best and final offer at the time of proposal submission as the Evaluation Committee’s recommendation will be based on the initial proposals and any presentations/interviews without further discussion, evaluation, or negotiation.

TAB 2 – EXPERIENCE, QUALIFICATIONS, REFERENCES: Total Maximum 30 Points

Respondent will be evaluated on their past demonstrated experience, qualifications, and abilities to perform the…