itb_1002-2027_electrical_contractor_services.pdf

Invitation to Bid (ITB)

Leon County Schools Purchasing Department

3397 West Tharpe Street Tallahassee, Florida 32303 purchasing@leonschools.net

Electrical Contractor Services

ITB 1002-2027

ITB Released: 10/15/2026

Deadline for Questions*: 11/02/2026

Bids Due*: 2:00 p.m. on 11/17/2026

Lyle Hackett

Procurement Officer

*Timeline subject to change. Changes will be communicated through an addendum to this ITB (see Section 1.8) mailto:purchasing@leonschools.net

ITB Timeline Steps in the ITB process Date and Time Location (if applicable)

Release of ITB 10/15/2026

District Website https://www.leonschools.net/Page/4411

DemandStar https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

Written Questions Due

11/02/2026 at 12:00 pm

Submit to:

Lyle Hackett, Procurement Officer

Subject: ITB 1002-2027 Electrical Contractor Services

Email: purchasing@leonschools.net

Anticipated Posting of Answers to

Submitted Questions

11/09/2026

District Website https://www.leonschools.net/Page/4411

DemandStar https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

Sealed Bids Due 11/17/2026 at 2:00 pm

DemandStar https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

Bid Opening 11/17/2026

At 2:30 pm

Leon County Schools

Purchasing Department

3397 W. Tharpe Street

Tallahassee, FL 32303

Anticipated Date the District will

Advertise its Notice of Award

Recommendation

11/23/2026

District Website https://www.leonschools.net/Page/4411

DemandStar https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ mailto:purchasing@leonschools.net https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

Table of Contents

ITB Timeline

SECTION 1: Key Information

1.1 Quick Facts

1.2 Bidder Qualifications

1.3 How to Contact Us (Procurement Rules and Information)

1.4 Developing Your Bid

1.5 Submitting Your Bid

1.6 Bid Opening

1.7 Disposition of Bids

1.8 Changes to the ITB

1.9 Protest Procedures

SECTION 2: Scope of Work …………………………………………………………………………………………..…..10

2.1 Background

2.2 Procurement Overview

2.3 Contract Term

2.4 Bidder Responsibilities

2.5 Scope of Work

2.6 Administrative Procedure

2.7 Personnel

2.8 Working Day

2.9 Overtime

2.10 Emergency Service

2.11 Reassignment of Work:

2.12 Equipment/Materials Acquisition

2.13 Warranty

2.14 Purchase Orders

2.15 Invoice and Payment

2.16 Performance Monitoring

SECTION 3: Procurement Rules and Information

3.1 Contents and Format of Bid Submittals

3.2 Basis of Award

3.3 Advertising Notice of Board Decision

3.4 No Prior Involvement and Conflicts of Interest

3.5 Confidentiality, Proprietary, or Trade Secret Material

3.6 Florida Preference

3.7 Small Business Participation

3.8 Local Business Preference

SECTION 4: Contract Terms and Conditions

4.1 Contract Modifications

4.2 Use by Other Public Agencies

4.3 Travel Expenses

4.4 E-Verify

4.5 Subcontracts

4.6 Background Screening Requirements/Jessica Lunsford Act

4.7 Insurance Requirements

4.8 Copyrights, Right to Data, Patents, and Royalties

4.9 Independent Contractor Status

4.10 Contact with Students

4.11 Assignment

4.12 Force Majeure

4.13 Severability

4.14 Reservation of Rights

4.15 Americans with Disabilities Act

4.16 Employment of District Personnel

4.17 Legal Requirements

4.18 Conflict of Law and Controlling Provisions

4.19 Default

4.20 Termination

4.21 Public Records

4.22 Indemnification

4.23 No Waiver of Sovereign Immunity

4.24 Disputes

4.25 Federal Terms and Conditions

4.26 Anti-Discrimination

4.27 Discriminatory Vendor List

4.28 Public Entity Crime & Convicted Vendor List

4.29 Scrutinized Companies Certification

4.30 Vendor Interests

SECTION 5: Definitions

Attachment I

Attachment II

Attachment III

Attachment IV

Attachment V

Attachment VI

Attachment VII

Attachment VIII

Attachment IX

Attachment X

[The remainder of this page is purposefully blank]

SECTION 1: Key Information

1.1 Quick Facts

The School Board of Leon County, Florida (hereinafter referred to as the “District”) is requesting sealed bids from interested, available, and qualified firms to provide electrical contractor services on an as needed basis.

a. The use of capitalization (such as Bidder) denotes words and phrases with special meaning as defined in Section 5, Definitions.

b. All dates and times reflect Eastern Time (Tallahassee, Florida) unless otherwise indicated.

c. The District reserves the right to perform, or cause to be performed, the services herein described in any manner it sees fit, including, but not limited to, award of other contracts, utilization of existing State or governmental contracts, public purchasing cooperatives, or to perform the work with its own employees.

1.2 Bidder Qualifications

By submitting a Bid, each Bidder certifies that it satisfies, at a minimum, the following criteria:

a. Bidders shall maintain a permanent place of business, have adequate equipment to perform the requested services, be financially solvent, and maintain enough qualified personnel to perform the services of the resulting Contract. Bidders shall provide necessary warranties, as appropriate, for the items they propose to furnish.

b. The awarded Contractor(s) shall have a minimum of three (3) years experience within the last five (5) as an electrical contractor, doing installation, maintenance and repairs for commercial or governmental customers of the same nature as those sought by the District.

c. At the time of submitting their Bid, and throughout the term of the awarded Contract, the Bidder shall hold and maintain an active certified license with the Department of Business and

Professional Regulation of the State of Florida as an electrical contractor.

d. Prior to Contract execution, and throughout the term of the awarded Contract, the Vendor must obtain and/or hold a valid Certificate of Prequalification from the Leon County School

Board Construction and Facilities department. Certificates must be renewed annually.

1.3 How to Contact Us (Procurement Rules and Information)

a. All questions related to this ITB must be made in writing via email to the Procurement Officer listed below. Questions will only be accepted if submitted in writing on or before the date and time specified in the Timeline.

b. On or about the date referenced in the Timeline, the District will post its answers to written questions on the District’s website at https://www.leonschools.net/Page/4411 and

DemandStar at https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-

56aa6ed77478/.

https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

c. Between the release of the solicitation and the end of the 72-hour period following the advertisement of the Notice of Board Decision (the 72-hour period excludes Saturdays, Sundays, and District holidays), Bidders to this ITB or persons acting on their behalf may not contact any employee or officer of the Leon County School Board or Superintendent concerning any aspect of this solicitation, except in writing to the Procurement Officer as provided in this solicitation or directed by the District. Violation of this provision may be grounds for rejecting a Bid.

d. Any person requiring special accommodations responding to this solicitation because of a disability should contact the LCS Purchasing Department at (850) 488-1206 at least five (5) days before any pre-solicitation conference, solicitation opening, or public meeting. Persons who are deaf, hard-of-hearing, deaf-blind, or speech-disabled may contact the LCS Purchasing Office by using the Florida Relay Service at 1-800-955-8771 (TTY/ASCII).

e. The District's Procurement Officer

Name: Lyle Hackett

Purchasing Department

Leon County Schools

3397 W. Tharpe Street

Tallahassee, FL 32303

Telephone: (850) 488-1206

Email: purchasing@leonschools.net

f. The Bidder shall not initiate or execute any decision or action arising from any verbal discussion with any District employee related to this ITB. Only written communications from the District's

Procurement Officer and formal addendums are considered duly authorized expressions on behalf of the District. Additionally, only written communications from a Bidder are recognized as duly authorized expressions on behalf of the Bidder.

1.4 Developing Your Bid

a. This ITB is being issued as part of an open, competitive process and sets out the steps and conditions that apply.

b. Bidders should take the time to read and understand the ITB. In particular, they should:

1. Review Title XLVIII, K-20 Education Code, within the Florida Statutes.

2. Develop a strong understanding of the District’s requirements detailed in Section 2.

3. Ensure their company is on file and in good standing with the Florida Department of State, or provide certification of exemption from this requirement, as required for all entities defined under Chapters 607, 617, or 620, Florida Statutes (F.S.), seeking to do business with the District.

c. Bidders must follow the format and instructions included in this ITB for their Bid submittal.

mailto:purchasing@leonschools.net http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Index&Title_Request=XLVIII#TitleXLVIII

d. Bids that contain provisions that are contrary to the material requirements of this ITB are not permitted. Including alternate provisions or conditions may result in the Bid being deemed non-responsive to the solicitation.

e. Bidders must use Attachment I (Price Sheet) to submit pricing. Bidders shall not change or substantially alter the form but fill it out completely, as instructed in Section 3.2 of this ITB.

f. Bidders should thoroughly review their Bid before submission to ensure the Bid is complete and accurate and it has provided all information requested in the format prescribed in Section 3, Procurement Rules and Information.

g. The District is not liable for any costs incurred by a Bidder while responding to this ITB, including the costs associated with attending site visits, oral presentations, or negotiations, as applicable.

h. Bidders are expected to submit questions or concerns they have regarding the requirements or terms and conditions of this solicitation during the question and answer phase, per Section 1.3.

i. The District shall reject any and all Bids that do not meet the pass/fail criteria (also referred to as Mandatory Responsiveness Criteria) per Attachment II, Required Provisions Certifications.

1.5 Submitting Your Bid

Bidders shall submit their Bids electronically by uploading documents via DemandStar at https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/.

Select ITB 1002-2027 Electrical Contractor Services.

It is the Bidder’s responsibility to ensure their Bid is uploaded in its entirety by the date and time stipulated in the Timeline. Bidders should allow sufficient time to upload all required documents.

See Section 3.1 of this ITB for more information regarding documents required to be uploaded.

Late Bids will not be accepted.

1.6 Bid Opening

a. Bids are due and will be publicly opened at the time, date, and location specified in the Timeline.

b. After the Bid Opening, interested parties may submit a written request to the Procurement

Officer for the names of all Bidders.

1.7 Disposition of Bids

a. The District reserves the right to withdraw this ITB at any time and by doing so, assumes no liability to any Bidder.

b. The District reserves the right to reject any Bids received in response to this ITB.

c. The District reserves the right to waive Minor Irregularities when doing so would be in the best interest of the District. At its exclusive option, the District may correct Minor Irregularities but is under no obligation to do so.

c. All documentation produced as part of this Bid shall become the exclusive property of the

District, may not be returned to or removed by the Bidder or its agents, and will become a matter https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ of public record, subject to the provisions of Chapter 119, F.S. Selection or rejection of the Bid will not affect this right. Should the District reject all Bids and re-solicit, information submitted in response to this ITB will become a matter of public record as indicated in Section 119.071, F.S.

The District shall have the right to use any ideas, adaptations of any ideas, or recommendations presented in any Bid. The award or rejection of a Bid shall not affect this right.

1.8 Changes to the ITB

The District will post all addenda and materials relative to this procurement on the District’s

Purchasing website at https://www.leonschools.net/Page/4411 and on DemandStar at https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/.

d. Interested parties are responsible for monitoring these sites for new or changing information relative to this procurement. Bidders are responsible for ensuring that all addendums have been read and incorporated, as applicable, in their Bid.

1.9 Protest Procedures

Per Section 120.57(3), F.S., a Notice of Intent to Protest or a Formal Written Protest must be filed with the District’s Purchasing Department within the timeframes established in Florida Statutes.

Filings may be made physically at 3397 W. Tharpe Street, Tallahassee, Florida 32305, or via email to bidprotests@leonschools.net. Protests must be made in compliance with Rules 28-110.003 and 28-

110.004, Florida Administrative Code (F.A.C.). Filings received on a weekend, District holiday, or after

5:00 p.m. will be filed the next business day.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ mailto:bidprotests@leonschools.net

SECTION 2: Scope of Work

2.1 Background

The District and the School Board are created under Article IX, Section 4, of the Constitution of the State of

Florida. The School Board is an independent taxing and reporting authority responsible for the operation, control, and supervision of all free public schools within the school district, subject to the Florida K-20

Education Code, Chapters 1000 – 1013, F.S. The Board consists of five (5) elected officials responsible for, among other things, the adoption of policies that govern the operation of District public schools. The elected Superintendent of Schools is responsible for the administration and management of the schools within the applicable parameters of state laws, State Board of Education Rules, and School Board policies.

The District provides a standard, traditional curriculum to a student body of approximately 31,000 students ranging from pre-kindergarten through the 12th grade. The District also provides adult education at several facilities during regular and non-school hours. In addition to the standard curriculum, the

District offers a variety of specialized technical training programs for the higher grade levels.

2.2 Procurement Overview

Through this solicitation, the District is seeking competitive Bids from qualified, licensed electrical companies to provide professional electrical services on an as needed basis. The scope of work as outlined in this ITB, establishes the minimum requirements to be provided by the Bidder.

The District anticipates awarding multiple contracts for services as is in the District’s best interest. The

Successful Bidder(s) must have the ability to begin the implementation of services if awarded on or before

February 14, 2027.

2.3 Contract Term

We anticipate that the Contract(s) will commence on or about February 14, 2024. The expected Contract terms and options to renew are:

Description Time Period

The initial term of the Contract Three (3) years, February 14, 2027 – February 13, 2030

Optional Contract Renewal Term(s) Up to three (3) years, or portions thereof

Maximum term of the Contract Six (6) years

2.4 Bidder Responsibilities

Each Bidder must carefully examine the ITB requirements, bid prices and extensions, insurance requirements, licensing requirements, bid opening date and time, and thoroughly familiarize itself with all of the terms and conditions contained within the ITB. Failure to do so on the part of the Bidder will in no way relieve it of any of the obligations and responsibilities that are a part of the ITB.

2.5 Scope of Work

The District is seeking qualified licensed electrical contractors to furnish all materials, labor supervision, transportation, inspections, licenses, equipment, and any incidentals necessary to provide installation, maintenance, and miscellaneous electrical service repairs, as needed district-wide.

Examples of services under this agreement may include, but are not limited to, the installation or relocation of electrical outlets, the installation or relocation of office lighting, the installation or replacement of electrical service panels and disconnects, re-wiring of existing facilities, etc. All repair work shall be permanent. Awarded Contractors may be required to repair, alter, remodel, add to, subtract from, or improve any previous electrical equipment or facility.

a. All preventive maintenance, repair, and installation of electrical equipment and performance of electrical services shall follow the following standards:

1. Florida Building Code (FBC).

2. National Electrical Code (NEC).

3. Occupational Safety and Health Administration (OSHA)

b. The awarded Contractor is responsible for the protection of all buildings, structures, and utilities that are under or above ground or on the surface from their operations that may be hazardous and/or damaging to said facilities.

c. The awarded Contractor is responsible for the protection of all students, visitors, and Board personnel against hazards and/or injuries due to their operations at the work site.

d. The awarded Contractor shall not block exits, hallways, corridors, driveways, or delivery areas nor impede ingress or egress.

e. The awarded Contractor shall not impede nor interfere with the normal function of the facility, its occupants, or programs.

f. The awarded Contractor shall ensure frequent pick-up of all refuse, rubbish, scrap materials, and debris that result from their operations so that the work site presents a neat and orderly appearance at all times. All rubbish, scrap, etc., shall be transported from the premises. At the completion of work, the contractor shall remove all work materials, tools, equipment, and surplus materials from the work site and leave the project in ready-to-use condition. The Board is not responsible for the loss of tools or supplies.

g. The awarded Contractor shall liaise with the District authorized representative to schedule maintenance, repairs, and installations. Under no circumstances shall any delivery or repair be attempted before proper clearance has been obtained from the District authorized representative and a purchase order has been issued. To minimize interruption of normal operations, removal, and disposal of old equipment shall be done immediately by the awarded Contractor as requested by the District.

The awarded Contractor shall install the new equipment on the same day as the removal of the defective equipment. The awarded Contractor is to dispose of defective equipment in accordance with all local Statutes and laws regarding dumping. Under no conditions is the awarded Contractor to use any District bin or trash container to dispose of such items. The District reserves the right to remove parts from equipment for future utilization prior to equipment disposal.

2.6 Administrative Procedure

The awarded Contractor(s) will provide, as requested by authorized District staff, job estimates or quotes at no charge to the District. The Contractor must respond to project quote requests with a written quote within two (2) business days. It is the intention of the Board to contract with the most qualified and responsive Contractor able to expeditiously complete the project at a competitive cost to the Board. At the Board’s discretion, competing quotes may be solicited for individual projects. The awarded pricing from this Contract(s) will be the basis for all invoicing/billing for goods and services provided under this Contract.

Vendors may submit quotes for prices lower than the contracted rates but may not exceed the proposed rates.

When requesting a project quote:

a. Contractor shall be notified of the project and site location.

b. When necessary, a mutually agreed upon date and time shall be arranged between the Contractor and School Board project coordinator responsible for overseeing the project.

c. After a general overview of the project is given to the Contractor on site or verbally, Contractor shall prepare a written Bid on Contractors letterhead to include but not limited to:

i. a brief description of work to be completed

ii. number of labor hours estimated to complete the project (Travel time will not be considered in the calculation of elapsed time).

iii. material and/or equipment cost estimate if applicable

iv. The District will assume responsibility for any and all fees associated with permitting.

d. Upon acceptance of the job estimate the District will issue a purchase order. At no time should work commence without an authorized purchase order with the exception of a District approved designated emergency.

e. The Contractor will be requested to perform the project specific duties as assigned. The timeframe of each project will be “as required” and at the direction of the Board appointed project coordinator.

The project will be deemed complete when the work has been reviewed and approved by the project coordinator or his designee.

f. Once completed, the contractor should submit to the project coordinator or his designee, an itemized invoice showing date, location, hourly labor rates for all position titles and materials (cost to include copy of original invoice and mark-up) necessary for project completion.

g. If the Contractor does not wish to issue a quote or cannot meet the requirements of the project, inclusive of the time given in which to complete the job; the Contractor shall respond in writing with a “No Quote” and provide an explanation as to why they are not submitting a quote. Any Contractor that fails to submit a request for quote successively three (3) times in a row may have their contract cancelled due to non-performance.

2.7 Personnel

The awarded Contractor shall have, at the time of submitting their Bid and throughout the term of the

Contract, experienced technicians. Technicians must be capable of performing installation, repairs and routine maintenance services on the current and future electrical equipment in the District. The awarded

Contractor shall supply the technicians with all the appropriate equipment, tools, transportation, and training to properly repair, install, and maintain District electrical equipment in accordance with the ITB.

2.8 Working Day

The normal working hours for the District are between 7:00 a.m. and 5:00 p.m., Monday through Friday.

Projects will be mutually scheduled as required by the Board’s interests. Such scheduling will include off hours, weekends, and holidays.

2.9 Overtime

The awarded Contractor(s) must be available to provide service after normal working hours. Overtime rates as quoted on the Price Sheet shall be paid for all hours worked after 5:00 p.m. and before 7:00 a.m. on weekdays and any work performed on weekends and holidays. Any contemplation of overtime hours must be pre-approved by the District project coordinator.

2.10 Emergency Service

In the case of a designated emergency, the awarded contractor must be able to respond to an emergency call within two (2) hours. These specifications define emergency service as an unexpected situation or occurrence that demands a two (2) hour response by the contractor due to acts of nature or any situation that effects the safety of persons or property as declared at the sole discretion of the Board Authorized

Representative.

2.11 Reassignment of Work

The Board reserves the right and authority to reassign work to another Contractor at any time for the following reasons:

a. The assigned Contractor cannot comply with the specifications in cases of an emergency.

b. The assigned Contractor cannot respond to the job requirements at the time due to scheduling conflicts, staffing considerations, or other reasonable cause(s) for preventing their completion of the project as required.

c. The Board shall have the option to solicit additional quotes, bids, or even professional opinions about a particular project and could engage the services of another electrical company/contractor when in its best interest.

2.12 Equipment/Materials Acquisition

The District will not accept any materials markup pricing that is in excess of 20% of the awarded

Contractor(s) actual cost for the materials. The markup percentage may not be applied to any amount the vendor pays in sales tax for the materials or equipment. The awarded Contractor(s), upon request, must provide the original invoice showing the Contractor’s actual cost for any equipment as provided. Further, the District reserves the right to acquire by its own means any equipment or materials necessary to perform the scope of work of this ITB.

2.13 Warranty

A minimum one (1) year warranty shall apply to all Contractor-furnished and installed parts, materials, supplies and/or equipment. The warranty shall cover the cost of any and all parts, materials, supplies and/or equipment as well as related labor in addition to required warranties as stated in technical specifications.

As part of your Bid, your response shall clearly acknowledge your warranty policy period, exclusions, and acceptable warranty repair rates.

2.14 Purchase Orders

A purchase order issued by the District purchasing department or from school internal accounts is the only legal authorization for contractors to perform services in the District. A written or verbal commitment from district employees without a purchase order issued does not constitute an obligation by the

District to a Contractor. Contractors that perform services or provide commodities without a purchase order do so at their own risk and risk of non-payment.

2.15 Invoice and Payment

The Contractor shall submit monthly invoices by the 10th of the month for work performed the prior month. Invoices should contain sufficient detail for a pre and post-audit.

The District’s payment terms are net 30 days from receipt of a properly detailed and accurate invoice.

2.16 Performance Monitoring

The District may utilize any or all of the following methodologies in monitoring the Successful Bidder(s) performance under the Contract and in determining compliance with Contract terms and conditions.

• On-site reviews of work performed;

• Documentation/review of timely response to work requests;

• Documentation/review of timely completion of work as assigned; and

• Documentation/review of invoices

The Contract Manager will provide a written monitoring report to the Successful Bidder within 30 days of a monitoring visit. Non-compliance issues identified by the Contract Manager will be described in detail to provide the Successful Bidder(s) the opportunity for correction, where feasible.

Within ten (10) calendar days of receipt of the District's written monitoring report, the Awarded contractor shall provide a formal Corrective Action Plan (CAP) to the Contract Manager (e-mail acceptable) in response to all noted deficiencies, including responsible individuals and required time frames for achieving compliance. Unless specifically agreed upon in writing by the Contract Manager, time frames for compliance shall not exceed 30 calendar days from the date of receipt of the monitoring report by the

Awarded contractor. The Contract Manager shall reject CAPs that do not contain all the information required in writing. The Awarded contractor shall have 15 calendar days from receiving such written rejection to submit a revised CAP; this will not increase the required time for achieving compliance. All noted deficiencies shall be corrected within the time frames identified in the CAP or as amended with prior approval of the District. If deficiencies are not corrected within the approved timeframe, the District may terminate the Contract. The Contract Manager may conduct follow-up monitoring at any time to determine compliance based on the submitted CAP.

Any Awarded contractor that has documented non-compliance issues without resolution one or more times may have their contract cancelled due to non-performance. Contract cancellation will be at the sole discretion of the District.

SECTION 3: Procurement Rules and Information

3.1 Contents and Format of Bid Submittals

The following are required documents to be uploaded via DemandStar:

a. Attachment I, Price Sheet.

b. Attachment II, Required Provisions Certifications

c. Attachment III, Notice of Conflict of Interest

d. Attachment IV, Bidder Contact Information

e. Attachment V, Bidder Reference Form

f. Attachment VI, Local Preference Affidavit (Optional)

g. Attachment VII, Subcontracting Form (Optional)

h. Attachment VIII, Drug-Free Workplace Certification (Optional)

i. Attachment IX, Certification Regarding Debarment

j. Attachment X, Certification Regarding Lobbying

*IMPORTANT* - For documents listed as (Optional), the Bidder is still required to upload some type of document in DemandStar under “Required Documents”. The uploaded document can be a sheet of paper with N/A marked on it, or any other language the Bidder chooses. If all required documents are not uploaded in DemandStar, then the Bidder will be unable to submit their Bid.

3.2 Basis of Award

The District intends to issue an award to the Responsible Bidder(s), who provide the best value to the District. The District will apply a preference to Vendors as indicated in Sections 3.6, 3.7, and 3.8.

The District reserves the right to require bidder(s) to submit evidence of qualifications or any other information the Board may deem necessary, including audited and unaudited financial statements.

Any and all award(s) made as a result of this ITB shall conform to all applicable Board policies, State Board rules, and Florida Statutes.

3.3 Advertising Notice of Board Decision

The District reserves the right to award one (1) or more Contracts, in whole or part, for the services sought in this ITB. The District reserves the right to accept or reject any and all offers or separable portions and waive any Minor Irregularity, technicality, or omission if the District determines doing so will serve the Board's best interest. While the Board will encourage use by all District departments, the Contract(s) is not an exclusive agreement, and the Board may secure the same or similar goods and services from other vendors in accordance with applicable procurement laws, rules, and policies.

As in any competitive solicitation, the Board shall advertise a public notice of Board Decision when the Board has decided on the outcome of the solicitation, including, but not limited to, a decision to award a Contract(s), reject all Bids, or to cancel/withdraw the ITB.

The Notice of Board Decision will be advertised on or about the date shown in the Timeline and will remain posted for a period of 72 hours (Saturdays, Sundays, and District holidays shall be excluded in the computation of the 72-hour period).

3.4 No Prior Involvement and Conflicts of Interest

Any Bidder who participated through decision, approval, disapproval, recommendation, preparation of any part of the purchase, influenced the content of the solicitation, rendered advice, investigated, audited, or served in any other advisory capacity is ineligible to participate in this solicitation.

Additionally, no Bidder shall compensate in any manner, directly or indirectly, any officer, agent, or employee of the District for any act or service which he/she may do or perform for, or on behalf of, any officer, agent, or employee of the Bidder. No officer, agent, or employee of the District or Board shall have any interest, directly or indirectly, in any Contract or purchase made, or authorized to be made, by anyone for, or on behalf of, the Board. The Bidder shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this ITB.

3.5 Confidentiality, Proprietary, or Trade Secret Material

The District takes its public records responsibilities as provided under Chapter 119, F.S., and Article I, Section 24 of the Florida Constitution very seriously. If the Bidder 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 under Chapter 119, F.S., the Florida Constitution, or other authority, the Bidder must also simultaneously provide the District with a separate redacted copy of its Bid and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the District’s solicitation name, number, and the name of the Bidder on the cover and shall be clearly titled “Redacted Copy.” The redacted copy shall be provided to the District at the same time the Bidder submits its Bid to the solicitation and must only exclude or redact those exact portions that are claimed confidential, proprietary, or trade secret. The

Bidder shall be responsible for defending its determination that the redacted portions of its response are confidential, trade secret, or otherwise not subject to disclosure.

Further, the Bidder shall protect, defend, and indemnify the District for any and all claims arising from or relating to the Bidder’s determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Bidder fails to submit a Redacted

Copy with its Bid, the District is authorized to produce the entire documents, data, or records submitted by the Bidder in answer to a public record request for these records. In no event shall the District, Board, or any of its employees or agents be liable for disclosing or otherwise failing to protect the confidentiality of information submitted in response to this solicitation.

3.6 Florida Preference

When a school district is required to make purchases of personal property through competitive solicitation and the lowest responsible and responsive bid, proposal, or reply is by a vendor whose principal place of business is in a state or political subdivision which grants a preference by that state or political subdivision, and then the school district shall award an equal preference to the lowest responsible and responsive vendor having a principal place of business within Florida. In a competitive solicitation in which the lowest bid is submitted by a vendor whose principal place of business is located outside the state, and that state does not grant a preference in competitive solicitation to vendors having a principal place of business in that state, the preference to the lowest responsible and responsive vendor having a principal place of business in the State of Florida shall be five (5) percent. F.S. 287.084(1)(a).

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. F.S.

287.084(2).

3.7 Small Business Participation

This ITB is subject to the small business development provisions specified in Board Policy 6325.

3.8 Local Business Preference

This is subject to the local preference provisions specified in Board Policy 6450.

SECTION 4: Contract Terms and Conditions

4.1 Contract Modifications

During the term of the Contract, the District may unilaterally require changes (altering, adding to, or deducting from the specifications) provided such changes are within the general scope of this solicitation.

The Contractor may request an equitable adjustment in the price(s) or delivery date(s) if the change affects the cost or time of performance. Such equitable adjustments require a formal contract amendment. The

District shall provide written notice to the Bidder 30 days in advance of any Department-required changes to the technical specifications and/or scope of service that affect the Bidder’s ability to provide the service as specified herein. Any changes, other than purely administrative changes, will require a written change order or formal Contract amendment.

The District will authorize additional services on an individual basis. The District would jointly determine with the Contractor a “not to exceed” price for each additional project using the contractually established hourly rates.

4.2 Use by Other Public Agencies

Pursuant to their own governing laws and subject to the agreement of the Contractor, other entities may be permitted to make purchases at the terms and conditions contained herein. Any such purchases are independent of the agreement between the District and Contractor, and the District shall not be a party to any transaction between the Contractor and any other purchaser.

The District hereby notifies interested parties that the Florida Department of Management Services purchasing agreements and state term contracts have been reviewed for the goods and services contemplated by this solicitation, and the District has determined conducting our own solicitation is in our best interest.

4.3 Travel Expenses

The District shall not be responsible for the payment of any travel expenses incurred by Bidders due to this

ITB or Contract.

4.4 E-Verify

Per Executive Order 11-116, “The provider agrees to utilize the U.S. Department of Homeland Security’s E-

Verify system, https://e-verify.gov/employers, to verify the employment eligibility of all new employees hired during the contract term by the Provider. The Provider shall also include a requirement in subcontracts that the subcontractor shall utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.” Contractors meeting the terms and conditions of the E-Verify System are deemed to comply with this provision.

Beginning January 1, 2021, every public employer, contractor, and subcontractor shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees. A public employer, contractor, or subcontractor shall not enter into a contract unless each party to the contract registers with and uses the E-Verify system per Section 448.095, F.S.

4.5 Subcontracts

The Contractor may, only with the prior written consent of the District, enter into written subcontracts for the delivery or performance of services as indicated in this ITB. Anticipated subcontract agreements known at the time of Bid submission must be identified in the submitted Bid using Attachment VII, Subcontracting

Form. If a subcontract has been identified at the time of submission, a copy of the proposed subcontract must be submitted to the District. No subcontract, which the Contractor enters into concerning the performance of any of its functions under the Contract, shall in any way relieve the Contractor of any responsibility for the performance of its duties. All subcontractors, regardless of function, providing services on District property shall comply with the District’s security requirements, as defined by the Board, including background checks, compliance with Board Policy 2.021, the Jessica Lunsford Act, and all other Contract requirements. All payments to subcontractors shall be made by the Contractor.

If a subcontractor is utilized by the Contractor, the Contractor shall pay the subcontractor within seven (7) working days after receipt of full or partial payments from the District, per Section 287.0585, F.S. It is understood and agreed that the District shall not be liable to any subcontractor for any expenses or liabilities incurred under the subcontract and that the Contractor shall be solely liable to the subcontractor for all expenses and liabilities under the Contract. Failure by the Contractor to pay the subcontractor within seven

(7) working days will result in a penalty to be paid by the Prime Contractor to the subcontractor in the amount of one-half (½) of one percent (1%) of the amount due per day from the expiration of the period allowed herein for payment. Such penalty shall be in addition to actual payments owed and shall not exceed fifteen percent (15%) of the outstanding balance due.

4.6 Background Screening Requirements/Jessica Lunsford Act

Florida Statutes contain certain fingerprinting and/or screening requirements pertaining to all persons or entities entering into contracts with Schools, School Boards, School Districts, and Charter Schools who may have personnel who will be on school grounds when students may be present. Any individual who fails to meet the statutory requirements shall not be allowed on school grounds. Failure to comply with the statutory requirements will be considered a material default of this Contract. The Contractor shall bear all costs associated with background screening.

District Contact

Donald Kimbler

Leon County Schools Safety & Security

Monday-Friday (excluding District holidays), 8:00 a.m. – 5:00 p.m.

Phone: (850) 487-7293

Email: kimblerd@leonschools.net mailto:kimblerd@leonschools.net

4.7 Insurance Requirements

Each respondent will carry and maintain as a minimum the following coverage from insurance carriers that maintain a rating of “A-” or better and a financial size category of “VI” or higher according to the A. M.

Best Company: (a) general liability (b) professional (c) automobile and (d) workers’ compensation in the below amounts required by the Risk Management Department and Purchasing Department of the School District of Leon County, Florida. The respondent will provide, before commencement of work, certificates evidencing such coverage and annually upon renewal thereafter.

The respondent agrees that the School Board will make no payments pursuant to the terms of the resulting Agreement until all required proof of evidence of insurance has been provided to the School Board.

The respondent agrees that the insurer shall waive its rights of subrogation, if any, against the School Board. The School Board shall be named as an additional insured on the General and Automobile Liability Insurance as evidenced by the endorsement. The School Board shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Bidder and/or subcontractor providing such insurance.

The School Board must be notified at least thirty (30) days prior to any material changes in provisions or cancellation of the policy.

4.7.1 Commercial General Liability: Commercial general liability coverage which includes broad form commercial general liability, including premises and operation, products and complete operations, personal injury, with limits of not less than $1,000,000.00 per occurrence and $2,000,000.00 per general aggregate. This policy will include the District as an additional insured.

4.7.2 Professional Liability Insurance: The professional liability insurance shall provide protection from negligent act, errors, and omissions of the Contractor from and in connection with the performance of work under the Contract Agreement. The policy shall provide coverage for the negligent acts or omissions of the Contractor in a minimum amount of $1,000,000.00 per claim. The policy shall contain a maximum deductible of $25,000.00 per claim.

4.7.3 Automobile Liability Insurance: The automobile liability insurance coverage shall include coverage for business automobile liability with limits not less than $1,000,000.00 combined single limit or $1,000,000.00 per person/ $1,000,000.00 per accident bodily injury, and $1,000,000.00 per accident property damage. Coverage must include all owned, non-owned and hired vehicles. The policy will include the District as an additional insured.

4.7.4 Workers' Compensation Insurance: The workers' compensation insurance will be maintained as required by applicable Florida law, to include Employer’s Liability of $1,000,000.00 per accident bodily injury, $1,000,000.00 bodily injury (disease) per employee and $1,000,000.00 bodily injury (disease) policy limit. The Worker’s Compensation policy shall state that it cannot be cancelled or materially changed without first giving thirty (30) days prior notice thereof in writing to the School Board.

4.7.4.1 Requirements for the Contractor that qualifies for an exemption under the Florida Worker’s

Compensation law in Chapter 440 Florida Statutes are detailed below:

i. Incorporated or unincorporated firms with fewer than four employees shall be required to sign a Hold Harmless Agreement relieving the School Board of liability in the event they and/or their employees are injured while providing goods and/or services to the School Board.

ii. Incorporated or unincorporated firms with four or more employees shall be required to provide a copy of their “Notice of Election to be Exempt,” along with valid proof of coverage for non-exempt employees.

iii. The Bidder shall carry Liability Insurance in the minimum amounts listed above, and Worker’s Compensation and Employer’s Liability Insurance in statutory amounts. In addition, the bidder shall either cover any and all subconsultants, separate consultants, and subcontractors on its policies or make it a condition of all subcontracts related to the rendering of professional services under this Contract that any and all subconsultants, separate consultants, and subcontractors shall maintain the insurance coverages outlined above and must incorporate all of the provisions of this Section, Insurance Requirements into all subcontracts.

4.8 Copyrights, Right to Data, Patents, and Royalties

Where contracted activities produce original writing, sound recordings, pictorial reproductions, drawings, or other graphic representation and works of any similar nature, the District has the right to use, duplicate, and disclose such materials in whole or in part, in any manner, for any purpose whatsoever and to have others acting on behalf of the District to do so.

The District shall have unlimited rights to use, disclose, or duplicate, for any purpose whatsoever, all…