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Home My WebLink Aboutcommunications planEmergency Medical Services Communications Plan * Volume 1 Third Edition to at least a 5-mile radius of its facility on the LMC UHF channel approved or assigned by the STO for that hospital on a geographic allotment basis, and/or for that area on a real-time allocation basis. 5.6.2 Proprietary Local Medical Coordination (800 MHz Trunked Radio Systems) EMS communications systems may migrate to specialized radio "trunked" systems that will shift LMC communications to a proprietary radio infrastructure. Radio systems that employ this technology will meet those agencies re uirements for LMC communications that provide EMS field personnel with a communications syltem that permits the exchange of vital information between EMS, emergency departments and/or medical directors. In that these systems are proprietary in nature they will not meet the requirements specified within this Plan under Chapter 395, F.S., for hospital emergency departments. 5,7 Radios in Permitted Vehicles 5.7.1 Permitted Transport Vehicles Every permitted transport vehicle shall be equipped with an UHF radio that will provide access to each LMC, CMC and SMC channel necessary to enable reliable communications with each hospital emergency department in the county or larger area in which it primarily operates, and others with whom it can be expected to communicate under normal situations. 5.7.2 Permitted Non -Transport Vehicles The requirement of the EMS Communications Plan is that every permitted vehicle shall have the capability for two-way radio communications with a higher level of medical care. Specifically, this capability shall exist for radio communications should the firefighter/paramedic need to deviate from established medical protocols and/or request additional medical assistance from the medical director and/or hospital. If an EMS agency has established medical control via an 800 MHz "Public Safety" radio system, per Section 5.6.2, within their organization then, per the Plan, that agency has met the requirements for "Medical Control" and accordingly not required to establish a MED-8, UHF, radio in the permitted non -transport fire engines. In an effort to clarify any misunderstandings regarding this issue the UHF radio, MED-8 requirements remain mandatory in every EMS permitted transport vehicle regardless of that system's routine and/or day-to-day primary medical communications, Medical Control. MED-8 has been established to maintain radio communications with emergency departments and/or other EMS communications systems throughout the state while transporting patients. The requirement of the Plan is to establish a common medical communications system, channel, which will provide the EMT/paramedic the ability to communicate within a county and/or municipality regardless of that agencies primary communications infrastructure. 5.8 Vehicle Dispatch and Response (VDR) 5.8.1 VDR Base Station Facilities Every EMS vehicle dispatch facility shall have the capability to reliably communicate on each VDR channel designated for that facility, and configured to enable continuous reception of all local mobile VDR transmissions on each of those channels. The local VDR channel shall be a different channel than the CMC channel(s) unless specifically allowed by the STO, EMS Communications. 34 5.8.2 Radios in EMS Vehicles Every permitted EMS and recognized First Responder& vehicle shall be equipped for reliable communications on at least one local VDR channel, as well as the VDR channel(s) of each facility by which it is regularly dispatched or to which it regularly responds. This can be accomplished by mobile with either front & rear control heads, dash mount radio front or rear and/or portable radios. 5.8.3 Automatic Vehicle Location Automatic Vehicle Location systems utilized in a System Status Management configuration, intended to reduce EMS response times, shall include a statement attesting "the Polling/Update rate will not exceed the capacity of the primary functions of the radio communications system." This statement is in addition to the submittal requirements of Section 2.6.2 of this Plan. The AVL system shall demonstrate location accuracy 100 meters and comply with the minimum mobile radio requirements of Section 6.3. 5.9 Medical Resource Coordination (MRC) Every hospital emergency department and dispatch center, communicating with permitted EMS and recognized First Responder vehicles, shall be equipped with a control, base, or repeater station system dedicated to MRC communications which is not dependent on leased wireline control. Dispatch centers shall have MRC equipment configured to enable continuous, 24-hour reception of the MRC channel of that region of the state. 5.10 Crew Alert Paging A Crew Alert Paging system, where implemented to alert EMS personnel as a primary component of the EMS VDR system, may be established on any channel consistent with FCC rules, except that crew alert paging shall not be approved for LMC channels, CMC channels, SMC and/or MRC channels. 5.11 Telephone Interconnection EMS voice and/or data communications to and from points not accessible by means of the two-way land mobile radio communications system, and which require interconnection through the public switched telephone network by EMS field personnel, may utilize the cellular telephone system for such communications. The use of cellular telephones shall be supplementary to the other System Requirements of this Plan. The use of telephone interconnections does not meet the requirements outlined in 5.6 Local Medical Coordination. 5.12 Biomedical Telemetry Providers whose medical director has established the requirement for transmission of biomedical telemetry may utilize the cellular telephone system for such communications. The use of cellular telephones shall be supplementary to the other System Requirements of this Plan. 5.13 Radio Frequency Control Stations Radio frequency control stations, FCC Station Class FXI, shall not be approved for use on FCC designated 6 For First Responders - only if the "Memorandum of Understanding" between the EMS Provider and the First Responder requires or implies two-way radio communications to occur between the EMS Provider and the First Responder. 35 (M) MOTOROLA CDM1550: The Sophisticated Radio The top -tier CDM1550'" radio is fully equipped to handle the advanced communication needs of organizations requiring high levels of flexibility and functionality. Motorola's unique X-Pand'" audio enhancement and a powerful front -projecting speaker ensure clear, crisp sound, even in noisy environments. The Large 14-character alphanumeric display with user-friendly icons helps make information easy to understand. An extensive range of signaling capabilities lets you exchange text messages with your dispatcher to minimize channel usage and improve efficiency, or discreetly signals for emergency help even when your vehicle is turned off. And, the enhanced menu gives you easy access to all of the radio's many features. The exceptional CDM1550 mobile delivers all the superior communication power and control you need to work at maximum efficiency. 128 Channels Large Control Buttons Easy management of menu, navigation, and exit functions Muhicolored LED Indkatare Clear, visible feedback of transmit,. scan, and monitor status CLINE tS50 4 Customizable Function Buttons (P1, P2, P3, P4) Program for instant access to favorite features and label according to function CDMI 550 Mobile Radio Additional CDM1550 Features: • large, easy -to -use controls • Powerful, front -projecting speaker • 12.5/25 kHz switchable channel spacing • Remote mountable control head • Data capable 14-Character Alphanumeric Display with User -Friendly Icons Information Is clear and easy to read Multi -language Capabilities - Can be programmed in English, Spanish, French, and Portuguese RSSI Indicator - Displays signal strength level Caller ID - Identifies Incoming callers Quik Call II" and Enhanced MDC 1200 Signaling (Bawd./Decade) Send and receive information via tone or digital signals X-Pand. Audia Enhancement Crisper, dearer audio quallly Dual Priority Scan Frequently scans higher priority channels Repeater Talkaround UniNo-unit communication, bypassing the repealer Covert Emergency Signaling Discreetly sands help signal Fiern and Lights Activation Notifies users of call alerts/selective calk when away from vehicle Calf Alert Notifies individual users that you're trying to reach them Selective Call Calls a specific group or individual DTMF Meade/Decade Sends and receives pages and telephone calls Status Message Exchanges text massages between base and user Optional Voice Storage Records important messages or personal memos Mobile Two-way Radio specifications Low Bed VHF UHF Channel Calmar 128 Typical IF 0s4put lowPawar ll h Pmrar 40.60W 1.25W 25-45W 1.2SW 2540W Frequenry 29.7.36 MHz 36-42 MHz 42-50 MHz 136.174 MHz 403-470 MHz 450.512 MHz Dimensions (H x W x I) law Paws -- 2.83" x 7.28" x 7.4' (72 man x 185 nee s 1811mm) NOMPOOOS High Pawn 2,83" x 7.28" x 10.02" (72anc105)nxnx 2.83" r 7.28" r 7.87" (72 mxI200 85mme Weight Low hero (125W) iligh Power 4.5Id, (2.04 kg) 3.15I,t 1.43 kp) 3.5 Its (1.59 kg) (went Omen Fe iW�ioled, extend 8 ohm speaker Transmit 15 A 17A 15 A 74025W 13.5AMI45W 15 A 84025W I3.5A040W FCC DesoipHeo A1492E11627 (u2F65I 491W8 Ai492FTT1626 (42.50 MHiI 41492FT3796 125Wyy) A2492FT3795145W) 42492FT4835 (25%4� MHz) B (�A1492E14829H:) (2519450.512 MHz) A2492E14836 (40W, 450.512 MHz) Transarirre, Sp.dffwHews Law Ina YFi UHF frequencies 29.7.36 MHz 3642 MHz 42-50 MHz 136-1)4 M1iz 403-470 MHz 450.512 MHz Channel Spring 20 kHz 12.5/20/25 kHz frrmmsy Sldikly orCfofir C,+25'Ref.) t 5 ppm t 2.5 ppm Pawn Odd Low Power High rawer 406019 I.2SW 2545W 1.25W 15-40W Weldon Wiling t 5.0 t2.5 0 2.5 kH / t4.0 0 20k11z / t5.0 025 kHz FM Hum 8 Rohe 40 dB 40 0 12.5 kHz 45 d8 25 kHz Candueed/Rediated Emission 36 ddBan c 16Nz -30 d1m > 1 GHz Adjacent Charnel Pam •70 dB 40 d8 0 12.5 kHz •70 d8 ' 25 kHz Aide Regime TIA 603 8 ET5300 8 CEP!' 84 Mom 2 EPS 300 / UPI 84 Annex 2 Mdo 00I iiMn 3%fed FM MadulCHxn 25111z 161(0F3E 25 kppz 16110F3E 12.5k11z 11R0F3 Far ream Iafar,aullar1, pIuasc (aaru(r: 1) (VOIL.1 Speared: Lew Teed VIE UHF Frequandes 29,7-36 MHz 3642 MHz 42.50 MHz 136174 MHz 403-470 MHz 450.512 MHz Channel Sparing 20 kHz 12.5/20/25 kHz Femme Sinkikly (3 M t60*C, +2S° Ref.) t 5 p� t 25 ppm Senu4nily (12 di SINAD) 0.25 pY ptelal 0.23 intt f picd kAelmaddo9ms 80 dB typical 75B 6B ®12. k6 z 755 ds 25kHz Adpant Chanel S.I.iMty 80 dB 65 dB 0 12.5 kHz 80dB025kHz 65 dB 012.5 kHz 15d0025kHz Seems Rejarion 80 dB 75 dB 12.5 kHz 981 80 dB 0 25 kHz VHF 70 dB 012.5 kHz 75 dB 0 25 kHz Ree(extra Audio ode with 4 dm speaks) 13W Fxered Audio Ohtorlion 0 Plated Auda 3%Weird Hum and Noise. 45 dB -40 d212.5 Utz -45 dB 25 kHz Audio Response 11,460384 k15 00 8 Conducted Spurious Emission -57dlm < 1 GHz -47 d8m> 16Hz Mohilc Mihtor Standards 810 C, Cs, 8 810C E 8100 810E Apparels", AUL•STD Mattress Preceded Mediate Prem rower Mrlhetle Premieres Low Pressure 500.1 1 500.2 2 500.3 2 Highfarnpensine 501.1 1,2 501.2 1,2 S01.3 1,2 low Tormentors 502.1 2 502.2 1,2 502.3 1,2 Umptmhne Shock 503.1 1 503.2 I 503.3 1 Salm Rotarian 505.1 I 505.2 1 51)5.1 I Rain 506.1 2 506.2 2 506.3 2 Hereity 507.1 2 507.2 2,3 507,3 3 Sdt Fag 509.1 1 509.2 1 509.3 1 Dust 510.1 I 510.2 1 510.3 1 Vinton 514.2 8,10 514.3 1 514.4 1 Shock 516.2 1,5 516.3 1 516.4 1 Enviranm,:nlnl 5paihcations *rah remperahxe -30 to +60° C Stmage fempamhed -55 to +85° C Medal Shack 40 to +85° C 95% RH 0 810. ES0 8C B01-2101 Water Intrusion 1P54 Podding fast kmpnd Test Ask your dealer about the other CDM Series Two -Way Radios that utilize exclusive x.a technology. MOTOROLA @S, Weak holessimrd Radio -As Decided As Yrie Are, (DM Series, C8MI550, Rand, and Oa-011 II are trademarks d Motarok, Ian. Spwireles sullied Is drange wdhe l notice. 1999 Maeda, Inc. Printed 're llSA hHP//www.moterda.mm 611400155001 10/20/2004 15:08 FAX 3054165444 Oct 20 04 0S 02a MIAMI FIRE RESCUE 954421717E ?I 001 /001 p.2 O ;intelligence everywhere" Mr. William W. Bryson Fire Chief City of Miami Fire Rescue Department 444 S.W. 2'1 Avenue Miami, FL 33130 October, 18, 2004 Dear Chief Bryson: It is understood that the City of Miami has a desire to "Piggyback" the Agreement for IncMEDCOM Mobile and Portable Radios between Motorola Inc. _Y NAME) (TYPE OF SERVICE) AND _The School District of Palm Besch County (NAME OF GOVERNMENT ENTITY) Pursuant to the City of Miami's rrcrue;.t, Motorola Inc hereby agrees to offer the (COMPANY NAME) City of Miami UHF NlEDCOM Mobil,: and Portable Radios under the same price(s), terms and conditions (TYPE OF SERVICE) its RFP # 02C-6ER , _Contract for Portable and Mobile Radios �awardcd to (RFP/a]D TITLE) Motorola Inc. on October 18, 2004_ by The School District of Palm Beach County (NAME OF COMPANY) (AWARD DATE) (NAME OF GOVERNMENT ENTITY) All references to RFP # 02C-6ER _. Conte for Portable and Mobile Readies__, shall be (RFP/B1D T1TLE) assumed to pertain to the City of Miaini, Florida: Please do not hesitate to contact me it'you have any questions. Sincerely, Lie,2 Thomas Vannah. MR Diana Zorrilla,AE Oct 14 03 11:53a 1ar 1141 LIM1 1a_'J il7li9/ al:17 ''QA,ZTI.46,L43-7-71323 PURCHASaNG Wert PALM MACH, FL 334054013 6aptember 18, 2003 MOTOROLA INC. 789 IritotoationN P3ckv y sunrise, FL. 33325 ATE Tricia ty Subloot CONTRACT ReNEWA.L Ikd Nl bcr. TITLE: Derr Ms. MoCly: 954421717E Ftio icY stattuasamm SB Tann CorMe t#or Pciebibkit &Sane::Roirios October 18 .1100411 0W 1?, 2004 This Is to whin your URA an September 17 2 Flottio aomptedoffer Old subject to "wlki bfd „' of Floridaand osby 'E Pisutiose ottlets do uud m c wr vol. =Malian te►` , # not pro sd�� tr�rca to do so ineyoutillat Thank you tar pur COMpaity, Shemin Swan.C.`P.:M . Dirodor ARMURC.JOIVISON. PhtD, Beath staardy, b enitie,Sta� °mortis be ar�d r. Fah= 'rod lour p.2 SCHOOL DISTRICT OF PALM BEACH COUNTY PURCHASING DEPARTMENT 3326 Forest Hill Boulevard, Suite A-323 West Palm Beach, FL. 33406-5813 INVITATION TO BID Bidder Acknowledgement BID NO. 02C-06E Date: August 22, 2001 BID TITLE: TERM CONTRACT FOR PORTABLE & MOBILE RADIOS AND ACCESSORIES Bids Must be Received no later than 2:00 P.M September 12, 2001 at which time bids will be opened. Vendor Name: Terms: Vendor Mailing Address: Delivery calendar days after receipt of order. City - State — Zip Code: F.E.I.D. No. (S.S. #) Area Code/Telephone Number: Toll Free Number Fax Number: ANTI -COLLUSION: The signed bidder certifies that he or she has not divulged, discussed or compared his or her bid with other bidders and has not colluded with any other bidder or parties to a bid whatever. (NOTE: No premiums, rebates or gratuities permitted either with, prior to, or after any delivery of material. Any such violation will result in the cancellation and/or return of materials (as applicable) and the removal from the bid tist(s). Authorized Signature (Manual) Authorized Signature (Type or Printed) and Title INVITATION TO BID T Is Invitation to Bid, General Conditions, instructions to Bidders, Special Conditions, Specifications, Addenda, and/or any other pertinent documents f• rm a part of this proposal and by reference are made a pant thereof. P RPOSE: It is the purpose and Intent of this Invitation to secure bids for item(s) and/or services as listed herein for the School District of Palm Beach County, Florida, hereinafter referred to as the District. 5 P S id th ALED BiDS: Sealed bids will be received in the Purchasing Department until the date and time as Indicated above. Bids will be opened publicly In the rchasing Department and all bidders and general public are invited to attend. All bids shall be submitted in sealed envelopes, mailed or delivered to the hool District of Palm Beach, Purchasing Department 3326 Forest HIII Boulevard West Palm Beach, FL 33406-5813. Outside of envelope shall plainly ntify bid by: BID NUMBER, TITLE and TIME and DATE OF BID OPENING using the label provided. It is the sole responsibility of the bidder to ensure it bid reaches the Purchasing Department on or before the closing date and hour as shown above. B SARD'S ACCEPTANCE: Unless otherwise specified herein, the bidder will allow a minimum of ninety (90) days from the last date for receiving of bids fo acceptance of its bid by the Board. A ARDS: In the best interest of the District, the Purchasing Department reserves the right to reject any and all bids and to waive any irregularity or minor to hnicalitles In bids received; to accept any item or group of Items unless qualified by bidder; to acquire additional quantities at prices quoted on this in itatipn unless additional quantities are not acceptable, In which case the bid sheets must be noted "BID IS FOR SPECIFIED QUANTITY ONLY". All a ards made as a result of this bid shall conform to applicable Florida Statutes. GENERAL CONDITIONS, INSTRUCTIONS AND INFORMATION FOR BIDDERS EALEP BIDS: One copy of this executed Invitation to Bld page and Bid Summary p ge(s) must be returned with the bid in order for the bid to be considered for a ard. All bids are subject to all the conditions specified herein; all General •onditlona, Special Conditions on the attached bid documents; and any addenda I sued thereto. Any failure on the part of the bidder to comply with the specifica- tE.na, terms and conditions of this Invitation to Bid shall be reason for termination o contract. 1 EXECUTION OF BID: Bld must contain a manual signature of an authorized representative In the space provided above, Failure to properiy sign proposal shall invalidate same, and It shall not be considered for award. All bids must be completed in ink or typewritten. Corrections must be initialed by the person signing the bld. Any corrections not initialed will not be tabulated. The original bld conditions and specifications cannot be changed or altered in any way. Altered bids may not be considered. Clarification of bids submitted shall be in letter form, signed by the bidders and attached to the bid. NO BID: If not submitting a bid respond by returningthe enclosed "Statement of No BEd" form and explain the reason. Note: A bdder, to qualify as,a respondent, must submit a "no bld" and same must be received no later than the stated bid opening date and hour. PRICES QUOTED: Deduct trade discounts and quote firm net prices. Give both unit price and extend total, Prices must be stated In units of quantity specified In bid specifications, In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices FOB destination freight prepaid (unless otherwise stated In special conditions). Dlacounta for prompt payment: Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately and no attempt is to be made to tie any item or Items in with any other item or Items. Cash or quantity discounts offered will not be a consideration in determi- nation of award of bid(s). If a bidder offers a discount, It is understood that a minimum of 30 days will be required for payment, and the discount time will be computed from the date of satisfactory delivery at place of acceptance and receipt of correct Invoice at the office specified. A. TAXES: The School District of Palm Beach County, is exempt from any taxesImposedby the State and/or Federal Government. State Sales Tax . 59. 74•0257F Exemption Certificate oon eachpurchaseo0and rder. Thisrexempl ltion doee Tax s not apply to purchase of tangible personal property made by contractors who use the tangible personal property In the performance of contracts for the improvements of School District -owned real property as defined in Chapter 1n of the Florida Statutes. B. MISTAKES: Bidders are expected to examine the specifications, delivery schedules, bid prices and extensions, and all instructions pertaining to supplies and services. Failure to do so will be at bidder's risk. C. Bidder warrants by virtue of bidding that prices shall remain firm for a period of ninety (90) days from the date of Board approval or time stated n special conditions. D. USE OF OTHER CONTRACTS: The District reserves the right to utilize any other District contract, any State of Florida Contract any contract awarded by any other city or county governmental agencies, any other school board, any other community college/state university system cooperative bid agreement, or to directly ne otlatelpurchase per School Board policy and/or State Board Rule 6A-1012 (6) in lieu of any offer received or award made as a result of this bid, if it la in the best Interest to do so. The District also reserves the right to separately bid any single order or to purchase any item on this bid if it is In Its bestlnterest to do so. E. CONDITIONS AND PACKAGING: it Is understood and agreed that any Item offered or shipped as a result of this bid shall be new (current production model at the time of the bid). All containers shall be suitable for storage or shipment, and all prices shall inctude standard commercial packaging. F, UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall be UL listed or re-examination testing where such has been established by UL for the Items offered and furnished. 4, DELIVERY: Unless actual date of delivery is specified, show number of days required to make delivery after receipt of purchase order in space provided. Delivery time may become a basis for making an award {See Special Condi- tions). Delivery shall be within the normal working hours of the user, Monday through Friday, excluding holidays. 5. BRAND NAMES: Use of a brand name trade name, make, model, manufactur- er, or vendor catalogg number In specifications le for the purpose of establish- ing a grade or quail fv of material only. it is not the District's Intent to rule out artier comppetition, tfiherefore, the phrase OR ACCEPTABLE EQUAL is added. However, if a product other than that specified Is bid, it is the vendor's responsibility to submit with the bid brochures, samples and/or detailed specifications on Items bid. The District shall be the sole Judge concerning the merits of bid submitted. Bidder shall indicate on the bid form the manufacturer's name and number If bidding other than the specified brands, and shall Indicate ANY deviation from the specifications as listed. Other than specified items offered requires complete descriptive technical literature marked to Indicate detall(s) confor- mance with specifications. 6. QUALITY: The Items bid must be new and equal to or exceed specifications. The manufacturer's standard guarantee shall apply. During the guarantee period the successful bidder must repair and/or replace the unit without cost to the District with the understanding that all replacements shall carry the same guarantee as the original equipment. The successful bidder shall make any such repairs and/or replacements Immediately upon receiving notice from the District. 7. SAMPLES DEMONSTRATIONS AND TESTING: A. Samples of Items, when required, must be furnished free of expense and If not destroyed, will upon request, be returned at the bidder's expense. Request for the return of the samples must be Indicated on his or her bid. Each individual sample must be labeled with bidder's name, bid number and Item number. Failure of bidder to either deliver required samples or to clearly identify samples as Indicated may be reason for rejection of the bid. Unless otherwise Indicated samples should be delivered to the Purchasing Department, School District of Palm Beach County. B. When required, the District may request full demonstrations of any units bid prior to the award of any contract. C. Items may be tested for compliance with specifications under the direction of the Florida Department of Agriculture and Consumer Services or an independent testing laboratory. Bidders shall assume full responsibility for payment for any and all charges for testing and analysis of any materials offered or delivered that do not conform to the minimum required specifications. Bidder's disposition of all items delivered In this category must be at no expense to the District. 8. INSPECTION AND ACCEPTANCE: The successful bidder shall be responsible for delivery of items in good condition at point destination. Bidder shall file with the carrier all claims for breakage, Imperfections, and other losses which will be deducted from invoices. The District will note, for the benefit of successful bidder, when packages are not received In good condition. In the event the material and/or services supplied to the District Is found to be defective or does not conform to specifications, the District reserves the right to cancel the order upon written notice to the seller and return the product to seller at the seller's expense. 9. DEFAULT PROVISION: In case of default by the bidder or contractor, the District may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess costs Incurred thereby. 10. COPYRIGHTS OR PATENT RIGHTS: Bidder warrants that there has been no violation of copyrights or patent rights In manufacturing producing or selling the goods shipped or ordered as a result of this bid. Seller agrees to hold the purchaser harmless from any and all liability, loss or expense occasioned by any such violation. 11. MANUFACTURER'S CERTIFICATION: The District reserves the right to request from bidders separate manufacturer certification of all statements made In the proposal. 12. Blp ABSTRACTS: Bidders desiring a copy of bid tabulation may request It by enclosing a self-addressed, stamped envelope with bid. 13. OCCUPATIONAL HEALTH AND SAFETY: Vendor, as a result of award of this bid delivering any toxic substances item as defined in Florida Statute L442.102(21) shall furnish to the Purchasing Department a Material Safer Dial —Met (MSDS). The material safety data sheet shall be provided with initial shipment and shall be revised on a timely basis as appropriate. The MSDS must include the following information: A. The chemical name and the common name of the toxic substance. B. The hazards or other risks in the use of the toxic substance, Including: (1) The potential for fire, explosion, corrosively and reactivity; pp (2) including known conditionsawhieffects generally recogniziedas being aggravated by exposure to the toxic substance; and (3) The primary routes of entry and symptoms of overexposure. C. The proper precautions, handling practices necessary personal protective equipment, and other safety precautions In the use of or exposure to the toxic substances including appropriate emergency treatment in case of overexposure. D. The emergency procedure for spills, fire, disposal and first aid. E. A description in lay terms of the known specific potential health risks posed by the toxic substance intended to alert any person reading this Information. F. The year and month, If available, that the information was compiled and the name, address and emergency telephone number of the manufactur- er responsible for preparing the Information. Any questions regarding this requirement should be directed to: Department of Labor and Employment Security Bureau of Industrial Safeand Health, Toxic Waste Information Center, 255Safety and Executive Center Circle West, Tallahas- see, FL 32301-5014, Telephone 1-800.367-4378. 14. OSHA: The bidder warrants that the product/services supplied to the School District of Palm Beach County shall conform In all respects to the standards set forth in the Occupational Safety and Health Act 1970, as amended, and the failure to comply with this condition will be considered as a breach of contract. 15. ANTI -DISCRIMINATION: The bidder certifies that they are In compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375 relative to equal employment opportuni- ty for all persona without regard to race, color religion, sex or national origin. 18. ADVERTISING: In submitting a proposal, bidder agrees not to use the results therefrom as a part of any commercial advertising without prior approval of the School District. 17. CONFLICT OF INTEREST: The award hereunder Is subject to the provisions of Chapter 1Z2, Florida Statutes. All bidders must disclose with their bid the name of any officer, director or agent who is also an employee of the School Board of Palm Beach County. Further, all bidders must disclose the name of any Board employee who owns, directly or indirectly, an Interest of 5% or more in the bidder's firm or any of Its branches. 16. DISPUTES: In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the District shall be final and binding on both parties. 19. LEGAL REQUIREMENTS: Federal, state, county, and local laws, ordinances, rules and regulations that in any manner affect the Items covered herein apply. Specifically, to' the followingg, with adhere respect to any criminal BoardPoliciesconvict ons, and is on notice thereto that any employees Involved In any Chapter 435 Florida Statutes offenses are precluded from continuing to work on the pro ect and must be replaced. Failure to comply may result In the Immediate termination of the vendor's contract at the sole discretion of the School District Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. 20. SIGNED BID CONSIDERED AN OFFER: This signed bid shall be considered an offer on the part of the bidder, which offer shall be deemed accepted upon approval by the Board. In case of a default on the part of the bidder after such acceptance, the District may take such action as It deems appropriate including legal action for damages or specific performance. 21. LIABILITY, INSURANCE, LICENSES, AND PERMITS: Where bidders are required to enter or go onto School District property to deliver materials or perform work or services as a result of bid award, the bidder will assume the full duty obligation and expense of obtaining ail necessary licenses, permits and insurance. Bidder shall be liable for any damage or foss to the !District Incurred by bidder, bidder's employees, licenses of the bidder or agent or any person the bidder has designated In completion of his or her contract as a result of their bid; further bidder shall be liable for all activities of bidder occasioned by performance of this bid. Not withstanding the foregoing, the liability herein shall be limited to ten million dollars ($10,000,000) and the bidder recognizes that and covenants that it has received consideration for Indemnification provided herein. 22. SPECIFICATIONS: Any omissions of detail specifications stated herein that would render the materials/service from use as specified will not relieve the bidder from responsibility. 23. BID BONDS AND PERFORMANCE BONDS: Bid bonds when required, shall be submitted with the bid in the amount specified In Special Conditions. Bid bonds will be returned to unsuccessful bidders. After award of contract, the District will notify the successful bidder to submit a performance bond In the amount specified In Special Conditions. Upon receipt of the performance bond, the bid bond will be returned to the successful bidder. 24. PAYMENT: Payment will be made after the items/services awarded to a vendor have been received/completed, inspected and found to comply with award specifications, free of damage or defect and properly Invoiced. 25. SPECIAL CONDITIONS: Any and all Special Conditions that may vary from these General Conditions shall have precedence, PBSD 1186 (Rev. 2/2001) INVITATION TO BID NO. 02C-6E SPECIAL CONDITIONS A. SCOPE: The purpose and intent of this invitation to bid is to secure firm discounts and prices and establish a term contract for the purchase of Portable and Mobile Radios and Accessories, as specified herein. B. DELIVERY: All radios shall be shipped to the School Police Department, Radio Communications, 1481 Australian Avenue, Riviera Beach, FL 33404 C. AWARD: For Items 1 — 8, the contract will be awarded to the lowest and best bid from a responsive, responsible bidder, subject to the terms and conditions contained herein. Items in groups, as marked, will be awarded by group. (A group is defined as an item with several parts labeled A, B, C with a total for the group.) Therefore, it is necessary for a bidder to bid on every item in the particular group for which the bidder submits a bid in order to have a bid considered. It is also required that the bidder carefully consider each item, and make sure that each one meets the specifications as indicated. In the event that one item does not meet such specifications the entire group bid will be disqualified. For Item 9, the contract will be awarded to the responsive, responsible bidder offering the highest fixed percentage discount off the balance of line for each manufacturer's price list/catalog submitted that results in the lowest price for the District. The Board reserves the right to use the next best bidder(s) in the event the original awardee of the bid cannot fulfill their contract. The next bidder's prices and discounts must remain the same as originally bid and must remain firm for the duration of the contract. It is anticipated that award will be made at the October 17, 2001 Board meeting. D. MIWBE GOAL: The Goal Setting Committee has not established a bid preference for participation/ - utilization of Minority/Women's Business Enterprises. The Board strongly encourages the use of Minority/Woman owned business enterprises for participa- tion as partners, joint -venturers, prime contractor, sub -contractors, and in contracting opportunities. Inquiries regarding listings of District and State Certified Minority, Women and Disadvantaged Con- tractors can be made to the Palm Beach County School District's Department of Equity Assurance, 3322 Forest Hill Boulevard, Suite C-323, West Palm Beach, FL 33406, or phone (561) 434-8508. E. TERM OF CONTRACT: The term of this contract shall be for two years from the date of award, and may, by mutual agreement between the School Board and the awardee, be renewable for two additional one-year periods. The Board, through the Purchasing Department, will, if considering to renew, request a letter of intent to renew from the awardee 60 days prior to the end of the current contract period. If needed, the contract will be extended 90 days beyond the contract expiration date. The awardee will be notified when the recommendation has been acted upon by the Board. All prices shall be firm for the term of this contract. The awardee agrees to this condition by signing their bid. F. BIDDERS RESPONSIBILITY: Before submitting their bid, 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. G. SEALED BID REQUIREMENTS: The "INVITATION TO BID" bidder's acknowledgement sheet must be completed, signed, and returned. In addition, the Bid Summary Sheet page(s) on which the bidder actually submits a bid, needs to be executed and submitted with this bid. Bids received that fail to comply with these requirements shall not be considered for award. 3 INVITATION TO BID NO. 02C-6E H. 'CONTRACT: The submission of your bid constitutes an offer by the bidder. Upon acceptance by the District, the Purchasing Department will issue a notice of award and purchase order(s) for any supplies, equipment and/or services as a result of this bid. The bid and the corresponding purchase order(s) will constitute the complete agreement between the successful bidder and the District. Unless otherwise stipulated in the bid documents, no other contract documents shall be issued or accepted. I. QUANTITIES: The quantities shown are estimates of the quantity of items expected to be purchased during the term of award. Actual quantities purchased may often exceed or be less than quantities shown. Orders will be placed as needed by individual locations during the contract period. J. SPECIAL ACCOMMODATION: Any person requiring a special accommodation at the bid opening because of a disability should call the person named in the Special Condition QQ prior to the bid opening. If you are hearing or speech impaired, please contact the person named by using the Florida Relay Service which can be reached at 1-800-955-8771 (TDD) K. QUANTITY DISCOUNTS: Bidder is urged to offer additional discounts for one-time delivery of large, single orders of any assortment of items on a separate sheet. Such discounts will not be considered in evaluation of bid. L. BALANCE OF LINE: The "balance of line" shall include new product and upgraded catalogs. Additions shall be submitted as they occur. Deletions and discontinued items shall be reported by bid awarded vendors as they occur. M. SALES PROMOTION / PRICE REDUCTION: It is understood that sales promotions occur during the course of this contract that will lower prices of products for the period of the sales promotion. The District shall receive the full benefit of such reductions if lower than the price/discount established by this bid. The Purchasing Department must be notified of these promotions in writing, specifying the beginning and ending dates of the sales promotion. Successful bidder(s) may always offer the District an additional education discount at any time and invoice the District at a lower cost. N. PRICE ADJUSTMENT: The discounts, terms and conditions of this bid are to remain firm throughout the contract period. If, during the contract period, the vendor issued an upgraded catalog, replacements to the catalog submitted with the bid, such replacements are to be forwarded to the Palm Beach County School District Purchasing Department, 3326 Forest Hill Boulevard, West Palm Beach, FL 33406-5813, Attention: Gaea Peary, Purchasing Agent. The replacements are to be received no less than 21 days prior to the effective date of such changes. Vendor must deliver copies of the replacement catalogs with new manufacturer prices to the School Police Department Radio Communications, 1481 Australian Avenue Riviera Beach, FI 33404. The above replacement catalogs shall not be upgraded more than once a year. O. PRICE REDUCTIONS: If, from date of bid opening, the successful bidder either bids the same products at a lower price than offered to the District or reduces the price of the bid product, the lowest of these reduced prices will be extended to the District. P. ORDERS: The District is not obligated to place any order with any vendor participating in this bid. However, all schools and departments will be urged to refer to catalogs and discounts of participating vendors in their attempts to fill their requirements at the lowest prices. Individual orders will be placed for all schools and departments in the county as needed and all shipments are to be FOB each destination specified on the purchase orders. 4 INVITATION TO BID NO. 02C-6E Q. WARRANTY: Items specified herein shall be guaranteed by the successful bidder to be free of defects of materials and workmanship for a period of no less than one year from the date of delivery. All models delivered are to be of the latest and newest model(s) available from the manufacturer and must be so certified. R. PARTS WARRANTY: The bidder shall provide a certification from the manufacturer that replacement parts for all models bid will be available for a minimum period of five years. Failure to comply with this requirement may result in the disqualification of your bid response. S. INSTRUCTION MANUALS: Contractor shall be required to furnish an instructional manual for each unit ordered. T. REPAIR AND MAINTENANCE MANUALS: Manuals containing trouble -shooting procedure, parts list, disassembly instructions, schematic diagrams, etc., shall be available for purchase for each unit of equipment furnished under any contract resulting from this bid. U. TECHNICAL LITERATURE: The availability of technical literature is a requirement of this bid to accommodate an evaluation to assure that products offered meet or exceed the specification. Hence, two copies of product information, including technical and descriptive literature, shall be made available to the District within five work days after receipt of request. Information submitted shall be sufficiently detailed to technically evaluate the product. V. SERVICE: Bids will be considered only from manufacturers, manufacturer's authorized distributors or dealers that are normally engaged in the sale and distribution of the materials offered herein. Bidder must have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the School District. W. ADDITIONAL TERMS AND CONDITIONS: No additional terms and conditions included with the bid shall be evaluated or considered and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this bid. If submitted either purposely through intent or design or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed the general and special conditions in this bid solicitation are the only conditions applicable to this bid and the bidder's authorized signature affixed to the bidder acknowledgement form attests to this. X. USE OF OTHER CONTRACTS: The District reserves the right to utilize other District contracts, State of Florida Contracts, contracts awarded by other city or county governmental agencies, other school boards, other community college/state university system cooperative bid agreement, or to directly negotiate/purchase per School Board policy and/or State Board Rule 6A-1.012 (6) in lieu of any offer received or award made as a result of this bid, if it is in its best interest to do so. The District also reserves the right to separately bid any single order or to purchase any item on this bid if it is in its best interest to do so. Y. JOINT -BIDDING, COOPERATIVE PURCHASING AGREEMENT: All bidders submitting a response to this invitation to bid agree that such response also constitutes a bid to all State Agencies and Political Subdivisions of the State of Florida under the same conditions, for the same prices and for the same effective period as this bid, should the bidder(s) deem it in the best interest of their business to do so. This agreement in no way restricts or interferes with any state agency or political subdivision of the State of Florida to rebid any or all items. Z. INSPECTION AND READING OF BID: As per Florida Statute 119.07(3)(o) the reading of this bid is hereby waived until such time as the agency provides notice of a decision or intended decision pursuant to 5. 120.57(3) or within ten days after bid or proposal opening, whichever is earlier. 5 INVITATION TO BID NO. 02C-6E AA. CORRECTIONS: All corrections of unit prices must be initialed by the same person signing the bid. This includes the use of correction fluid (white out) or any other method of correction. See General Condition 1, Execution of Bid, for acceptable means of correction. BB. POSSESSION OF FIREARMS 1 DRUG FREE WORKPLACE: Possession of firearms will not be tolerated on School District property; nor will violations of Federal and State laws and any applicable School Board policy regarding Drug Free Workplace be tolerated. Violations will be subject to the immediate termination provision heretofore stated in General Condition 19, Legal Requirements. "Firearm" means any weapon (including a starter gun or antique firearm) which will, is designed to, or may readily be converted to expel a projectile by the action of an explosive; the frame or receiver of any such weapon; any destructive device; or any machine gun. No person who has a firearm in their vehicle may park their vehicle on School District property. Furthermore, no person may possess or bring a firearm on School District property. If any employee of an independent contractor or sub -contractor is found to have brought a firearm on School District property, said employee will be terminated from the School Board project by the independent contractor or sub -contractor. If the sub -contractor fails to terminate said employee, the sub -contractor's agreement with the independent contractor for the School Board project shall be terminated. If the independent contractor fails to terminate said employee or fails to terminate the agreement with the sub -contractor who fails to terminate said employee, the independent contractor's agreement with the School Board shall be terminated. CC. ASSIGNMENT: The successful bidder shall not sub -contract, assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all of its rights, title, or interest therein, or its power to execute such contract to any person, firm, or corporation without prior written consent of the District. DD. ORDERING PROCEDURE: After approval of contract award by the School Board, a letter of contract acceptance will be issued to each successful bidder acknowledging which items / services have been awarded. Separate purchase orders will be issued based on specific items at firm, fixed prices listed in the bid. No item may be shipped or service performed that is not listed on the purchase order. Unless otherwise specified, entire shipment must be completed within 60 days. EE. PAYMENT TERMS: The District's payment terms are net 30 days. Payment will not be processed until the following occurs: 1. The complete and satisfactory receipt of all items ordered on a purchase order. 2. The receipt of a properly billed invoice in the Accounting Services Department. 3. The issuance of a change order for unit price increase, quantities ordered, and/or items sub- stituted. Invoices to the School District MUST include the following to permit verification of prices and expedite payment to vendors. Therefore, every invoice MUST list the items below where applicable: 1. Purchase order number. 2. Name and address of vendor, a unique invoice number and date of shipment. 3. Description of item ordered, model number and manufacturer. 4. Line item unit price, quantity, and description as reflected on our purchase order. 5. Line item total or extended price, minus bid discount as listed on our purchase order. 6. Name and address of the location where merchandise was delivered. 6 INVITATION TO BID NO. 02C-6E 7. All original invoices must be mailed to Accounting Services/Accounts Payable as listed on the right top corner of the purchase order. Failure to correctly invoice in accordance with these guidelines may result in delay of pay- ment. No payment will be made on partial shipments. FF. WITHDRAWAL: A bidder may not withdraw a bid after the final call for bids at a designated time of opening. When a bidder wishes to withdraw a bid, a written request shall be submitted to the Director of Purchasing and their request will be reviewed for consideration. In no case shall a bidder be granted a release from their bid or proposal more than one (1) time in a two (2) year period without penalty. GG. PUBLIC ENTITY CRIMES: 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, subcon- tractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor fist. The bidder certifies by submission of this bid, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State or Federal department/agency. HH, DEFAULT: In the event that the awarded vendor should breach this contract, the Board reserves the right to seek all remedies in law and/or in equity. II. CANCELLATION: In the event any of the provisions of this bid are violated by the awarded vendor, the Superintendent or designee will give written notice to the vendor stating the deficiencies and unless the deficiencies are corrected within ten days, recommendation will be made to the Board for immediate cancellation. Upon cancellation hereunder the Board may pursue any and all legal remedies as provided herein and by law. The Board reserves the right to terminate any contract re- sulting from this invitation at any time and for any reason, upon giving 30 days prior written notice to the other party. If said contract should be terminated for convenience as provided herein, the Board will be relieved of all obligations under said contract. The Board will only be required to pay to the vendor that amount of the contract actually performed to the date of termination. JJ. SUBCONTRACTING: If a vendor intends to subcontract any portion of this bid for any reason, the name and address of the subcontracting firm must be submitted along with their bid for approval. No subcontracting will take place prior to bid -awarded vendor furnishing this information and receiving written approval from the Board. The Purchasing Department reserves the right to reject a subcontractor who previously failed in the proper performance of an award or failed to deliver on -time contracts of a similar nature, or who is not in the position to perform this award. The School District Representative reserves the right to inspect all facilities of any subcontractor in order to make determination as to the foregoing. The subcontractor will be equally responsible for meeting all requirements specified in this Invitation to Bid. KK. MINORITY BUSINESS PARTICIPATION: The School District of Palm Beach County strongly encourages the use of MinoritylWoman owned business enterprises for participation as partners, joint -venturers, prime contractor, subcontractors, and in contracting opportunities. Inquiries regarding listings of District and State Certified Minority, Women and Disadvantaged Contractors can be made to the School District of Palm Beach County's Department of Equity Assurance, 3322 Forest Hill Boulevard, Suite C-323, West Palm Beach, FL 33406, or phone (561) 434-8508, 7 INVITATION TO BID NO. 02C-6E Contractors who list minority subcontractors as participants in their bids will complete the M/WBE SUBCONTRACTING UTILIZATION REPORT (Form 1528) which can be obtained from the Department of Equity Assurance (address listed above). This form will be submitted with all requests for payment. The District only recognizes as acceptable for certification as minority/woman business enterprises those firms, vendors, and consultants that have successfully completed the certification requirements of the State of Florida Minority Business Advocacy and Assistance Office or the School District of Palm Beach County's Department of Equity Assurance, In the case of those firms or small business enterprises that are certified with the State of Florida Minority Business Advocacy and Assistance Office the firm shall be required to include a copy of their certification letter or certificate. The letter or certificate will only be deemed valid if the dates for certification have not expired. Any pending appli- cation with the School District of Palm Beach County or the State of Florida Minority Business Advo- cacy and Assistance Office shall not be considered as certification of the vendor making application for consideration as a M/WBE firm. The School District of Palm Beach County does not currently by implication or direct means have reciprocity with any governmental or non -governmental entity, with the exception of the State of Florida Minority Business Advocacy and Assistance Office for the purpose of sharing and/or accep- tance of M/WBE vendors, consultants, small business enterprises for certification. LL. LOBBYING: BIDDERS ARE HEREBY ADVISED THAT THEY ARE NOT TO LOBBY WITH ANY DISTRICT PERSONNEL OR BOARD MEMBERS RELATED TO OR INVOLVED WITH THIS BID UNTIL THE ADMINISTRATION'S RECOMMENDATION FOR AWARD HAS BEEN POSTED IN THE PURCHASING DEPARTMENT. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED THROUGH THE PURCHASING DEPARTMENT. LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION, JOINT VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS WHO SEEK TO INFLUENCE THE GOVERNMENTAL DECISION OF A BOARD MEMBER OR DISTRICT PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD'S VOTE ON THE AWARD OF THIS CONTRACT. ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA STATUTES. FAILURE TO POST BOND WITH THE SCHOOL BOARD OR TO ADHERE STRICTLY TO THE REQUIREMENTS OF STATUTES AND STATE BOARD RULES PERTAINING TO PROTESTS WILL RESULT IN SUMMARY DISMISSAL BY THE PURCHASING DEPARTMENT. ADDITIONALLY, ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY ADDRESS THE SCHOOL BOARD AT A REGULARLY SCHEDULED BOARD MEETING. ANY BIDDER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF BIDDER DURING THE TIME SPECIFIED WILL RESULT IN REJECTION / DISQUALIFICATION OF SAID BID. 8 INVITATION TO BID NO. 02C-6E MM. DELIVERY OF BIDS: When hand delivering your bid, bidders must follow the School District's security access procedures. The procedures are as follows: A. Park in visitors' parking area. B. Enter building through the front door. C. Sign -in at the front desk and receive visitor's pass. D. Proceed to the Purchasing Department located in A -Wing, Third Floor, Room A-323. E. Present bid to the Purchasing receptionist for official date/time stamping. BIDDERS SHOULD ALLOW AT LEAST 30 MINUTES TO FOLLOW THE ABOVE PROCE- DURES AND SUBMIT THEIR BID TO THE PURCHASING DEPARTMENT, ROOM A-323, A -WING, THIRD FLOOR, NO LATER THAN THE DATE AND TIME DESIGNATED IN THE BID. NN. POSTING OF BID AND SPECIFICATIONS: Invitation to bid with specifications will be posted for review by interested parties, at 3326 Forest Hill Boulevard, Suite A-323, West Palm Beach, FL 33406, on the date of bid mailing and will remain posted for a period of 10 days. Failure to file a specification protest within the time prescribed in Florida Statutes 120.57(3) will constitute a waiver of proceedings under Chapter 120, Florida Statutes. 00. POSTING OF BID RECOMMENDATION / TABULATIONS: Bid recommendations and tabulations will be posted in the Purchasing Department for review by interested parties, at 3326 Forest Hill Boulevard, Suite A-323, West Palm Beach, FL, on September 19, 2001 at 3:00 p.m., and will remain posted for a period of 72 hours. If the bid tabulation with recommended awards is not posted by said date and time, A "Notice of Delay of Posting" will be posted to inform all proposers of the new posting date and time. Any person adversely affected by the decision or intended decision must file a notice of protest, in writing, within 72 hours after the posting. The formal written protest shall state with particularity the facts and law upon which the protest is based. Failure to file protest within the time prescribed in Section 120.57(3), Florida Statutes, will constitute a waiver of proceedings under Chapter 120, Florida Statutes. PP. BID PROTEST: If a bidder wishes to protest a bid, they must do so in strict accordance with the procedures outlined in FS 120.57(3), and Section LL, Lobbying, Paragraph 3, of this proposal and School Board Policy 6.14. Any person who files an action protesting a decision or intended decision pertaining to this bid pursuant to FS 120.57(3)(b), shall post with the Purchasing Department, at the time of filing the formal written protest, a bond secured by an acceptable surety company in Florida payable to the School District of Palm Beach County in an amount equal to 1 percent (1%) of the total estimated contract value, but not less than $500 nor more than $5,000. Bond shall be conditioned upon the payment of all costs that 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 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 included in the final order of judgment, including charges by the Division of Administrative Hearings. Upon payment of such costs and charges by the protester, the protest security shall be returned. If the protest prevails, he or she shall recover from the District all costs and charges, which shall be included in the final order of judgment. 9 INVITATION TO BID NO. 02C-6E QQ, INFORMATION: Any questions by the prospective bidders concerning this invitation to bid should be addressed to Gaea Peary, CPPB, Purchasing Agent, Purchasing Department (561-434-8210), who is authorized only to direct the attention of prospective bidders to various portions of the bid so they may read and interpret such for themselves. Neither Ms. Peary nor any employee of the District is autho- rized to interpret any portion of the bid or give information as to the requirements of the bid in addition to that contained in the written bid document. Interpretations of the bid or additional information as to its requirements, where necessary, will be communicated to bidders by written addendum. 10 INVITATION TO BID NO. 02C-6E BID SUMMARY SHEET Item 1. KENWOOD, VHF 150-174 MHz, 5W, 8 Channel A. Portable Radio (#TK-260GK) $ B. Helical Antenna (#KRA-14M) $ C. Nicad Battery (#KNB-15A) $ D. Single Unit Desk Charger (#KSC-16) $ (Estimated Quantity 700 each) TOTAL ITEM 1 (A — D INCLUSIVE) $ Item 2. KENWOOD, UHF 450-470 MHz, 4W, 8 Channel A. Portable Radio (#TK-360GK) $ B. Whip Antenna (#KRA-15) $ C. Nicad Battery (#KNB-15A) $ D. Single Unit Desk Charger (#KSC-16) $ (Estimated Quantity 700 each) TOTAL ITEM 2 (A — D INCLUSIVE) $ Item 3. KENWOOD, UHF 450-490 MHz, 40W A. Mobile Radio (#TK-880HK) $ B. External Speaker (#KES-3) $ C. UHF Antenna w/ coil (#SN450A) $ D. Crimp Connector (#PL259) $ (includes KMC-27B Mic., DC Cable, Mounting bracket) (Estimated Quantity 200 each) TOTAL ITEM 3 (A — D INCLUSIVE) $ Item 4. KENWOOD, VHF 150-174 MHz, 15 to 50 watt A. Desk -top Repeater (#TKR-750K) $ B. Control Station Microphone (#KMC-9) $ C. Crimp Connector (#PL259) $ (Estimated Quantity 15 each) TOTAL ITEM 4 (A — C INCLUSIVE) $ Item 5. KENWOOD, UHF 450-470 MHz, 2 to 20 watt Desk -Top Repeater (#TKR-820K) $ (Estimated Quantity 15 each) Item 6. MULTIPLIER, Battery For Kenwood 260GK/360GK (#MKNB-15A) $ (Estimated Quantity 400 Each — Purchased in Tots of 100 each) Item 7. MULTIPLIER, Battery Battery for Kenwood TK353 (#MKNB-12) $ (Estimated Quantity 400 Each — Purchased in lots of 100 each) Item 8. FEDERAL SIGNAL, Informer Dual Relay Version (#I-U10) $ (Estimated Quantity 25 Each) 11 INVITATION TO BID NO. 02C-6E Item 9. ANTENNA SPECIALISTS, EAC-50 Repeater Kit 800 MHz (Cellular & Trunking) (ASPA9806-50 OR ASPD9824-50) (Estimated Quantity 15 each) Item 10. KENWOOD, UHF 450-490 MHz, 5W A. Portable Radio (#TK-380K) $ B. Whip Antenna (#KRA-15M) $ C. Nicad Battery (#KNB-17A) $ D. Single Unit Charger (#KSC-20) $ (Estimated Quantity 50 each) TOTAL ITEM 10 (A — D INCLUSIVE)$ Item 11. KENWOOD, Charger Adapter Six Unit Charger Adapter (#KMB-14) $ (Estimated Quantity 50 each) Item 12.ALEXANDER, Battery, 10 volt For GE MPI (#R6393) $ (Estimated Quantity 100 each) Item 13.ALEXANDER, Battery, 7.5 volt For GE MPI (#R6391) $ (Estimated Quantity 150 each) Item 14.ALEXANDER, Battery, 7.5 volt For Ericsson PCS (#R2931) $ (Estimated Quantity 150 each) Item 15.MULTIPLIER, Battery For GE MPI (#M639G3) $ (Estimated Quantity 100 Each (Purchased in lots of 100 each) Item 16.ANTENNA SPECIALISTS, UHF Antennae 445-470 MHz (ASP 7657) (Estimated Quantity 100 Each) Item 17.ANTENNA SPECIALISTS, Ground Plane 108-512 MHz (ASP 7A) (Estimated Quantity 50 Each) 12 INVITATION TO BID NO. 02C-6E J. K. L. M. N. Item 18. (If bidding on more than one manufacturer, pages 11 — 12 are to be reproduced and completed as needed for each manufacturer's product line and/or catalog bid.) COMPANY REPRESENTATIVE: MANUFACTURER OF PRODUCT BEING BID: Name: Company: Address: Sales Rep.: Telephone: Telephone: Delivery: Fax Number: Email Address: You are: (check one) Manufacturer Distributor Dealer Terms: (Days From Date You Receive P.O.) Discounts based on single fixed discount including balance of line. Bidder is requested to bid all of the items listed. NO. DESCRIPTION A. Portable Radios, includes PL Code, VHF 1 to 5 watts and two channels B. Portable Radios, includes PL Code, UHF 1 to 5 watts, minimum two channels C. Portable Radios, includes PL Code, 800 MHZ 1 to 3 watts, minimum of two channels. Shall include minimum of 25 channel scan and priority feature. D. Mobile radios all be available with PL feature, VHF - 1 to 100 watts, two channel minimum with trunk and dash mount capability. E. Mobile radios all be available with PL feature, UHF - 1 to 100 watts, two channel minimum with trunk and dash mount capability F. Mobile radios all be available with PL feature, 800 MHZ 1 to max. watts, two channel minimum. Shall include scan and priority features and trunk and dash mount capability. G. Remote desk -top stations with transmit indicators H. Control Stations: shall be multi frequency with PL feature available. Output 1 to max wattage and remote capability, VHF 1 to max watts I. Control Stations: shall be multi frequency with PL feature available. Output 1 to max wattage and remote capability, UHF 1 to max watts Control Stations: shall be multi frequency with PL feature available. Output 1 to max wattage and remote capability, 800 MHZ 1 to max watts Repeaters: 1 to maximum of 125 watts and shall include multiplex operation, VHF - output 1 to maximum watts Repeaters: 1 to maximum of 125 watts and shall include multiplex operation, UHF - output 1 to maximum watts Repeaters: 1 to maximum of 125 watts and shall include multiplex operation, 800 MHZ output 1 to maximum watts Crossband Repeater, VHF to 800 MHZ PL feature and PL feature and PL feature and PERCENTAGE DISCOUNT ok ok % % 13 INVITATION TO BID NO. 02C-6E NO. DESCRIPTION O. Crossband Repeater, UHF to 600 MHZ P. Batteries Q. Chargers R. Antennae S. Accessories Is manufacturer's unaltered price list as originally published in general distribution and in effect on date of bid opening attached? If bidder is .other than manufacturer, then is manufacturer's list of authorized distributors/dealers names, addresses, and phone numbers attached? Is list of authorized service facilities, including addresses, telephone numbers and contact persons attached? PERCENTAGE DISCOUNT Yes No % 14 INVITATION TO BID NO. 02C-6E Minority Certification applications are available through the Minority Business Enterprise located at: Department of Equity Assurance School District of Palm Beach County 3322 Forest Hill Boulevard, Suite C-323 West Palm Beach, FL 33406-5871 Phone: (561) 434-8508 http://www.palmbeach.k12.fl.us/bids/mwbe Are you a minority vendor certified by: (Check if appropriate) Palm Beach County School District State of Florida If yes, expiration date Minority Classification If you are not a certified minority vendor and intend to sub -contract with a certified minority firm(s), please list the vendors and the estimated dollar value below: Vendor Estimated Dollar Value For information on other bids currently being solicited for the School District of Palm Beach County, please call the BID HOTLINE at (561) 434-8111. Bids/RFPs are available to view and print at no charge on the Purchasing Department's Internet Hotline. Simply go to http://www.palmbeach.k12,fl,us/bids and click on those documents you are interested in. This will allow you to register, view and print the solicitation. 2 ATTACHMENTS 15 INVITATION TO BID NO. 02C-6E ATTACHMENT A DRUG -FREE WORKPLACE CERTIFICATION Preference must be given to vendors submitting a certification with their bid/proposal certifying they have a drug -free workplace in accordance with Section 287.087, Florida Statutes. This requirement effects all public entities of the State and becomes effective January 1, 1991. The special condition is as follows: IDENTICAL TIE BIDS - 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, a business shall: 1) Publish a statement notifying employees that the unlawful manufacture, distribution, dis- pensing, 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 employee 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 any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. COMPANY NAME VENDOR'S SIGNATURE Must be executed and returned with attached bid at time of bid opening to be considered. PBSD 0580 New 3/91 16 INVITATION TO BID NO. 02C-6E STATEMENT OF NO BID ATTACHMENT B If you are not bidding on this service/commodity, please complete and return this form to: Purchasing Department, School District of Palm Beach County, 3326 Forest Hill Boulevard, West Palm Beach, FL 33406-5813. (Please print or type, except signature) Failure to respond may result in deletion of vendor's name from the qualified bidder's list for the School District of Palm Beach County. COMPANY NAME: ADDRESS: CITY: STATE: ZIP: CONTACT PERSON: TELEPHONE: We, the undersigned, have declined to bid on your bid No. SB for because of the following reasons: Service/Commodity We do not offer this product or the equivalent. Insufficient time to respond to the invitation to bid. Remove our name from this bid list only. Our product schedule would not permit us to perform. Unable to meet bond requirements. Other. (Specify below) REMARKS: SIGNATURE: DATE: 17 AGENDA ITEM INVITATION NO. 02C-6E TERM CONTRACT FOR PORTABLE & MOBILE RADIOS & ACCESSORIES DATE: July 30, 2003 PRESENTED TO BOARD: September 17, 2003 CONTRACT PERIOD: October 18, 2003 through October 17, 2004 DEPARTMENT: Various FUNCTION: Various OBJECT: 6420/5110 FUND: Various FUNDING SOURCE: Various Budgets -Equipment, Materials, & Supplies REQUESTING DEPARTMENT: School Police - Radio Communications FINANCIAL IMPACT The financial impact to the District budget is estimated at $650,000. The source of funds is various schools and departments budgets. Purchase orders processed from October 18, 2001 through July 30, 2003 total $ 1,001,010. AF CONTRACT RENEWAL Term Contract No. 02C-6E was awarded by Board action on October 17, 2001, to Antenna Specialists, Bearcom Operating LP, Car -Comm, Citation Communications, Express Radio, Martronics, Inc., Mes Industries, Motorola, Inc., Multiplier Industries, and Tedi, for two year(s) with the option to renew for two addi- tional one-year periods. The first option to renew is now being exercised for the period October 18, 2003 through October 17, 2004. By Board action on July 17, 2002, the estimated expenditure was increased by $750,000. Antenna Specialists, Car -Comm, Citation Communications, Express Radio, Mes Industries, Multiplier Industries, and Motorola, Inc., have agreed to honor terms, conditions and pricing of existing contract for the forthcoming contract period. Bearcom Operating LP, Martronics, Inc., and Tedi do not wish to renew this contract. Items to be purchased include Portable & Mobile Radios, Repeaters, Antennas & Batteries. RECOMMENDATION: Based on satisfactory performance during the past contract period, it is recommended that the term contract for Portable & Mobile Radios & Accessories, be renewed with Antenna Specialists, Car -Comm, Citation Communications, Express Radio, Mes Industries, Multiplier Industries, and Motorola, Inc. for the period October 18, 2003 through October 17, 2004. Note: Original RFP / Bid document is available upon request. SS:DG:RB:hs C:IDocuments and Settings\JMartin\Locai Settings\Temporary Internet Files\OLK930102C-BE (2).doc Last printed 10/21/2004 11:59:00 AM REVISED AGENDA ITEM INVITATION NO. 02C-6E TERM CONTRACT FOR PORTABLE & MOBILE RADIOS AND ACCESSORIES DATE: October 10, 2001 DATE OPENED: September 19, 2001 DATE SOLICITED: August 22, 2001 DATE POSTED: October 10, 2001 PRESENTED TO BOARD: October 17, 2001 CONTRACT PERIOD: October 18, 2001 through October 17, 2003 DEPARTMENT: Various FUNCTION: Various OBJECT: 6420/5110 FUND: Various FUNDING SOURCE: Various Budgets — Equipment, Materials & Supplies REQUESTING DEPARTMENT: School Police -Radio Communications 112 Bids Solicited 13 Responses ( 12 Bids, 1 No Bids) 99 No Response 6 M/WBEs Solicited, 0 M/WBE Responses ( 0 Bids, 0 No Bids) 6 No Response FI NANCIAL IMPACT The annual financial impact to the various schools and departments budget is estimated at $500,000. The source of funds is various budgets. Purchase orders processed from May 17, 1999 through August 15, 2001 total $986,554 Items to be purchased include portable & mobile radios, repeaters, antennas, and batteries. VENDOR Antenna Specialists Bearcom Operating, LP Car -Comm, Inc. Citation Communications • EF Johnson Company Express Radio, Inc. Martronics, Inc. MES Industries Motorola Multiplier Industries TEDI AWARD RECOMMENDATION / TABULATION MINORITY STATUS ITEM 1 285.79 282.00 286.25 ITEM 2 ITEM 3 311.62 305.00 312.25 466.70 465.00 469.50 C:IDocuments and Settings\JMartin\Local Settings\Temporary Internet Files\OLK930102C-8E (2).doc Last printed 10/21/2004 11:59:00 AM INVITATION NO. 02C-6E AGENDA ITEM Page 2 VENDOR ITEM 4 ITEM 5 ITEM 6 ITEM 7 Antenna Specialists Bearcom Operating, LP Car -Comm, Inc. Citation Communications 1099.86 1.022.50 971.50 1247.04 1160.00 1100.00 49.79 48.38 31.00 33.75 35.00 38.00 EF Johnson Company - - Express Radio, Inc. - 38.40 42.00 Martronics, Inc. 24.50 26.50 MES Industries Motorola - Multiplier Industries 23.00 24.00 TEDI - 28.24 31.76 VENDOR Antenna Specialists Bearcom Operating, LP Car -Comm, Inc. Citation Communications ITEM 8 ITEM 9 ITEM 10 ITEM 11 1998.75 315.00 2425.95 295.00 2195.00 00741 2500.00 EF Johnson Company Express Radio, Inc. Martronics, Inc. MES Industries Motorola • Multiplier Industries tat: 321.30 2798.00 379.00 431.58 123.75 419.00 108.00 430.25 110.00 123.75 INVITATION NO. 02C-6E AGENDA ITEM Page 3 VENDOR ITEM 12 ITEM 13 ITEM 14 ITEM 15 Antenna Specialists Bearcom Operating, LP Car -Comm, Inc. - - 35.00 103.85 42.35 Citation Communications 25.90 75.00 26.00 bilhalrePli 30.00 29.00 83.00 29.00 EF Johnson Company Express Radio, Inc. 31,24 92.70 37.80 Martronics, Inc. 21.50 26.50 45.50 21.50 MES Industries Motorola - - Multiplier Industries - 11.97 40.00 17.00 TEDI 22.35 18.82 51.18 22.35 VENDOR Antenna Specialists Bearcom Operating, LP Car -Comm, Inc. Citation Communications ITEM 16 ITEM 17 31.63 50.25 44.28 35.70 34.95 49,95 e o. i*to 35.00 35.00 EF Johnson Company Express Radio, Inc. 38.70 37.80 Martronics, Inc. MES Industries Motorola Multiplier Industries TEDI 29.76 29.65 INVITATION NO. 02C-6E AGENDA ITEM Page 4 Item 18 — Balance of Line Awarded by Vendor Antenna specialists Antennas 50% Express Radio Repeater Kits 25% Maxon 25-31% Motorola Inc. 20-34% Bearcom Operating LP Nextel 25% Icom America, Inc. 25-45% Mes Industries Car -Comm Federal Signal 10% Kenwood (Items A-F) 37% Ritron 10-20% Motorola, Inc. Vertex Standard (Items A-J) 26% Motorola, In.c 15% Citation Communications Kenwood (Items G — S) 20-30% TEDI CES Wireless Technologies 10% Jbro Bateries 43% EF Johnson/Smartnet 15-20% Multiplier Industries 52% EF Johnson/Land Mobile 18-20% MIA Com 10% Nextel 15-25% Pyramid Comm 15-20% Tait Electronics 20-25% Vertex Standard (Items K-S) 23-27% LEGEND: Award - Primary ( ) = Reject MINORITY - (2-Black, 3-Hispanic, 4-Indian/Alaska, 5-Asian, 6-Women, 7-Disabled, 8-Other) RECOMMENDATION: I recommend award be made to the lowest and best bid from the responsive and responsible bidder(s), as indicated above, and authorize the use of the next lowest bidder(s) meeting the same conditions in the event the original awardee cannot fulfill their contract. INVITATION NO. 02C-6E AGENDA ITEM Page 5 SUMMARY OF AWARDS Citation Communications Martronics, Inc Item 1 $197,400 Item 12 - $2,150 2 $213,500 3 $ 93,000 Multiplier Industries 4 $15,337 Item 6 $9,200 5 $17,400 7 $9,600 8 $ 7,375 13 $1,795 10 $ 20,950 14 $6,000 11 $ 5,400 15 $1,700 Total $537,625 Total $28,295 TEDI Item 9 - $28,217 16 - $2,976 17 - $1,485 Total - $32,678 EXCEPTIONS: DEMBAR CORP. — Bid withdrawn, per special condition FF. BID PROTEST Failure to file a protest within the time prescribed in s. 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Offers from the vendors listed herein are the only offers received timely as of the above opening date and time. All other offers submitted in response to this solicitation, if any, are hereby rejected as late. If a bidder wishes to protest a bid, they must do so in strict accordance with the procedures outlined in FS 120.57(3). Any person who files an action protesting a decision or intended decision pertaining to this bid pursuant to FS 120.57(3)(b), shall post with the Purchasing Department, at the time of filing the formal written protest, a bond secured by an acceptable surety company in Florida payable to the School District of Palm Beach County in an amount equal to 1 percent (1%) of the total estimated contract value, but not less than $500 nor more than $5,000. Bond shall be conditioned upon the payment of all costs that 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 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 included in the final order of judgment, including charges by the Division of Administrative Hearings. Upon payment of such costs and charges by the protester, the protest security shall be returned. If the protest prevails, he or she shall recover from the District all costs and charges, which shall be included in the final order of judgment. SS:DN:SB:GP:jm