2026-19-ITB Paving and Striping Services

INVITATION TO BID (ITB)

2026-19-ITB

Paving and Striping Services

PROPOSED ITB SCHEDULE

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

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

Event / Location Date / Time

Posting of Solicitation Documents at www.myvendorlink.com December 5, 2025

Pre- Solicitation Meeting N/A

Deadline for Questions at www.myvendorlink.com December 18, 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 8, 2026 @ 2:00 PM EST

Bid Opening at 1007 W. Main Street, Building 200, Inverness, FL 34450 January 8, 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 MEETING/SITE VISIT: N/A

4. REQUEST FOR INFORMATION: Any and all questions concerning this solicitation must be submitted no later than Thursday, December 18, 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 and experienced and qualified Contractor to provide Paving and Striping Services district-wide on an as needed basis, and secure firm, fixed unit prices, labor rates, and percentage (&) mark-ups 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. Respondent shall be an established firm whose sole or primary business includes the provisions of paving and striping services to commercial/educational accounts typically found within the District and who has successfully provided the specified services for a minimum of (3) years, prior to Bid opening, and operating under the same legal entity name within the State of Florida, as verified by sunbiz.org.

2. Respondent shall have and maintain applicable Florida licenses/certifications necessary to perform the work specified.

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

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

4. Respondent shall complete the enclosed forms that the CCSB may use to evaluate the Respondents’ capabilities to perform the work as specified. Provide at least three (3) 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.

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

SCOPE OF WORK / SERVICE

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

The scope of this solicitation requires that the awarded Respondent complete various projects commonly performed by contractors in the paving and striping industry. It is anticipated that project work will vary in scope and size and may be scheduled on an as-needed basis. Project work shall include, but is not limited to, repairs, replacements, renovations and new installations necessary to improve/upgrade facilities throughout the district such as parking lots, roads, and running tracks. All services shall be performed complete including any site preparation and thorough clean-up of area upon completion of work.

Awarded Contractor shall furnish all qualified labor, supervision, technical expertise, equipment, tools, trade accessories, materials, fuel, transportation, etc. necessary to successfully perform work as described herein at various facilities within Citrus County as required by CCSB.

TECHNICAL SPECIFICATIONS

1. PRICING: This bid will establish firm unit prices for specified services and hourly labor rates and percentage markups for other services as needed which are not specified on the bid price form. The unit prices bid shall include all costs to perform the services in accordance with the specifications outlined herein. Respondent(s) shall provide requested pricing on Attachment A-2 Bid Price Form (Excel Worksheet). 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.

2. GENERAL: These specifications are to establish the minimum requirements for pavement seal coating, pavement overlay, new pavement installation, striping and pavement markings and other services as requested by the CCSB Facilities and Maintenance Department. The Contractor will be responsible for the layout and accomplishment of work to these specifications at the stated bid prices. Checking of layout and any assistance provided by CCSB shall in no way be construed to relieve Contractor of his responsibilities.

A. PAVEMENT SEAL COATING – The Contractor shall provide all material, equipment, labor, transportation, etc.

necessary for the seal coating of the existing bituminous paving surfaces, such as an existing parking lot or running track, to include the sealing of cracks and crevices in accordance with the specifications outlined herein.

1) Pricing for this service shall be priced per square yard inclusive of all materials and work specified herein.

2) Materials must be in accordance with the following design specifications. Alternate materials shall be permitted only with prior authorization from CCSB and must meet or exceed these specifications:

Gem Seal Brand Heavy Duty Pavement Sealer.

Latex Additives shall be Gem Seal brand Ultra or AQS Latex.

Sand shall be washed and graded Silica sand.

3) Work shall consist of the following (per jobsite):

Sealing all pavement cracks ¼" wide and wider with rubberized asphalt sealant conforming to current ASTM D6690 standards for joint and crack sealants.

Sealcoating the existing bituminous pavement with two coats of approved material.

Providing manufactures cut sheets that demonstrate adherence to the material specifications.

Testing all work as required.

4) Installation shall strictly adhere to Gem Seal manufacturers’ specifications for moderate traffic (or approved equal) and largely consist of the following:

Initial coat shall consist of (per 100 gallons of product): 40 – 50 gallons of clean water, 3 – 5 pounds silica sand, and 3 – 5 gallons latex additive. Product shall be applied at a rate of 0.10 – 0.15 gallons per square yard.

Second coat shall consist of (per 100 gallons of product): 40 – 50 gallons of clean water, 4 - 6 pounds silica sand, and 3 – 5 gallons latex additive. Product shall be applied at a rate of 0.08 – 0.12 gallons per square yard. The second coat will be applied only after the previous coat is dried, preferably 24 hours later, but no less than 4 hours under ideal conditions. Ideal conditions require sustainable temperatures in excess of 75°F, continuous sunshine, and less than 50% relative humidity. Marginal conditions can require curing times greater than 24 hours. Subsequent coats should be applied at right angles to the previous coat, where possible. Final application should be allowed to cure at least 24 hours under ideal conditions, if possible, without traffic.

Sealer will not be applied unless the air and pavement temperatures are a minimum 65°F and rising, followed by sustainable ideal conditions defined above. Work will be completed so that there is a minimum of 4 hours of direct sunlight remaining under ideal conditions after completing the day's work. Sealer will not be applied under rainy, wet, foggy, or conditions such as an overcast sky and high humidity. UNDER NO CIRCUMSTANCES shall application be performed under cold and/or wet or foggy conditions, nor when such conditions are imminent within 24 hours. No emulsion can be used that has been subjected to freezing weather.

B. PAVEMENT OVERLAY – The Contractor shall provide all material, equipment, labor, transportation, etc. necessary for the resurfacing of existing bituminous paving surfaces, such as a parking lot, road, or running track, to include filling of potholes, crevices, and dressing up edges in accordance with the specifications outlined herein.

1) Pricing for this service shall be priced per ton inclusive of all materials and work specified herein.

2) Materials must be in accordance with the following design specifications:

Superpave Asphaltic Concrete (SP 9.5) meeting State of Florida Department of Transportation, Standard Specifications for Road and Bridge Construction Specifications section 334, latest addition

Tack coat shall meet requirements of the Florida Department of Transportation Road and Bridge Construction, latest edition.

3) Work shall consist of the following (per jobsite). All items are considered incidental to pavement overlay and shall be included in the per unit price for asphalt:

All existing parking bumpers shall be removed, stockpiled and re-set. Payment for this shall be made under “Remove and Reset parking bumpers”, as defined elsewhere in these specifications.

Cleaning loose sand or dirt from the existing paved surface by power broom method.

Potholes shall be excavated down to existing compacted material and squared off by saw cutting, then backfilled with limerock and compacted.

Areas of severe damage due to oil and fuel spillage shall be removed by saw cutting, and excavated down to existing compacted material.

An industrial grade weed killing solution/growth inhibitor shall be applied to all vegetation growing through the existing asphalt.

Application of Asphalt bonding material (Tack Coat) at a rate of 0.10 gal/square yard on all previously constructed surfaces before applying an asphaltic concrete leveling course of surface course.

A leveling course shall be applied and rolled/compacted to fill existing low areas, potholes, and other areas as necessary.

Place Asphalt in place by machine and rolled/compact to a thickness and width specified by the CCSB.

Rolling/compacting shall be accomplished with a 5-ton (min) roller with a minimum of 5 passes, or until material is satisfactorily compacted and finished smooth. Finished material strength shall be minimum compressive strength of 1500 psi and meeting Section 334 of the State of Florida Department of Transportation, Standard Specifications for Road and Bridge Construction Specifications, latest addition.

C. NEW PAVEMENT INSTALLATION – The Contractor shall provide all material, equipment, labor, transportation, etc.

necessary for the construction and installation of New Pavement and Sod in accordance with the specifications outlined herein. Work will include, but is not limited to, minor parking lot additions, roadway extensions, running/walking tracks, play courts, and other pavement installations needed as directed by CCSB.

1) Pricing for this service shall be priced per square yard and inclusive of all asphalt, limerock, subgrade, prime coat and minor earthwork.

2) Materials must be in accordance with the following design specifications:

Material used shall be Superpave Asphaltic Concrete (SP 9.5) meeting Section 334 of the State of Florida Department of Transportation, Standard Specifications for Road and Bridge Construction Specifications, latest addition.

Tack coat shall meet requirements of Section 300 of the Florida Department of Transportation Road and Bridge Construction Specifications, latest addition.

Limerock shall meet the requirements of Section 200 of the Florida Department of Transportation Road and Bridge Construction Specifications, latest addition.

3) Work shall consist of the following (per jobsite).

New Pavement Installation shall include all material, equipment, labor and transportation for the installation of 6 inches of stabilized subgrade (LBR 40), compacted to 98% modified proctor, under 6" of limerock (LBR 100), compacted to 98% modified proctor, under a layer of prime coat spread at 0.10 gal/sy, under a layer of 1 1/4" SP 9.5 asphalt (No recycled material). Price shall include the removal and disposal of material necessary to install the pavement flush with existing grade. Price shall include minor edge dressing and minor earthwork necessary to provide a uniform grade. Cleaning loose sand or dirt from the existing paved surface by power broom method.

Sod shall consist of the delivery, installation, and rolling of palleted Bahia sod (no rolled sod) over a well graded site. CCSB reserves the right to utilize another sod vendor, if in the best interest of the district.

D. STRIPING AND PAVEMENT MARKINGS – The Contractor shall provide all material, equipment, labor, transportation, etc. necessary to provide pavement striping/markings, painting curbs/bumpers, installing new parking bumpers, and resetting parking bumpers in accordance with the specifications outlined herein. Work will include, but is not limited to, restriping or adding new striping to existing and new parking lots and the striping of new or existing running tracks, and other play courts, to the Florida High School Athletic Association (FHSAA) standards.

1) Pricing for these services shall be as follows:

New Striping and Striping of Curbs shall be billed on the actual lineal footage installed.

Pavement Messages shall be billed per each message/phrase installed. Common messages/phrases include “NO PARKING”, “FIRE LANE”, “BUS ONLY”, and “ONE WAY”.

Pavement Numbers shall be billed on the actual number (including all digits) up to 3. Common Pavement Numbers include “8”, “25”, and “150”.

Directional Arrows shall be billed per each directional.

Painted Handicap Spaces shall be billed per space and inclusive of all edge stripes, gore stripes, handicap symbol, painting of parking bumper, and installation of a new Handicap Sign.

New Parking Bumpers shall be billed per bumper.

Remove and Reset Parking Bumpers shall be billed per bumper.

Painted Parking Bumpers shall be billed per bumper.

2) Materials must be in accordance with the following design specifications:

Painted materials shall comply with Sections 710 and 971 of the Florida Department of Transportation Standard Specifications for Road and Bridge Construction, latest addition.

Concrete Bumpers shall be new, 5' long, 4 ½" high, 7" wide at the base, tapered, and constructed of concrete.

3) Work shall consist of the following (per jobsite).

Line striping shall vary per job to be either 3" width or less, or between 4" or 6" wide and installed at the locations and colors designated by the CCSB on a clean surface. Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job. In the cases of a play court or running track, the striping shall be installed per FHSAA standards where deemed applicable by the CCSB.

Painted Curbs shall conform to the existing curb and extend back horizontally a minimum of 6” and installed at the locations and colors designated by the CCSB on a clean surface. Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job.

Pavement Messages shall be a minimum height of 24" and installed at the locations and colors designated by the CCSB. Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job.

Pavement Numbers shall be at a height directed by the School Board (Minimum 12" – Maximum 24") and installed at the locations and colors designated by the CCSB. Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job.

Directional Arrows shall be a minimum of 3' from arrow base to point and installed at the locations and colors designated by the CCSB . Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job.

Painted Handicap Spaces shall be installed in strict accordance with Chapter 11 of the Florida Building Code and Chapter 9B-7 of the Florida Administrative Code, latest additions. Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job. If existing striping exists in the project area, work shall include the eradication of the existing striping.

New Parking Bumpers shall be installed at locations designated by the CCSB on a clean surface. Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job. Bumpers shall be anchored with a #5 Rebar embedded 12” into the pavement surface.

Remove and Reset Parking Bumpers shall be removed and re-installed in accordance with above specifications for New Parking Bumpers. Work shall include all labor and material necessary to remove, stockpile, and re-install existing parking bumpers at the direction of the CCSB.

Painted Parking Bumpers including the painting of new or existing parking bumpers at the direction and color of the CCSB. Work shall include all layout, cleaning, labor, materials, and installation necessary to complete the job.

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

Contractor shall respond to EMERGENCIES within twenty-four (24) hours of notification by the CCSB Maintenance Department or assigned representative.

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

It is understood that in some cases other site work may be needed in cases where preceding work is cause for additional site work not already included in the specifications above. For instance, an existing tree may be in the location of a proposed parking lot addition and need to be removed. Unless otherwise included in the general specifications herein, additional work may include, but is not limited to, tree removal, stump grinding, earthwork/grading (other than as deemed minor per the opinion of the CCSB), import or export of fill, and other general site related items.

5. CONTRACTOR OWNED EQUIPMENT: This is equipment that is used on occasion, not in the regular course of paving and striping services. Contractor to list the type of special equipment and associated rates on the bid price form.

This is not for smaller equipment and daily use tools, but for larger specialized equipment. Rates provided are for active use of equipment. Payment for inactive use will not be allowed. Acceptance of this equipment list will be determined by authorized CCSB representatives at time of award.

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

(D) in fulfillment of Board Policy.

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

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

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

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

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

8. USE OF SUBCONTRACTORS: On occasion, the use of subcontracted services may be required. This is for services that are needed on occasion and only used with prior written approval from the CCSB Maintenance Department or authorized representative. Subcontractors will be required to conform to the Jessica Lunsford Act and meet all requirements for license, insurance, and comply with all terms, conditions and specifications outlined herein. A maximum of 10% mark-up will be allowed. A markup on sales tax will not be allowed. The Contractor's invoices will clearly show the description of the subcontracted service, cost, and percent mark-up cost. A copy of the Subcontractor's invoice will be submitted with the Contractor's invoice.

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

CONTRACTOR’S RESPONSIBILITIES:

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

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

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

c. Emergency Work Orders may be needed from time to time. The Contractor shall, within two (2) not to exceed four (4) hours’ notice, meet CCSB personnel at the job sites, review the scope of work, provide an estimate, proceed with work without delay and in general be responsive to the emergency request. An emergency is defined as any situation that left uncorrected, would potentially jeopardize the health, safety or security of the school’s occupants; cause significant damage to a structure or its contents; or unduly impede the conduct of the school district’s business. Failure to respond to a service call, within the designated time, shall be considered a valid reason for termination of this contract. In the event that the Contractor(s) shall not comply within stated time, the CCSB reserves the right to call any qualified contractor(s) to perform service.

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

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

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

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

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

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

20. 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.

21. 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.

22. 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.

23. 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.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. 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.

32. 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.

33. 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.)

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

35. 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).

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

37. 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.

38. 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.

39. 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.

40. 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.

41. 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.

42. 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.

43. 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).

44. 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.

45. The Contractor…