RFP 22-05-WP County Wide Cabinets.pdf

Santa Rosa County School Board RFP 22-05-WP County Wide Cabinets

SANTA ROSA COUNTY SCHOOL BOARD

Dr. Karen Barber, Superintendent of Schools

Purchasing Department 6544 Firehouse Road

Milton, FL 32570-3411

Phone (850) 983-5130 Website: http://sites.santarosa.k12.fl.us/purchasing/

The Santa Rosa County School Board solicits a submission as listed in this request for proposal. All terms and conditions below are a part of this proposal request, and no proposals will be accepted unless all these terms and conditions have been met, unless superseded by the proposal specification. Rights are reserved to reject any and all proposals and to waive technicalities. Proposals not submitted in accordance with this proposal request will be rejected.

GENERAL TERMS AND CONDITIONS

1. The purchasing department will be the point of contact for this proposal, unless otherwise noted in the proposal specifications. The

Purchasing Agent regarding this proposal is Wesley Pavlicek and can be reached at: (850) 983-5130 or Pavlicek@santarosa.k12.fl.us. Under no circumstances are the superintendent of schools, board members, school administrators or any other school board employee to be contacted concerning this proposal until after award. Any such contact may result in proposal disqualification.

2. Price, quality, specifications, payment discounts, warranty, travel time for warranty service, ability to provide service and time of guaranteed delivery will be the determining factors in the awarding of this proposal.

3. Proposal price shall be the delivered and unloaded price to the designated point according to the purchase order. *** Collect shipments will be refused *** No deposits or requests for pre-payment will be allowed.

4. Proposals may be awarded or rejected in whole or item by item, with rights being maintained to make joint awards if in the best interest of the district. The Santa Rosa County School Board will retain all copyright and patent rights that may be created by the contract resulting from this proposal. These rights are to include, but are not to be limited to written works, computer software and mechanical devices that are created as a requirement of this proposal.

5. Enough detail is given in the proposal to describe the item being requested, although not written, full manufacturer's specifications are implied. Manufacturer's specifications take precedent over information within this proposal if any discrepancy exists.

6. Any manufacturer's name, trade name, brand name, information and/or catalog numbers listed in a specification are for information only to describe and establish general quality levels, not to limit competition. Such references are not intended to be restrictive. The bidder may offer any brand for which authorized to represent, which meets or exceeds the specifications for any and all items. If proposals are based on equivalent products, indicate on the proposal form the manufacturer's name and number and indicate any deviations from the specifications. IMPORTANT NOTE: If offering an alternate, complete manufacturer's literature, giving full description of the alternate being offered, must be submitted. Failure to submit manufacturer's descriptive literature when offering an alternate can result in proposal rejection for failing to comply with proposal instructions. Any proposal lacking written indication of intent to quote an alternate brand will be considered and received as a proposal in complete compliance with the specifications as listed in the proposal. If upon receipt it is found not to meet specifications, payment will not be made and the item will be returned at the contractor’s expense.

7. For Service and Term contracts, the board reserves the right to provide all services internally, and similar goods and services may be procured through a general contractor or other existing contract. The board also reserves the right to separately bid out large purchases of similar goods and services.

8. In the event more than one proposal is submitted for a line item, please indicate the alternate item by inserting "ALT" after the unit price.

9. To be considered all proposals must be submitted on the enclosed proposal form, properly signed by an authorized representative on the company placing the proposal, and delivery date stated.

10. In the event of an error in extending the total cost of an item, the total price submitted will prevail.

11. Proposals must be submitted electronically through BidNet Direct, located at https://www.floridabidsystem.com unless otherwise stated in RFP specifications. Proposals by telephone or fax will not be accepted.

12. The proposal opening shall be done publicly and at the time noted in the proposal specifications.

13. Tie proposals will be awarded to the bidder with the earliest postmark or if hand delivered, the earliest actual time noted or stamped on the envelope. It is the bidder’s responsibility to insure the actual date and time are noted on the envelope.

http://sites.santarosa.k12.fl.us/purchasing/ https://www.floridabidsystem.com/

14. A notice of intended decision will be posted in the office of the Purchasing Director one week prior to award. A notice of intended decision will be furnished only to bidders who supply a self-addressed, stamped envelope with their proposal or by downloading from the purchasing department internet web site at http://sites.santarosa.k12.fl.us/purchasing. Bidders and interested parties may examine the proposal tabulations and files during normal business hours (public record) after proposals have been awarded.

15. Rights are reserved to purchase additional quantities at proposal price.

16. Based on School Board Policy 7.70 X, Direct Purchasing, the School District may elect to purchase materials and equipment included in a contractor’s proposal directly from the supplier.

17. Payment will not be made until an order is completed in full.

18. The successful bidder will allow duly authorized representatives of the board, the Auditor General of the State of Florida, the

Comptroller General of the United States, or other authorized representatives access to any books, documents, papers, and records of the bidder which are directly pertinent to this contract for the purpose of making audits, examinations, excerpts, and transcriptions.

19. When contract is federally funded, retention of all required records is to be for three years after grantees or sub grantees make final payments and all other pending matters are closed in accordance with 2 CFR 200.333.

20. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, 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, Florida Statutes.

All contact in this regard to be made exclusively with the Purchasing Department. In the event of litigation involving this contract, the venue shall be Santa Rosa County Florida. Arbitration will not be an acceptable means to resolve disputes.

21. Conflicts of interest as per F.S. 287.057(17):

a. The contractor must provide in writing any potential conflict of interest, real or apparent, to the School District. This could include, but is not limited to any School Board Member or employee holding an office in the contract company.

b. Any employee of the contractor that may have a conflict of interest in the proposal, real or apparent, must recuse themselves from the submission process.

c. Failure to disclose any potential conflict of interest could result in disqualification of the vendors proposal as a nonresponsive bid or termination of the contract for cause if the contract has already been awarded.

22. Notice of noncompliance per 2 CFR Appendix II to Part 200(A) and Florida Statute 287.058: should a contractor fail to fulfill obligations in part or whole of the contract award, the School Board will issue a Notice of Noncompliance to the contractor. The Notice of Noncompliance will detail the infraction(s), remedy(ies) and the date in which compliance must be met. Failure to correct the deficiencies after the issuance of the notice, the School Board will move to terminate the contract as outlined in paragraph 23 below.

23. Termination per 2 CFR Appendix II to Part 200(B) and Florida Statute 287.058:

a. The School Board may terminate an agreement, in part or in whole, for its convenience or the failure of the bidder to fulfill contractual obligations. The School Board shall terminate by delivering to the bidder a written Notice of Termination specifying the nature, extent and effective date of the termination. Upon receipt of the notice, the bidder shall:

i. Immediately discontinue all services affected (unless the notice directs otherwise).

ii. Deliver to the School Board all information, papers, reports and other materials accumulated or generated in performing the contract, whether completed or in progress.

b. If the termination is for the convenience of the School Board, the School Board shall only be liable for payment for services rendered before the effective date of the termination.

c. If the termination is due to the failure of the bidder to fulfill its obligations under the contract, The School Board may:

i. Require the bidder to deliver any work described in the Notice of Termination.

ii. Take over and prosecute the same to completion by contract of otherwise and the bidder shall be liable for any additional cost incurred by the School Board.

iii. Withhold any payments to the bidder for purpose of set-off or partial payment, as the case may be, of amounts owed by the School Board to the bidder.

d. In the event of termination for cause, the School Board shall be liable to the bidder for reasonable costs incurred by the bidder before the effective date of the termination. Any dispute shall be decided by the School Board’s Director of Purchasing and Contract Administration.

24. (Service proposals only) Insurance required to be carried shall include:

a. Insurance

i. The Company shall furnish proof of the following insurance to the Board by Certificate of insurance.

ii. The Certificate of Insurance shall state that the School Board, including its agents and employees, are additional insureds under the policy or policies.

iii. The Company shall provide Certificates of Insurance to the District’s Risk Manager at 6032 Hwy 90, Milton, FL, 32570 prior to the start of any work under this contract.

http://sites.santarosa.k12.fl.us/purchasing https://sites.santarosa.k12.fl.us/policy/policy7_70.pdf https://www.ecfr.gov/cgi-bin/text-idx?SID=bdb52ec3ce0528f0bfcdedb38a116425&mc=true&node=se2.1.200_1333&rgn=div8 http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0120/Sections/0120.57.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0287/Sections/0287.057.html https://www.ecfr.gov/cgi-bin/text-idx?SID=bdb52ec3ce0528f0bfcdedb38a116425&mc=true&node=ap2.1.200_1521.ii&rgn=div9 http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0287/Sections/0287.058.html https://www.ecfr.gov/cgi-bin/text-idx?SID=bdb52ec3ce0528f0bfcdedb38a116425&mc=true&node=ap2.1.200_1521.ii&rgn=div9 http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0287/Sections/0287.058.html

iv. The Companies insurers shall provide thirty (30) days advance written notice via certified mail in the event of cancellation of any insurance program required by this contract.

v. All insurance policies shall be issued by companies either of the following qualifications:

vi. The company must be (1) authorized by subsisting certificates of authority by the Department of Insurance of the

State of Florida or (2) an eligible surplus lines insurer under Florida Statutes. In addition, the insurer must have a Best’s Rating of “A-” or better and a Financial Size Category of “VI” or better according to the latest edition of Best’s Key Rating Guide, Published by A.M. Best company.

vii. With respect only to Workers’ Compensation insurance, the company must be (1) authorized as a group self-insurer pursuant to Florida Statutes or (2) authorized as a commercial self-insurer fund pursuant to Florida Statutes.

viii. Workers’ Compensation Insurance. The Company shall maintain Workers’ Compensation coverage as required by Florida Statute 440, covering all Company employees employed in connection with this contract and Employers Liability Insurance with minimum limits of $1,000,000 per occurrence.

ix. Comprehensive General Liability Insurance. The Company shall procure and maintain for the life of the contract/agreement, Comprehensive Liability Insurance, Broad Form, including Products and Completed Operations Liability. This policy shall provide coverage for death, bodily injury, personal injury, or property damage that could arise directly or indirectly form performance of the contract. The coverage must be on an occurrence form basis with minimum limits of $1,000.000 per claim, $1,000,000 per occurrence, combined single limit for bodily injury and property damage liability

x. Business Automobile Liability. The Company shall procure and maintain, for the life of the contract/agreement Business Automobile Liability Insurance with minimum limits of $1,000,000 per claim, $1,000.000 per occurrence, combined single limit for bodily injury liability and property damage liability. This coverage shall be on an “Any Auto” or “Comprehensive Form” policy. The coverage shall be on an occurrence form policy. In the event the Company does not own any vehicles, hired and non-owned coverage shall be provided in the amounts listed above.

b. Indemnification / Hold Harmless

i. Contractor agrees to indemnify and hold harmless the School Board, its members, officers, employees and agents, harmless from any and all claims, actions, costs, expenses, damages, and liabilities, including reasonable attorney’s fees, arising out of, connected with or resulting from: (a) the negligence, intentional wrongful act, misconduct or culpability of Contractor’s members, officers, or employees or other agents in connection with and arising out of any services within the scope of this Agreement; (b) Contractor’s material breach of this Agreement or law; or (c) any failure by Contractor to pay its suppliers or any subcontractors. In addition, Contractor shall indemnify, protect and hold the School Board harmless against all claims and actions brought against the School Board by reason of any actual or alleged infringement of patent or other proprietary rights in any material, process, machine or appliance used by Contractor, except when School Board, or required Contractor to use that material, process, machine, or appliance, and any claims or actions related to violation of any state or Federal statutes or regulations including those referenced in this Agreement. Contractor shall not indemnify the School Board for intentional or negligent conduct of the School Board or any other cause of action caused by or through the fault of the School Board.

ii. The School Board agrees to indemnify and hold harmless Contractor, its members, officers, employees and agents, harmless from any and all claims, actions, costs, expenses, damages, and liabilities, including reasonable attorney’s fees, arising out of, connected with or resulting from: (a) the negligence, intentional wrongful act, misconduct or culpability of the School Board’s members, officers, employees or other agents in connection with and arising out of any services within the scope of this Agreement; or (b) the School Board’s material breach of this Agreement or law. In addition, the School Board shall indemnify, protect and hold Contractor harmless against all claims and actions brought against the Contractor by reason of any actual or alleged infringement of patent or other proprietary rights in any material, process, machine or appliance used by the School Board or required by the School Board to be used by Contractor, and any claims or actions related to violation of any state or Federal statutes or regulations including those referenced in this Agreement.

iii. Notwithstanding anything to the contrary contained herein, through such indemnification set forth in Sections i and ii above, the School Board and Contractor do not waive sovereign immunity to the extent sovereign immunity is available or beyond the limited waiver of sovereign immunity set forth in Section 768.28, Florida Statutes. In the event of any claims described in Sections i and ii above, the School Board and Contractor shall notify one another of any such claim promptly upon receipt of same. The School Board and Contractor shall each have the option to defend such claims with their own counsel at the expense of the other party. If the School Board or Contractor choose to not hire their own counsel to defend, the other party shall assume the defense of any such claim and have authority in the defense thereof. The parties' obligation to indemnify one another shall survive the termination of this Agreement.

Direct all insurance inquiries to Risk Management (850) 983-5007.

25. Person or persons submitting a proposal who contends that all or part of the proposal, (record), is exempt from inspection and copying, shall state the basis of the exemption, (on the proposal document, in writing), that he or she contends is applicable to the record. This is to include the statutory citation to an exemption created or afforded by statute.

26. Other governmental agencies or governmental agencies which qualify under State Board of Education 6A-1.012 and Board of Governors regulation 18.001 may purchase from this bid if approved by the winning contractor.

27. In accordance with Florida Statute 1011.14, funding is subject to availability of appropriated funds.

28. The Jessica Lunsford Act: The Santa Rosa County School District reserves the right to refuse to accept services from any personnel deemed by the Santa Rosa County School District to be unqualified, disorderly, or otherwise unable to perform assigned work. This law, effective September 1, 2005, affects your business if you, your employees or your agents will have access to school grounds when students are present, have direct contact with students or have access to or control of school funds. A copy of House Bill 1877, which was approved by the Governor on May 2, 2005 (Chapter 2005-28, L.O.F., section 21) may be found by accessing the following link on the internet: http://laws.flrules.org/files/Ch_2005-028.pdf. The requirements of this new law must be met in order for the School Board to continue working with you. The implementation procedures for this new law, as well as the amendment of July 2007, are posted on our website, at: http://srcsdhumanresources.weebly.com/jessica-lunsford.html

29. As per Florida Statute 119.071 (Public Records) sealed proposals, proposals or replies received by an agency in response to a competitive solicitation shall be exempt from public inspection or copying until such time as the agency provides notice of an intended decision or until 30 days after opening the proposals, or final replies, whichever is earlier.

30. (Service Contracts Only) Pursuant to Florida Statute 119, the contractor must follow all public records law.

31. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUES, TO THE CONTRACTOR’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT (850)983-5030, WestE@santarosa.k12.fl.us, OR 6032 HWY 90, MILTON, FLORIDA 32570.

32. A contractor who fails to provide the public records to the School Board within a reasonable time may also be subject to penalties under Florida Statute 119.

33. The School District has reviewed Florida State purchasing agreements and state term contracts.

34. (Online Software Services Only) The District takes the confidentiality and security of our student information very seriously. The contractor must adhere to the following:

a. Maintain confidentiality of all data.

b. Use provided data only for the specified purpose.

c. Take all steps reasonably necessary to protect confidential information and to prevent confidential information from falling in to the public domain or into the possession of unauthorized persons.

d. Destroy or return all data to the District upon termination of the contract.

e. Encrypt the Data by SSL or other cryptographic method anytime it is transmitted electronically.

f. Sign the District’s Data Disbursement Confidentiality Disclosure Agreement, yearly, which can be reviewed at this link:

https://www.santarosa.k12.fl.us/docsabc/ or sign the Student Privacy Pledge at https://studentprivacypledge.org/, in lieu of signing the confidentiality agreement, and remain a valid signatory.

g. Provide no-cost support for one of the following methods of federated Single Sign-On through our SSO platform ClassLink (classlink.com), excluding any Clever integration, if student or teacher login is required:

a. LTI 1.0 or higher

b. OAuth 2.0

c. SAML

d. ADFS

h. Use IMS Global OneRoster v1.1 REST API or accept OneRoster CSV files via SFTP using ClassLink Roster Server (https://www.classlink.com/rosterserver/), excluding any Clever handshakes, if student or teacher login is required and service requires rosters. OneRoster integration must use OneRoster enrollments data to create class structures and enroll students.

i. Automatically provision (create) accounts on first launch for services that do not require roster data.

http://laws.flrules.org/files/Ch_2005-028.pdf http://srcsdhumanresources.weebly.com/jessica-lunsford.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.071.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html&StatuteYear=2017&Title=-%3E2017-%3EChapter%20119 http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html&StatuteYear=2017&Title=-%3E2017-%3EChapter%20119 https://www.santarosa.k12.fl.us/docsabc/ https://studentprivacypledge.org/ https://www.imsglobal.org/activity/onerosterlis https://www.classlink.com/rosterserver/

35. Contractors must comply with the Equal Employment Opportunity provisions of 41 CFR Part 60. Except as otherwise provided under

41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

36. Contractors must comply with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The contractor is prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled.

All suspected or reported violations will be reported to the Federal awarding agency.

37. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.

Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

38. Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

39. Contractors with awarded contracts in the amount in excess of $150,000 agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

40. Contractors with awarded contracts in the amount in excess of $150,000 agree to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

41. Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) will not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

42. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.

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*** PROPOSAL SPECIFICATIONS ***

The Santa Rosa County School Board, Milton Florida, solicits your company to submit a proposal on RFP 22-02- BG County Wide Cabinets as listed in this proposal request. All terms and conditions below are a part of this proposal request. No proposals will be accepted unless these terms and conditions have been met. Rights are reserved to reject any and all proposals and to waive technicalities. Proposals which are not submitted in accordance with this proposal request will be rejected.

Pre-proposal Conference: Detailed information will be discussed at a pre-proposal conference to be held February 25, 2022 at 9:00AM CST, at the Santa Rosa County School Board Administrative Support Complex in the Maintenance Department upstairs Conference Room located at 6544 Firehouse Road, Milton, FL 32570.

Additionally, the pre-proposal conference will be offered by virtual meeting via Microsoft Teams. The first five (5) minutes of the conference will be for distribution of documents and for contractors to sign in. The conference will be recorded, with the resulting recording becoming a part of the documentation for this solicitation. Copies of the recording will be made available to interested parties by notifying the Purchasing Department. There may be site visit(s) to a few of our schools per attendees’ requests.

The following is the link for the virtual meeting:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzVhZTM4NTYtYzBiYy00Mjk0LTk1NTYtNjIyYzBmM2Y2NGYx%40thread.v2/0?context =%7b%22Tid%22%3a%224451d2cd-d9cf-4901-bd90-8b5962cdaf7e%22%2c%22Oid%22%3a%22f63fe0c0- 0db6-4d2d-9223-171e407686da%22%7d

For those that are not able to join this virtual meeting you may call in with the following phone number: +1 850- 400-4211, then enter the conference 296628440# when prompted.

Term of Contract - The contract resulting from this proposal shall be for a five (5) year period, if funded, beginning on or about June 17, 2022 and ending June 16, 2027 and may be renewed for five (5) additional one (1) year periods. Either party may cancel the contract, without reason, with written notification. Cancellation must be in writing and received one hundred and twenty days (120) days prior to June 16th of each contract year. Silence from both parties will be considered as acceptance for another contract year at the same terms and conditions. This condition is not to preclude providing the lowest possible price based on current economic conditions. If economic conditions warrant a change in the conditions or terms of the contract, either party may exercise the cancellation privilege on the next anniversary date without prejudice. The resulting contract from this proposal may be canceled by the Santa Rosa County School Board, at any time, for the contractor’s failure to comply with proposal specifications. Funding for this proposal is subject to availability of appropriated funds. Invoices are to be broken down and detailed as per items listed on proposal form and will be audited for the length of this contract.

Evaluation of Proposals - A committee will review and rank proposals based on various factors, including but not limited to company history, qualifications, location, performance references, responsiveness and price.

Presentations may be requested of the top ranked contractors. If necessary, the committee will enter into negotiations with the company that receives the number one ranking.

Submission of Proposals – All proposals must be submitted electronically through BidNet Direct, located at https://www.floridabidsystem.com prior to 3:00 PM CST, March 11, 2022. All documents requested shall be uploaded by the vendor to the BidNet Direct. Proposals submitted will be publicly reviewed in the Director of Purchasing and Contract Administrator’s office at 3:15PM CST, March 11, 2022, to be acknowledged and referred to the Purchasing Manager for tabulation and to the Committee for evaluation. The notice of intended https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzVhZTM4NTYtYzBiYy00Mjk0LTk1NTYtNjIyYzBmM2Y2NGYx%40thread.v2/0?context=%7b%22Tid%22%3a%224451d2cd-d9cf-4901-bd90-8b5962cdaf7e%22%2c%22Oid%22%3a%22f63fe0c0-0db6-4d2d-9223-171e407686da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzVhZTM4NTYtYzBiYy00Mjk0LTk1NTYtNjIyYzBmM2Y2NGYx%40thread.v2/0?context=%7b%22Tid%22%3a%224451d2cd-d9cf-4901-bd90-8b5962cdaf7e%22%2c%22Oid%22%3a%22f63fe0c0-0db6-4d2d-9223-171e407686da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzVhZTM4NTYtYzBiYy00Mjk0LTk1NTYtNjIyYzBmM2Y2NGYx%40thread.v2/0?context=%7b%22Tid%22%3a%224451d2cd-d9cf-4901-bd90-8b5962cdaf7e%22%2c%22Oid%22%3a%22f63fe0c0-0db6-4d2d-9223-171e407686da%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzVhZTM4NTYtYzBiYy00Mjk0LTk1NTYtNjIyYzBmM2Y2NGYx%40thread.v2/0?context=%7b%22Tid%22%3a%224451d2cd-d9cf-4901-bd90-8b5962cdaf7e%22%2c%22Oid%22%3a%22f63fe0c0-0db6-4d2d-9223-171e407686da%22%7d https://www.floridabidsystem.com/ decision will be posted by 4:00PM CST, April 5, 2022. The contract award will be at the School Board meeting of April 12, 2022, or a later date if additional study is required. Those submitting proposals and interested parties are invited and encouraged to attend both the opening and award. Only the names of the companies submitting a proposal will be announced verbally at the RFP opening per Florida Statute 119.071.

Visit https://sites.santarosa.k12.fl.us/purchasing/registration/intro.htm to register with BidNet Direct in order to submit a bid for this solicitation.

Questions and Answers – Questions are to be submitted electronically through BidNet Direct no later than March 7, 2022. Questions will be reviewed and those determined to be relevant to the RFP will be answered and posted by March 8, 2022 to BidNet Direct.

SCOPE OF WORK

Cost of cabinets to include labor, material and installation, as specified, to build and install cabinets, shelving and counters at various schools and departments in Santa Rosa County.

1. GENERAL

The contractor shall furnish all labor, materials, tools, equipment, and perform all work and services for laminated plastic casework and all wood cabinets as specified in accordance with provisions of this RFP.

Although such work is not specifically indicated, furnish and install all supplementary or miscellaneous items, appurtenances, accessories, and devices incidental to or necessary for a sound, secure and complete installation.

Contractor to report in at school office upon arrival and check out upon departure. Contractor is expected to abide by School Board policy 6.33, Drug-Free Workplace Act of 1988, tobacco-Free School District and School Board dress code. The contractor is also expected to abide by the Jessica Lunsford Law.

Proof of insurance must be submitted to the School District Purchasing Office before any work is to begin.

2. QUALITY STANDARDS

A. It is the intent of this specification to provide a quality and functional installation of plastic laminate casework or all wood cabinets. Standards have been established in this specification to comply with the intent. Only plastic laminate casework manufactured in accordance with this design, construction and material requirements will be accepted.

B. Systems thirty-two (32) type or dowel construction is acceptable, Architectural Woodworking Institute (AWI) certified premium.

C. Contractor shall show evidence of a minimum of five (5) years’ experience in providing manufactured casework systems for similar types of projects.

D. This specification is based on casework as manufactured by the following casework companies and are approved for use on this project:

1. TMI systems design corporation casework systems. Dickinson, North Dakota.

2. LSI Corporation of America, series #L44, 2100 Xenium Lane, Minneapolis, Minnesota.

E. Approved equal does not imply acceptance of that manufacturer’s “standard” construction and/or materials. Materials and construction shall comply with those specified. Casework shall be of the design and dimensions indicated on the drawing, and shall include any special sizes and supports to accommodate the designs shown.

F. Fully dadoed and rabbeted construction or doweled construction shall be provided.

G. A separate sub-base, consisting of pressure treated wood, shall be provided and attached to base and tall cabinets.

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H. No particleboard shall be used.

I. MDF may be used in place of plywood for cabinet doors.

3. MATERIALS

I. Laminate Casework

A. All interior surfaces, if open casework units, shall be surfaced with thermal fused melamine or CL-20 high pressure cabinet liner.

B. All cabinets forty-two (42) inches to seventy-two (72) inches high shall have a separate, fixed, one (1) inch thick horizontal divider surfaced with GP-28 plastic laminate.

C. High pressure laminate on exposed surfaces. Closed interiors shall have thermal fused melamine, or CL-20 for balanced construction.

D. All backs shall be one-fourth (¼) inch tempered hard board with a melamine laminate finish or laminated low pressure cabinet liner.

E. Laminated Plastic Casework Edging Materials:

1. Laminate countertops, doors and drawer fronts shall have three (3) millimeters (mm) polyvinyl chloride (PVC) edge band, machine applied with waterproof hot melt adhesive. Edges and outside corners shall be machine profiled to one-eighth (1/8) inch radius for safety.

2. Exposed edges of cabinet fronts, shelving and dividers shall have a protective one (1) mm PVC impact/chip/mar-resistant edge. One (1) mm PVC edge color shall match body cabinet color and/or three (3) mm door/drawer edge banding.

3. Barbed t-edging or laminate self-edge on cabinet components will not be acceptable F. All hardware shall be institutional, heavy-duty metal, satin chrome or baked-on epoxy powder coated enamel. Hinges shall be of the five (5) knuckle fixed pin type. All doors shall have magnetic catches if locks are not shown or specified. All pulls shall be bar type.

G. All shelving, where applicable, shall be fully adjustable on one (1) inch centers. Shelves shall be one

(1) inch thick material.

All shelving is to be from plywood; no particleboard to be used.

H. All counter tops are to have separate backsplash and shall be Laminate, Solid Surface or Corian counter tops. All exterior corners to have a one (1) one-half (½) inch radius for safety. Three-fourths (3/4) inch PFPA exterior grade plywood shall be used. Tops shall have backer sheets on under side. The dimensions of the sink cut out shall be at least eight (8) inches deep, twenty-one (21) inches wide and eighteen (18) inches long. The District will provide and install sinks.

I. Cabinet bases of cabinets shall be fabricated from pressure treated lumber or equal.

J. Scribe trim – provide scribe pieces and strips, fillers, trim, etc., for casework throughout the job as conditions require for recessed items and for proper fitting of work. Such trim shall be of same material and finish as adjoining casework.

K. Color and pattern selection shall be made by the District Maintenance Supervisor or Director of Facilities from standard laminated plastic colors as manufactured by Wilsonart, or approved equal.

There may be more than one color with feature strips and borders.

L. Metal parts: Counter top support brackets, under counter support frames, adjustable rail and legs are furniture steel, welded, degreased, cleaned, treated and epoxy powder coated.

M. Drawer slides for drawers to twenty (20) inches: To be equal to Knape and Vogt (KV) one thousand three hundred (1300), seventy-five (75) pound rated, ball bearing three-fourths (¾) inch extension.

N. Drawer slides for file drawers and drawers twenty (20) inches and wider: To be equal to Knape and Vogt (KV) eight thousand four hundred (8400), one hundred (100) pound rated, full extension slides.

O. Hinges: Shall be institutional five (5) knuckle fixed pin type with eased corners and satin chrome or powder coat finish.

P. Cabinet locks shall be equal to national cabinet lock, disc tumbler type. Locks shall be keyed as directed by the Supervisor or Maintenance or Director of Facilities. Locks into cabinet bodies shall have metal strike plates.

Q. Metal counter top supports shall be equal to A & M Hardware, work station brackets, one thousand (1000) pound capacity sized to match the shelf. Brackets are to have a textured powder coat finish.

R. Grommets are to be equal to hardware concepts model number six thousand two hundred forty-nine (6249) multi-opening wire grommets with three (3) inch opening.

S. Adjustable shelf clips shall be Knape and Vogt (KV) number (#) three hundred forty (340) white, heavy duty, double pin, non-tilt.

T. Door and drawers pulls shall be solid brass four (4) inch center, wire style “C” pulls with satin chrome or powder coat finish.

U. Keyboard trays are to be equal to KV # one hundred (100) with height-adjustable mounting brackets.

No articulation – arm type will be accepted.

V. Magnetic catches are to be equal to KV # nine hundred eighteen (918) aluminum or approved equal.

II. All Wood Cabinet

A. All wood cabinets are to be three-fourths (¾) inch furniture grade plywood.

B. The stain is to be “golden oak” stain or unless different color is approved by the Supervisor of Building

Maintenance or Designee.

C. The base of the cabinet shall be a pressure treated base.

D. All cabinets forty-two (42) inches to seventy-two (72) inches high shall have a separate, fixed, one (1) inch thick horizontal divider.

E. Door front should include flat front panels or an arched raised panel.

F. All hardware shall be institutional, heavy-duty metal, satin chrome or baked-on epoxy powder coated enamel. Hinges shall be of the five (5) knuckle fixed pin type. All doors shall have magnetic catches if locks are not shown or specified. All pulls shall be bar type.

G. All shelving, where applicable, shall be fully adjustable on one (1) inch centers. Shelves shall be one

(1) inch thick material.

H. All counter tops are to have separate backsplash and shall be, Solid Surface or Corian counter tops All exterior corners to have a one (1) one-half (½) inch radius for safety. Three-fourths (3/4) inch PFPA exterior grade plywood shall be used. Tops shall have backer sheets on under side. The dimensions of the sink cut out shall be at least eight (8) inches deep, twenty-one (21) inches wide and eighteen (18) inches long. The District will provide and install sinks.

I. Cabinet bases of cabinets shall be fabricated from pressure treated lumber.

J. Scribe trim – provide scribe pieces and strips, fillers, trim, etc., for casework throughout the job as conditions require for recessed items and for proper fitting of work. Such trim shall be of same material and finish as adjoining casework.

K. Metal parts: Counter top support brackets, under counter support frames, adjustable rail and legs are furniture steel, welded, degreased, cleaned, treated and epoxy powder coated.

L. Drawer slides for drawers to twenty (20) inches: To be equal to Knape and Vogt (KV) one thousand three hundred (1300), seventy-five (75) pound rated, ball bearing three-fourths (¾) inch extension.

M. Drawer slides for file drawers and drawers twenty (20) inches and wider: To be equal to KV eight thousand four hundred (8400), one hundred (100) pound rated, full extension slides.

N. Hinges shall be institutional five (5) knuckle fixed pin type with eased corners and satin chrome or powder coat finish.

O. Cabinet locks shall be equal to national cabinet lock, disc tumbler type. Locks shall be keyed as directed by the Supervisor or Maintenance or Facilities Director. Locks into cabinet bodies shall have metal strike plates.

P. Metal counter top supports shall be equal to A & M Hardware, work station brackets, one thousand (1000) pound capacity sized to match the shelf. Brackets are to have a textured powder coat finish.

Q. Grommets are to be equal to hardware concepts model number six thousand two hundred forty-nine (6249) multi-opening wire grommets with three (3) inch opening.

R. Adjustable shelf clips shall be KV number (#) three hundred forty (340) white, heavy duty, double pin, non-tilt.

S. Door and drawers pulls shall be solid brass four (4) inch center, wire style “C” pulls with satin chrome or powder coat finish.

T. Keyboard trays are to be equal to KV one hundred (100) with height-adjustable mounting brackets. No articulation – arm type will be accepted.

U. Magnetic catches are to be equal to KV nine hundred eighteen (918) Aluminum or approved equal.

4. INSTALLATION

A. All areas are to be dry and clean of any debris before cabinets and counters are to be installed.

B. Patch all void areas before installing cabinets and counters.

C. Installation shall be performed by a factory trained or approved representative of the manufacturer of the equipment.

D. Install work plumb, level and true with no distortions. Provide solid shims as required.

E. Provide and install scribe molds to adjoining walls, accurately fitted, installed with fastenings.

E. All exposed screws, fasteners and accessories are to be color matched to adjacent finishes.

F. The cabinets and tops shall not be installed until the building is air-conditioned or humidity is controlled. Any warped surfaces will be replaced before building is accepted.

G. Backsplashes shall be caulked to adjoining surfaces.

H. Provide locks as indicated.

I. The School District Facilities Director, Supervisor of Building Maintenance or designee shall choose colors of cabinets and counter tops.

5. SAMPLES:

A. If requested, the contractor shall be required to submit samples made in accordance with the specifications. These shall be delivered within thirty (30) days from request; at no cost to the School District’s Supervisor of Maintenance. Samples shall be full size, production type samples.

Miniature “showroom” type samples are not acceptable. Samples shall include, but not limited to:

a. One combination drawer and cupboard base unit showing complete construction details, including one shelf.

b. One sample of all top materials shown or called for.

c. Sample of all mechanical service fittings, locks, door pulls, hinges, interior hardware and drawer glides.

B. The above samples by the successful contractor will be retained by the District’s

Maintenance/Facilities department to ensure that material delivered to job site conforms in every respect to the samples submitted.

6. JOB CONDITIONS:

A. Examine areas to receive work. Report any unsatisfactory conditions to the Facilities Director or Supervisor of Building Maintenance immediately. Do not proceed until unsatisfactory conditions have been corrected.

B. Start of work constitutes acceptance of conditions and responsibility for performance.

C. Drawings indicate type, arrangement and location of items and of finish carpentry and millwork. If necessary to vary from arrangements or profiles indicated because of structural or other considerations approval must be requested from Facilities Director or Supervisor of Maintenance department. Make approved variations at no added expense to owner.

D. Contractor is responsible for fitting to all recesses, including all trim pieces, fillers and closers required.

7. GUARANTEE:

All materials and workmanship must carry, at minimum, a three (3) year guarantee from date of acceptance of the work.

8. SHOP DRAWINGS:

Furnish shop drawings on all items to Supervisor of Maintenance or Facilities Director for approval before fabrication.

9. JOB TIMELINE AND COMPLETION:

Once a job/project is requested by the District, a quote must be issued by the contractor and sent to the requestor. The quote must state scope of work to be performed, location and current date, itemized pricing per bid, date to begin work and date to be completed.