2026-17-ITB Welding Materials, Supplies, Equipment and Gases

INVITATION TO BID (ITB)

2026-17-ITB

Welding Materials, Supplies, Equipment and Gases

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 October 30, 2025

Pre- Solicitation Meeting N/A

Deadline for Questions at www.myvendorlink.com November 13, 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

December 2, 2025 @ 2:00 PM EST

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

Posting of the Notice of Intended Decision at www.myvendorlink.com December 12, 2025

School Board Approval/Award January 13, 2026

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

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 will 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-2 Bid Price Form must be recorded on the USB drive in Excel format).

The 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 bid copies are exact duplicates of the original bid.

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

4. REQUEST FOR INFORMATION: Any and all questions concerning this solicitation must be submitted no later than Thursday, November 13, 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 qualified Respondents to provide welding materials, supplies, equipment and gases to schools and other departments on an as needed basis and to secure firm, fixed unit prices and percentage (%) mark-up/discounts for additional items for the contract period as specified herein.

RESPONDENT MINIMUM QUALIFICATIONS / ELIGIBILITY REQUIREMENTS

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

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

2. Respondent shall have a minimum of three (3) years of experience successfully providing welding materials, supplies, equipment and/or industrial gases as requested 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 necessary licenses, permits, etc. to provide the products and/or services specified. Respondent shall include copies of all valid and applicable license(s), permits, 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(s) shall be responsible for the supply and delivery of various welding materials, supplies, equipment, and gases to be utilized primarily in technical training classes and high school welding programs on an as-needed basis. District operational departments including, but not limited to, maintenance, food service, etc., reserve the right to purchase from this contract at the awarded bid prices.

Items requested in Category 1 and Category 3 are for specified welding materials, supplies, equipment and industrial gases most utilized by the welding programs throughout the district. Additional materials, supplies, and equipment needed may be purchased under Category 2 at a percentage mark-up (cost plus) or discount (off catalog/list prices) during the term of the contract.

TECHNICAL SPECIFICATIONS

1. PRICING: This bid will establish firm, fixed unit prices and percentages for other items as needed. Respondent(s) shall provide requested pricing on Attachment A-2 Bid Price Form. All prices bid shall be firm, fixed prices for the contract period as specified herein. NO additional costs shall be permitted, except as stated within this bid document. Increases may be requested as the market demands in accordance with the following terms for Price Adjustments.

Respondent is not required to bid all categories to be considered for award.

A. CATEGORY 1 – WELDING MATERIALS, SUPPLIES AND EQUIPMENT: Respondent shall bid firm, fixed unit prices including all shipping and handling charges to the requested destination for the line items specified. Prices quoted should be per the units of measure specified. Respondent(s) must identify the unit of measure bid in the Vendor Comments section if bidding differently than requested.

B. CATEGORY 2 – PERCENTAGE (%) MARK-UP (+) OR DISCOUNT OFF (-): Respondents shall bid a firm, fixed percentage (%) Mark-Up (cost plus) or Discount (off catalog/list prices) for additional items to be purchased as needed and include all shipping and handling charges to the requested destination. Respondent(s) may choose to bid on the subcategories provided or propose an alternate list (example: by manufacturer). While Respondent’s cost and/or list prices may change, percentages shall remain firm for the contract period as specified.

Respondent(s) bidding on Category 2 must submit a sample price list of items to be offered under this bid and the proposed mark-up/discount per item or category with their bid submittal. Structured or variable discounts may be offered for each category and may be tiered based on quantities purchased or other criteria. It is essential that all discounts or price list be presented in a format that allows for clear calculation of total cost to ease in auditing invoices.

C. CATEGORY 3 – INDUSTRIAL GASES: Respondent(s) shall bid firm, fixed unit prices per cylinder size for exchange or refill (including hazmat fee, if applicable). Respondent(s) shall also provide a Rental Fee (per cylinder, per day) and a Delivery Flat Fee. Failure by the Respondent to quote a Rental Fee and/or Delivery Flat Fee shall be understood that all such fees are inclusive in the unit prices quoted.

2. GENERAL: Contractor(s) shall provide all products and services that are necessary for the proper execution and performance of this contract. All activities relating to the execution of this contract shall be initiated and coordinated by designated personnel at each participating school, and/or department ordering products. All orders shall be shipped FOB destination to the requesting school/department and no handling charges shall be imposed, unless otherwise specified herein.

2. WELDING MATERIALS, SUPPLIES AND EQUIPMENT: Contractor shall have the ability to provide a wide range of welding materials, supplies, and equipment on an as needed basis including, but not limited to:

PPE/Safety Items – gloves, goggles, helmets, jackets, head/eye/hearing gear, etc.

Filler Metals – stick electrodes, mig wire, FCAW wire, GTAW wire, etc.

Consumables – tips, gas diffuser, nozzles, liners, gas lenses, torch tips, etc.

Tools and Equipment – grinders, chipping hammers, disc, wire wheels, torches, replacement parts, etc.

Welding Accessories – torch lighters, cutters, wire brushes, etc.

Welding Machines – mic, tig, stick, etc.

A. Catalogs – Successful Respondent(s) will be required to provide digital catalog(s) and corresponding price list either accessible on the Respondent’s website or submitted in electronic form (PDF, Excel, etc.) to the Purchasing Department. Updated Catalogs/price lists must be submitted to the Purchasing Department during the term of the contract as they become available. Successful Respondent(s) shall provide any ordering instructions for additional catalogs, if applicable.

B. New Items – New items and/or options appearing in the successful Respondent’s URL link/website/published or printed catalogs released after the bid opening date are to be covered by this solicitation when such items are within the scope of the commodities/services to be provided under this solicitation.

C. Quotes: For items purchased under Category 2, the school/department will request a quote from one or more awarded Contractors. Contractor will provide a quote that clearly shows an itemized list that includes: 1) product description; 2) quantities requested; 3) price (before mark-up/discount); 4) mark-up/discount (%) applied; 5) the final price (net price after mark-up/discount applied). Quotes where pricing and mark-up/discounts cannot be easily verified will not be accepted. In the best interest of the District, the Purchasing Department reserves the right to require quotes from all awarded Contractor(s) for purchases over $3499.99.

D. Education Discounts: Priority will be offered to any Respondent(s) that offers education discounts. Education Discount must offer special pricing above and beyond regular or discounted pricing for welding program supplies (welding electrode and wire, welding gear, guns and expendable parts, fume extraction filters, etc.) used within the classroom. Provide details on your education discount program and a list of materials with pricing or pricing structure.

E. Authorized Distributor: At the request of CCSB, Contractor shall submit a signed letter from the manufacturer stating the Contractor is an authorized distributor for equipment that may be purchased during the term of this contract. Failure to do so may result in immediate cancellation of the order.

F. Minimum Orders: No minimum order amounts shall be imposed for purchases made under Category 1 and Category 3. Respondent may propose a minimum order amount for Category 2 purchases by indicating the dollar amount in the comment section for each category/item proposed on the Bid Price Form. Orders processed that do not meet the minimum order dollar amount will still receive the applicable discount, however, freight (transportation allowed cheapest way) and/or a flat handling fee, with prior CCSB approval, may be charged.

G. Delivery: Except as otherwise specified in this solicitation, orders shall be placed as needed and delivery shall be completed within thirty (30) business days after receipt of the Purchase Order. If unable to complete delivery within this time, Contractor must specify the best possible delivery at the time of quote/order.

3. INDUSTRIAL GASES: Contractor providing gases shall be responsible for, but not limited to:

A. The delivery, pick-up, exchange and/or refill of all cylinders to various CCSB locations, as needed.

B. Delivery: Orders shall be placed as needed and deliveries shall be made within seven (7) days of receipt of order by CCSB to the requested destination. If delivery time cannot be met, Respondent shall notify the requesting site/department at the time of quote/order.

C. Compliance: At a minimum, all equipment, product, and services provided shall comply with:

All applicable government standards and legal requirements issued by the Occupational Safety and Health Association (OSHA), the National Institute of Occupational Safety Hazards (NOSH), and the National Fire Protection Association (NFPA).

All legal requirements for pickup and distribution of industrial gases to include, but not limited to, maintaining all necessary permits and licenses during the entire term of the contract.

Meeting and/or exceeding all applicable industry and safety standards.

SECTION 3 – SPECIAL CONDITIONS

1. AWARD AND AWARD NOTIFICATION:

a. Award(s) shall be made as follows:

Category 1 – Award the lowest, responsive, and responsible Respondent meeting the specifications with consideration being given to the conformity to the specifications, suitability to CCSB needs, qualifications, expertise, experience, and past performance.

Category 2 – Award all Respondents who successfully respond to this solicitation and submit pricing for Category

2 along with a sample price list of items and/or categories to be offered under this bid and the proposed mark-up or discount per items and/or category with their bid submittal. Category 2 pricing is optional and will not be used for the basis of award.

Category 3 – Award the lowest, responsive, and responsible Respondent meeting the specifications with consideration being given to the conformity to the specifications, suitability to CCSB needs, qualifications, expertise, experience, and past performance.

CCSB reserves the right to make award(s) by category, all or none, or a combination thereof including multiple awards if deemed to be in the best interest of the district. In the event of an award to a Primary and Alternate Contractor, the Primary Contractor shall be contacted first whenever work is required pursuant to this solicitation. If the Primary Contractor is not able to respond and/or complete a project within the necessary timeframe, the Alternate Contractor shall be utilized, subject to the written approval of the Purchasing Department. Should the

Alternate Contractor be unable to respond and/or complete a project within the necessary timeframe, the CCSB reserves the right to acquire the services specified herein from any other source or via any other procurement method deemed by the CCSB to be in its best interest. 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.

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 / RENEWAL: This contract shall be for a period of one (1) year effective upon Board approval (Initial Contract Period) during which time the successful Respondent(s) shall guarantee firm prices for the items awarded to the Respondent(s) as specified in this solicitation. The CCSB reserves the right to extend any contract awarded as a result of this solicitation in accordance with paragraph 13 of the General Terms and Conditions.

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

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

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

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

When Contractor complies with the above-mentioned conditions, the Purchasing Department will review the information to determine if it is in the best interest of the CCSB to adjust the pricing on the awarded items, in conjunction with

Contractor’s effective date of price increase. The CCSB reserves the right to deny any requests for price increases.

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

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

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

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

5. ADDITIONAL VENDORS: The CCSB reserves the right to increase the pool of vendors to provide services included in the ITB, if deemed necessary by the CCSB. Subject to approval, additional vendors will be added to the pool of awarded Contractor’s. Regardless of when a vendor is added to the pool of awarded Contractor’s under this contract, all awards will terminate in accordance with the term of this ITB.

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

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

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

9. WARRANTY: Equipment bid shall be in accordance with the specifications herein and shall be guaranteed to be free from defects in workmanship and/or materials. All items purchased under this solicitation must carry a minimum manufacturer’s warranty of one (1) year. 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.

10. 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.

11. 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 requesting school/department for payment. A separate invoice must be received for each purchase order number. 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.

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.

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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.

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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.

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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.”

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