INVITATION TO BID
SCHOOL BOARD OF LAKE COUNTY
PURCHASING DEPARTMENT
29529 COUNTY ROAD 561
TAVARES, FLORIDA 32778-2496
The School Board of Lake County, located in Tavares, Florida, solicits your company to submit a bid on our #4382DG – Ready Mix Concrete.
All terms and conditions below are a part of this Invitation to Bid (ITB) and no bids will be accepted unless the vendor complies with all conditions required herein. Rights are reserved by the School Board of Lake County to accept or reject any and all bids and to waive all technicalities and award in the best interest of the Board. The Board does not sign contract forms provided by vendors. The bid, request for proposal, or invitation to negotiate with the vendor’s signature will constitute an offer to sell to the Board under the stated terms and conditions.
All prospective vendors are hereby cautioned not to contact any Board member of the School Board of Lake County or any other employee, officer, staff or agent, nor to attempt to persuade or promote through other channels. All contacts must be channeled through the Procurement Department. Failure to comply with these procedures shall be cause for disqualification of firm’s Submittal.
From the notice of publication until 72 hours after the posting of the recommendation of award only the Purchasing Department should be contacted concerning any questions concerning this bid. No other employee, officer, staff or agent of the School Board should be contacted during this period. All questions/concerns pertaining to any technical aspects of this bid should be posed through Public Purchase.
Purchasing Contact: Deborah Gardner, CPPB, Certified Purchasing Agent
E-mail:
Fax: 352-253-6761
Address: 29529 CR 561
Tavares, Florida 32778
Formal bid openings will no longer be held for bids other than construction. Only the names of the bidders will be read.
Prior to the release of this Invitation to Bid (ITB), a review of State of Florida purchasing agreements was conducted to determine if their use would be economically advantageous to the District.
1. 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.
IMPORTANT NOTICE TO BIDDERS: The Procurement Services Department of Lake County Schools has partnered with Public Purchase for the posting, notification, and processing of their bid opportunities. There is NO COST to Vendors to use this service for Lake County Schools bid opportunities.
Please follow the link www.publicpurchase.com to register with Public Purchase for Lake County Schools. This will place the Bidder on the notification list for any forthcoming addendum or other official communications. Failure to register as a prospective Bidder and/or accept receipt of each document may cause your Submittal Package to be rejected as non-responsive. If you have submitted a package without Lake County School Board issued forms and/or acknowledgment of issued addenda as provided by the Lake County School Board your submittal may be considered non-responsive.
2. ONLY ON LINE RESPONSES shall be accepted on line at www.publicpurchase.com prior to 4:00 pm on September 29, 2016.
It is strongly recommended THAT respondents submit bids as early as possible. time should be allowed to receive any requested assistance FROM PUBLIC PURCHASE. waiting until the last hours of the solicitation could impact the bid submittal.
3. SCOPE OF WORK / SPECIFICATIONS: The intent of this bid is to establish prices for ready mix concrete, listed and described in the body of these specifications, to be used by the Lake County School Board.
A. The successful bidder(s) shall have been in the ready mix concrete delivery business for a minimum of one (1) year and maintain a current business license from the State of Florida.
B. All ready mix concrete shall conform to all local, county, state and federal codes and ASTM standards.
C. Bidders shall provide documentation of applicable license, and/or certification, and document commercial experience with bid.
D. The successful bidders(s) shall have a minimum of two (2) concrete delivery trucks, each capable of handling a minimum of eight (8) cubic yards.
E. DELIVERY: NORTH LAKE COUNTY
Delivery of ready mix concrete will be made to sites in the following areas of north Lake County: Altoona, Eustis, Fruitland Park, Lady Lake, Leesburg, Mount Dora, Paisley, Sorrento, Tavares, and Umatilla.
F. DELIVERY: SOUTH LAKE COUNTY
Delivery of ready mix concrete will be made to sites in the following areas of south Lake County: Astatula, Clermont, Groveland, Howey-in-the-Hills, Mascotte, and Minneola.
4. BID SCHEDULE:
Deadline for Questions: September 16, 2016 @ 4:00 PM
Last Date for Addendums: September 19, 2016
Bid Opens: September 29, 2016 @ 4:00PM
Posting of Award Recommendation: October 12, 2016
Board Action on Recommendation: October 24, 2016
5. AWARD:
A. It is anticipated that Award shall be made to one Primary and one Alternate vendor who submit the first and second “lowest” and “best” responsive and responsible bids submitted based on conformity to specifications and price. Multiplying unit cost per item by quantity estimated and summing the totals shall determine lowest bid price. The Primary vendor shall always be contacted first and the School Board shall contact the alternate vendor only when the Primary vendor cannot complete the work within the required period of the time as determined by the School Board of Lake County.
However, as the best interests of the School Board may require, the School Board reserves the right to make award(s) on a lowest price basis by item, group of items, lot, all or none, or a combination thereof; with one or more Vendors; to reject any and all bids, that in its judgment will be for the best interest of the Lake County Schools, or waive any minor irregularity or technicality in bids received. Award shall be made on conformity to specifications and price.
B. PREFERENCE TO FLORIDA BUSINESSES: Any vendor of Printing Services and personal property purchases whose principal place of business is outside the State of Florida must accompany any written bid, proposal or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts. All bidders must complete Attachment 6, Bidder’s Statement of Principal Place of Business. If a preference is determined to exist and the out of state vendor is the lowest responsive and responsible bidder, then the Florida vendor who is closest in competitive pricing to that bidder will be granted the same preference. If no preference is found to exist for the out of state vendor who has submitted the lowest responsive and responsible bid, then the Florida vendor who is closest in competitive pricing will be granted a 5% preference.
C. The Board reserves the right to use the next lowest and best responsive and responsible bidder in the event the original awardee(s) of the bid cannot fulfill their contract, subject to the terms and conditions provided herein. The next lowest and best responsive and responsible bidder’s prices must remain the same as originally bid and must remain firm for the duration of the contract.
It is important that vendors understand the District’s budgetary restrictions when offers are submitted. To fulfill our fiduciary responsibilities we are requesting that all pricing submitted is as competitive as possible so that we may return maximum value to the District. By providing a bid the vendor is acknowledging that the District’s current or future budgetary shortfalls may materially impact long-term completion of the District’s projections under this bid and/or may materially impact the District’s ability to consider renewal of any subsequent terms. Please also see Item 8.
6. Bid tabulations with recommended awards will be posted for review by interested parties on or about October 12, 2016 and will remain posted for a period of 72 hours. The award recommendation will be posted in the Purchasing Department located at 29529 County Road 561, Tavares, Florida, and on www.publicpurchase.com. Since this information is available as outlined above, the purchasing department will not mail or fax recommendation of award notices to all bidders. Failure to file a protest within the time prescribed in Section 120.57 (3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any person who is affected adversely by the decision or intended decision shall file with the Board, through it’s Purchasing Department, a written notice of protest within 72 hours after the posting or notification. A formal written protest shall be filed within 10 calendar days after filing the notice of protest. With respect to a protest of the specifications contained in an invitation to bid or in a request for proposals, the notice of protest shall be filed in writing within 72 hours after the receipt of the project plans and specifications or intended project plans and specifications in an invitation to bid or request for proposals (but no later than the time when the bids or responses must be received in order to be considered), and the formal written protest shall be filed within 10 calendar days after the date the notice of protest is filed. The 72 hours period referred to herein shall not include Saturdays, Sundays, or holidays. The word "holiday" shall mean any weekday on which the School Board's Administrative offices are closed. Failure to file a timely formal written protest shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. The formal written protest shall state with particularity the facts and law upon which protest is based. Any person who files an action protesting a decision or intended decision pertaining to a bid pursuant to FS 120.57(3)(b), shall post at the time of filing the formal written protest, a bond payable to the School Board of Lake County in an amount equal to one percent (1%) of the total estimated contract value, but not less than $500 nor more than $5,000, which bond shall be conditioned upon the payment of all costs which may be adjudged against the protester in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, a cashier’s check, certified bank check, bank certified company check, or money order will be an acceptable form of security. If, after completion of the administrative hearing process and any appellate court proceedings, the district prevails, it shall recover all costs and charges which shall be included in the final order or judgment, including charges made by the Division of Administrative Hearings, but excluding attorney’s fees. Upon payment of such costs and charges by the protester, the protest security shall be returned. If the protester prevails, he or she shall recover from the district all costs and charges which shall be included in the final order of judgment, excluding attorney’s fees. Upon receipt of the formal written protest and protest bond which has been timely filed, the district shall stop the bid solicitation process or the contract award process until the subject of the protest is resolved by final district action, unless the Superintendent sets forth in writing particular facts and circumstances which require the continuance of the bid solicitation process or the contract award process without delay in order to avoid an immediate and serious danger to the public health, safety, or welfare.
7. QUANTITIES: Quantities stated on the Cost Proposal Form are estimated annual quantities that may be purchased during the Contract term. The School Board reserves the right to order greater than or less than the quantity stated. These estimates are intended as a guide in submitting your bid. Orders will be placed on an “as needed” basis at any time and in any quantity during the bid period. It is requested that if quantities ordered during the contract term exceed 10% of the estimated total quantity per item that vendors indicate an additional discount percentage to be offered.
8. PROMOTIONAL PRICING:
A. Best Pricing Offer – During the Contract term, if the Customer becomes aware of a better pricing offered by the AWARDED VENDOR(S) for substantially the same or a smaller quantity of a product outside the Contract, but upon the same or similar terms of the Contract, then at the discretion of the Customer the price under the Contract shall be immediately reduced to the lower price.
B. Sales Promotions – In addition to decreasing prices for the balance of the Contract term due to a change in market conditions, an AWARDED VENDOR(S) may conduct sales promotions involving price reductions for a specified lesser period. An AWARDED VENDOR(S) shall submit to the Purchasing Department documentation identifying the proposed (1) starting and ending dates of the promotion, (2) products involved, and (3) promotional prices compared to then-authorized prices. Promotional prices shall be available to all Customers. Upon approval, the AWARDED VENDOR(S) shall provide conspicuous notice of the promotion.