ERCES Inspections

The School Board of Polk County, Florida is issuing an Invitation to Bid for ERCES Inspections, a procurement requiring the provision of semi-annual inspections, annual inspections and testing, and 5-year grid re-testing of all Emergency Responder Communication Enhancement Systems (ERCES) at district-owned and maintained facilities. The scope of work encompasses all supervision, labor, materials, supplies, tools, ladders, and test equipment necessary to ensure 100% compliance with NFPA 1225 requirements, including 2022 NFPA 1225 standards compliance, DAQ testing of at least 25% of previously failed grid testing areas, RSSI measurements at each testing location, and verification of all required frequencies. Qualified bidders must hold current licensure as an electrical contractor (EC, EF, EY, or ES license) from the Florida Department of Business and Professional Regulation, an FCC General Radio Operator License, and preferably possess NICET IB-PSC Level 2 or above certification for personnel performing testing and inspection. Bidders must submit three references from comparable projects completed within the previous three years and provide a service coordinator for normal business hours contact and an emergency service coordinator for after-hours contact. The District will award the contract as a composite (all-or-none) bid to the lowest responsive and responsible bidder, with possible additional alternate awards. The bid was posted February 17, 2026, with written questions due by March 3, 2026 at 3:00 PM (ET), electronic bid submissions required through VendorLink by March 12, 2026 at 3:00 PM (ET), the Notice of Recommended Bid Award posted for at least 72 hours on or about April 6-9, 2026, and Board/Superintendent approval anticipated on or about April 16, 2026. All prices are fixed for the initial contract period, with eligible bidders permitted to request price adjustments for subsequent one-year extension periods limited to the annual Consumer Price Index rate.

The procurement contains no specific set-aside designations for disadvantaged enterprises, though bidders may obtain competitive advantage through Drug-Free Workplace Certification under Florida Statute 287.087 when competing bids are equal in price, quality, and service. All bidders must comply with mandatory requirements including E-Verify enrollment, certification of non-ownership by specified foreign governments (People's Republic of China, Russian Federation, Islamic Republic of Iran, Democratic People's Republic of Korea, Republic of Cuba, Venezuelan regime of Nicolas Maduro, and Syrian Arab Republic), Drug-Free Workplace Certification, non-coercion attestation, public records compliance under Florida Statutes Chapter 119, and execution of the School Board's Form Contract Addendum. Before commencing work, the successful contractor must provide a Certificate of Insurance naming the School Board as additional insured with minimum limits of $1,000,000 combined single limit for Commercial General Liability and $1,000,000 for Automobile Liability. No incumbent vendors or current contractors are identified in the procurement documents, and no budget or award value range is specified. The District retains sovereign immunity with liability capped at limits established in Section 768.28(5) of the Florida Statutes, and all performance obligations are subject to appropriation of sufficient public funds with no guaranteed appropriation in future fiscal years for multi-year agreements.