HomeMy WebLinkAboutInvitation to bid Palm BeachSCHOOL 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
Y ENO NO. 02C-OBE Date: August 22, 2001
Bo 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 wit! be opened.
Vendor Name:
Terms:
Vendor Mailing Address:
Delivery calendar days after
receipt of order.
City - State - Zip Code:
F.E.I.D. No. (5.5. #)
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, priorto, or after any
delivery of material. Any such violation will result in the cancellation andlor return of materials (as applicable) and the removal from the bid list(s}.
Authorized Signature {Manual) Authorized Signature (Type or Printed) and Title
INVITATION TO BID
This Invitation to Bid, General Conditions, Instructions to Bidders, Special Conditions, Specifications, Addenda, and/or any other pertinent documents
form a part of this proposal and by reference are made a part thereof.
PURPOSE: 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.
SEALED 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
Purchasing Department and all bidders and general public are invited to attend, All bids shall be submitted in seated envelopes, mailed or delivered to the
School District of Palm Beach, Purchasing Department, 3326 Forest Hill Boulevard, West Palm Beach, FL 33406-5813, Outside of envelope shall plainly
identify bid by: B!D NUMBER, TITLE and TIME and DATE OF BID OPENING using the label provided. It is the sole responsibility of the bidder to ensure
their bid reaches the Purchasing Department on or before the closing date and hour as shown above.
BOARD'S ACCEPTANCE: Unless otherwise specified herein, the bidder will allow a minimum of ninety (90) days from the last date for receiving of bids
for acceptance of its bid by the Board.
AWARDS: 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
technicalities in bids received; to accept any item or group of items unless qualified by bidder; to acquire additional quantities at prices quoted on this
invitation unless additional quantities are not acceptable, in which case the bid sheets must be noted "BID IS FOR SPECIFIED QUANTITY ONLY". All
awards made as a result of this bid shall conform to applicable Florida Statutes.
GENERAL CONDITIONS, INSTRUCTIONS AND INFORMATION FOR BIDDERS
SEALER BIOS: One copy of this executed Invitation to Bid page and Bid Summary
page(s) must be returned with the bid in order for the bid to be considered for
award All bids are subject 10 all the conditions specified herein; all General
Conditions, Special Conditions on the attached bid documents; and any addenda
issued thereto. Any failure on the part of the bidder to comply with the specifica-
tions, terms and conditions of this Invitation to Bid shall be reason for termination
of contract.
1. EXECUTION OF BID: Bid must contain a manual signature of an authorized
representative in the space provided above. Failure to properly sign proposal
shall invalidate same, and It shall not be considered for award. Al) bids must
be completed in ink or typewritten- Corrections must be initialed by the
person signing the bid. Any corrections not initialed will not be tabulated.
The original bid 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.
2. NO BID: If not submitting a bid, respond by returning the enclosed
"Statement of No Bid" form and explain the reason. Note: A bidder, to qualify
as a respondent, must submit a "no bid" and same must be received no later
than the stated bid opening date and hour.
3. 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).
Discounts 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
taxes imposed bythe State andlor Federal Government. State Sales Tax
Exemption Certificate No. O3.00009-22-60 and Federal Excise Tax No. 59-
74-4257F appears on each purchase order. This exemption does 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 192 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
in 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
bld agreement, or to directly neggotlatelpurchase per School Board policy
andlor State Board Rule SA•l.012 (6) in lieu of any offer received or award
made as a result of this br7iFii ii 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 best interest 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). Alt containers shall be suitable
for storage or shipment, and all prices shall include standard commercial
packaging.
F. UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the
bid, all manufactured items and fabricated assemblies shall be Lit 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 spate provided.
Delivery time may become a basis for making art award (See Special Condi-
tionsl. 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•
or, or vunoor catalo number in specifications is for the purpose of establish.
ing a grade or quali of material only. it is not the Distnct's intent to rule out
other competition, t erefore, 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 ar dior 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 ather 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 details) confor-
mance with specifications.
6. QUALITY: The items hid 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.
8. 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 o! the Florida Department of Agriculture and Consumer
Services, or an independent testing laboratory. Bidders shall assume full
responsibility for payment for any and aft charges for testing and
analysis of any materials offered or delivered that do not conform to the
minimum required specifications, Bidders 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 far 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 sellers expense.
9. DEFAULT PROVISION: In case of default by the bidder or contractor, the
District may procure the articles ar 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. BID 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
L4-42.102{21) shall furnish to the Purchasing Department a Material Safety
Cafa Sheet (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;
{2) The known acute and chronic health effects of risks from exposure,
including the medical conditions which are generally recognized as
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 IndustrialsafeW and Health,
Toxic watte Information Center, 2551 Executive Center Circle West, Tallahas-
see, FL 32301.5014, Telephone 1.800-367•4378.
14. OSHA: The bidder warrants that the producUservicee 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 11TO, as amended, and the
failure to comply with this condition will be consideredasa breach of contract.
15, ANTI•DISCRIMiNATION: The bidder certifies that then are in compliance with
the non-discrimination clause contained in Section 201, Executive Order 11246,
as amended by Executive Order 11375 relative to equal employment opportuni•
ty for all persons without regard to race, color relfgion,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.
IT. CONFLICT OF INTEREST: The award hereunder le subject to the provisions of
Chapter 112, Florida Statutes. All bidders must disclase with their bid the
name of any officer, director or agent who is also anernplayee 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 ar any of its branches.
18. 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 an
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, proposers) is to adhere to School Board Policies 3.12 and 3.13,
pursuant to the following, with respect to any criminal arrests and convictions,
and on notice thereto that any employees involved in any Chapter435, Florida
Statutes offenses are precluded from continuing to work on the protect 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 an the part of the bidder, which offer shall be deemed accepted upon
approval by the Board. In case of a default an the partaf he bidder after such
• acceptance, the District may take such action as It deems appropriate
including legal action for damages ar specific performance.
2t. 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 all necessary Licenses, permits
and insurance. Bidder shall be liable for any damage or foss to tha District
incurred by bidder, bidder's employees, licenses of the bidder ar 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. Nat withstanding the foregoing, the
liability herein shall be limited to ten million dollars ($I0,000,000) and the
bidder recognizes that and covenants that it has received consideration for
Indemnification provided herein.
22. SPECIFICATIONS: Any omissions of detail specifications slated herein that
would render the materials/service from use as specified will not relieve the
bidder from responsibility.
23. 81D BONDS AND PERFORMANCE BONDS: Bid bonds, when required, shall be
submitted with the bid In the amount specified in Special Conditions. Hid
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 wilt be made after the items/services awarded to a vender
have been receivedlcompleted, 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 an 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. M/WBE GOAL: The Goat Setting Committee has not established a bid preference for participation/ -
utilization of MinorityiWomen's Business Enterprises.
The Board strongly encourages the use of MinorityNVoman 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.
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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 orders) 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 an 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 sates 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
Palrn 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, A 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 safe 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 provide% notice of a decision or intended decision
pursuant to S. 120.57(3) or within ten days after bid or proposal opening, whichever is earlier.
5
INVITATION TO BID NO. 02C-6E
AA. CORRECTIONS: Ail 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 / 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.
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 an 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 267.017, for CATEGORY TWO for
a period of 36 months from the date of being placed on the convicted vendor list.
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 Soard
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 MinorityNVoman 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 MNVBE
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 MIWBE 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 andlor accep-
tance of MIWBE 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 SEEN POSTED IN THE
PURCHASING DEPARTMENT. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED
THROUGH THE PURCHASING DEPARTMENT.
LOBBYING 1S 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 QF 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.
INVITATION TO BID NO. 02C-6E
MM. DELIVERY OF BIDS: When hand delivering your bid, bidders must follow the School Districts
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, ROAM 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 beposted in the Purchasing Department for review by interested parties, at 3325 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 pasting 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
ail 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
judg ment.
9
;NVITATION TO BID NO. 02C-6E
QQ. INFORMATION: Any questions by the prospective bidders concerning this invitation to bid shduld 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) $
8. 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 wf coil (#SN450A) $
D. Crimp Connector (#PL259) $
(includes KMC-278 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 lots 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 (#1-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 MPf . (#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 Tots 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
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 tine and/or catalog bid.)
COMPANY REPRESENTATIVE: MANUFACTURER OF PRODUCT BEING BID:
Name: Company:
Address: Sales Rep.:
Telephone:
Telephone: Delivery:
(Days From Date You Receive P.O.)
Fax Number:
Terms:
Email Address:
You are: (check one) Manufacturer Distributor Dealer
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
1. Control Stations: shall be multi frequency with PL feature available. Output 1
to max wattage and remote capability, UHF 1 to max watts
J. Control Stations: shall be multi frequency with PL feature available. Output 1
to max wattage and remote capability, 800 MHZ 1 to max watts •
K. Repeaters: 1 to maximum of 125 watts and shall include PL feature and
multiplex operation, VHF - output 1 to maximum watts
L. Repeaters: 1 to maximum of 125 watts and shall include PL feature and
multiplex operation, UHF - output 1 to maximum watts
M. Repeaters: 1 to maximum of 125 watts and shall include PL feature and
multiplex operation, 800 MHZ output 1 to maximum watts
•
N, Crossband Repeater, VHF to 800 MHZ
PERCENTAGE
DISCOUNT
%
Ok
13
INVITATION TO BID NO. 02C-6E
NO. DESCRIPTION
O. Crossband Repeater, UHF to 800 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
H dlC 111te1CJlGU III. 1 vv411 anvvv vvu w Iv}-1 .. '.., ..••••... ....•- ,-.••,• __.._..__._...
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 htto://www.calmbeach.k1.2.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
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