A_2026-26-Intercom_Systems_and_Components_Solicitation_FINAL.pdf

2026-26-ITB Intercom Systems and Components

INVITATION TO BID (ITB)

2026-26-ITB

Intercom Systems and Components

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 February 27, 2026

Pre-Solicitation Meeting N/A

Deadline for Questions at www.myvendorlink.com March 9, 2026 @ 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

March 20, 2026 @ 2:00 PM EST

Bid Opening at 1007 W. Main Street, Building 200, Inverness, FL 34450 March 20, 2026 @ 2:00 PM EST

Posting of the Notice of Intended Decision at www.myvendorlink.com March 31, 2026

School Board Approval/Award April 14, 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 Monday, March 9, 2026 @ 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 purpose of this Invitation to Bid (ITB) is to solicit competitive sealed bids from experienced and qualified Respondents to provide intercom systems and components for The School Board of Citrus County, Florida (“CCSB”) at firm, fixed unit prices on an as-needed basis 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. If not the manufacturer, bids will be considered only from an authorized stocking OEM dealer or warehouse distributor and installer for one (1) or more of the manufacturer intercom systems specified herein for the duration of the contract.

By signing of the Bid, Respondent certifies that they are in “good standing” with and currently approved to represent each proposed manufacturer equipment line to the CCSB. Respondent shall submit a letter of verification from manufacturer(s) with Bid submittal.

2. Respondent shall have a minimum of five (5) years of verifiable experience successfully providing intercom services specified herein and operating under the same legal entity name within the State of Florida, as verified by sunbiz.org prior to Bid opening.

3. Service response time is an essential part of this contract. Respondent shall maintain an operation service dispatch facility within reasonable proximity (contiguous counties) of Citrus County to ensure compliance with the service time requirements as specified herein. CCSB reserves the right to waive the requirement should Respondent be able to demonstrate, to the complete satisfaction of CCSB, its capability in providing sufficient and timely service to the District.

4. Respondent shall have and maintain a State of Florida Certified Electrical Contractor’s (EC) License, Certified Alarm Contractor (I) (EF), Certified Alarm Contractor II (EG), or Certified Specialty Contractor (ES) License and a certification for the specific system brand they will be servicing and installing. Respondent shall include copies of their valid License(s), Business Tax Receipt, and Certifications with Bid submittal.

5. 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.

6. 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 A-3 Respondent’s Statement of Experience and Qualifications.

7. 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(s) be responsible for supplying various equipment, repair parts, and materials for specified manufacturer’s intercom systems that are common and necessary to the operations of a K-12 school facility. Work under this contract shall also include the provision of qualified service labor to supplement those services which cannot be performed in-house including, but not limited to, repairs, replacements, service (inspection, certification, troubleshooting, etc.), and new installations necessary to maintain intercom systems in optimal operation and reliable condition, and for the upgrading of system equipment as budget permits. Services under this contract may vary significantly in scope and size and be scheduled on an irregular basis at any school and support facility within the district.

Intercom manufacturers currently represented in the district include Bogen and CareHawk.

Awarded Contractor shall furnish all qualified labor, supervision, technical expertise, specialized components, equipment, tools, trade accessories, materials, fuel, transportation, delivery, etc. necessary to successfully perform work as described herein at various school sites and facilities district-wide as required by CCSB.

SPECIAL NOTE* Projects estimated costs meeting or exceeding costs in accordance with School Board Policies and Florida Statutes 255.0525 must go through a separate sealed bid process and meet all applicable bonding requirements, advertising, etc. The decision to solicit sealed bids for such projects will be the responsibility of appropriate district personnel prior to releasing the project.

TECHNICAL SPECIFICATIONS

1. PRICING: This bid will establish firm hourly labor rates and a percentage discount/mark-up on materials for equipment and services as needed. Respondent(s) shall provide requested pricing on Attachment A-2 Bid Price Form. Prices quoted shall be firm, net prices for the contract period as specified herein. Awarded Contractor may offer additional “special” discounts at any time during the term of the contract.

A. Balance of Line (Discount): OEM Equipment, Parts, and Materials – Respondent(s) shall bid a percent (%) discount off manufacturer’s published list prices at the time of product ordering. Unit price, as reflected on invoice, shall be determined by applying the proposed percentage (%) discount to the list price to obtain the net delivered price. Discount bid shall be firm and fixed during the full term of contract and inclusive of all handling, order processing, technical expertise, labor, delivery, insurance, profit, and any other direct and indirect cost associated with the performance of the contract. No other charges or surcharges shall be applicable to this contract unless specifically permitted herein.

B. Balance of Line (Mark-Up): Non-OEM Equipment, Parts, and Materials – This is for non-OEM equipment, parts, and materials that may be required to complete a job. Respondent(s) shall bid a percentage (%) mark-up on the Contractor’s wholesale price from the supply house. A maximum of a 10% percent markup allowed. A markup on sales tax will not be allowed. Awarded 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.

Mark-Up bid shall be firm and fixed during the full term of contract and inclusive of all handling, order processing, technical expertise, labor, delivery, insurance, profit, and any other direct and indirect cost associated with the performance of the contract. No other charges or surcharges shall be applicable to this contract unless specifically permitted herein. Note: All invoices shall be billed on a cost-plus basis except during a declared disaster no mark-up permitted.

C. Labor: Installation, Service and Repair – Respondent(s) shall bid a firm, fixed hourly labor rate for installation, service, and repair work. The quoted hourly rates shall include full compensation for all technical expertise, supervision, qualified labor, customary equipment, tools, trade accessories, fuel, transportation, travel time, insurance, profit, and any other direct and indirect cost (including overhead & profit) associated with the performance of the contract. 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. No additional costs, expenses or surcharges shall be applicable to this contract unless specifically permitted herein.

D. Discount/Mark-Up Terms and Conditions – In the determination of discount/mark-up bid, the following terms and conditions shall prevail:

Single Percent (%) discount/mark-up bid shall apply to the entire manufacturers’ standard product line.

Contractors may offer additional “special” discounts at any time and may invoice at discounts greater than bid.

Minimum Order requirements in any form shall not be allowed unless to comply with the terms of an additional quantity discount. The CCSB recognizes that shipping is a significant overhead cost component and shall make every reasonable effort to maximize orders when feasible.

Freight Terms: Discount/mark-up bid shall include delivery F.O.B Destination, freight prepaid and included, with title to goods transferring to the CCSB at time of receipt and acceptance. The CCSB shall not honor and pay any shipping charges.

Price Verification: Discounted unit price shall be easily derived and verifiable from a readily accessible/ available manufacturers documented source such as published catalog, descriptive price list or website. List prices shall not be custom or solely developed for purposes of this solicitation and resulting contract, if awarded.

The CCSB reserves the right to request Respondent to provide paid receipts as verification of net cost and mark-up for non-OEM purchases.

Competitive Price: The CCSB requests that discount/mark-up bid provide the maximum competitive pricing available, commensurate with the scope of this contract, and offered to other educational institutions of equal or greater size. CCSB reserves the right to reject any Bid that, in its opinion, does not afford a price advantage to the CCSB compared to general trade and other commercial accounts with lesser purchasing volume. In making such determination to reject Bid, the CCSB shall consider discount equity with other school districts among other factors.

Catalog: Successful Respondent(s) shall make available to CCSB, either in digital or electronic form, manufacturer’s current published catalog and/or descriptive price list (including list prices and product order numbers) for each awarded manufacturer product line within ten (10) business days of contract award and annually thereafter.

2. GENERAL: These specifications are to establish the minimum requirements for providing intercom system services and components 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 assistance provided by CCSB shall in no way be construed to relieve Contractor of his responsibilities.

A. Product – Any manufacturer’s names, trade names, brand names, and product numbers used in the specifications herein, are for the purpose of describing and establishing tested, compatible, approved, and acceptable equipment of the type and quality required by the CCSB. The CCSB recognizes the benefits realized by standardizing commonly used intercom system equipment identified as critical to the operations of its school facilities. The benefits of standardization are primarily demonstrable in the areas of labor productivity (work savings), equipment familiarity and training, equipment parts availability and stock levels, equipment quality, procurement sourcing, and supplier relations. As a result, the CCSB has pre-approved the following “OEM” manufacturers’ brand intercom equipment for inclusion in this solicitation: Bogen and CareHawk.

The CCSB shall not consider or evaluate any other proposed manufacturers’ equipment. Bids reflecting the proposal of another manufacturers’ equipment shall be non-responsive. For purposes of this solicitation, “non-OEM” shall mean all manufacturer branded intercom related equipment, parts, and materials other than “OEM” manufacturers specified herein.

B. OEM and non-OEM Intercom Equipment, Parts, and Materials – All equipment, parts and materials covered under this contract shall comply with current applicable codes and standards of Underwriter's Laboratories, American National Standards Institute (ANSI) and National Electric Code (NEC) and shall be properly listed and approved.

1) New installations and upgrades, including all equipment, parts and materials, provided in the performance of this contract must conform to all CCSB design guidelines, as applicable, and shall be:

Complete and in first class operating condition.

Designed, constructed, equipped, and assembled to be fully suitable for its intended use, purpose, and service.

First quality, new and unused for the current manufacturer’s model year or later, of current or recent production, and of the latest design and construction. Remanufactured, refurbished, used, like-new, demonstrator model or new with used components shall not be acceptable.

Free of damage and/or rust which may affect appearance, performance or serviceability.

All manufactured items and fabricated assemblies shall be UL listed.

2) Furnished equipment shall contain all standard parts and components as specified and customarily provided by manufacturer. Contractor shall not remove any standard parts and components without the expressed approval by an authorized CCSB Representative. Upon award of contract, Contractor shall notify CCSB of any change in manufacturer equipment specifications resulting from revisions, alterations, or technical improvements. CCSB reserves the right to terminate contract should, in its opinion, any such change significantly affects the operational performance of equipment or otherwise devalue equipment.

3) Replacement parts shall be available in sufficient supply for a minimum period of seven (07) years from date of delivery and acceptance. Each part or part packaging shall be marked with the manufacturer name or trademark, part number and description. Parts not showing name of manufacturer are unacceptable. Bidder shall ensure that all delivered equipment meets or exceeds the established manufacturer specifications.

4) Software included shall be compatible and use similar commands as Window based applications. Any applicable software and training shall be included in all labor prices necessary to install intercom systems. No additional charges shall be accepted.

C. New Installation – For new equipment installation, Contractor shall be responsible for the set-up, testing, demonstration and training to Facilities Department personnel and appropriate service site staff. Training sessions will be scheduled for an agreed upon time between Contractor and CCSB and include topics such as installation, operation, maintenance and troubleshooting, etc.

D. Equipment documentation – The Contractor shall provide, at no additional cost, the following documents for each system delivered/installed:

Two (2) operating manuals for each equipment unit delivered.

Manufacturer’s published literature/specifications.

Manufacturer’s written warranty.

Manufacturer’s written repair procedures.

Technical information to assist in interfacing new equipment into the existing system.

Detailed instructions for proper and complete installation if the Contractor is not required to install. Schematics are required for complete systems only, not for individual components.

The Contractor must provide engineered drawings, if required or upon request.

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 four (4) hours via phone or email of notification by the CCSB Maintenance Department or assigned representative and have someone on-site within twenty-four (24) hours after notification to report to the job site to review the scope of work, provide an estimate, and proceed with work without delay.

4. 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.

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-3.

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 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.

46. 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.

47. 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.

48. 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.

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

50. 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.

SECTION 3 – SPECIAL CONDITIONS

1. AWARD AND AWARD NOTIFICATION:

a. Purchasing will utilize a work scenario provided by the Maintenance Department containing an estimated number of units…