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 Bid #4025DG - Paint and Painting Supplies.
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. Bidders who obtain Solicitation Packages from sources other than www.publicpurchase.com shall be required to register with Public Purchase. 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.
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 Assistant 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.
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.
2. ONLY ON LINE RESPONSES shall be accepted on line at www.publicpurchase.com prior to 2:00 pm on November 14, 2014.
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: SCOPE OF WORK / SPECIFICATIONS: The intent of this invitation to bid is to establish the minimum requirement for paint and painting supplies, listed and described in the body of these specifications, to be used as noted, by the Lake County Schools on an as needed basis.
A. Advisory service shall be furnished at no additional cost, on an “as needed” basis, from a chemist employed by the paint manufacturer.
B. All paint shall be “Factory Fresh”. Date of manufacture through date of delivery shall be no more than 60 calendar days.
C. Paint Colors: Colors shall be guaranteed to match throughout the term of this agreement. The successful bidder shall make full reimbursement for correcting any non-match colors. There shall be no additional charge for special mix colors.
D. Warranty: The manufacturer’s standard warranty shall apply from the date of delivery.
E. Delivery: Delivery time from receipt of order to delivery shall not exceed three (3) days. All prices should include delivery, FOB destination, to Lake County Schools, Maintenance Department, 220 North Central Ave, Umatilla, FL 32778, South Maintenance Department, 410 Alpine St., Mascotte, FL 34753 or such other point as designated. Delivery times are 7:30 AM - 3:00 PM, Monday through Friday, excluding holidays.
F. Labeling: Each carton shall be labeled on one side. Each label shall identify each carton as follows:
1) Name of supplier
2) Quantity
3) Purchase order number
4) Description of contents
5) Date of Manufacture
G. Material Data Safety Sheets: The Manufacturer, Importer or Distributor of a toxic substance shall provide a material safety data sheet with bid.
H. Literature: The manufacturer's name and model number shall be included on your bid whenever an equivalent product is offered, or when a manufacturer's name and model number is not already indicated on the bid. Brochures and specifications shall be uploaded with the Bidder’s submittal package for all items bid.
I. Master Painters Institute (MPI) Certification: Wherever a Master Painters Institute (MPI) specification number is given then product bid must be on the MPI Certified Products List at the time of the bid opening or Vendor must submit the MPI specifications along with their product specifications to verify that paint meets MPI specifications. Failure to supply these specifications may be reason for disqualification.
The MPI Certified Products List and Product Specifications may be viewed at their website at: http://www.specifypaint.com/APL/paintinfo_APL/ProductbyType.asp
MPI Architectural Painting Specification: MPI “Detailed Performance" and MPI "Evaluated Performance" products require the manufacturer's technical certification that the product meets either the required MPI'S "Detailed Performance" definition, or the MPI "Evaluated Performance" definition. Both require verification by MPI lab tests. Continued listing is dependant upon random MPI confirmation testing.
J. Samples and Testing: The School Board reserves the right to request a sample of each item being bid. This may be done at any time during the award process or at any time during the contract period. If samples are requested, these samples must be provided within 48 hours to the School Board. Each sample shall be labeled with the name of the company submitting the sample, bid number, item number, and sent at bidder’s expense to Lake County Schools, Purchasing Department, 29529 CR 561, Tavares, Florida 32778. Upon request, if sample has not been destroyed in testing, sample will be returned to bidder at bidder’s expense.
K. The School board reserves the right to submit these samples to an independent testing laboratory for analysis. Findings of any testing shall be considered final. If the samples tested meet specifications, the School Board will pay for the cost of the testing. If the paint samples submitted for testing do not meet specifications:
1) The seller shall pay for all cost of testing.
2) The seller shall be required to pick-up all paint on-hand and issue a credit for this unused paint plus all paint already expended that does not meet specifications.
3) The School Board may void the Contract and the seller may be barred from bidding on future contracts with Lake County Schools for a period of up to three (3) years.
4. BID SCHEDULE:
Deadline for Questions: October 31, 2014 @ 4:00 PM
Last Date for Addendums: November 7, 2014
Bid Opens: November 14, 2014 @ 2:00 PM
Posting of Award Recommendation: December 10, 2014
Board Action on Recommendation: December 22, 2014
5. AWARD:
A. It is anticipated that award will be made on a lot by lot basis to the lowest and best responsive and responsible bid received for each respective lot. However, the School Board reserves the right to make award(s) on a lowest price basis by item, group of items, 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. Multiplying unit cost per item by quantity estimated and summing the totals shall determine lowest bid price. Percentage off line discounts will be for information only.
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 December 10, 2014 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.