Santa Rosa County School Board
RFB-07-09 Petroleum Products
SANTA ROSA COUNTY SCHOOL BOARD
John W. Rogers, Superintendent of Schools
Purchasing Department
Judson C. Crane, CPPB, CPPO, Director of Purchasing & Contract Administration
6544 Firehouse Road
Milton, FL 32570-3411
Phone (850) 983-5130
FAX (850) 983-5133 Suncom 689-5130
E-mail:
Website: http://www.santarosa.k12.fl.us/purchasing/
The Santa Rosa County School Board solicits a submission as listed in this request for bid.
All terms and conditions below are a part of this bid request, and no bids will be accepted unless all these terms and conditions have been met, unless superseded by the bid specification. Rights are reserved to reject any and all bids and to waive technicalities. Bids not submitted in accordance with this bid request will be rejected.
GENERAL TERMS AND CONDITIONS
1. The purchasing department will be the point of contact for this bid, unless otherwise noted in the bid specifications. Under no circumstances are the superintendent of schools, board members, school administrators or any other school board employee to be contacted concerning this bid until after award. Any such contact may result in bid 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 bid.
3. Bid 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. Bids 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 bid. 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 bid.
5. Enough detail is given in the bid to describe the item being bid, although not written, full manufacturer's specifications are implied. Manufacturer's specifications take precedent over information within this bid if any discrepancy exists. Manufacturer's literature is available from the office of the Purchasing Agent upon request.
6. Any manufacturer's name, trade name, brand name, information and/or catalog numbers listed in a specification are for information only in order 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 bids are based on equivalent products, indicate on the bid form the manufacturer's name and number and indicate any deviations from the specifications. IMPORTANT NOTE: If bidding an alternate, complete manufacturer's literature, giving full description of the alternate being bid, must be submitted. Failure to submit manufacturer's descriptive literature when bidding an alternate can result in bid rejection for failing to comply with bid instructions. Any bid lacking written indication of intent to quote an alternate brand will be considered and received as a bid in complete compliance with the specifications as listed in the bid. If upon receipt it is found not to meet specifications, payment will not be made and the item will be returned at the bidders 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 bid is submitted for a line item, please indicate the alternate item by inserting "ALT" after the unit price.
9. To be considered all bids must be submitted on the enclosed bid form, properly signed by an authorized representative on the company placing the bid, 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. Sealed bids must be submitted by hand delivery or mail only as noted in the bid specifications. Bids by telephone, fax or e-mail will not be accepted. Only those submitting a bid or a bid marked "NO BID" will be retained on the bid mailing list. No Bids may be sent via mail, e-mail or fax.
12. The bid opening shall be public and at the time noted in the bid specifications.
13. Tie bids 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 bidders responsibility to insure the actual date and time are noted on the envelope. The only exception to this rule is if the tie bids are between an out of state company and a company headquartered in Florida, the Florida company will prevail.
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 bid or by downloading from the purchasing department internet web site at http://www.santarosa.k12.fl.us/purchasing. Bidders and interested parties may examine the bid tabulations and files during normal business hours (public record) after bids have been awarded.
15. Rights are reserved to purchase additional quantities at bid price.
16. Payment will not be made until an order is completed in full.
17. 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.
18. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of preceding under Chapter 120, Florida Statutes. All contact in this regard to be made exclusively with the purchasing department.
19. (Service bids only) Insurance required to be carried shall include:
A. Insurance
1) The Company shall furnish proof of the following insurance to the Board by Certificate of insurance.
2) The Certificate of Insurance shall state that the Board, its members, officers, elected officials, employees, agents and volunteers are additional insureds under the policy or policies.
3) The Company shall provide Certificates of Insurance to the District’s Risk Manager at 8056 Canal St., Milton, FL, 32570 prior to the start of any work under this contract.
4) 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.
5) All insurance policies shall be issued by companies either of the following qualifications:
6) 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. Or
7) 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.
8) 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.
9) 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 occurrence, combined single limit for bodily injury and property damage liability
10) 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 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
1) Company shall indemnify the Santa Rosa County School Board and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the Board, its agents, officers, elected officials, employees and volunteers from and against all claims, actions, liabilities, losses (including economic losses), and costs arising out of any actual or alleged;
2) Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting there from, or any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the company or subcontractor, any directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in performance of the work; or
3) Violation of law, statute, ordinance, governmental administration order, rule or regulation by the company in the performance of the work; or
4) Liens, claims or actions made by the Company or any subcontractor or other party performing the work.
5) The indemnification obligations hereunder shall not be limited to any extent on the amount, type of damages, compensation or benefits payable by or for the company or any subcontractor under workers’ compensation acts, disability benefit acts, other employee benefit acts or any statutory bar.
6) Any cost or expense, including attorney’s fees, incurred by the board to enforce the contract shall be borne by the company.
Direct all insurance inquiries to Risk Management (850) 983-5007.
20. Person or persons submitting a bid or 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 bid/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.
21. Other governmental agencies which qualify under State Board of Education 6A-1.012(5) may purchase from this bid. This is also a joint bid with the Emerald Coast Purchasing Co-op and the Gulf Coast Purchasing Cooperative whose members may also purchase from this bid at bid prices.
22. In accordance with Florida Statute 1011.14, funding is subject to availability of appropriated funds.
23. 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://election.dos.state.fl.us/laws/05laws/ch_2005-028.pdf. Further information is available at the following website, http://www.santarosa.k12.fl.us/purchasing/LunsfordAct.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 are posted on our website, at: http://www.santarosa.k12.fl.us/personnel/contractvendorfp.htm
NOTE: Do not return this document with bid submission.
DRUG FREE WORKPLACE
Section 287.087 Florida Statutes
Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.
Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employees will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by an employee who is so convicted.