Bid_4109GM_HVAC_Supplies_-_REQUIRED_FORMS.pdf

An Equal Opportunity School District Bid #4109GM, HVAC Supplies, Term Contract Rev 88VL – 8‐23‐2024

The School Board of Marion County, Florida Purchasing Department 2091 NE 35th Street Ocala, FL 34479

INVITATION TO BID

BIDDER ACKNOWLEDGEMENT

(Template Rev. 88VL)

Bid Number: 4109GM Posting Date: November 15, 2024 Bid Title: HVAC Supplies, Term Contract Term: January 15, 2025 to January 31, 2026

Deadline for Receipt of Bid Responses: Friday, December 6, 2024 at 2:00 PM Board Approval Date: January 14, 2025

Firm Name (Legal Name of Corporation) Fictitious Name or d/b/a

Firm Name ‐ Physical Address to include City, State & Zip Code

Fictitious Name or d/b/a ‐ Physical Address to include City, State & Zip Code

Firm Name ‐ Mailing Address to include City, State & Zip Code

Federal Employee Identification No. or Social Security No.

Area Code/Telephone Number #

Fax No. E‐mail Address:

ANTI‐COLLUSION: The signed bidder certifies that he or she has not divulged, discussed or compared his or her bid with other bidders and has not colluded with any other bidder or parties to a bid. (NOTE: No premiums, rebates, or gratuities are permitted either with, prior to, or after any delivery of material. Any such violation will result in the cancellation and/or return of materials (as applicable) and the removal from the bid list(s).

I certify that I am the owner or an authorized officer or agent for the above company and that the information supplied herein, including all pages attached, is correct; and that neither the applicant nor any person or concern in any connection with the applicant as a principal officer, so far as is known, is now debarred or otherwise declared ineligible by The School Board of Marion County, Florida (“School Board”), from bidding for furnished materials, supplies or services to the School Board.

The undersigned represents and warrants by signing this document that employee background investigations will be adhered to in accordance with §1012.32, Fla. Stat. (2024).

Authorized Signature (Manual)

Authorized Signature (Type or Printed) and Title

SPECIFICATIONS

Applies to Category I – Unit Prices:

These items are unit prices only and will be awarded by line item.

Applies to Category II Discounts:

These are the discount(s) your company offers off your electronic or printed catalog/price sheet. No other pricing index shall be used.

The bidder must offer the same discount for each line whether the item is a stocked or non-stocked product.

The discount you provide must be honored for all walk-in purchases by Maintenance Department personnel.

It will be the responsibility of the successful bidder to ensure the correct discount is applied to our invoice.

These invoices will be checked at the Maintenance Department and a record kept of incorrect billing. If the incorrect billing continues the contract will be cancelled with that vendor for the remainder of the contract term. The School Board will then contract with the second low bidder for the purchase of items for that specific manufacturer.

Price changes will become effective the day the Marion County School Board receives written notification of such changes.

Stock item business will be awarded to the vendor offering the lowest cost on an order-by-order basis.

For Items 164 and 166: If offering an equivalent brand to these items, please list the brand you are proposing and discount. These items may be awarded to multiple vendors.

Applies to Category II Award:

This bid section will be awarded to all responsive and responsible bidders. At time of order, the District will apply vendor’s submitted discount to their catalog price to determine the lowest cost vendor for the items being purchased. Purchases will adhere to §287.084, Florida Statute, concerning Florida Preference.

Applies to Category III In-store Purchases:

For the in-store purchases that are made for items not listed in this bid, provide your in-store discount from catalog price. This bid section will be awarded to all responsive and responsible bidders with locations in Marion County, with no guarantee of exclusive purchasing to a single vendor.

Applies to Category IV One-Time Purchase(s):

The District intends to issue purchase orders for the refrigerant listed in Category IV of the Proposal Form for one-time purchases on or about January, 2025:

Applies to Category I & II Alternates:

The School Board has operationally standardized many of the parts they use and due to that, alternates/substitutions may not be accepted on this bid. The School Board will continue to purchase items from manufacturers that are not covered under this bid, but the intent of this contract is to cover most of our purchases.

Applies to Category I, II & III Restocking Charges:

Please state in your bid package the percentage of contract price charged for restocking of stock and non-stocked (special) orders.

Applies to Category I, II & III Factory Authorized Dealer:

FOR YOUR BID TO BE CONSIDERED ON A PATICULAR MANUFACTURER, YOUR

COMPANY MUST BE AN AUTHORIZED DEALER. THE BRANCH BIDDING MUST BE AN

AUTHORIZED FACTORY DEALER.

Applies to Category I & II:

All Companies that are located outside Marion County will only be bidding on Stock Items Only, not the “Walk-In” business.

Please ensure you provide Manufacturer Authorization Letters for any brands you submit a bid on as per Section O found on page 15 of the Terms and Conditions Document.

PROPOSAL FORM

Download “Bid 4109GM HVAC Supplies ‐ PROPOSAL FORM.xlsx” from myvendorlink.com, where you downloaded this bid document. Complete the PROPOSAL FORM document and upload the completed Excel file and all required forms to complete your bid submission.

ONLY ELECTRONIC SUBMISSIONS OF THIS BID ARE ACCEPTED. DO NOT MAIL, EMAIL, OR DELIVER IN

PERSON YOUR BID DOCUMENTS TO THE MCPS PURCHASING DEPARTMENT.

We, the undersigned, do hereby certify that these prices include all labor and material and will hold the pricing mechanism appearing in this solicitation fixed for a period after School Board approval for approximately one (1) year from January 15, 2025 to January 31, 2026. We further realize the estimated quantities given are for evaluation purposes only and no guarantee of purchase is expressed or implied.

Division of Corporations Registration Requirements

Companies incorporated within the State of Florida must furnish their Florida document number. Companies incorporated in any other state must furnish their applicable document number. All corporations or other legal entities must be registered to do business in the State of Florida and have an active status in order to be eligible to do business with the School Board. The specific requirements for registration are found in §607, Fla. Stat. (2024). To register with the State of Florida, visit: www.Sunbiz.org

Company: ________________________________________________

Per: ___________________________________________(Print name)

Authorized Signature: _______________________________________

Address: __________________________________________________

City/State/Zip: ______________________________________________

Dunn & Bradstreet # ________________________________________

Federal I.D. # ______________________________________________

Division of Corporations Registration Number: ___________________

The state incorporated in: _____________________________________

Occupational License Number or Contractor Certification (Only use if required)

PURCHASE ORDER MAILING NAME AND ADDRESS

Company Name: ____________________________________________________________________

Mailing Address: ____________________________________________________________________

City: _________________________________ State: __________________ Zip: _________________

Telephone: _______________________________ Fax: _____________________________________

Contact Name: ____________________________ Contact Title: ______________________________

Purchase Order E‐mail address: ________________________________________________________

REMITTANCE NAME AND ADDRESS FOR PAYMENT

Company Name: ____________________________________________________________________

Mailing Address: ____________________________________________________________________

City: _________________________________ State: __________________ Zip: _________________

Telephone: _______________________________ Fax: _____________________________________

Contact Name: ____________________________ Contact Title: ______________________________

Contact Email Address: ______________________________________________________________

BIDDER’S QUALIFICATION STATEMENT

MUST BE COMPLETED TO BE CONSIDERED A RESPONSIBLE BIDDER

COMPANY NAME: ________________________________________________

1. Bidder has been in business continuously since: ________________________________

2. Bidder has had experience in work comparable with that required under the proposed contract:

As a prime contractor for ___________ years / As a subcontractor for __________ years

3. Following is a partial list of work the bidder has completed in the last five (5) years) which is similar in character and in magnitude to that required in the proposed Contract:

YEAR OWNER LOCATION CONTRACT AMOUNT

4. Furnish references for information concerning the work listed above:

NAME COMPANY TITLE CITY/STATE PHONE #

5. Provide email addresses for each person listed in item 4:

6. List the supervisory personnel to be employed by the bidder and available for work on this project

(Project Manager, Principal Foreman, Superintendents):

NAME TITLE YEARS EXPERIENCE

7. List Subcontractors – Name, address and years of experience, if you will be utilizing subcontractors on any portion of this project.

NAME Address YEARS EXPERIENCE

8. Name and title of person filling out form:

NAME TITLE

If you need additional space, please submit a separate sheet with appropriate headings.

BIDDER’S STATEMENT OF PRINCIPAL PLACE OF BUSINESS

Name of Bidder: ______________________________________________

Identify the state in which the bidder has its principal place of business: ____________________________________

If your principal place of business is located within the State of Florida, you do not need to proceed any further on this form.

If outside of Florida, please complete the entire form.

NOTE: Section 287.084(2), Fla. Stat. (2024) states that “A vendor whose principal place of business is outside this state must accompany any written bid, proposal, or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts.”

LEGAL OPINION OF OUT‐OF‐STATE BIDDER’S ATTORNEY ON BIDDING PREFERENCES

(To be completed by the Attorney for an Out‐of‐State Proposer, please select one)

The bidder’s principal place of business is in the State of ___________________ and it is my legal opinion that the laws of that state do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state.

The bidder’s principal place of business is in the State of ___________________ and it is my legal opinion that the laws of that state grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state: [Please describe applicable preference(s) and identify applicable state law(s)]:

LEGAL OPINION REGARDING POLITICAL SUBDIVISION BIDDING PREFERENCES

(To be completed by the Attorney for an Out of State Proposer, please select one)

The bidder’s principal place of business is in the political subdivision of _______________________ and it is my legal opinion that the laws of that political subdivision do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision.

The bidder’s principal place of business is in the political subdivision of ______________________ and the laws of that political subdivision grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision: [Please describe applicable preference(s) and identify applicable authority granting the preference(s)]:

Attorney’s Signature: ________________________________ Attorney’s Printed name: _________________________________

Address of out‐of‐state bidder’s attorney: ______________________________________________________________________

Telephone number of out of state bidder’s attorney: _____________________________________________________________

E‐mail address of out‐of‐state bidder’s attorney: ________________________________________________________________

Attorney’s state(s) of bar admission: __________________________________________________________________________

CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL STATEMENT

The School Board of Marion County, Florida (“School Board”) takes its public records responsibilities as provided under §119, Fla. Stat. (2024) and Article 1, Section 24 of the Florida Constitution, very seriously.

If Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to §119, Fla.

Stat. (2024), the Florida Constitution or other authority, Proposer must also simultaneously provide the School Board with a separate redacted copy of its response. This redacted copy shall contain the School Board solicitation name, number, and the name of the Proposer on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy shall be provided to School Board at the same time Proposer submits its response to the solicitation and must only exclude or obliterate those exact portions that are claimed confidential, proprietary, or trade secret. In compliance with §119.07(1)(e), Fla. Stat. (2024), Proposer must “state the basis for the exemption” that he/she “contends is applicable to the record, including the statutory citation to an exemption created or afforded by statute.”

Proposer shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. Further, Proposer shall protect, defend, and indemnify the School Board for any and all claims arising from or relating to Proposer’s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure.

The School Board will make no effort to verify whether or not the redacted material is exempt from §119, Fla. Stat. (2024). That determination is totally the responsibility of the Proposer.

If the Proposer fails to submit a Redacted Copy with its response, the School Board is authorized to produce the entire documents, data or records submitted by Proposer in answer to a public records request for these records.

I have read and understand my responsibilities regarding any purported confidential, proprietary or trade secret material contained in this proposal.

After reading the above statement, please initial next to the appropriate statement below:

__________ I have not included a redacted copy of our proposal.

__________ I have included a redacted copy of our proposal along with this original.

Signature of Proposer Signing Agreement

Acknowledgment of Addenda Check: (Yes) or (No)

(Date of Receiving Addendum)

Addendum #1 Yes _____ No _____ Date Received:

Addendum #2 Yes _____ No _____ Date Received:

Addendum #3 Yes _____ No _____ Date Received:

Addendum #4 Yes _____ No _____ Date Received:

Addendum #5 Yes _____ No _____ Date Received:

Company Name

Signature

Address

City State Zip Code

Date

CERTIFICATION REGARDING DEBARMENT,

SUSPENSION, INELIGIBILITY, VOLUNTARY EXCLUSION,

AND LOWER‐TIER COVERED TRANSACTIONS

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510, Participants responsibilities. The regulations were published as Part IV of the January 30, 1989, Federal Register (pages 4722‐4733).

**BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON THE FOLLOWING PAGE**

(1) The prospective lower‐tier participant certifies, by submission of this proposal, that neither he or she nor his or her principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

(2) Where the prospective lower‐tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Organization Name PR/Award Number or Project Name

Name(s) and Title(s) of Authorized Representative(s)

Signature(s) Date

INSTRUCTIONS FOR CERTIFICATION

1. By signing and submitting this form, the prospective lower‐tier participant is providing the certification set out in accordance with these instructions.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower‐tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower‐tier participant shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective lower‐tier participant learns that his or her certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms “covered transaction,” “debarred,” ‘suspended,” “ineligible,” “lower‐tier covered transaction,” “participant,” “person,” “primary covered transaction,” “principal,” “proposal,” and “voluntarily excluded,” as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower‐tier participant agrees by submitting this form that he or she shall not knowingly enter into any lower‐tier‐covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower‐tier participant further agrees by submitting this form that he or she will include this clause titled “Certification Regarding Debarment, Suspension, Ineligibility, Voluntary Exclusion, and Lower‐Tier‐Covered Transactions,” without modification, in all lower tier covered transactions and in all solicitations for lower‐tier‐covered transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower‐ tier‐covered transaction that he or she is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless he or she knows that the certification is erroneous. A participant may decide the method and frequency by which he or she determines the eligibility of his or her principals. Each participant may, but is not required to, check the Non‐Procurement List.

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower‐tier‐covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction; in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

DRUG‐FREE WORKPLACE CERTIFICATION

Preference must be given to vendors submitting a certification with their bid/proposal certifying they have a drug‐free workplace in accordance with §287.087, Fla. Stat. (2024). This requirement affects all public entities of the State. The special condition is as follows:

IDENTICAL TIE BIDS ‐ Preference shall be given to businesses with drug‐free workplace programs. Whenever two or more bids, which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug‐free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug‐free workplace program. A business shall:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violation of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace‐ the business' policy of maintaining a drug‐free workplace; any available drug counseling, rehabilitation, and employee assistance programs;

and the penalties that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contender to, any violation of §893, Fla. Stat. (2024) or of any controlled substance law of the United States or any state, for a violation occurring in the workplace, no later than five (5) days after such conviction.

5) Impose a sanction on or require the satisfactory participation in a drug‐abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6) Make a good‐faith effort to continue to maintain a drug‐free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

COMPANY NAME

VENDOR'S SIGNATURE

MUST BE EXECUTED AND RETURNED WITH ATTACHED BID AT TIME OF BID OPENING TO BE CONSIDERED.

STATEMENT OF NO BID

If you are not bidding on this service/commodity, please complete and upload to www.myvendorlink.com.

Failure to respond may result in deletion of vendor's name from the bidder's list for The School Board of Marion County, Florida.

COMPANY NAME: _____________________________________________________

ADDRESS: ___________________________________________________________

CITY: ________________ STATE: ________________ ZIP: _____________

CONTACT PERSON: __________________________TELEPHONE: ______________

We, the undersigned, have declined to bid on your Bid No. 4109GM for HVAC Supplies, Term Contract because of the following reasons:

We do not offer this product or the equivalent.

Insufficient time to respond to the invitation to bid.

Remove our name from this bid list only.

Our product schedule would not permit us to perform.

Unable to meet bond requirements.

Other. (Specify below)

REMARKS:

SIGNATURE: _____________________________ DATE: _________________ (m/d/yyyy)

PURCHASING DEPARTMENT

2091 NE 35th Street Ocala, FL 34479

(352) 671‐7500

Fax (352) 671‐7504

COMMON CARRIER INSURANCE WAIVER REQUEST

Company Name ______________________________________________

Street Address _______________________________________________

City / State __________________________________________________

The above‐named company certifies that all items purchased by The School Board of Marion County, Florida, its schools and departments, will be delivered by common carrier and at no time will the employees of said company be on the premises for delivery or installation purposes.

Signed ___________________________________

Print / Type Name _________________________

Title _____________________________________

Bid Number: 4109GM

Bid Name: HVAC Supplies, Term Contract

PLEASE READ ALL TERMS AND CONDITIONS OF THIS BID SO THAT YOU DO NOT MISS

IMPORTANT INFORMATION THAT MAY AFFECT YOUR BID SUBMISSION.

NOTE: THE LIST BELOW MAY NOT BE INCLUSIVE OF ALL REQUIREMENTS. USE THE BELOW

LIST AS A CHECKOFF LIST TO ENSURE THESE ITEMS ARE NOT MISSING.

REQUIRED:

Invitation to Bid Page (Bidder Acknowledgement Page) __________

Proposal Form(s) __________

Proposer’s Statement of Principal Place of Business __________

Confidential, Proprietary, or Trade Secret Material Statement __________

Acknowledgement of Addenda __________

Drug Free Workplace Certification __________

Certification Regarding Debarment __________

Manufacturer’s Authorization(s) __________

Bidders Qualification Statement __________

W‐9 Form (not in packet, must be downloaded) __________

IF REQUIRED BY ORDINANCE:

Occupational License __________

IF APPLICABLE:

Bid or Performance Bond __________

Statement of No Bid __________