Bid_4148GM_Chiller_Preventative_Maintenance_and_Repair_Services_-_REQUIRED_FORMS.pdf

1 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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

INVITATION TO BID

BIDDER ACKNOWLEDGEMENT

(Template Rev. 90VL)

Bid Number: 4148GM Posting Date: 9/10/2025 Bid Title: Chiller Preventative Maintenance and Repair Services, Term Contract Term: October 29, 2025 through October 31, 2026

Deadline for Receipt of Bid Responses: October 1, 2025 @ 2:00 PM Board Approval Date: October 28, 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

2 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

SPECIFICATIONS

CHILLER PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

The Contractor shall provide all labor, materials, equipment, supervision, and complete mechanical repair service, replacements, and installations as stated herein. Pricing shall be submitted on the pricing sheet attached to this document and shall be in the form of bid line item prices, standard, after‐hours hourly rates, as well as a cost percentage discount from the list price for any materials required to be supplied by the successful bidder.

1. GENERAL

A. The contractor must sign in at the main office before performing any services and sign out before leaving unless the MCPS has authorized prior exceptions. All staff coming on the premises shall have an MCPS or state‐issued badge prominently displayed.

B. The contractor shall require its employees to comply with the instructions pertaining to conduct and building regulations issued by duly appointed officials, such as building managers, guards, inspectors, etc.

C. Alcohol, tobacco, drugs, and any illegal substances are prohibited on school property. Employees shall not possess or be under the influence while on MCPS property.

D. If keys and/or codes are provided, they must be properly secured each day. Following service, the keys and codes must be returned. If keys are lost, the Contractor will be responsible for the cost of replacement keys. The Contractor shall also be responsible for all costs associated with re‐keying the facility if it becomes necessary.

E. MCPS shall have the right to retain any items removed during the course of this contract as salvage at no additional cost. The contractor shall request a list of salvage items from MCPS prior to beginning any task under this contract. Care must be taken to ensure salvaged items are not damaged. The Contractor shall be responsible for the removal and proper disposal of items other than salvaged equipment. All salvage items shall be left on MCPS property at a location directed by the MCPS HVAC Foreman.

F. Contractor shall not have any contact with the school’s student population.

G. The Contractor shall not be relieved of obligations to perform the work in accordance with the contract documents by activities, duties of the MCPS, of the contract, test inspections, or approvals required or performed by persons other than the contractor.

H. The contractor shall provide time and materials services at an hourly rate, including small to large repair projects at multiple MCPS sites. Labor provided by the Contractor must include full compensation for labor, equipment uses, travel time, and any other cost (including overhead) to the

Contractor. All parts and materials needed to complete the work, which has a cost of five (5) dollars or less, shall not be invoiced; it will be considered part of overhead and shall be included in the

Contractor’s hourly labor rate.

3 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

2. TECHNICAL

A. The successful bidders (hereinafter referred to as the Contractor) shall furnish all labor, supervision, materials, and test equipment to facilitate preventative maintenance (PM), all major and minor repairs, and replacement regularly found in Chiller equipment.

B. All services shall be conducted in accordance with the Environmental Protection Agency (EPA), American

Society of Mechanical Engineers (ASME), American National Standards Institute (ANSI), American Society of

Heating, Refrigerating and Air‐Conditioning Engineers (ASHRAE), federal, state and, local regulations or ordinances and requirements of MCPS. If there is a conflict in the specifications, the most stringent specifications shall prevail.

C. All chillers and cooling towers have been under a PM contract or maintained in‐house for the life of the system.

D. All chillers must have extensive leak tests performed with each preventive maintenance service.

E. The contractor is responsible for all permits and licenses for chemicals and refrigerants required by regulatory agencies in compliance with the Florida Mechanical Building Codes, current edition, State requirements for Educational Facilities (SREF), the Environmental Protection Agency (EPA), and OSHA.

F. Services shall be performed per the manufacturer’s specifications, with parts, materials, and components operating in a safe and efficient manner as they were designed. All products/parts shall be in new, unopened packaging from the Original Equipment Manufacturer (OEM).

G. Contractor shall take field measurements and verify field conditions. Errors, inconsistencies, or omissions discovered shall be reported to MCPS for repair authorization prior to the commencement of work. Failure to report conflicts with the project will result in the Contractor’s corrective action at their own expense.

H. Servicing of this contract shall not be subcontracted to another firm.

I. The contractor shall provide all chemical material safety data sheets (MSDS) for pre‐approval by the MCPS

HVAC foreman.

J. The MCPS Superintendent and the Executive Director of Operations or their respective designee shall have the authority to add and remove locations to the services by a written amendment to this Agreement prepared by the Purchasing Specialist or designee, as necessary through the term of this contract. (If applicable)

3. CERTIFICATION

A. Contractor shall provide proof of staff training and/or certification(s) to the MCPS with bid submittal documents.

B. The contractor shall have a minimum of ten consecutive years as a state‐certified air conditioner contractor with verifiable chiller experience or is a state‐certified contractor with 10 years of work history with a major chiller manufacturer in the service field.

4 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

C. Contractor shall be responsible for obtaining certification when required. Any cost associated with obtaining the certification shall be borne by the Contractor. A copy of the certification shall be provided to the MCPS’s Purchasing Specialist.

D. The contractor will always have at least a journeyman on site who has a minimum of five years experience as a Chiller mechanic and is proficient in the maintenance and repairs of Chiller equipment. At all times, a minimum of two (2) technicians will be assigned to the account.

E. Contractor shall, at a minimum, possess the following:

1) A CAC or CMC HVAC Contractor’s license.

2) North American Technician Excellence (NATE) training certificates that indicate the abilities of personnel involved with the maintenance/repairs of school system air conditioning equipment or a HVAC journeyman that has completed the required training of 8,500 hours of work experience and 1080 hours of class time through the union shops as recognized by the State of Florida.

3) Certification by the Florida Secretary of State to conduct business in the State of Florida and Marion

County, Florida.

4) Be a certified service provider that has taken the 3‐day course from Dunham‐Bush or obtain status within

6 months of being awarded this contract.

4) Any additional applicable permits and/or licenses.

4. METHOD

4.1 PREVENTIVE MAINTENANCE

A. Contractor shall perform PM for each chiller system annually. The PM will include 1 annual cleaning and three quarterly inspections, and testing shall be performed once every three‐hundred sixty‐five (365) days.

All examinations, inspections, and maintenance of the equipment shall follow the appropriate procedures and requirements as defined by the equipment manufacturer’s specifications. The Contractor shall ensure that each chiller system is fully inspected, tested, cleaned, and maintained to ensure ongoing operational and functionality of all units. If the testing reveals the system to be defective or in unsatisfactory operating condition, the Contractor’s technician shall notify the MCPS Representative immediately when a component requiring corrective or salvage repair beyond the scope of preventive maintenance is needed. If a repair is necessary to keep the chiller in operation. A repair estimate shall be presented to the MCPS Representative within twenty‐four (24) hours of the notification to the MCPS of the issue. This time frame shall be seventy‐ two (72) hours if the repair need is discovered on a Friday or other days preceding holidays. The annual PM shall include all items listed in sections 4.2 through 4.7 below.

5 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

4.2 CENTRIFUGAL CHILLERS.

A. Annual Maintenance – Once a year, a thorough preventive maintenance schedule will be performed to include, but not limited to, the following listed below:

1) Furnish materials for a thorough leak test as required.

2) Perform a leak test and report on any discrepancies found.

3) Check and calibrate safety controls per manufacturer’s recommendations.

4) Check the compressor and oil pump motor with a Megohmmeter and record findings.

5) Check starter as required by the manufacturer, including but not limited to:

6) Check the condition of starter contacts (for wear and pitting).

7) Check starter overload devices and settings as applicable.

8) Tighten starter contacts and motor terminal connections.

9) Take oil samples and have them analyzed by a professional laboratory specializing in the analysis of refrigeration equipment oil and refrigerant samples. Email the report with the results to the MCPS HVAC

Foreman.

10) Change oil and filters when the oil analysis results indicate a change is required or as the manufacturer recommends.

11) Check the operation of vane positioning.

12) Inspect and check the purge unit.

13) Restore the unit to operation.

14) Perform service on purge system per manufacturer’s recommendations.

15) Perform a log of equipment.

16) Perform minor adjustments.

17) Submit a written report on the condition of the equipment and all deficiencies found.

18) Annual Oil Analysis. During the annual inspection and once during the operating season, oil samples will be taken and analyzed by a professional laboratory specializing in the analysis of samples taken from refrigeration equipment. Following each sample taken, a trend report summarizing the last sample and all other available samples will be submitted

19) Brush condenser water tubes annually.

6 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

4.3 AIR‐COOLED CHILLERS

A. Annual Maintenance – Once a year, the following thorough preventive maintenance schedule is to include but is not limited to, all manufacturer recommendations and testing. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, include the following services listed below:

1) Furnish materials for a thorough leak test as required.

2) Perform a leak test and report on any discrepancies found.

3) Check and calibrate safety controls as applicable.

4) Take a Megohm reading of the compressor and record the findings.

5) Check starter as required by the manufacturer, including but not limited to:

I. Check the condition of starter contacts (for wear and pitting).

II. Check starter overload devices and settings as applicable.

III. Tighten starter contacts and motor terminal connections.

6) Take oil samples and have them analyzed by a professional laboratory specializing in the analysis of refrigeration equipment oil and refrigerant samples. Email the report with the results to the MCPS HVAC

Foreman.

7) Change oil and filters when the oil analysis results indicate a change is required or as the manufacturer recommends.

8) Check the operation of slide positioned or unloaders.

9) Lube condenser fan motors and bearings as required.

10) Inspect outside coils for dirt and clean as required.

11) Restore the unit to operation.

12) Perform minor adjustments.

13) Submit a written report on the condition of the equipment and all deficiencies found.

14) Annual Oil Analysis. During the annual inspection and once during the operating season, oil samples will be taken and analyzed by a professional laboratory specializing in the analysis of samples taken from refrigeration equipment. Following each sample taken, a trend report summarizing the last sample and all other available samples will be submitted.

7 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

4.4 RECIPROCATING / SCROLL / SCREW / CENTRIFUGAL EQUIPMENT

A. Annual Maintenance – Once a year, the following thorough preventive maintenance schedule is to include but is not limited to, all manufacturer recommendations and testing. At a minimum, the Contractor shall, in addition to the manufacturers' recommendations, include the following services listed below:

1) Check the unit thoroughly for refrigerant leaks.

2) Check and calibrate safety and operating controls.

3) Megohm test compressor motor.

4) Check and tighten all electrical terminals and check contacts for wear.

5) Check the oil level in the compressor and add as required.

6) Tighten motor terminals and control panel terminals.

7) Check the crankcase heater.

8) Check external interlocks, flow switches, pumps, and fans.

9) Check the oil sample for acid.

10) Air Cooled items:

I. Inspect condenser fans.

II. Inspect condenser coils.

III. Lube condenser fan motors and bearings as required.

IV. Inspect outside coils for dirt and brush clean as required.

V. Coils will be washed once per year as required.

11) Water‐Cooled Items: Brush condenser tubes.

12) Verify that un‐loaders operate properly (if applicable).

13) Report in writing any deficiencies that were noted during the inspection that could not be corrected immediately and repairs to correct said deficiency if applicable.

8 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

4.5 COOLING TOWERS.

A. One‐Time Annual Cleaning – The following thorough preventive maintenance schedule shall include, but not be limited to, all manufacturer recommendations and testing once a year. Services will be rendered during Spring Break and Winter break. Any deviation will need to be approved by the MCPS Technical

Services department. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:

1) Clean debris from the platform and surrounding area.

2) Clean the water sump and check the condition.

3) Clean float valve assembly and adjust for proper operation.

4) Check and clean bleed offline and overflow.

5) Clean tower strainers.

6) Spray/wash the outside surface of the cooling tower and the fill material.

7) Clean tower spray nozzles and eliminators.

8) Flush the cooling tower after cleaning.

9) Check sump heaters and thermostats for calibration and operation.

10) Lubricate fan motor bearings per the manufacturer’s recommendation.

11) Fill the system after the cooling tower has been cleaned.

12) Check for leaks.

13) Check amperage on motors.

14) Inspect electrical connections, contactors, relays, and operating safety controls.

15) Check and adjust the condenser water temperature regulator system.

4.6 MEDIA FILL CLEANING

A. The One‐Time Annual PM shall include the cleaning of non‐removable and removable fill, the cleaning pressure shall be determined by manufacturer specification. The Contractor is allowed to use chemical detergents such as Goodway and Rydlyme or equivalent with the approval of the MCPS HVAC Foreman.

9 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

4.7 REPAIR SERVICES

A. During the service life of equipment, MCPS may require the need for repairs. These repairs may also include diagnostic services. The MCPS HVAC Foreman shall request via telephone or email that the

Contractor perform such services. The Contractor shall acknowledge this request with either a return call or email to the MCPS HVAC Foreman within twenty‐four (24) business hours of the MCPS notification. If required, the Contractor shall troubleshoot and diagnose any issues with the device and provide a cost estimate as outlined below to perform the needed work to return the device to full operational service. All cost estimates shall include, but not limited to, the following details:

1) Type, brand, model, and/or serial number of the Chiller.

2) Name of the technician.

3) A Unique Proposal/Estimate Number (assigned by the Contractor).

4) Date inspected.

5) Date cost estimate was prepared.

6) Diagnosis

7) Parts required and direct costs plus the bid contractor markup.

8) Labor – time required to perform work multiplied by the appropriate labor rate bid.

9) Timeframe for completion of repairs.

10) Total Price

B. If deficiencies are found during the inspection and repairs are required, the Contractor may proceed with repairs up to $250. If the repairs are estimated to exceed $250, then the Contractor shall submit a proposal and cost estimate as described above. If the repairs exceed $250, the Contractor shall contact the MCPS and provide a quote for the repair to MCPS for approval. If a verbal quote is provided initially, a written quote shall subsequently follow to the MCPS HVAC Foreman within four (4) hours. No work shall be performed by the Contractor without proper MCPS authorization. Upon completion of any authorized repair work, the

Contractor shall provide a report that includes the following information:

1) Name of Contractor, contact person, and phone number.

2) The equipment's Type, brand, model, and/or serial number.

3) Proposal and authorization number that authorized the repair work.

4) Summary of repair work.

5) The name(s) of the technician who performed the work and the associated date(s) and time(s).

6) Parts and materials used. MCPS is not responsible for paying for the Contractor’s labor or any parts or materials ordered and/or installed on MCPS equipment due to the Contractor’s misdiagnosis.

10 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

C. Service calls will be dispatched to the Contractor through the managers or designee from the MCPS

Technical Services Department. The Contractor shall respond to the facility requiring emergency service no later (2) hours from notification. Also, a response to a request for quotations for projects must be no later than forty‐eight (48) hours after the request and on the job no later than twelve (12) hours after notification of acceptance of quotes.

D. For each project covered by this agreement, the Contractor shall submit an itemized ‘Not to Exceed’ price giving a full description of the project prior to issuance of a purchase order.

E. Contractor shall note on the work order form the manager’s or designee’s name authorizing the work.

F. Copies of each of the above will be attached to and accompany the invoices.

G. Contractor may only proceed with repairs upon approval of the cost estimate and issuance of a purchase order number. The Contractor shall perform all work within the timeframe specified within the cost estimate. The Contractor may perform only such work included in the approved cost estimate or as included in properly authorized amendments. Parts and material(s) installed by the Contractor shall be new, original equipment manufacturers (OEM) parts and materials or approved equals. Parts and materials manufactured by a company other than the original manufacturer shall be approved by the MCPS HVAC Foreman prior to being utilized for the specific repair. The Contractor shall complete all required repair work to ensure and guarantee that the repaired equipment is operable and functioning properly. MCPS will not be responsible for paying for the Contractor’s labor or any parts or materials ordered and/or installed on MCPS equipment due to the Contractor’s misdiagnosis.

4.8 FINAL INSPECTION

A. Contractor may be required to conduct a final inspection accompanied by the MCPS’s HVAC Foreman and develop a list of items that require correction and completion.

B. The contractor shall correct any defective work or finish and complete any additional work within five (5) business days after the final inspection.

C. Completion of all outstanding items shall be at the Contractor’s sole expense as determined to be reasonable by the MCPS.

11 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

PROPOSAL FORM

Download “Bid 4148GM Chiller Preventative Maintenance and Repair Services – PROPOSAL

FORM” from the VendorLink Website where you downloaded this bid document. Complete the Proposal Form document and upload the completed Excel file onto VendorLink along with all required Bid submission documents.

Do not email your Bid Proposal Form to the MCPS Purchasing Department.

12 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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 October 29, 2025 to October 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: _____________________________________

13 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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: ______________________________________________________________

14 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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.

15 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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: __________________________________________________________________________

16 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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

17 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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

18 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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

19 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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.

20 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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.

21 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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. 4148GM for Chiller Preventative Maintenance and Repair Services 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)

22 An Equal Opportunity School District Bid #4148GM, Chiller Preventative Maintenance and Repair Services, Term Contract Rev 90VL – 6‐10‐2025

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 __________