INVITATION TO BID SCHOOL BOARD OF LAKE COUNTY PURCHASING DEPARTMENT COUNTY ROAD 561 TAVARES, FLORIDA

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1 INVITATION TO BID SCHOOL BOARD OF LAKE COUNTY PURCHASING DEPARTMENT COUNTY ROAD 561 TAVARES, FLORIDA The School Board of Lake County, located in Tavares, Florida, solicits your company to submit a bid on our Bid #3990DB Two Way Motorola Radio System District Wide Upgrade. All terms and conditions below are a part of this Invitation to Bid (ITB) and no bids will be accepted unless the vendor complies with all conditions required herein. Rights are reserved by the School Board of Lake County to accept or reject any and all bids and to waive all technicalities and award in the best interest of the Board. The Board does not sign contract forms provided by vendors. The bid, request for proposal, or invitation to negotiate with the vendor s signature will constitute an offer to sell to the Board under the stated terms and conditions. All prospective vendors are hereby cautioned not to contact any Board member of the School Board of Lake County or any other employee, officer, staff or agent, nor to attempt to persuade or promote through other channels. All contacts must be channeled through the Procurement Department. Failure to comply with these procedures shall be cause for disqualification of firm s Submittal. From the notice of publication until 72 hours after the posting of the recommendation of award only the Purchasing Department should be contacted concerning any questions concerning this bid. No other employee, officer, staff or agent of the School Board should be contacted during this period. All questions/concerns pertaining to any technical aspects of this bid should be posed through Public Purchase. Purchasing Contact: Diane Bennett, CPPO, Certified Purchasing Agent bennettd@lake.k12.fl.us Fax: Address: CR 561 Tavares, Florida Formal bid openings will no longer be held for bids other than construction. Only the names of the bidders will be read. 1. BIDDERS RESPONSIBILITY: Before submitting their bid proposal, each bidder is required to carefully examine the invitation to bid specifications and to completely familiarize themselves with all of the terms and conditions that are contained within this bid. Ignorance on the part of the bidder will in no way relieve them of any of the obligations and responsibilities, which are a part of this bid. IMPORTANT NOTICE TO BIDDERS: The Procurement Services Department of Lake County Schools has partnered with Public Purchase for the posting, notification, and processing of their bid opportunities. There is NO COST to Vendors to use this service for Lake County Schools bid opportunities. Please follow the link to register with Public Purchase for Lake County Schools. This will place the Bidder on the notification list for any forthcoming addendum or other official communications. Failure to register as a prospective Bidder and/or accept receipt of each document may cause your Submittal Package to be rejected as non-responsive. If you have submitted a package without Lake County School Board issued forms and/or acknowledgment Page 1 of 9

2 of issued addenda as provided by the Lake County School Board your submittal may be considered non-responsive. 2. ONLY ON LINE RESPONSES shall be accepted at prior to 2:00 pm on September 2, It is strongly recommended that bids be submitted as early as possible. Please allow time to receive any requested assistance from Public Purchase. Waiting until the last hours of the solicitation is not recommended and could impact the submission of your bid. 3. SCOPE OF WORK AND SPECIFICATIONS: The intent of this Invitation to Bid is to establish firm bid prices for a Two Way Motorola Radio System District Wide Upgrade, in accordance with all terms, conditions, and specifications listed and described in the body of these specifications, to be used as needed, by the School Board. The Lake County Board of County Commissioners will be providing LCSB with communication services utilizing their existing two way Motorola system, therefore on July 14, 2014, The School Board of Lake County approved standardization of our Two Way Motorola Radio system to a UHF digital Motorola system. LCSB intends to upgrade district wide our Two Way Motorola radio system over a three year period as follows: East Ridge High School Carver Middle School Triangle Elementary School Eustis High School and Beverly Shores Elementary Umatilla Middle School Eustis Cutright Center School Leesburg High School Tavares Middle School Eustis Elementary School Mount Dora High School Oak Park Middle School Fruitland Park Elementary South Lake High School Eustis Middle School Groveland Elementary School Umatilla High School Clermont Middle School Pine Ridge Elementary School Lake Hill School Mount Dora Middle School Rimes Early Learning Center Villages Elementary East Ridge Middle School Clermont Elementary School Tavares Elementary Windy Hill Middle School Cypress Ridge Elementary School Astatula Elementary Cecil Gray Middle School Sawgrass Bay Elementary School Lost Lake Elementary Seminole Springs Elementary School Grassy Lakes Elementary Leesburg Elementary Treadway Elementary School Sorrento Elementary School Umatilla Elementary A. Contractor Qualifications: 1) Contractor must be a manufacturer s authorized Motorola radio systems dealer and shall supply a copy of dealer certificate as part of their bid response. 2) Contractor must have a certified R56 Installer on staff throughout the contract and must supply proof of Certification as part of their bid response. 3) Contractor must be an authorized warranty service center for Motorola. Authorization shall be included in bid response. This would include authorized warranty support. LCSB will not pay any shipping charges for repair work. 4) Contractor must have a valid Internet Electronic Mail ( ) address monitored frequently during business hours in order to receive District requests for service. address to be provided on the vendor response form. Vendor shall also provide contact information and escalation path should an emergency occur. Page 2 of 9

3 B. TECHNICAL SPECIFICATIONS: 1) All equipment bid shall meet or exceed National Electrical Code (NEC), Underwriters Laboratories, Inc. (UL), Federal Communications Commission (FCC), American National Standards Institute (ANSI), International Standards Organization (ISO), Institute of Electrical and Electronics Engineers (IEEE), Electronics Industries Association (EIA), Association of Public Safety Commission Officials (APCO 25), and American Society for Testing and Materials (ASTM) requirements, standards, specifications, practices and/or procedures current at the time of contract award. 2) Radios purchased and delivered must be programmed and tested at the District s delivery site by an authorized company representative. Network Security Systems Administrator shall be made aware of deliveries and testing. 3) While performing maintenance on District radio systems, radio frequencies may not be changed and/or switched unless prior approval is obtained from the District s Information Technology Department. The Contractor shall be responsible for any corrective repairs necessitated by unauthorized actions on the part of the contractor s technicians and for any fines incurred by the District as a direct result thereof. District frequencies must be licensed in the Public Safety spectrum. 4) Awarded vendor shall maintain an updated inventory of District repeaters, radios and radio programming (frequencies, codes, etc.) organized by location. This list shall include purchase and warranty period. District shall receive updated copies of this inventory at the District s discretion. Attachment 9 is a current District inventory, in excel format. Any purchases under this bid must be placed on the inventory list and maintained per LCSB instructions. C. INSTALLATION: 1) It shall be the responsibility of the Contractor to provide the School District with a 100% operational system installed according to manufacturer s standards. Omission of any key item or element shall not absolve the Contractor of any responsibility to provide the result expected by the School District of Lake County Representatives. The Installation shall include AC power protection and coaxial lightning protection. Mounting shall meet ADA requirements. The exact mounting location and which shelving to be utilized shall be determined at the site visit with the Network Security Systems Administrator. 2) The Contractor shall provide adequate information including drawings, if necessary, detailing additions and/or modifications to building infrastructure. Such materials shall become part of the as built information for the affected structure. The job will not be considered complete without submittal of this information. The Contractor must comply with applicable permitting requirements. Permits shall be obtained through the LCSB Building Code Official and must pass all inspections prior to payment. 3) The Contractor shall install the radio antenna in a location to provide the best possible coverage and in a location that will reduce the chances of it being damaged or tampered with. The exact location for the Antenna shall be determined at the site visit with the Network Security Systems Administrator. Mounting should be secure enough to withstand wind in relation to the antenna size. Upon completion of the installation as built must be provided to the Network Security Systems Administrator. All installation Page 3 of 9

4 covered by this bid must be tested by the Contractor to ensure that the installed equipment is operating properly and operating within the FCC Guidelines. 4) The repeaters must be configured for IP site connect for three (3) zones; North, Central, and South. 5) All miscellaneous installation materials shall be included in the hourly price. The miscellaneous installation materials include the following: fiber, connectors, fittings, boxes, etc. All materials used in the installation shall be of good quality and shall be free of defects that would diminish the appearance of the product or render it structurally or operationally unsound. Installation includes the furnishing of any equipment, rigging, and materials required to install or replace the product in the proper location. Contractor shall protect the site from damage and shall repair damages or injury caused during the installation by the Contractor or its employees or agents. If any alteration is required to the Building to achieve installation, the Contractor shall promptly restore the structure or site to its original condition. Contractor shall perform installation work so as to cause the least inconvenience and interference with the School Board and with proper consideration of others on site. Upon completion of the installation, the location and surrounding area of work shall be left clean and in a neat and unobstructed condition, with everything in satisfactory repair and order. D. DELIVERY REQUIREMENTS: Prices bid shall be inclusive of all costs including shipping/handling and delivery. Deliveries are to be F. O. B. destination, inside delivered and are to be placed in designated areas as specified by District designee to the locations specified in Attachment 8, School District of Lake County Delivery Locations. E. ADDITION OR DELETION OF SITES: LCSB reserves the right to add or delete locations at its discretion at any time throughout the term of this bid. Any additional equipment/facility added during the term of this agreement will be handled in accordance with the conditions and prices of this agreement. F. WARRANTY: Warranty repairs shall be made at no cost to the School District and shall include all parts, labor and shipping costs from the date of delivery or install. Loaner equipment shall be made available for all warranty repairs that require more than five school days to repair. If Manufacturer warranty does not cover the removal and installation and you will charge a fee to the District, indicate your charge as an hourly rate on the cost proposal form. 1) Radios: Manufacturer warranty shall be for a minimum 2 year period. 2) Repeaters: Manufacturer warranty shall be for a minimum 2 year period. G. NON WARRANTY SERVICE AND REPAIRS: Contractor shall submit pricing to provide repair services for radios and accessories no longer under warranty. Pricing shall include loaner equipment for any repairs exceeding 5 days. Hourly rates shall include all labor, tools, equipment, supplies, travel time/trip charge for bidder to pick-up the item, repair the item, and return the item to the location where it is being used, and incidental services required to service/repair the radios/accessories. There shall be no additional charges, other than those submitted on the bid price sheet. Should any radio/accessory need repair parts, the Contractor shall notify the school/department of the cost to repair the radio/accessory prior to making the repair. The cost for non-warranty repair/replacement parts shall be based on a firm fixed percentage discount off manufacturer list price as listed on the bid submittal form. Page 4 of 9

5 H. PRICING: 1) Contract must complete and upload the Cost Proposal Form. 2) Prices quoted for radio equipment shall be inclusive of radio, antenna, Impress battery, Impress battery charger, belt clip and vendor representative programming and site testing. 3) Prices quoted for repeaters shall be inclusive of standard base station, antenna with transmission line, lightning protection, surge protection/grounding, all miscellaneous mounting hardware. De-installation of any existing old equipment. De-installed equipment shall be designated as de-installed on the inventory and returned to the Principal/Department Director. Vendor shall supply any and all parts or accessories required to produce a complete, operating unit. 4) The prices quoted for maintenance and service of District repeaters/radio systems shall be inclusive of, but not limited to the following: a) All required equipment/material, b) All required insurance, c) All required overhead and profit/trip charges, d) All required vehicles and e) All required labor per man-hour and supervision. f) An eight (8) hour response, Monday through Friday with escalation path if deemed an emergency by Executive Director of Information Instructional Technology Services Designees or Administrative Coordinator of Safe Schools. 5) Contractor shall submit a discount from manufacturer s retail price list (MSRP), expressed as a percentage, for balance of line: radios, repeaters, etc. Contractor shall also submit a discount expressed as a percentage for parts, and materials to include chargers, batteries, antennas, etc. Throughout the contract the awarded Contractor shall ensure the School Board has a copy of the current MSRP. 6) The Contractor will provide a price per radio to reconfigure bandwidth requirements per FCC regulations when required. 4. BID SCHEDULE: Deadline for Questions:... August 20, 2014 Last Date for Addendums:... August 25, 2014 Bid Opens:... September 2, 2014 Posting of Award Recommendation:... September 15, 2014 Board Action on Recommendation:... September 29, A. AWARD: It is anticipated that Award shall be made to the vendor submitting the lowest and best responsive and responsible bid based on conformity to specifications and price. Multiplying unit cost per item by quantity estimated and summing the totals shall determine lowest bid price. The School Board reserves the right to reject any or all bids that in it s judgment will be for the best interest of the Lake County Schools. The Board also reserves the right to waive any informality. 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 Page 5 of 9

6 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 9. B. 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. 6. Bid tabulations with recommended awards will be posted for review by interested parties on or about September 15, 2015 and will remain posted for a period of 72 hours. The award recommendation will be posted in the Purchasing Department located at County Road 561, Tavares, Florida, and on Since this information is available as outlined above, the purchasing department will not mail or fax recommendation of award notices to all bidders. Failure to file a protest within the time prescribed in Section (3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any person who is affected adversely by the decision or intended decision shall file with the Board, through it s Purchasing Department, a written notice of protest within 72 hours after the posting or notification. A formal written protest shall be filed within 10 calendar days after filing the notice of protest. With respect to a protest of the specifications contained in an invitation to bid or in a request for proposals, the notice of protest shall be filed in writing within 72 hours after the receipt of the project plans and specifications or intended project plans and specifications in an invitation to bid or request for proposals (but no later than the time when the bids or responses must be received in order to be considered), and the formal written protest shall be filed within 10 calendar days after the date the notice of protest is filed. The 72 hours period referred to herein shall not include Saturdays, Sundays, or holidays. The word "holiday" shall mean any weekday on which the School Board's Administrative offices are closed. Failure to file a timely formal written protest shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. The formal written protest shall state with particularity the facts and law upon which protest is based. Any person who files an action protesting a decision or intended decision pertaining to a bid pursuant to FS (3)(b), shall post at the time of filing the formal written protest, a bond payable to the School Board of Lake County in an amount equal to one percent (1%) of the total estimated contract value, but not less than $500 nor more than $5,000, which bond shall be conditioned upon the payment of all costs which may be adjudged against the protester in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, a cashier s check, certified bank check, bank certified company check, or money order will be an acceptable form of security. If, after completion of the administrative hearing process and any appellate court proceedings, the district prevails, it shall recover all costs and charges which shall be included in the final order or judgment, including charges made by the Division of Administrative Hearings, but excluding attorney s fees. Upon payment of such costs and charges by the protester, the protest security shall be returned. If the protester prevails, he or she shall recover from the district all costs and charges which shall be included in the final order of judgment, excluding attorney s fees. Upon receipt of the formal written protest and protest bond which has been timely filed, the district shall stop the bid solicitation process or the contract award process until the subject of the protest is resolved by final district action, unless the Superintendent sets forth in writing particular facts and circumstances which require the continuance of the bid solicitation process or the contract award process without delay in order to avoid an immediate and serious danger to the public health, safety, or welfare. 7. QUANTITIES: Quantities stated are estimated annual quantities. The School Board reserves the right to order greater than, or less than, quantity stated. 8. BIDDER QUALIFICATIONS: The following items shall be included with bid response. Failure to do so may result in disqualification. Page 6 of 9

7 A. Project references, 3 minimum with similar experience. (Attachment 2) Bidder must download forms to complete. Once completed bidder must upload documents to bid. B. Copies of all applicable licenses. Upload licenses to bid. C. Copies of all applicable certifications. Upload to bid. D. Copies of Motorola authorizations. Upload to bid 9. PROMOTIONAL PRICING: A. Best Pricing Offer During the Contract term, if the Customer becomes aware of better pricing offered by the AWARDED VENDOR(S) for substantially the same or a smaller quantity of a product outside the Contract, but upon the same or similar terms of the Contract, then at the discretion of the Customer the price under the Contract shall be immediately reduced to the lower price. B. Sales Promotions In addition to decreasing prices for the balance of the Contract term due to a change in market conditions, a Contractor may conduct sales promotions involving price reductions for a specified lesser period. A Contractor shall submit to the Purchasing Department documentation identifying the proposed (1) starting and ending dates of the promotion, (2) products involved, and (3) promotional prices compared to then-authorized prices. Promotional prices shall be available to all Customers. Upon approval, the Contractor shall provide conspicuous notice of the promotion. 10. REMAINDER OF LINE DISCOUNTS: If requested, Bidder shall indicate a fixed percentage (%) discount from list price for any items within that product line not specified in each respective lot. Upon award, a price list or catalog with prices listed must be submitted to the Procurement office and updated as changes occur. Any percentage of discount will be acceptable however; leaving that portion of the cost proposal form (Public Purchase Items list.) blank will be considered a No Bid response. 11. PROPOSALS/ESTIMATES: Contractor shall provide a proposal estimating the cost of a proposed project. The Network Security Systems Administrator or his designee shall sign any overages of time exceeding the proposal estimate. Proposals shall be given to the School Board upon request, without charge, within 48 hours of request. 12. WORK RESPONSE TIME: Successful bidder shall respond to messages within 24 hours. Project shall be started within 10 days from notice to proceed. 13. The School Board reserves the right to bid larger projects separately or to use other vendors in emergency situations. 14. Lake County Schools, FL does not discriminate on the basis of race, religion, color, national origin, gender, genetic information, age, disability or marital status in its educational programs, services or activities, or in its hiring or employment practices. The district also provides equal access to its facilities to the Boy Scouts and other patriotic youth groups, as required by the Boy Scouts of America Equal Access Act. Questions, complaints, or requests for additional information regarding discrimination or harassment may be sent to: Dominick Pedata Supervisor Compensation and Employee Relations Lake County Schools Phone: Page 7 of 9

8 Fax: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 16. PUBLIC ENTITY CRIMES DISCLOSURE: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity an may not transact business with any public entity in excess of the threshold amount provided in Section , for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 17. The Bidder certifies that all material, equipment, etc., contained in this Bid meets all Occupational Safety Hazards Act (OSHA) requirements. Bidder further certifies that, if he is the successful bidder, and the material, equipment, etc., delivered is subsequently found to be deficient in any OSHA requirements in effect on date of delivery, all costs necessary to bring the material, equipment, etc., into compliance with aforementioned requirements shall be borne by the bidder. 18. Equipment, or other items of this bid, identified by catalog or manufacturers number or by brand name are for the purpose of showing quality only, except where otherwise specified. Other Manufacturers or Brand names of proven equal quality, or better, will be acceptable. If bidding on an equivalent to that specified, state manufacturer and supply complete description of product offered, including brochures and specifications. 19. SAMPLES: Samples may be required for bid. Samples, if required, shall be supplied to the School Board at no charge, and returned to the vendor at vendor's expense. Required samples shall be clearly identifiable with the Bidder's name, Bid Number, and Item Number. Failure to deliver required samples or failure to clearly identify samples may be reason for disqualification of bid. Samples which are not consumed or destroyed by testing will be returned, at the Bidder s expense, upon request. Request for the return of samples must be made within ten (10) working days following bid opening. 20. Successful bidder shall not substitute items from that which were bid. If substituted items are delivered, the items shall be shipped back to the vendor at the vendor's own expense. Such actions may result in a termination of the contract. 21. Items provided on this bid are to be new. Items that have been refurbished or used for demonstration are not acceptable. Successful bidder shall agree to accept, for full credit and return shipping charges, the return of any item received that is found to be defective in quality. 22. In case of exact tie bids, awards will be made in accordance with Policy Conformity to specifications, price, quality, and time of guaranteed delivery will be determining factors in the awarding of the bid. 23. In the event of an error in extending the total cost for an item, the unit price submitted will prevail. Page 8 of 9

9 24. All materials to be delivered F.O.B. destination to Lake County Schools Information Technology Department, 814 West Bryan Street, Tavares, FL or such other point as designated. All prices shall include delivery and all travel expenses to the School Board or designated destination. 25. Payroll Responsibilities - The Contractor shall be responsible for the payroll and paying of its personnel. Further, the Contractor shall be responsible for withholding applicable federal and state taxes, FICA, insurance, and other deductions as authorized between the Contractor and its personnel. 26. Contractor shall be responsible for the paying of all appropriate state taxes unless otherwise directed by the Owner. 27. Successful bidder shall comply with the Trench Safety Act (OSHA, 29 CFR Subpart P.), if required. 28. Successful Bidder shall comply with the Davis-Bacon Act whenever projects are initiated that are paid for with Federal Funds and will adhere to the prevailing wage and agree to submit (if requested) payroll documentation. 29. BID RESPONSE REQUIREMENTS/FORMS: When submitting a bid through the following items shall be included with bid response. Download forms, complete required fields and signatures. Upload with all required attachments with submittal. Failure to do so may result in disqualification. A. Signature and Information Page (Attachment 1) B. Bidder Qualifications (See paragraph 8) C. Reference Form (Attachment 2) 3 required D. Brochures and Specifications (As required in paragraph 17) E. Federal Debarment Form (Attachment 3) F. Public Entity Crimes Affidavit (Attachment 4) G. Non-Collusion Affidavit (Attachment 5) H. Conditions for Emergency/Hurricane or Disaster (Attachment 6) I. Cost Proposal Form (Attachment 8) 29. INFORMATION Clarification of any language in the bid and technical questions should be directed only to the Purchasing Department using All questions/ concerns shall be received through Public Purchase by August 20, Verbal discussion of items in the bid with District personnel is not to be construed as changing any of the bid requirements. Any additional information or addendums will be posted on It shall be the responsibility of each responding bidder to check to ensure receipt of all addenda. 30. PIGGYBACKING With the consent of the awarded vendor, other agencies may make purchases in accordance with the contract. Such purchases shall be governed by the same terms and conditions as stated herein with the exception or the change in the entity s name. Page 9 of 9