(Note: This is not an Order) / QUOTE NUMBER
4102DG
DATE ISSUED
May 13, 2015 / DATE DUE May 27, 2015
TIME DUE 4:00 PM / REQUESTING SCHOOL/DEPT.
Procurement Services/Transportation
CONTACT NAME
Deb Gardner / PROJECT COMPLETION REQUIRED BY:
As Needed
FAX 352-253-6761
PHONE 352-253-6765
E-MAIL / DELIVER FOB DESTINATION TO
___ Tailgate Delivery
___ Liftgate Truck
_x_ Inside Delivery
COMPANY NAME / REPRESENTATIVE NAME / FEIN NUMBER
ADDRESS CITY STATE
PHONE / FAX
BACKGROUND AND INTENT
It is the intent of the Lake County School District to seek proposals and set firm pricesfor preventative maintenance, installation, repair andto monitor the current status of all FCC Licenses for the Transportation Department’s two-way bus radios.
AWARD
- As the best interests of the School Board may require, the School Board reserves the right to make award(s) on a lowest price basis by item, group of items, all or none, or a combination thereof; with one or more vendors; to reject any and all bids, that in it’s judgment will be for the best interest of the Lake County Schools, or waive any minor irregularity or technicality in bids received. Award shall be made on conformity to specifications and price. Multiplying unit cost per item by quantity estimated and summing the totals shall determine lowest bid price.
- The Lake County School Board Bid Threshold is $50,000.00. If your response exceeds this, do not submit the Cost Proposal, please submit the No Quote Form indicating that your quote would exceed the threshold.
It is important that vendors understand the District’s budgetary restrictions when offers are submitted. To fulfill our fiduciary responsibilities we are requesting that all pricing submitted be as competitive as possible so that we may return maximum value to the District. By providing a bid the vendor is acknowledging that the District’s current or future budgetary shortfalls may materially impact long-term completion of the District’s projections under this bid and/or may materially impact the District’s ability to consider renewal of any subsequent terms. Please also see Item 10.
3. The Board reserves the right to use the next lowest and best responsive and responsible bidder in the event the original awardee(s) of the bid cannot fulfill their contract, subject to the terms and conditions provided herein. The next lowest and best responsive and responsible bidder’s prices must remain the same as originally bid and must remain firm for the duration of the contract.
TERM
The term of this Agreement shall be for one (1) year from the date of execution.
SPECIFICATIONS:
Provide annual preventative maintenance and if required,labor for the repair of approximately 353two-way radios,duplexers and base stations (including antennas, cables, and accessories) installed in our buses, service vehicles, and control stations at the various locations shown below, as required by the School Board.
Locations are as follows:
Windy Hill Middle School, 3575 Hancock Rd Clermont 34711
Umatilla High School, 320 N. Trowell Ave. Umatilla 32784
Groveland Bus Lot, 601 Gadson St. Groveland 34736
Lake Ridge Compound, 20265 US Hwy 27 North Clermont 34711
Leesburg Bus Lot, 400 McCormick St. Leesburg 34748
Tavares Bus Lot, 29529 CR 561 Tavares 32778
Mount Dora Bus Lot, 700 N. Highlands Ave. Mt. Dora 32757
Lake Hills School, 909 South Lake Shore Blvd Howey-in-the-Hills 34737
North Lake Bus Lot, 302 Atwater St. Eustis 34726
ESE Bus Lot, 200 W. Golf Links Eustis 34726
Provide annual preventative maintenance and if required, labor for the repair of approximately 3 repeaters.
Locations are as follows;
East Ridge Middle School, 13201 Excalibur RdClermont 34711
Eustis Water Tower, 400 W. Ardice Drive Eustis34726
Umatilla High School, 320 N. Trowell Ave.Umatilla 32784
Equipment Manufacturer / Model NumberMIDLAND / #70-1391B, 70-1395B, 70-1494B
KENWOOD / TK790HBK
ICOM / IC-F121
ICOM (Repeater) / IC-FR5000
VERTEX STANDARD / VX2200
Successful bidder shall provide annual inspections and general preventative maintenance services for each radio unit, VHF Base Station Radios, and VHF Repeaters, Duplexers and Tone Remotes. Inspections shall include, but are not limited to, checking power to radio, power output SWR, receiving, microphone and wiring, antennas, hard lines and external speakers. Preventative maintenance services shall include, but are not limited to, parts, labor, and cleaning. Successful bidder will be provided a schedule by the School Board’s designee for inspection and preventative maintenance service for an average of 29 units per month.
The Lake County School Board will require the successful bidder to monitor the current status of all FCC Licenses for the Transportation Department. This will ensure that the School Board is current and compliant with the FCC. FCC check shall be completed at time of annual inspection. This shall include but not be limited to monitoring for expiration inspection of Transmitter Forward and reflected power output, inspection of FCC mandated Narrow Band 12.5 khz compliance of all VHF radios, TX modulation and CTCSS tone levels. Any frequency error shall be corrected. Receivers shall be inspected for sensitivity and any distortion to speakers.
The School Board will share any official notices, inquires or messages via email received regarding FCC Compliance with the successful bidder. Successful bidder will have five (5) business days to respond in writing with suggested remedy to the School Board for actions needed to resolve any issue.
Successful bidder shall be responsible for quality of work and assuring that work meets all existing codes and specifications of the School Board and all OSHA requirements. The successful bidder must possess all special hand tools and special equipment recommended by the manufacturers of the equipment listed herein to effectively and efficiently make repairs. Work done improperly shall be redone at successful bidder’s expense. Prior to starting work, successful bidder shall have any and all licenses and permits required by Federal, State and Local Governments.
Successful Bidder must check in/out of site upon arrival/departure. Cost of transportation of workers to this point is the responsibility of the successful bidder and should be included in the unit cost.
SERVICE / RESPONSE TIME:All services calls provided Monday through Friday (7:00 a.m. through 5:00 p.m.) will be paid at the specified rate per hour entered on the Cost Proposal Form.
Successful bidder shall provide repairs to radio equipment on an “as needed” basis in the event that equipment malfunctions between the regularly scheduled maintenance inspections. When repairs required for an individual unit exceed 50% of the face value of said unit the successful bidder shall relay information to the School Board designee before further action is taken.
Successful bidder shall be required to maintain a log of all inspections, maintenance, and repair work performed for each unit and submit to School Board designee on a monthly basis. If successful bidder deems the unit cannot be repaired at the School board facility and must go to their facility for bench repair, they must first get approval from the School Board designee. Successful bidder shall contact School Board designee with estimated repair cost before proceeding.
The successful bidder shall respond to the facility requiring services as follows:
- Emergency service for major system outages and/or repeater failure, as determined by the Transportation Department, will be responded to within two (2) hours from the time of notification.
- Non-Emergency service will be noted on the request for service and will be responded to within eight (8) hours or as determined by the Transportation Department.
The successful bidder shall replyby phone or email to the Transportation Department within twenty-four (24) hours of dispatch to the job site, stating the status of the service call. All references to any job must contain the purchase order number and the service order number.Successful Bidder must check in/out of site upon arrival/departure. Hourly rate begins/ends upon check in/out. Cost of transportation of workers to this point is the responsibility of the successful bidder and should be included in the unit cost.
If the successful bidder cannot meet these requirements, the Lake County School Board has the right to go to the next low Bidder to meet the work schedule.
PARTS:Parts will be ordered by OEM number, or the approved equivalent number. If ordered by OEM number, any necessary cross over to the successful bidder part number will be the responsibility of the successful bidder. Substitutions of items, brands, etc., will be acceptable only upon prior approval of authorized School Board personnel. Parts bid will be new and meet or exceed OEM specifications or as otherwise specified.
Material purchased by the Contractor and incorporated into the work shall be reimbursed at invoice cost including all (1) sales and/or taxes and (2) freight. Copies of invoices must be submitted.Materials shall remain the property of the School Board. Contractor shall transport materialswhen requested.
RETURN AGREEMENT:Each Contractor shall agree to accept, for full credit and return shipping charges, the return of any item received which is found to be defective in quality or defective in packaging so as to render the item unusable for its intended purpose.
Before submitting their quote, each Vendor is required to carefully examine the Request for Quote specifications and to completely familiarize themselves with all of the terms and conditions that are contained within. Ignorance on the part of the vendor will in no way relieve them of any of the obligations and responsibilities which are a part of this quote.
QUOTE SUBMITTAL
When submitting a quote the following items shall be included with response. Download forms, complete required fields and signatures. Upload your submittal with all required attachments to . Failure to do so may result in disqualification.
1)Cost Proposal Form
2)Signature and Information Page
3)Federal Debarment Form
4)Public Entity Crimes Affidavit
5)Non-Collusion Affidavit
6)Three (3) references.
7)Conditions For Emergency/Hurricane Or Disaster
8)No Quote Response (If Applicable)
INFORMATION
Clarification of any language in the quote and technical questions should be directed only to the Purchasing Department using.
Deborah Gardner, CPPB, Assistant Purchasing Agent
E-mail:
Fax: 352-253-6761
Address: 29529 CR 561
Tavares, Florida 32778
SAMPLE AGREEMENT
THIS AGREEMENT is entered into by and between The School Board of Lake County, Florida, whose address is 201 West Burleigh Boulevard, Tavares, Florida 32778 (hereinafter referred to as the “SCHOOL BOARD”), and Insert Company Name, whose address is Insert Company Address (hereinafter referred to as the “CONTRACTOR).
NOW, THEREFORE, in consideration of the mutual benefits accruing to the parties to this Agreement, and for other good and valuable considerations, the receipt of which is hereby acknowledged, the parties agree as follows:
1.Services. The CONTRACTOR shall perform the following services: SEE EXHIBIT “A,” which is attached and incorporated by reference herein. Nothing herein shall limit the SCHOOL BOARD'S right to obtain proposals or services from other professionals for similar projects. The CONTRACTOR agrees to comply with all terms and conditions of Quote #4069DG for Bus Radio Quote, such terms and conditions being incorporated by reference.
2.Insurance.
A.The CONTRACTOR shall maintain throughout this Agreement the following insurance:
(i)Comprehensive General Liability insurance in the amount of one million dollars ($1,000,000);
(ii)Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the operations of the CONTRACTOR, in an amount not less than five hundred thousand dollars ($500,000) combined single limit per occurrence for bodily injury and property damage with the SCHOOL BOARD as an additional named insured; and
(iii)Workers’ Compensation Insurance for all employees of the CONTRACTOR as required by Florida Statutes. A Waiver of Subrogation in favor of The School Board of Lake County, Florida and its members, officers and employees shall be endorsed onto the Workers’ compensation policy.
B.The School Board of Lake County, Florida and its members, officers and employees shall be an additional insured on those insurance coverages/policies listed above except Workers’ Compensation.
C.The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the CONTRACTOR.
D.The CONTRACTOR shall ensure that all insurance policies required by this section are issued by companies with either of the following qualifications:
(i)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 according to the latest edition of Best’s Key Rating Guide, published by A.M. Best Company; or
(ii)With respect only to the Workers’ Compensation Insurance, the company may be (1) authorized as a group self-insurer pursuant to Florida Statutes or (2) authorized as a commercial self-insurance fund pursuant to Florida Statutes.
E.Neither approval nor failure to disapprove the insurance furnished by the CONTRACTOR to the SCHOOL BOARD shall relieve the CONTRACTOR of the CONTRACTOR’S full responsibility to provide insurance as required under this Agreement.
F.The CONTRACTOR shall be responsible for assuring that the insurance remains in force for the duration of this Agreement, including any and all option years that may be granted to the CONTRACTOR. The CONTRACTOR shall be responsible for notifying SCHOOL BOARD within 48 hours upon receipt of any cancellation notice or intent to non-renew. If the insurance is scheduled to expire during the contractual period, the CONTRACTOR shall be responsible for submitting new or renewed certificates of insurance to the SCHOOL BOARD at a minimum of fifteen (15) calendar days in advance of such expiration
G.Unless otherwise notified, the certificate of insurance shall be delivered, within 10 days, to:
Lake County Schools
Purchasing Department
29529 County Road 561
Tavares, Florida32778
H.The name and address of the Certificate Holder on the certificate of insurance must be:
The School Board of Lake County, Florida
201 West Burleigh Boulevard
Tavares, Florida32778
I.In the event that CONTRACTOR fails to maintain insurance as described in Section 2, paragraph “A” of this Agreement, CONTRACTOR agrees that such failure will constitute a material breach of this Agreement and the SCHOOL BOARD shall have the right to terminate this Agreement without further liability. Further, CONTRACTOR agrees that upon such breach, the SCHOOL BOARD may take any action necessary at law or in equity to preserve and protect SCHOOL BOARD’S rights.
3.Indemnification. The CONTRACTOR agrees to make payment of all proper charges for labor required in the aforementioned work and CONTRACTOR shall indemnify SCHOOL BOARD and hold it harmless from and against any loss or damage, claim or cause of action, and any attorneys' fees and court costs, arising out of: any unpaid bills for labor, services or materials furnished pursuant to this Agreement; any failure of performance of CONTRACTOR under this Agreement; or the negligence of the CONTRACTOR in the performance of its duties under this Agreement, or any act or omission on the part of the CONTRACTOR, his agents, employees, or servants. CONTRACTOR shall defend, indemnify, and save harmless the SCHOOL BOARD or any of their officers, agents, or servants and each and every one of them against and from all claims, suits, and costs of every kind and description, including attorney’s fees, and from all damages to which the SCHOOL BOARD or any of their officers, agents, or servants may be put by reason of injury to the persons or property of others resulting from the performance of CONTRACTOR’S duties under this Agreement, or through the negligence of the CONTRACTOR in the performance of its duties under this Agreement, or through any act or omission on the part of the CONTRACTOR, his agents, employees, or servants. CONTRACTOR shall provide such indemnity regardless of the negligence or other culpability of the SCHOOL BOARD, excluding only those circumstances where the SCHOOL BOARD is solely negligent.
4.Codes, Laws, and Regulations. CONTRACTOR will comply with all applicable codes, laws, regulations, standards, and ordinances in force during the term of this Agreement.
5.Permits, Licenses, and Fees. CONTRACTOR will obtain and pay for all permits and licenses required by law that are associated with the CONTRACTOR'S performance of the Scope of Services.
6.Access to Records. CONTRACTOR will maintain accounting records in accordance with generally accepted accounting principles and practices to substantiate all invoiced amounts. CONTRACTOR shall ensure that such records are available for examination by the SCHOOL BOARD during CONTRACTOR'S normal business hours. CONTRACTOR shall maintain such records for a period of three (3) years after the date of the invoice.