1 An Equal Opportunity School District Rev. 46 - 2/4/25

THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

PURCHASING DEPARTMENT

REQUEST FOR PROPOSAL (RFP) WITH INVITATION TO NEGOTIATE

REQUIRED RESPONSE FORM (Pgs. 1 & 2)

RFP # 4149GM

DATE: September 12, 2025

TITLE: Sound System Supply and Installation Services

This proposal must be submitted to The School Board of Marion County, Florida (District or School Board), Purchasing Department, 2091 NE 35th Street, Ocala, Florida 34479, no later than 2:00 PM, Thursday, October 2, 2025 and plainly marked, “Sound System Supply and Installation Services”. Proposals are due and will be opened at that time.

School Board Approval Date: December 9, 2025

CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

The District takes its public records responsibilities, as provided under Chapter 119, Fla. Stat. (2024) and Article 1, Section 24 of the Florida Constitution, very seriously. If Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Fla. Stat. (2024), the Florida Constitution or other legal authority, Proposer must also simultaneously provide District with a separate redacted copy of its complete response. That redacted copy must contain the District solicitation name, RFP number, and the name of the Proposer on the cover, which must be clearly titled “Redacted Copy.” The Redacted Copy must be provided to the District at the same time Proposer submits its response to the solicitation and must only exclude or obliterate those exact portions that are claimed to be confidential, proprietary, or trade secret. In compliance with § 119.07(1)(e), Fla. Stat. (2024), Proposer must “state the basis for the exemption” that Proposer “contends is applicable to the record, including the statutory citation to an exemption created or afforded by statute.”

Proposer will be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise exempt from disclosure. Further, Proposer shall protect, defend, and indemnify the District for any and all claims arising from or related to Proposer’s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise exempt from disclosure.

The District will have no responsibility or duty to verify whether any redacted material is exempt from Chapter 119, Fla. Stat. (2024). Proposer must have and retain full exemption verification responsibility.

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

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

Is there any confidential, proprietary, or trade secret information contained within this submitted proposal? (Y/N) _____

I have included a redacted copy with my submitted response (Y/N) _____

Signature of Proposer Signing Agreement

RFP #4149GM, Sound System Supply and Installation Services

2 An Equal Opportunity School District Rev. 46 – 2/4/25

REQUIRED RESPONSE FORM (continued)

PROPOSAL CERTIFICATION

I certify that I am submitting the following information as my company's proposal. I further understand that by virtue of executing and returning with this proposal this REQUIRED RESPONSE FORM, I certify full, complete and unconditional acceptance of the contents of Pages 1 through 33 inclusive of this Request for Proposal, as well as all appendices and contents of any subsequent Addendum released hereto. Proposal must be signed by an officer or employee having legal authority to bind Proposer. I, the undersigned Proposer, have not divulged, discussed, or compared this proposal with any other Proposer. Proposer further certifies that Proposer has not colluded with any other proposer or entity in the preparation of this Proposal in order to gain an unfair advantage in the award of this proposal. Proposer’s execution of this document will initiate employee investigations’ procedures in accordance with § 1012.32, Fla. Stat. (2024).

PROPOSER (firm name): ___________________________________________________________________

STREET ADDRESS: _______________________________________________________________________

PRINTED NAME OF AUTHORIZED REPRESENTATIVE: __________________________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE: _____________________________________________

TITLE: ______________________________________________ DATE: ______________________________

CONTACT PERSON: ______________________________________________________________________

CONTACT PERSON'S ADDRESS: ___________________________________________________________

TELEPHONE: ________________________________ TOLL FREE: ________________________________

FAX: ________________________________________________

E-MAIL ADDRESS: ________________________________________________________________________

INTERNET URL: __________________________________________________________________________

PROPOSER TAXPAYER IDENTIFICATION NUMBER: ___________________________________________

NOTE: Entries must be completed in ink or typewritten. An original manual signature is required.

3 An Equal Opportunity School District Rev. 46 – 2/4/25

THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

REQUEST FOR PROPOSAL #4149GM

FOR Sound System Supply and Installation Services

INDEX

1.0 INTRODUCTION

2.0 INSTRUCTIONS TO PROPOSER

3.0 TIME SCHEDULE

4.0 AWARD

5.0 TERM OF CONTRACT / RENEWAL

6.0 RFP INQUIRIES

7.0 CONE OF SILENCE

8.0 PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES

9.0 SCOPE OF SERVICES, SPECIFICATIONS, ETC.

10.0 EVALUATION COMMITTEE MEETINGS

11.0 PREPARATION AND SUBMISSION

12.0 PROPOSAL EVALUATION PROCESS

13.0 EVALUATION CRITERIA

14.0 CANCELLATION OF AWARD / TERMINATION / FUNDING OUT

15.0 DEFAULT

16.0 LEGAL REQUIREMENTS

17.0 FEDERAL AND STATE TAX

18.0 CONFLICT OF INTEREST

19.0 INSURANCE REQUIREMENTS

20.0 INDEMNIFICATION / HOLD HARMLESS AGREEMENT

21.0 PUBLIC RECORDS LAW

22.0 PERMITS AND LICENSES

23.0 INTELLECTUAL PROPERTY RIGHTS

24.0 COST INCURRED IN RESPONDING

25.0 SUB-CONTRACTS

26.0 INDULGENCE

27.0 JOINT PROPOSAL

28.0 PUBLIC ENTITY CRIMES

29.0 USE OF OTHER CONTRACTS

30.0 ASSIGNMENT OF CONTRACT AND/OR PAYMENT

31.0 POSSESSION OF FIREARMS / DRUG FREE WORKPLACE

32.0 AGREEMENT

33.0 POSTING OF RFP TERMS & CONDITIONS / SPECIFICATIONS

34.0 POSTING OF RFP RECOMMENDATION / TABULATIONS

35.0 BACKGROUND SCREENING REQUIREMENTS

36.0 PRESS RELEASES AND PUBLICITY

37.0 FEDERAL FUNDS

ATTACHMENTS

A. Drug-Free Workplace Certification Form B. Acknowledgment of Addenda C. Division of Corporations Registration Requirements D. Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion – Lower Tier

Covered Transaction (with Instructions for Certification) E. Reference Form F. Statement of No Bid

4 An Equal Opportunity School District Rev. 46 – 2/4/25

THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

REQUEST FOR PROPOSAL 4149GM FOR: “Sound System Supply and Installation Services”

1.0 INTRODUCTION

1.1 This is a Request for Proposal (RFP) to The School Board of Marion County, Florida (“District or School Board”).

1.2 The District desires to engage a firm to provide qualified installation of sound systems for gymnasiums, cafeterias, auditoriums, athletic fields, etc. The qualified firm shall demonstrate a referenced history detailing a period of five (5) years’ experience designing, installing, and supplying equipment required for successfully completed projects. The awarded vendor must have manufacturer authorizations for a detailed list of district approved equipment with the documented capability to provide warranty and repair for awarded projects.

1.3 All terms and conditions of this RFP, any addenda, Proposer's submissions and negotiated terms, are incorporated into the contract by reference as set forth herein.

1.4 Document files may be examined, during normal working hours; thirty (30) days after proposals have been opened or once a notice of an intended decision is made, whichever comes first.

1.5 Unless otherwise indicated in the proposal document, any solicitation downloaded from sources other than www.myvendorlink.com may not be the official and final version, and may result in the rejection of a quote/submittal/bid/proposal if not based upon an accurate rendition of the solicitation.

2.0 INSTRUCTIONS TO PROPOSER

2.1 All proposals must be received no later than 2:00 PM, on Thursday, October 2, 2025. If a proposal is transmitted by U.S. Mail or other reliable delivery medium, the Proposer(s) will be responsible for its timely delivery to the Purchasing Department, 2091 NE 35th Street, Ocala, Florida 34479. Proposer(s) must mark each envelope with the RFP number and Title of the RFP. Proposals cannot be emailed.

2.2 Any proposal received after the stated time and date will not be considered and will be returned unopened to the Proposer(s).

2.3 It is required that five (5) individually bound copies of the proposal (marked as copy) be submitted with one (1) individually bound original proposal (marked as original). Please provide one (1) exact electronic copy of the proposal in PDF format on a thumb drive as well. Please ensure the required proposals are sealed in one package and clearly labeled "RFP 4149GM – Sound System Supply and Installation Services " on the outside of the package. The legal name, address, Proposer's contact person, and telephone number must also be clearly annotated on the outside of the package.

2.4 All proposals must be signed by an officer or employee having full, current authority to legally bind Proposer(s).

2.5 Any corrections of unit prices must be initialed by Proposer(s), including corrections made using opaque correction fluid or any other usual and generally acceptable method of correction.

2.6 Proposer should become familiar with any local conditions which may affect the services required.

Proposer(s) must carefully examine the RFP terms to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

No additional allowance(s) will be permitted due to lack of knowledge of such conditions.

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2.7 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District.

2.8 Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of ninety (90) consecutive calendar days, to provide the District with the services specified in the proposal.

2.9 DELIVERY OF RFP’s: Proposers must follow District's security access procedures if hand-delivering any RFP, which are as follows:

District supports and complies with the Americans with Disabilities Act of 1990 and will take all reasonable steps to accommodate individuals using District’s services, programs and activities. Where applicable, all goods and/or construction must meet the provisions of the Americans with Disabilities Act of 1990, as adopted in January 1992. Requests for reasonable accommodations must be made at least two (2) business days in advance of the event or stated requirement.

A. Proceed to the Purchasing Department located at 2091 NE 35th Street, Ocala, Florida 34479.

B. Parking lot is located on the north side of building.

C. Enter building through the front door.

D. Present RFP to Purchasing Department receptionist for official date/time stamping.

E. Pre-Bid Meetings and Openings will be held in the Purchasing Conference Room, located at 2091 NE 35th Street, Ocala, Florida 34479.

3.0 TIME SCHEDULE

3.1 District will attempt to use the following time schedule for selection of Proposer(s):

All written questions and inquiries are due 5 Days prior to deadline for receiving Proposals due not later than 2:00 PM October 2, 2025 Evaluation Committee Meeting October 9, 2025 @ 2:00PM, Purchasing

Department Proposer Interviews (if needed) October 15, 2025, Purchasing Department Interview Evaluation Committee Meeting (if needed) October 15, 2025 @ 2:00PM, Purchasing

Department Submit Evaluation Results to School Board November 21, 2025 School Board Approval Date December 9, 2025

3.2 Notification of any changes to the time schedule will be made via www.myvendorlink.com.

3.3 Proposers responding to this solicitation, or persons acting on their behalf, may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays and state holidays, any employee or officer of District concerning any aspect of this solicitation, except in writing via www.myvendorlink.com. Violation of this provision may constitute grounds for rejecting a response.

4.0 AWARD

4.1 District reserves the right to accept or reject any or all proposals.

4.2 District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals.

4.3 District reserves the right, before awarding the contract, to require Proposer(s) to submit evidence of

6 An Equal Opportunity School District Rev. 46 – 2/4/25 qualifications or any other information District may deem necessary.

4.4 District reserves the right, prior to School Board approval, to cancel the RFP or portions thereof, without penalty.

4.5 District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of District; and (2) District reserves the right to reject any and/or all items proposed or award to multiple Proposers.

4.6 The proposal with the highest rating will be ranked first; however, nothing herein will prevent the District from making multiple awards and to deem all proposals responsive and to assign work to any firm deemed responsive.

4.7 District reserves the right to further negotiate any proposal, including price, with the highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer, District reserves the right to negotiate and recommend award to the next highest Proposer or subsequent Proposers until an agreement is reached.

5.0 TERM OF CONTRACT / RENEWAL

5.1 The term of this contract will be from December 10, 2025 through December 31, 2026, and may, by mutual agreement between District and the awardee(s), be renewable for up to three (3) additional, one

(1) year periods. If needed, the contract will be extended beyond the contract expiration date. Once School Board has approved, the final results will be posted on www.myvendorlink.com. All prices must be firm for the term of this contract. The awardee agrees to this condition by signing their proposal.

6.0 RFP INQUIRIES

6.1 Any questions concerning conditions and specifications must be submitted in writing and received through www.myvendorlink.com. The deadline to submit questions is 2:00 PM, September 25, 2025.

Answers to questions will be provided through VendorLink as well. District staff is not authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in the written documents.

6.2 If necessary, any addenda will be posted on www.myvendorlink.com.

6.3 Copies of addendum will be made available for inspection at District's Purchasing Department where proposal documents will be kept on file.

6.4 No addendum will be issued later than three calendar days prior to the date for receipt of proposals except an addendum withdrawing the request for proposals or one, which includes postponement of the date for receipt of proposals.

6.5 No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on District.

7.0 CONE OF SILENCE

7.1 A cone of silence is hereby established for this Request for Proposal (RFP) pursuant to Board Policy 6324. The cone of silence is designed to protect the integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award. The cone of silence commences at the time of advertisement of the RFP. Competitive procurements are advertised on the Purchasing Department, www.myvendorlink.com website, or in a local, regional, or statewide publication of wide

7 An Equal Opportunity School District Rev. 46 – 2/4/25 distribution. The cone of silence terminates at the time the Board acts on a written recommendation from the Purchasing Department regarding contract award; or at termination of selection process; provided, however, that communications are permitted when the Board receives public comment at the meeting when the recommendation is presented. Violation of this policy by a particular bidder, proposer, respondent, and/or representative may, at the discretion of the District, result in rejection of said bidder, proposer, respondent, and/or representative's bid, proposal, or offer and may render any contract award to said bidder, proposer, or respondent voidable. Likewise, a violation may also result in the bidder, proposer, or respondent being debarred as further described in Board Policy 6322.01.

The cone of silence prohibits any communication regarding this ITB between:

A. a potential vendor, service provider, bidder, lobbyist, or consultant and the staff of the District, including school principals; and

B. a potential vendor, service provider, bidder, lobbyist, or consultant and any one (1) or more of the

School Board members or member-elects.

Unless specifically provided otherwise in this RFP, the cone of silence does not apply to the following:

A. Communications between a potential vendor, service provider, bidder, lobbyist, or consultant and the District's Purchasing Department.

B. Communications between a potential vendor, service provider, bidder, lobbyist, or consultant and the District's staff attorney or Board attorney.

C. Communications at duly noticed pre-bid meetings and site visits prior to bid opening or post-bid-opening meetings and site visits, which are administered by the Purchasing Department, prior to issuance of a written recommendation of contract award.

Any bidder who is adversely affected by the recommended award may file a protest within the time prescribed in §120.57(3), Fla. Stat. (2024). Failure to post bond with School Board or to adhere strictly to the requirements of statutes and state board rules pertaining to protests will result in summary dismissal by the Purchasing Department.

8.0 PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES

8.1 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING. Bidders are hereby notified of the provisions of §287.05701, Florida Statutes, as amended, that the School Board will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the School Board’s governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests except as expressed in §287.135(2), Fla. Stat. (2024) where, "A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of: (a) Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing a contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to §215.4725, Fla. Stat. (2024), or is engaged in a boycott of Israel; or (b) one million dollars or more if, at the time of bidding on, or submitting a proposal for, or entering into or renewing such contract, the company: 1.) is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to §215.473, Fla. Stat. (2024), or 2.) is engaged in business operations in Cuba or Syria."

§215.473, Fla. Stat. (2024) defines a company to include "all wholly owned subsidiaries, majority-owned

8 An Equal Opportunity School District Rev. 46 – 2/4/25 subsidiaries, parent companies, or affiliates of such entities or business associations that exists for the purpose of making profit." By submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law above are not on the Scrutinized Companies that Boycott Israel List, created pursuant to §215.4725, Fla. Stat. (2024), and are not engaged in a boycott of Israel. In addition, if this solicitation is for a contract for goods or services of one million dollars or more, by submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to §215.473, Fla. Stat. (2024), and are not engaged in business operations in Cuba or Syria. Any respondent awarded a Contract as a result of this solicitation will be required to recertify the aforementioned certifications at each renewal of the Contract. The School Board may terminate any contract resulting from this solicitation if respondent or any of those related entities of respondent as defined above by Florida law are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria. Notwithstanding the preceding, the School Board reserves the right and may, in its sole discretion, on a case by case basis, permit a company on such lists or engaged in business operations in Cuba or Syria to be eligible for, bid on, submit a proposal for, or enter into or renew a contract for goods or services of one million dollars or more, or may permit a company on the Scrutinized Companies that Boycott Israel List to be eligible for, bid on, submit a proposal for, or enter into or renew a contract for goods or services of any amount, should the School Board determine that the conditions set forth in §287.135(4), Fla. Stat. (2024) are met.

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9.0 SCOPE OF SERVICES, SPECIFICATIONS, ETC.

The School Board of Marion County, Florida seeks to award a qualified firm to provide effective implementation of sound equipment for various applications throughout the district. The awarded vendor/contractor will establish the design, supply, installation, repair, and warranty for materials and workmanship required to successfully complete sound projects. Most projects will require the sound systems installed to be controllable from a mobile device such as a tablet. Payment for each project will be made upon successful completion, inspection, and acceptance by the district. The awarded vendor/contractor must provide training for newly installed sound system equipment at no additional charge to the District.

9.1 All persons or firms submitting a proposal will be required to demonstrate references documenting projects of a wide range of size and scale completed for public works such as schools, universities, colleges, cities, counties, or state government. Your references must include projects where sound systems are controllable from mobile devices, such as a tablet.

9.2 All persons or firms are required to provide documentation of business history for a period of no less than five (5) years.

9.3 Proposals must demonstrate manufacturer’s authorization for supply, installation, repair, maintenance, and warranty for specified equipment.

9.4 Proposal must include proposer’s firm, fixed discounts from Manufacturer’s Suggested List Price.

Discounts must remain firm and fixed for the life of this contract and any possible renewal terms that may be executed (See Section 5.1). Proposer(s) awarded this contract will provide the District with the relevant and most recent manufacturer price lists required to verify accurate pricing. These price lists will accompany any quote given for a District project. Discounts will be for the following:

9.4.1 Speakers - Community, Renkus Heinz, JBO, Yamaha or equivalent plus mounting brackets

9.4.2 Amplifier - Crown, QSC, Yamaha or equivalent

9.4.3 Mixer - Ashly, Behringer, Yamaha, Allen & Heath or equivalent

9.4.4 Signal Processor - Ashly, Behringer or equivalent

9.4.5 CD/BT Player - Denon, Sony, Yamaha or equivalent

9.4.6 Wireless Mic/Receiver - Sennheiser EW135 or equivalent

9.4.7 Wired Mic/Reciever - Sennheiser e835s, Shure SM58s or equivalent

9.4.8 Mic w/ Boom - Sennheiser e835s, Shure SM58s or equivalent

9.4.9 Microphone Cable- RapkoHorizon, MonsterCable, Monoprice or equivalent, 25' length standard

9.4.10 ¼x¼ inch cable - RapkoHorizon, Monster Cable, Monoprice or equivalent, 10' and 25' standard

9.4.11 Microphone stand - AKG KM210/9 or equivalent

9.4.12 Floor Rack w/Locking Mesh Door - Atlas, Gator or equivalent

9.4.13 Power Sequencer: Furman M8S or equivalent

9.4.14 Balance of Line Discount for any additional items not listed in this RFP.

If a product or brand other than what is specified above is proposed, it is the vendor/contractor’s responsibility to submit with the proposal brochures, samples and/or detailed specifications on items proposed. The School Board shall be the sole judge concerning the merits of the proposed items submitted.

10 An Equal Opportunity School District Rev. 46 – 2/4/25

9.5 Proposals must include the following labor rates:

9.5.1 Lead Sound Technician ________per hour

9.5.2 Technician Helper/Assistant ________per hour

9.6 If the awarded vendor/contractor requires the use of rental equipment to complete a project they must first obtain quotes from at least three rental companies for the necessary equipment then proceed with the lowest quote. Proof of this process must be provided to the Department requesting the project and the rental costs will be reimbursed after the project is complete.

9.7 Warranty information must be provided in writing for all manufacturers listed in the proposals submitted.

9.8 Installation warranty must be demonstrated, in writing.

10.0 EVALUATION COMMITTEE MEETINGS

10.1 As stated in Section 3.1 and Section 12.5, a committee will convene to review and evaluate responsive proposals, for the purposes of making a decision as to an intended award. Per §119, Fla. Stat. (2024) this is an open public meeting. Notification will also be posted for review by interested parties at the District’s Purchasing Department, 2091 NE 35th Street, Ocala, Florida 34479, and website.

11.0 PREPARATION AND SUBMISSION

11.1 In order to maintain comparability and enhance the review process, it is requested that proposals be organized in the manner specified below. Include all information in your proposal. It is required that five

(5) individually bound copies of the proposal (marked as copy) be submitted with one (1) individually bound original proposal (marked as original). Please provide one (1) exact electronic copy of the proposal in PDF format on a thumb drive as well.

11.2 Title Page: Required response form (page 1 and 2 of the RFP) with all the required information completed and all signatures as specified; Name of the Proposer, Address, Signature, Title, Contact Person, Contact Person’s Address, Telephone and Fax number, email address and Taxpayer ID Number.

11.3 Table of Contents: Include a clear identification of the material by section and by page number.

11.4 Letter of Transmittal: Give the names of the persons who will be authorized to give and support information, both in writing and oral presentation, for your company. Provide their titles, addresses and telephone numbers.

11.5 Prepared Response: Prepare your response submission in the manner outlined in the Scope of Services.

11.6 Reference Form: Proposer must provide a minimum of three (3) references. References must be current or former customers (within the past three years) that have utilized proposer for same/similar services. Proposer must list out the following details for each included reference: dates of service, contract term length, ETC. Proposer must also provide Attachment E – Reference Form (located on page 32) to their listed references and request that it be completed and returned so that it can be included in your submitted response to this RFP.

11 An Equal Opportunity School District Rev. 46 – 2/4/25

11.7 EEO Statement: The Marion County School District does not discriminate on the basis of race (including anti-Semitism), ethnicity, color, national origin, sex, sexual orientation, disability (including HIV, AIDS, or sickle cell trait), pregnancy, religion, marital status, age (except as authorized by law), military status, ancestry, or genetic information, which are classes protected by State and/or Federal law (collectively, "protected classes") in its educational programs, services or activities, or in its hiring or employment practices as required by Title IX, Title VI, Title VII, Age Discrimination Act of 1967, Section 504 of the Rehabilitation Act of 1973, Americans with Disabilities Act of 1990, and the Florida Educational Equity Act of 1984. Provide statement of EEO Compliance.

11.8 Insurance: Provide proof of your company's insurance as required in this RFP or submit a letter of your intention to have the required insurance within ten (10) days of notification by the District.

12.0 PROPOSAL EVALUATION PROCESS:

12.1 The Evaluation and Selection Panel is comprised of persons representing the areas of Public Relations and Technology Departments.

12.2 All proposals received by the submission deadline will be reviewed by the Purchasing Specialist or designee for responsiveness and distribute the responsive proposals to the Evaluation and Selection Panel members. The panel members will independently score and rank each proposal in accordance with the evaluation criteria listed in the Evaluation Criteria section below. The panel members will submit their individual scores and rankings of the proposals to the Purchasing Representative for compilation of the overall ranking of the proposals. The panel along with the contract administrator will convene at the published date and time to see the overall rankings and to discuss the proposals and any differences they may have. It is possible for the rankings to change during this meeting based on a better understanding of the facts presented in the proposals. A final consensus ranking will be made during this meeting.

12.3 The District reserves the right to invite the Proposers in for oral presentations. Prior to the presentations, the District will provide each Proposer with a standard set of questions to be addressed in their oral presentation. Only members of the proposed project team may make the oral presentations.

12.4 RFPs are received and publicly opened. Only names of Proposers are read at this time.

12.5 An Evaluation Committee, consisting of District personnel, will convene, review and discuss all proposals submitted. Purchasing personnel will participate in an advisory capacity only.

12.6 The Evaluation Committee will assign ratings in the evaluation and recommendation process in accordance with the evaluation criteria listed in Evaluation Criteria, Section 13.0.

12.7 The Evaluation Committee reserves the right to interview any or all Proposers and to require a formal presentation with the key people who will administer and be assigned to work on the contract before recommendation of award. This interview is to be based upon the written proposal received.

12.8 The Evaluation Committee reserves the right to negotiate further terms and conditions, including price with the highest ranked Proposer. If the Evaluation Committee cannot reach a mutually beneficial agreement with the first selected Proposer, the Committee reserves the right to enter into negotiations with the next highest ranked Proposer and continue this process until agreement is reached.

12.9 The Purchasing Department will prepare and submit an agenda item to the Superintendent of the District.

12.10 The Superintendent will recommend to the School Board, the award or rejection of any and/or all

12 An Equal Opportunity School District Rev. 46 – 2/4/25 proposal(s).

12.11 The School Board will award or reject any or all proposal(s).

13.0 EVALUATION CRITERIA

The Evaluation Committee will rank all proposals received which meet the submittal requirements. The following factors will be considered in ranking the proposals received:

RANKING VALUES

A. A. 9.1 References and Vendor’s Experience 20 B. 9.2 Length of time firm has been in business

a. 5 years or longer 10

b. <5 years 0

C. 9.3 Manufacturer’s Authorization 5 D. 9.4 Licenses and Certifications 5 E. 9.4 – 9.6 Discounts, Labor Rates, and Rental Equipment Markup 35 F. Manufacturer’s Warranty and Installation Warranty (Written) 25

TOTAL 100

14.0 CANCELLATION OF AWARD/TERMINATION/FUNDING OUT

14.1 In the event any of the provisions of this proposal are violated by the Proposer(s), the Superintendent or designee will give written notice to the Proposer(s) stating the deficiencies and unless the deficiencies are corrected within ten (10) days, recommendation will be made to the District for immediate cancellation.

Upon cancellation hereunder, the District may pursue any and all legal remedies as provided herein and by law.

14.2 School Board will terminate this Agreement if the vendor is placed on the State of Florida Forced Labor Vendor list.

14.3 The District, reserves the right to terminate any contract resulting from this RFP, at any time and for any reason, upon giving thirty (30) days prior written notice to the other party. If said contract should be terminated for convenience as provided herein, the District will be relieved of all obligations under said contract. The District will only be required to pay to the Proposer(s) that amount of the contract actually performed to the date of termination.

14.4 The awarded Proposer(s) of this RFP will have the option to terminate the contract upon written notice to the Purchasing Specialist. Such notice must be received at least ninety (90) days prior to the effective date of termination.

14.5 Cancellation of contract by awarded Proposer may result in removal from the District’s Bidders/Proposers list for a period of three (3) years.

14.6 Section 1011.14, Fla. Stat. (2024) prohibits School Board from creating obligations on anticipation of budgeted revenues from one fiscal year to another without year to year extension provisions in the agreements.

14.7 It is necessary that fiscal funding out provisions be included in all proposals in which the terms are for periods longer than one (1) year.

Such prior written notice will state:

13 An Equal Opportunity School District Rev. 46 – 2/4/25

A. That the lack of appropriated funds is the reason for termination, and B. Agreement not to replace the services being terminated with services similar to those covered in this proposal from another vendor in the succeeding funding period.

“This written notification will thereafter release the District of all further obligations in anyway related to the services covered herein”.

14.8 The Funding Out statement must be included as part of any agreement. No agreement will be considered that does not include this provision for “funding out”.

15.0 DEFAULT

15.1 In the event that the awarded Proposer(s) should breach this contract the District reserves the right to seek remedies in law and/or in equity.

16.0 LEGAL REQUIREMENTS

16.1 It is the responsibility of the Proposer to be knowledgeable of all federal, state, county and local laws, ordinances, rules and regulations and School Board Policy that in any manner affect the items covered herein which may apply. Specifically, Proposer(s) is to adhere to School Board Policies, pursuant to the following, with respect to any criminal arrests and convictions, and is on notice thereto that any employees involved in any Chapter 435, Fla. Stat. (2024) offenses are precluded from continuing to work on the project and must be replaced. Failure to comply may result in the immediate termination of the Proposer’s contract at the sole discretion of the District. Lack of knowledge by the Proposer(s) will in no way be a cause for relief from responsibility.

16.2 Proposer(s) doing business with the District are prohibited from discriminating against any employee, applicant, or client because of race, color, religion, gender, pregnancy, national origin, age, disability, marital status, or genetic information with regard to, but not limited to, the following: employment practices, rates of pay or other compensation methods, and training selection.

16.3 The person signing the Proposal Certification agrees that employee background investigations will be adhered to in accordance with §1012.32, Fla. Stat. (2024).

17.0 FEDERAL AND STATE TAX

17.1 The District is exempt from federal and state taxes for tangible personal property. The Purchasing Department Specialist will sign an exemption certificate submitted by the successful Proposer(s).

Proposer(s) doing business with the District will not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with the District, nor will any Proposer be authorized to use the District's Tax Exemption Number in securing such materials.

18.0 CONFLICT OF INTEREST

18.1 All Proposers must disclose the name of any officer, director, or agent who is also an employee of the District. All Proposers must disclose the name of any District employee who owns, directly or indirectly, any interest in the Proposers' business or any of its branches.

18.2 All Proposers must list all and any affiliations they have with other firms. The proposal for any Proposer found to have an affiliation with other potential Proposers will be considered non-responsive and not be evaluated.

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19.0 INSURANCE REQUIREMENTS

19.1 Proof of the following insurance will be furnished by the awarded Proposers to the District by Certificate of Insurance. All insurance must be issued by a company or companies approved by the District.

19.2 Original Certificates of Insurance meeting the specific required provision specified within this contract/agreement must be forwarded to the District’s, Purchasing Department, and approved prior to the start of any work or the possession of any school property. Renewal certificates must be forwarded to the same department prior to the policy renewal date.

19.3 Thirty (30) days written notice must be provided to the District via certified mail in the event of cancellation. The notice must be sent to the Purchasing Department.

19.4 The awarded Proposer(s) must provide complete copies of any insurance policy for required coverage within eleven (11) days prior to the Board approval date referenced in this solicitation.

19.5 Failure to submit the required insurance documentation does not relieve the awarded Proposer(s) of the obligation outlined in this section.

19.6 Receipt of certificates or other documentation of insurance or policies or copies of policies by the District, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Proposer’s obligation to fulfill the insurance requirements herein.

A. WORKERS' COMPENSATION: Proposer(s) must comply with Chapter 440, Fla. Stats. (2024), Workers’ Compensation and Employees’ Liability Insurance with minimum statutory limits.

B. COMMERCIAL GENERAL LIABILITY: Awarded Proposer(s) shall procure and maintain, for the life of this contract/agreement, Commercial General Liability Insurance. This policy must provide coverage for death, bodily injury, personal injury, products and completed operations liability and property damage that could arise directly or indirectly from the performance of this agreement. It must be an occurrence form policy. THE SCHOOL BOARD OF MARION COUNTY, FLORIDA MUST BE NAMED AS AN

ADDITIONAL INSURED ON THE CERTIFICATE AND AN ENDORSEMENT FOR ADDITIONAL

INSURED PROVIDED FOR COMMERCIAL GENERAL LIABILITY INSURANCE.

The minimum limits of coverage must be $1,000,000 per occurrence, Combined, Single Limit for Bodily Injury Liability and Property Damage Liability.

C. BUSINESS AUTOMOBILE LIABILITY: Awarded Proposer(s) must procure and maintain, for the life of the contract/agreement, Business Automobile Liability Insurance issued by a company licensed in the state of Florida with a financial rating of A- or better. THE SCHOOL BOARD OF MARION COUNTY, FLORIDA

MUST BE NAMED AS ADDITIONAL INSURED ON THE CERTIFICATE AND AN ENDORSEMENT FOR

ADDITIONAL INSURED PROVIDED FOR BUSINESS AUTOMOBILE LIABILITY.

The minimum limits of coverage must be $1,000,000 per occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This coverage must be an "Any Auto" form policy. The insurance must be an occurrence form policy.

In the event the Proposer does not own any vehicles, the School Board will accept hired and non-owned coverage in the amounts listed above. In addition, the School Board will require an affidavit signed by the Proposer indicating the following:

{Company Name} does not own any vehicles. In the event we acquire any vehicles throughout the term of this contract/agreement, {Company Name} agrees to purchase "Any Auto" coverage as of the date of

15 An Equal Opportunity School District Rev. 46 – 2/4/25 acquisition.

D. PROFESSIONAL LIABILITY: The awarded Proposer(s) must procure and maintain Professional Liability Insurance for the life of this contract/agreement, plus two years after completion. This insurance must provide coverage against such liability resulting from this contract. The minimum limits of coverage must be $500,000 with a deductible not to exceed $25,000. The deductible will be the responsibility of the Proposer. Professional liability policies must include an endorsement whereby the awarded Proposer holds harmless the District and each officer, agent and employee of the District against all claims, against any of them, for personal injury or wrongful death or property damage arising out of the negligent performance of professional services or caused by an error, omission or negligent act of the awarded Proposer or anyone employed by the awarded Proposer.

This policy must be continued or tail coverage provided for two (2) years after completion of the project.

20.0 INDEMNIFICATION / HOLD HARMLESS AGREEMENT

20.1 The Proposer indemnifies the District from any and all liability, loss or damage the District may suffer as a result of any claim, demand, cost, or judgment against it, related directly or indirectly to the performance of the Proposer’s obligations under the terms of this Contract. Said indemnity includes, but is not limited to, interest, court costs and attorney’s fees incurred by the District as a result of any action brought against it, as well as all attorney’s fees, court costs and any other costs incurred by the District in establishing the right to indemnification and collecting any judgment against the Proposer. The Proposer is not required to indemnify the District for the proportion of liability a court determines is attributable to the negligence or willful misconduct of the District. The District agrees to notify the Proposer in writing within ten (10) days of receipt of any notice of any action against the District pertaining to this matter. Such notice will be by certified mail, return receipt requested, or by overnight courier. A notification will be deemed given on the date such notice is postmarked regardless of whether the Proposer actually received said notification. The Proposer further agrees in the event the court denies or reduces compensation to, or reimbursement of the District, Proposer will provide the District with the full amount of compensation or reimbursement requested in its statement of services.

21.0 PUBLIC RECORDS LAW

21.1 The District takes its public records responsibilities as provided under Chapter 119, Fla. Stats. (2024) and Article 1, Section 24 of the Florida Constitution, very seriously. If Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Fla. Stats. (2024), the Florida Constitution or other authority, Proposer must also simultaneously provide the District with a separate redacted copy of its response. This redacted copy must contain the District solicitation name, number, and the name of the Proposer on the cover, and must be clearly titled “Redacted Copy.” The Redacted Copy must be provided to the District at the same time Proposer submits its response to the solicitation and must only exclude or obliterate those exact portions that are claimed confidential, proprietary, or trade secret. In compliance with §119.07(1)(e), Fla. Stat. (2024), Proposer must “state the basis for the exemption” that he/she “contends is applicable to the record, including the statutory citation to an exemption created or afforded by statute.”

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

The District will make no effort to verify whether or not the redacted material is exempt from Chapter 119, 16 An Equal Opportunity School District Rev. 46 – 2/4/25

Fla. Stat. (2024). That determination is totally the responsibility of the Proposer.

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

21.2 PUBLIC RECORDS

a. To the extent that Proposer meets the definition of “contractor” under § 119.0701, Fla. Stats. (2024), and in addition to other contract requirements provided by law, the Proposer agrees that it is acting as a contractor on behalf of the District as provided under § 119.0701(a) Fla. Stats (2024) and as such it will comply with Florida’s Public Records Law. Specifically, Proposer agrees that it will:

i. Keep and maintain public records that ordinarily and necessarily would be required by School Board in order to perform the services performed by the Proposer under contract;

ii. Upon request from the School Board’s custodian of public records, provide the School Board with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in § 119, Fla. Stats. (2024) or as otherwise provided by law;

iii. Ensure the public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the School Board;

iv. Upon completion of the contract, transfer, at no cost, to School Board all public records in possession of the Proposer or keep and maintain public records required by the School Board to perform the service. If the Proposer transfers all public records to the School Board upon completion of the contract, the Proposer shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Proposer keeps and maintains public records upon completion of the contract, the Proposer shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to School Board, upon request from the School Board’s custodian of public records, in a format that is compatible with the information technology systems of the School Board.

b. IF THE PROPOSER HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE PROPOSER'S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF RECORDS AT: PUBLIC RELATIONS AND COMMUNICATION

OFFICER: KEVIN CHRISTIAN, APR, CPRC, AT (352) 671-7555,

PUBLIC.RELATIONS@MARION.K12.FL.US OR IN PERSON AT 1614 E. FORT

KING STREET, OCALA, FLORIDA 34471.

22.0 PERMITS AND LICENSES

22.1 The Proposer(s) will be responsible for obtaining any necessary permits and licenses and will comply with laws, rules, and regulations whether state or federal and with all local codes and ordinances without additional cost to the District.

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23.0 INTELLECTUAL PROPERTY RIGHTS

23.1 The Proposer(s) will indemnify and hold harmless the District from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or un-patented invention, process, article or work manufactured or used in the performance…