2026-18-ITB Greenhouse Refurbishment Project for Three High Schools

INVITATION TO BID (ITB)

2026-18-ITB

Greenhouse Refurbishment Project for Three High Schools

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 November 18, 2025

Mandatory Pre-Solicitation/Site Visit Meeting December 9, 2025 @ 10:00 AM

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

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

January 13, 2026 @ 2:00 PM EST

Bid Opening at 1007 W. Main Street, Building 200, Inverness, FL 34450 January 13, 2026 @ 2:00 PM EST

Posting of the Notice of Intended Decision at www.myvendorlink.com January 27, 2026

School Board Approval/Award February 10, 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 One (1) printed unbound, one-sided copy marked “ORIGINAL” to include all Submittal Requirements.

3. PRE-SOLICITATION/SITE VISIT MEETING: A Mandatory Pre-Solicitation/Site Visit Meeting will be held on Tuesday, December 9, 2025 beginning at 10:00 AM. Meeting will begin promptly at the date and time specified at the Crystal River High School Front Office and then proceed to the remaining schools immediately thereafter as instructed by the Facilities and Maintenance Department.

Crystal River High: 3195 Crystal River High Dr., Crystal River, FL 34428

Lecanto High: 3810 W. Educational Path., Lecanto, FL 34461

Citrus High: 600 W. Highland Blvd., Inverness, FL 34428

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 Tuesday, December 16, 2025 @ 12:00 PM. Please direct all inquiries concerning this solicitation online via VendorLink at www.myvendorlink.com by viewing bid details and clicking on “Ask a Question”. Respondents submitting questions by phone, email or other means will be directed to post their question(s) online at www.myvendorlink.com.

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

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

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

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

SECTION 2 – SCOPE OF WORK / SPECIFICATIONS

INTENT AND OVERVIEW

The School Board of Citrus County, Florida (“CCSB”) intends to establish an agreement with a qualified Respondent to provide all labor and material for the refurbishment of three (3) existing greenhouses located at the district’s high schools.

The CCSB has three high schools: Crystal River High (3195 Crystal River High Dr., Crystal River, FL 34428), Lecanto High (3810 W. Educational Path., Lecanto, FL 34461), and Citrus High (600 W. Highland Blvd., Inverness, FL 34428).

Each high school has an existing greenhouse utilized by students/staff in support of the district’s Ag Program. The district has been approved for grant monies to be allocated specifically for this refurbishment project, and this solicitation clearly outlines those refurbishments and specifications which are needed and in line with the requirements set forth in the grant.

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 five (5) years of experience successfully providing greenhouse installation/refurbishment services 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 to perform the work specified. Respondent shall include copies of all valid and applicable license(s), Business Tax Receipt, and any Certifications with Bid submittal.

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.

Awarded Respondent shall be responsible for providing all qualified labor, materials, and equipment needed to complete refurbishments at each greenhouse as outlined herein in accordance with the terms, conditions, and specifications of this solicitation. Refurbishments/repairs shall include re-covering (including replacement of gutters and downspouts); replacing or refurbishing of wet pad systems and vents; replacing of exhaust and HAF fans and gas-fired heaters; and replacing or refurbishing of control and irrigation systems.

TECHNICAL SPECIFICATIONS

1. Pricing: This solicitation will establish a Base Bid and additional Unit Prices (1-5) for specified work for each school’s greenhouse. Respondents shall provide ALL requested pricing on Attachment A-2 Bid Price Form to be considered.

Pricing shall be inclusive of all costs to supply, deliver, and refurbish/replace all greenhouses in accordance with the terms, conditions, and specifications herein.

2. General: The awarded Contractor will be responsible for the layout and accomplishment of all work to be performed under this solicitation. These specifications are to establish the minimum acceptable requirements to refurbish the existing greenhouse at each high school location.

3. Material Specifications: The following are the necessary refurbishments requested to be completed for each greenhouse. Where specified, equivalent product/equipment will be considered provided they possess like, kind and quality features and they meet or exceed all specified design criteria identified in these specifications.

Respondent(s) bidding an equivalent MUST submit the product/equipment specifications for prior approval before the deadline for questions online at www.myvendorlink.com; no equivalents will be considered after the close of questions. If not bidding an approved equivalent, it shall be understood that the Respondent is bidding the exact product and meeting the minimum specifications identified herein. CCSB reserves the sole right to determine the equivalence of the product proposed.

A. Base Bid – Re-covering of Greenhouses

Provide all labor, materials, and equipment to complete the re-covering of all three greenhouses using White 1mm Greca Corrugated Polycarbonate, or equivalent, including replacement of G90 galvanized gutters and 6” S&D PVC downspouts.

B. Unit Price 1 – Wet Pad System and Wet Pad Vent Replace or refurbish the wet pad system and vent to like-new condition. System consists of a 6” thick x 3’ high x 20’ long “Cel-Dek” wet pad system (American Coolair or equivalent), 115V single-phase sump pump, and Wadsworth VC100-LST gearmotor (or equivalent). Rack and pinion replacement, if required, shall be aluminum.

C. Unit Price 2 – Exhaust Fans and HAF Fans Replace (2) American Coolair 24” aluminum exhaust fans (with wall boxes, shutters, guards, ¾ HP motors, and automatic belt tighteners; 2-speed, 115/230V single phase or equivalent). Replace (2) 20” Hessaire HAF fans complete with mounting brackets and galvanized guards (or equivalent).

D. Unit Price 3 – Greenhouse Heaters

Replace (2) Modline PDP75AS LP gas-fired heaters (or equivalent), including heater hangers and vent exhaust piping.

E. Unit Price 4 – Greenhouse Control System Replace or refurbish to like-new condition, including irrigation controls. System includes:

Wadsworth Enviro Step Computor Enviro Step Weather Station Step Saver Software & Interface Computor CO₂ Sensor Computor Light Sensor

All devices to be replaced like-for-like or equivalent.

F. Unit Price 5 – Irrigation System Replace or refurbish the irrigation system to like-new condition. System includes:

Sterling 8M Superior controller (6 benches + 2 basket lines) Overhead Netafim mist/water nozzles Dosatron 11 GPM fertilizer injector Two garden valves

All components must be like-for-like or equivalent.

5. 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.

6. Kickoff Meeting: Awarded Contractor will communicate with the CCSB project manager within five (5) days of the award of the contract to schedule a kickoff meeting. The Contractor shall submit a final installation schedule and send to the CCSB Facilities and Maintenance Department representative within 5 days after the kickoff meeting.

7. Delivery: Prices must include delivery charges F.O.B. to each high school location specified herein.

8. Installation: The target date for completion of this project is within the first quarter (January-March) of 2026. To ensure compliance with the grant funds to be utilized, completion of all work should be done no later than June 30, 2026.

Respondent shall indicate the earliest estimated delivery/project completion dates on the Bid Price Form where requested. Work will be performed during normal business hours, with areas 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 Facilities and Maintenance Department and site administrator.

9. Inspection: All work will be coordinated with the CCSB Facilities and Maintenance Department’s assigned Project Manager. CCSB and Contractor will conduct an inspection of the completed work. Any deficiencies noted during an inspection shall be corrected before final acceptance and in accordance with the requirements outlined in the following Contractor’s Responsibilities.

CONTRACTOR’S RESPONSIBILITIES:

1. The Contractor(s) shall provide a single telephone number and contact of the primary person that will receive work-related calls from authorized CCSB personnel. Provide this information on Attachment A-2.

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

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

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

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

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

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

8. 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 Maintenance Department or his 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 Maintenance 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 Maintenance Department, or their assigned representative, when company personnel are running late for any reason and will not be on time to begin any CCSB assigned projects.

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

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

23. 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 Maintenance Department.

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

24. 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.

25. 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.

26. 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.

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

28. 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.

29. 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.

30. 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.

31. 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.)

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

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

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

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

36. 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.

37. 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.

38. 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.

39. 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.

40. 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.

41. 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).

42. 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.

43. 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.

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

45. 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.

46. 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.

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

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

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

b. Partial payments for medium to large projects may be made if approved by the CCSB 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 Maintenance Department of all new employees that will be assigned to our work.

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

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

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

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

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

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

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

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

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

15. Proper Behavior and language by all employees of the Contractor and subcontractor on our school property is strictly required. The CCSB will not tolerate behavior that is not conducive to an educational facility.

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SECTION 3 – SPECIAL CONDITIONS

16. AWARD AND AWARD NOTIFICATION:

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

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

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

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

17. CONTRACT TERM: This is a one-time purchase/project. The contract period shall be effective upon Board approval through June 30, 2026, or until project completion as determined by CCSB. Successful Respondent shall guarantee firm prices for the items awarded to the Respondent as specified in this solicitation during the term of this contract. 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.

18. FUNDING/COMPLIANCE: The CCSB has applied for grant funding (non-federal) to be used for all or a portion of this purchase. Respondent(s) acknowledge that any contractual relationship resulting from this solicitation may be partially or entirely dependent upon the successful award of any grant. Evan after award of this Contract and/or grant approval is obtained, the CCSB may or may not proceed with the purchase in whole or in part. Execution of this purchase, in whole or in part, is solely at the discretion of the CCSB.

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

19. 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.

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

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

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

23. CONTRACT VALUE: It is anticipated that the total dollar amount the District could expend, as a result of any contract award, is estimated at approximately $85,000.00 per greenhouse. This is an estimate only and the CCSB will not be held responsible if actual amount is more or less.

24. WARRANTY: bid shall be in accordance with the specifications herein and shall be guaranteed to be free from defects in workmanship and/or materials. All items purchased under this solicitation must carry a minimum manufacturer’s warranty of one (1) year. Awarded Respondent shall provide a minimum of one (1) year warranty on all labor. Warranty period will commence on the date of delivery and acceptance by the ordering school or department. The warranty includes the cost of pick-up and delivery from any school or department location within the Citrus County School District.

If there is a defect in the warranty parts, including batteries, they will be exchanged by the successful Respondent for new OEM parts at no charge to the CCSB during the warranty period and shall in addition transfer to the CCSB any manufacturer’s guarantee for supplier/installer furnished equipment extending beyond this contract period.

25. 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.

26. INVOICING: The Contractor will be required to submit invoices and reference purchase order numbers on all requests for payment. Invoices shall be mailed directly to the assigned PROJECT MANAGER at 1007 W Main Street, Inverness FL 34450 for approval for payment. Projects that involve a CCSB design professional will also require their approval on all invoices and change orders. A separate invoice must be received for each purchase order number. Partial payments shall be determined by project. Invoices, which do not reference valid purchase order numbers or which are erroneous (incorrect contract prices, minimum order charges, etc.) shall be returned to the vendor for resolution of the discrepancies. IT IS THE SOLE RESPONSIBILITY OF THE CONTRACTOR TO RECONCILE THE PURCHASE ORDER AND THE CONTRACTOR’S INVOICE AND TO NOTIFY THE PURCHASING REPRESENTATIVE OF ANY DISCREPANCIES PRIOR TO BILLING. THE CCSB WILL ONLY PAY THE DOLLAR AMOUNTS AUTHORIZED ON

THE PURCHASE ORDER.

27. CANCELLATION: Orders will be subject to immediate cancellation if either product or services does not comply with specifications as stated herein or fails to meet the CCSB’s performance standards.

28. NON-PERFORMANCE: Time is of the essence in this contract. The Contractor must comply with all requirements as set forth by this contract. Failure to complete the requirements of this contract shall be considered a default. In case of contract default, the CCSB may procure the services or products from other sources and hold the Contractor responsible for any excess costs occasioned thereby and may immediately proceed to cancel the contract. Furthermore, the CCSB may suspend the Contractor from future bids and business with the CCSB for a specified period of time. If the Contractor neglects, fails, or refuses to complete the work within the time specified then the Contractor does hereby agree, as part consideration for awarding of the agreement, to pay to the CCSB the sum of Two Hundred Dollars ($200.00) for each and every calendar day that the Contractor shall delay after the time stipulated in each and every scope of work, not as penalty, but, as liquidated damages for breach of contract. Any request for additional time must be approved by the assigned project manager.

29. TERMINATION OF CONTRACT: This contract may be terminated by the CCSB upon the occurrence of any of the events or conditions listed below. Should any of the below events or conditions occur, a termination date will be issued to the awarded Contractor.

The awarded Contractor’s failure to perform in accordance with the Bid requirements during the contract period, specifically but not limited to proposer’s failure to:

Perform the services within the agreed upon time schedule. Maintain adequate progress to avoid endangering performance of the contract. Time is of the essence to get sites back up and running. The awarded Contractor’s repeated failures to meet agreed upon schedules will not be acceptable to the CCSB.

In the event the Contractor violates any of the provisions contained in the contract, the District will give written notice to the Contractor stating the deficiencies and, unless a written plan is submitted addressing corrections of the deficiencies within five (5) calendar days, recommendation may be made to terminate contract. Upon termination, the District may pursue any and all legal remedies as provided herein and by law.

30. 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…