The School Board of Highlands County

The School Board of Highlands County
Request for Bid Proposals (RFBP) #SBHC1314-10
HVAC Rooftop Package Unit Replacement
Purpose Statement
The SBHC is seeking bid proposals from commercial HVAC equipment manufacturers who will
be able to furnish HVAC rooftop package units as specified in these RFBP documents.
Suppliers must be appropriately licensed to do business in the State of Florida and must be in
the business of manufacturing, selling, and servicing commercial HVAC equipment as detailed
within these specifications. The proposals received timely will be evaluated and recommended
for award as stated in these
RFBP documents.
General Conditions
1.
Sealed, written, and manually signed bid proposals will be opened by the School Board of
Highlands County herein referred to as the SBHC, in the large conference room in the
Administration Building located at 426 School Street, Sebring, FL on or before 2:00 PM ET
April 24, 2014. Neither dating of the bid proposal form nor placing the proposal in the mail by
the specified date will meet the requirements. Bid proposals must be received in the SBHC
Office of the Assistant Superintendent for Business/Operations on or before the date and
time specified. Bid proposals not received timely will not be opened and therefore will not be
considered for award. However, sealed bids received by common carrier noting guarantee
delivery by the time specified in the RFP will be considered.
2.
The SBHC reserves the right to reject any and all bid proposals or any part of any and all bid
proposals and to waive minor irregularities or mistakes or to contract as deemed in the best
interest of the School Board of Highlands County, Fl.
3.
To be considered responsive all bid proposals must contain a manual signature of the supplier(s)
or an authorized representative of the supplier submitting the proposal. A bid proposal form is
provided as part of the RFBP documents. The typewritten or printed-in-ink name of the signer
must also be included on the form. No erasures are permitted in the bid proposal. Mistakes may
be corrected by crossing through mistakes and inserting corrections adjacent to or above the
crossed through mistake. The person signing the bid proposal must initial corrections in ink.
4.
Any addenda or amendments deemed to be necessary will be in response to written questions
or concerns directed to the SBHC Assistant Superintendent for Business/Operations and will
be delivered to all suppliers who received the original RFBP and will also be posted on the SBHC
webpage.
5.
Fiscal Funding: In the event the effective dates of any contractual agreement awarded by the
SBHC as a result of this RFBP issued by the SBHC extend beyond June 30th of the current
fiscal/school year, it will be understood that purchases in the next fiscal year are conditional
on the receipt of State or Federal funds. In the event of discontinuance or a decrease in State
or Federal funds, the SBHC reserves the right to change the item specifications, decrease the
quantities or service(s) provided, delete items or cancel the contract with no harm accruing to
the SBHC.
6.
Any contractual agreement resulting from this or any RFBP issued by the SBHC will be
governed in all aspects by the Statutes of the State of Florida as they relate to public
education, State Board of Education Rules, and by SBHC Rules.
7.
Venue for any and all legal action regarding or arising out of any transaction resulting from this
RFBP will be in Highlands County, State of Florida. If any action at law, including an action for
declaratory relief, is brought to enforce or to interpret the provision of any contractual
agreement resulting from this RFBP, the prevailing party shall be reimbursed by the other
party for all costs and expenses incurred in connection with the suit or action, including
without limitation reasonable attorney’s fees for trial preparation, trial, and all levels of appeal.
8.
By executing and submitting a bid proposal in response to this RFBP, the supplier is certifying
that their bid proposal is made without prior understanding, agreement or in connection with
any other supplier submitting a proposal for the same materials, supplies, equipment or services
and is in all respects fair and without collusion or fraud. The supplier, by signing their proposal
certifies to their knowing and understanding that collusive bid practices is a violation of
Federal law and can result in fines, prison sentences and civil damages awards.
9.
The SBHC requires that all orders for goods or services resulting from this RFBP issued by the
SBHC be in response to a SBHC Purchase Order issued in advance of shipment of any goods
or performance of any services.
10.
All goods or services provided or performed under the terms of a SBHC purchase order or
contractual agreement shall comply with the requirements and standards specified in the
Occupational and Health Act (OSHA) of 1970 (public law 91-596), UL, with all safety
regulations and other standards for educational use as required by the U.S. Government, State
of Florida, Highlands County and/or local municipality. This includes a MSDS report if
chemicals are present in any goods provided. It is the supplier’s responsibility to meet any
necessary requirements.
11.
In accordance with Chapter 112, Florida Statutes, all suppliers submitting a proposal in
response to this RFBP must disclose with their proposal the name of any supplier’s officer,
director, or agent who is also an employee of the SBHC. Furthermore, all suppliers, persons, or
firms responding must disclose the name of any SBHC employee who owns directly or indirectly
any interest greater than 5% in the supplier’s firm or any of its branches or divisions.
12.
In submitting a proposal in response to this RFBP the supplier submitting the proposal agrees
not to use the results thereof as a part of any commercial advertising.
13.
Proposals submitted in response to this or any RFBP issued by the SBHC must be submitted on
forms provided and in accordance with the provisions set forth in the RFBP package. The bid
proposal form must be signed by an officer or an agent authorized to sign for the supplier
in the place designated. If not properly signed the bid proposal will be considered nonresponsive.
14.
The contractual agreement resulting from this RFBP will be for the time period set forth in
these RFBP documents, but may be canceled by the SBHC for cause at any time by issuing a
thirty (30) days written notice to the supplier or may be canceled without cause with sixty (60)
days written notice to the supplier.
15.
A bid proposal submitted to and opened by the SBHC will be considered a firm offer and
cannot be withdrawn for a period of sixty (60) days subsequent to the advertised opening date
and time without the consent of the SBHC.
16.
Price proposals for all goods or services will be quoted FOB Destination to 2120 E.O. Douglas
Avenue, Sebring, FL 33870, unless stated otherwise as a special condition by the SBHC
Assistant Superintendent of Business/Operations.
17.
The SBHC specifically reserves the right to reject any or all proposals or any part of any
proposal or any conditional proposal. Any special conditions (conditional proposal) the supplier
desires to be considered by the SBHC and to be made a part of their proposal must be
submitted in writing on the bid proposal form and must be initialed by the person authorized to
sign the proposal.
18.
Drug free workplace certification: Whenever two or more bid proposals are equal with
respect to price, quality, and service are received by the SBHC for the purchase of goods or
services, the bid proposal received from a supplier that certifies that it has implemented a
drug-free workplace program shall be given preference in the award process. By signing the bid
proposal from the supplier is certifying that a drug-free workplace program as defined in
Chapter 287.087, Florida Statutes has been implemented.
19.
Right of Protest: Any person or supplier who is adversely affected by a decision or an
intended decision by the SBHC shall file a notice of protest in writing to the SBHC Assistant
Superintendent of Business/Operations within 72 hours after posting of the notice of the
decision or the intended decision. With respect to a protest of the terms, conditions, and
specifications contained in a RFBP, including any provisions governing the evaluation of
proposals or replies, awarding contracts, reserving rights of further negotiation, or modifying
or amending any contract, the notice of protest shall be filed within 72 hours after posting of
the RFBP. A formal written protest shall be filed within 10 days after the date the notice of
protest is filed. Failure to file a notice of protest or failure to file a formal written protest
shall constitute a waiver of proceedings under Chapter 120.57, Florida Statutes. The formal
written protest shall state with particularity the facts and law upon which the protest is
based. Saturdays, Sundays, State, or SBHC Holidays shall be excluded in the computation of
the 72-hour time period provided by this paragraph.
20.
Anti-discrimination: The supplier submitting a proposal in response to this RFBP certifies by
signing the proposal submitted that they or it is in compliance with the non-discrimination
clause contained in Executive Order 11246, as amended by Executive Order 11375, relative to
equal employment opportunity for all persons without regard to race, color, religion, sex, or
national origin. If the supplier submitting a proposal in response to this RFBP has participated
in a previous contract subject to the equal opportunity clause prescribed by Executive Order
11246, as amended, that supplier is certifying by signing their bid proposal that all compliance
reports, standard form 100, employee information report EE--1 have been properly filed.
21.
Public Entity Crimes Statement: Any supplier or their owners, officers, directors, employees
or agents submitting a duly signed proposal in response to this RFBP issued by the SBHC in
effect is executing a sworn statement as required under Chapter 287.133(3)(a), Florida
Statutes, on public entity crimes. Failure to properly sign the proposal submitted in response to
this RFBP will result in the rejection of the bid proposal submitted in response to this RFBP. In
summary, by signing the proposal submitted in response to this RFBP, the supplier or firm or
their owners, officers, directors, employees or agents are stating that neither has been
charged with public entity crime subsequent to July 1, 1989. If any of the named have been
charged with a public entity crime subsequent to July 1, 1989, a signed and notarized
statement setting forth all the details and current status must be submitted with the proposal
submitted in response to this RFBP.
22.
Debarment, suspension and other responsibility matters: As required by Executive Order
12549, Debarment and Suspension, implemented at 34 CFR, Part 85, for prospective
participants in primary covered transactions, as defined at 34 CFR, Part 85, Section 85.105 and
85.110. By signing their proposal submitted in response to the RFBP the supplier or the
supplier, officer or authorized agent certifies:
(1.) That it or its principals are not presently debarred, suspended, proposed for
debarment, declared ineligible or voluntarily excluded from covered transactions by any
Federal debarment agency.
(2.) Have not within a three year period preceding this RFBP been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining or attempting to obtain; or performing a public (Federal,
state or local) transaction or contract under a public transaction; violation of Federal
or state anti-trust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements or receiving stolen
property.
(3.) Are not presently indicted for or otherwise criminally or civilly charged by a
government entity (Federal, state or local) with commission of paying Federal funds or
will pay Federal funds by or on behalf of the supplier or entity to any person for
influencing or attempting to influence an officer or employee of an agency, a member of
congress, an officer or employee of congress or an employee of a member of congress
in connection with the making of any Federal grant, the entering into any Federal grant
or cooperative agreement.
(4.) Have not within a three-year period preceding this RFBP had one or more public
transactions (Federal, state or local) terminated for cause or default.
Where the supplier is unable to certify to any of the statements in the debarment, suspension
and other responsibility matters certification, the supplier or person or entity will attach an
explanation with their proposal to this RFBP.
23.
Pursuant to Section 1012.465, Florida Statutes (2007), if a supplier or any supplier employee
or agent is:
a. permitted access on school grounds when students are present,
b. has direct contact with students, or
c. has access to or control of school funds,
the supplier or any supplier employee or agent will be required to be cleared through a Level 2
background screening which includes fingerprinting, a state-wide criminal and juvenile justice
records check through the Florida Department of Law Enforcement, a Federal criminal records
check through the Federal Bureau of Investigation, and may include a local criminal records
check through the local law enforcement agencies.
Pursuant to Section 1012.467, Florida Statutes (2007),
a. a fingerprint-based criminal history check shall be performed on any supplier or
supplier employee who is permitted access to school grounds when students are present, whose
performance of the contract to be awarded herein is not anticipated to result in direct
contact with students and for whom any unanticipated contact would be infrequent and
incidental.
b. If the supplier or any supplier employee has completed such criminal history check in
another school district within the last five (5) years, the SBHC shall be so informed.
c. No supplier or supplier employee shall have access to school grounds if such person has
been convicted of any offense listed in Section 1012.467, Florida Statutes (2007).
Pursuant to Section 1012.468, Florida Statutes (2007), Supplier or supplier’s employee may be
exempt from background screening so long as supplier or supplier’s employee is under the
direct supervision of an SBHC employee or supplier who has met the screening requirements of
Sections 1012.32, 1012.465, 1012.467, and 1012.56, Florida Statutes. Any person exempt from
screening and is not under the direct supervision as described herein is not permitted on school
grounds when students are present until background screening or fingerprint-based criminal
history check is met.
The following supplier or supplier’s employee is exempt from screening under the following
conditions:
a. such person’s presence on school grounds is where students are not permitted and
the area where such person is located is separated from school grounds by a six (6)
foot chain link fence,
b. such person is only present to provide a pick up or delivery service and those services
involve brief visits on school grounds when students are present.
The supplier is responsible for scheduling any required background screening or fingerprint
based criminal history check by calling the SBHC Human Resources Dept. at 863-471-5791.
24.
All suppliers responding to this or any RFBP issued by the SBHC, by their signature or
signature of person authorized to sign, are agreeing to and will comply with all of the
terms, conditions (General & Special), requirements, instructions, evaluation and award
process of this RFBP or any terms, conditions, requirements, instructions, evaluation or
award process that are implied within. Should the SBHC omit anything from the RFBP
package that is necessary for a clear understanding of the scope of work or specifications or
should it appear that various instructions are in conflict, the supplier shall secure written
clarification from the Coordinator of Purchasing at least 72 hours prior to the time and date
set for the opening of bid proposals. The issuance of this document does not constitute an
obligation against the SBHC. This RFBP may result in an agreement that the selected supplier
will sell or provide to the SBHC the goods or services at the prices set forth in the proposal.
The acceptance of the agreement by the SBHC will be based on the subsequent issuance of a
SBHC purchase order by the Director of Finance or the execution of an Owner-Supplier
Agreement between the supplier and the SBHC.
25.
All sheets enclosed, included, attached, addenda or amendments issued will be considered a
part of this RFBP packet.
26.
Access and Retention of Records
All suppliers shall create, maintain, and permit SBHC access, any and all records demonstrating
that persons with direct knowledge of the services performed confirmed receipt of the
services and that SBHC personnel verified the mathematical accuracy of all invoices for
services performed, as well as any other documentation necessary for the proper performance
of each and every provision described in this RFBP. The Supplier will retain all such required
records, and records required under any state of federal rules, regulations or laws respecting
audit, for a period of four (4) years after SBHC has made final payment and all services have
been performed under the RRBP.
27.
Any Special Condition(s) contained herein, which may be in conflict with General Condition(s),
will have precedence.
Proposal Opening & Evaluation
•
Proposals received timely in response to this RFBP will be opened in the large
conference room in the Administration Building located at 426 School Street, Sebring,
FL 33870 at 2:00 PM ET April 24, 2014. Proposals not received timely will not be
opened and therefore will not be considered for award. However, sealed bids received
by common carrier noting guarantee delivery by the time specified in the RFBP will be
considered. The opening of proposals is open to the public but is for tabulation
purposes only. The proposals will be evaluated as stated below.
Proposals will be evaluated
•
•
•
•
On how clearly and completely the proposal has been completed and submitted
Proposals shall be signed
All required documents are submitted as part of the proposal
Price proposed
The School Board of Highlands County
Request for Bid Proposals (RFBP) #SBHC1314-10
HVAC Rooftop Package Unit Replacement
Special Conditions:
•
Insurance Requirements:
The supplier will carry public liability insurance in the amounts specified below, including the
contractual liability assumed by the supplier and will deliver a certificate of insurance specifying
such limits with the SBHC named as an additional insured to the Assistant Superintendent of
Business/Operations Office at 426 School Street, Sebring, FL 33870.
A.
Worker’s Compensation Coverage and Employer’s Liability:
Coverage
Statutory limits, Chapter 440, Florida Statutes
B.
Comprehensive General Liability
Commercial General Liability
Personal & Adv Injury
Excess Liability
Medical Expense
$2,000,000
$500,000
$2,000,000
$10,000
General Aggregate
Each Occurrence
Each Occurrence
Any one Person
C.
Commercial Automobile (any vehicle)
$1,000,000
Combined Single Limit
Contractual liability covers the following indemnity agreement:
By submitting a proposal in response to this RFBP the Firm or individual engineer will indemnify and
hold harmless the SBHC against any form of liability, claims, damages, demands and cost, including
attorney’s fees of every kind and nature and attributable to bodily injury, sickness, disease or death
or to damages or destruction of property resulting from or in any manner arising out of or in
connection with negligence in the performance of this or any contract resulting from this RFBP issued
by the SBHC. The authorized manual signature in the space provided in the proposal form for these
RFBP documents indicates the Firm or individual engineer is agreeable to the indemnity agreement as
herein stated.
Note:
The supplier awarded a contractual agreement resulting from this RFBP will be required to be on
SBHC property to perform the services specified in this RFBP, therefore the supplier will be
required to furnish certificates of insurance coverage to the SBHC Assistant Superintendent of
Business/Operations prior to commencing any services as a result of this RFBP. Proof of current
insurance coverage shall be included as part of the proposal package.
The School Board of Highlands County
Request for Bid Proposals (RFBP) #SBHC1314-10
HVAC Rooftop Package Unit Replacement
Equipment Specifications
Bidders are requested to submit costs for units that equal the current models listed below and at a
minimum, each unit shall be a heat pump w/ auxiliary heat and meet a minimum efficiency rating
of 11.2 EER/3.45 COP. Electric supply to units is 460 volts/3 phase. Coils shall receive an
enhanced factory coating for prolonged life.
All but one of the existing units listed below are Carrier units with a curb adapter, added during a
previous upgrade, sitting on original roof curbs. The original rooftop equipment, that would have
fit the original curb, is noted below each current unit’s model and serial number. If a curb adapter
is required for the new units being supplied through this bid, it is to be attached to the original
roof curb, not to an existing Carrier curb adapter. Costs associated with curbs for any single unit
shall be included as part of the individual unit’s bid cost that will be written on the attached bid
proposal.
NOTE: Attention must be given by suppliers, to provide new units that do not exceed overall
weights (new units with curb adapters, if necessary) as compared to the units listed
below, for their respective locations. Weights shall be supplied for all units (and curb
adapters if necessary) being bid
Sebring Middle School
Unit# 102 – 1,106 lbs.
Carrier Unit, model# 50TJQ009 601FF/serial# 0900G30353
Original roof curb for a Weather King #DFCH-104GL
Unit# 104 – 1,106 lbs.
Carrier Unit, model# 50TJQ009 601FF/serial# 0900G30355
Original roof curb for a Weather King #DFCH-104GL
Unit# 105 – 1,165 lbs.
Carrier Unit, model# 50TJQ012 601QE/serial# 0900G30369
Original roof curb for a Weather King #DFCH-114GL
Unit# 106 – 1,165 lbs.
Carrier Unit, model# 50TJQ012 601QE/serial# 0900G30370
Original roof curb for a Weather King #DFCH-114GL
Unit# 107 – 1,106 lbs.
Carrier unit, model# 50TJQ009 601FF/serial# 0900G30356
Original roof curb for a Weather King #DFCH-104GL
Unit# 110 – 975 lbs.
Carrier Unit, model# 50HJ006 V621CA/serial# 3597G20214
Original roof curb for a Weather King #DFH-64
Unit# 112 – 975 lbs.
Carrier Unit, model# 50HJ006 V621CA/serial# 3597G20216
Original roof curb for a Weather King #DFH-64
Unit# 113 – 975 lbs.
Carrier Unit, model# 50HJ006 V621CA/serial# 3597G20215
Original roof curb for a Weather King #DFH-64
Unit# 115 – 1,165 lbs.
Weather King Unit, model# DFCH-114M-4F-05- -12/serial# 960904601001
Original roof curb for a Weather King #DFCH-114GL
Unit# 118 – 1,475 lbs.
Carrier Unit, model# 50HJ012 V631CA/serial# 3597G30477
Original roof curb for a Weather King #DFCH-134GL
Avon Park Middle School
Unit# 3 – 1,106 lbs.
Carrier Unit, model# 50TJQ009 601FF/serial# 0900G30357
Original roof curb for a Weather King #DFCH-104GL
Unit# 5 – 1,165 lbs.
Carrier Unit, model# 50TJ0012 601QE/serial# 0900G30373
Original roof curb for a Weather King #DFCH-114GL
Unit# 6 – 1,106 lbs.
Carrier Unit, model# 50TJQ009 601FF/serial# 0900G30358
Original roof curb for a Weather King #DFCH-104GL
Unit# 7 – 1,106 lbs.
Carrier Unit, model# 50TJQ009 601FF/serial# 0900G30359
Original roof curb for a Weather King #DFCH-104GL
Unit# 13 – 1,475 lbs.
Carrier Unit, model# 50HJ012 V631CA/serial# 3597G30479
Original roof curb for a Weather King #DFCH-134GL
Unit# 19 – 1,106 lbs.
Carrier Unit, model# 50HJ006 V621CA/serial# 3597G20211
Original roof curb for a Weather King #DFH-54
NOTE: Weights given represent the sum total of the current rooftop units with their curb
adapters. It shall be the sole responsibility of each bidder to confirm weights for new
units (with curb adapters, if necessary), do not exceed current listed weights. Any
concerns over unit weights should be brought to the attention of the School Board of
Highlands County, prior to bids being due. Contact for any concerns is:
Frank Brown, Director of Facilities & Maintenance
Phone: (863) 471-5645; Fax: (863) 471-5650;
Email: brownf@highlands.k12.fl.us
The School Board of Highlands County
Request for Bid Proposals (RFBP) #SBHC1314-10
HVAC Rooftop Package Unit Replacement
Bid Proposal Form
I/we the undersigned supplier will furnish all HVAC package units and miscellaneous materials as
specified in these RFBP documents. I/we attest that the person signing this Bid Proposal Form has
the authority to legally obligate the supplier submitting this bid proposal.
Sebring Middle
- Unit #102
$______________________
-Unit #104
$______________________
-Unit #105
$______________________
-Unit #106
$______________________
-Unit #107
$______________________
-Unit #110
$______________________
- Unit #112
$______________________
-Unit #113
$______________________
-Unit #115
$______________________
-Unit #118
$______________________
SMS BASE BID:
$______________________
- Unit #3
$___________________
-Unit #5
$___________________
-Unit #6
$___________________
-Unit #7
$___________________
-Unit #13
$___________________
-Unit #19
$___________________
APM BASE BID:
$______________________
Avon Park Middle
*Individual unit cost is requested for tabulation purposes only.
The School Board of Highlands County
Request for Bid Proposals (RFBP) #SBHC1314-10
HVAC Rooftop Package Unit Replacement
Bid Proposal Form
I/we the undersigned supplier will furnish all HVAC package units and miscellaneous materials as
specified in these RFBP documents. I/we attest that the person signing this Bid Proposal Form has
the authority to legally obligate the supplier submitting this bid proposal.
Receipt of the following addenda are hereby acknowledged.
Addenda No._____, dated ______________, pages ______of ______.
Addenda No._____, dated ______________, pages ______of ______.
Addenda No._____, dated ______________, pages ______of ______.
Proposal submitted by____________________________________________________________
Address ______________________________________________________________________
City
State
Zip
Manual signature _______________________________________________________________
Name
Title
Printed Name & Title of person signing _______________________________________________
Name
Title
Date________________
Phone Number (_____) _____ _______
Note-Proposal forms shall be sent in an envelope displaying the information below and must be
signed to be considered a responsive bid.
School Board of Highlands County
Attn: Mr. Mike Averyt
SBHC1314-10
426 School Street
Sebring, FL 33870