INVITATION TO BID

PURCHASING DEPARTMENT 

SUBMIT BID 

TO: 

School Board of Hernando County, Florida 

School Distribution Center 

8050 Mobley Road 

Brooksville, Florida 34601 

BID TITLE: PAINTING SERVICES BID NO. 

03-968-18 

F.O.B. County Wide Purchasing 

Contact: 

Linda S. McCosh, C.P.P.B. 

DESTINATION (352) 797-7060 

POINT: Issue Date: March 7, 2003 

BID DUE DATE: April 11, 2003 

BID OPENING: 

School Distribution Ctr., Purchasing 

BID OPENING TIME: 11:00 AM 

Conference/Bidding Room 103 

MANDATORY PREBID: March 19, 2003 @ 10:00 AM 

INVITATION TO BID 

SUBMITTALS: 

Certain Submittals are required with this bid. See the SUBMITTALS CHECKLIST found later in the bid 

document for details. Two (2) complete copies (1 original & 1 copy) of your bid proposal are required. Each 

bid proposal shall include all information and submittals requested in this bid. Incomplete bid proposals may 

be declared non-responsive. 

PURCHASES BY OTHER PUBLIC AGENCIES (D.O.E. Regulation #6A1.012 (5) – 

With the consent and agreement of the successful bidder(s), purchases may be made under this bid by other 

governmental agencies within the state of Florida. Such purchases shall be governed by the same terms and 

conditions as stated herein. 

Note to Bidder: 

A. A signed bid submitted to the School Board obligates the bidder to all conditions stated on the bid proposal form. 

B. Bids received and stamped after the stated bid opening date & time will not be considered. 

Delivery Days After Receipt Of Purchase Order: 

Payment Terms 

BIDDER MUST FILL IN THE INFORMATION LISTED BELOW AND SIGN WHERE INDICATED FOR BID TO BE CONSIDERED. 

UNSIGNED BIDS SHALL BE REJECTED 

Company Name: 

FEIN: 

Address: Telephone: ( ) 

City, State: Zip: FAX: ( ) 

Signature of Owner or 

Authorized Officer/Agent 

E-mail: 

Typed OR Legibly Printed Name 

of Above: 

Date Submitted: 

NO BID: 

I HEREBY SUBMIT THIS AS A “NO BID” FOR THE REASONS CHECKED BELOW: 

Insufficient time to respond 

Could not meet Insurance/bond requirements 

Addenda were received too late to respond 

Could not meet bonding requirements 

Could not meet specifications 

We do not offer the product/service requested 

Specifications were unclear or restrictive 

Our schedule will not permit us to respond 

Terms & Conditions were unclear or restrictive 

We do not bid directly 

Keep our company on this bid list for future bids 

Remove our company name from this bid list for future bids 

NOTE: Please be aware this bid may be duplicated on two (2) sides 

(03-968-18) Page 1 of 33

GENERAL TERMS & CONDITIONS 

(HCSB Bid Document 08/31/04) 

1. PREPARATION OF BIDS: 

a. Bidder’s Liability: Bidders are expected to examine the specifications and all special and general conditions, requirements, and 

instructions. Omission on the part of the bidder to make the necessary examinations and investigations, visit appropriate site 

locations and become familiar with ALL locations covered under this bid, or failure to fulfill in every detail the requirements of the 

contract document, will not be accepted as a basis for varying the requirements of the School Board or compensation to the 

contractor. Failure to do so is at the contractor’s risk. Failure to follow the instructions in the bid is cause for rejection. 

b. Submittal of Bids: BIDS SHALL BE SUBMITTED IN A SEALED ENVELOPES CLEARLY MARKED WITH THE BID 

NAME, NUMBER, DATE & TIME using the self-adhesive return address label provided with your specification packet should be 

affixed to outside of your envelope identifying it as a sealed bid. Submit bids in an envelope separate from any express mail or 

courier envelopes, as those items will be opened and discarded. Any company not responding to this request with either a bid or a 

“NO BID” may be removed from the active bidders list. 

c. Receipt of Bids: The Hernando County School Board is not responsible for timely delivery of the U.S. or private courier mail. The 

Bidder is responsible to allow adequate mailing time, including time for interoffice mail delivery, or to take appropriate alternate 

steps to assure that their bid is delivered to the purchasing department by the specified due date and time. BIDS WILL NOT BE 

ACCEPTED AFTER THE STATED BID OPENING DATE AND TIME. 

d. Acceptable Form: Telegraph and Facsimile (FAX) bids shall not be considered. 

e. Minimum Required Documents: The following documents must be returned with your bid proposal to be considered responsive: 

i. Completed and signed Invitation To Bid form. (page 1) 

ii. Completed Bid Proposal form(s) 

iii. All items checked on Submittals Checklist form included with the bid. 

f. Forms: All bids must be submitted on and comply with the bid forms provided. If additional space is required, the bidder may 

submit a signed, dated attachment, which will become part of the bid response. The Invitation to Bid Form must be signed by the 

owner or authorized officer/agent of the company submitting a bid or the bid will be rejected. 

g. Quoted Prices: Prices are to be submitted in accordance with the quantities required, which appear in the bid invitation. Unit 

prices will prevail over extended totals whenever the extended amount is in conflict with the estimated quantity (x) the unit price. 

When a total lot price of two or more distinct items is requested, the purchasing department reserves the right to verify 

mathematical extensions and totals, correct totals if necessary and recommend an award based upon the overall group total. All 

items are to be bid FOB destination with all transportation charges prepaid and title transferring to the district at the time of 

delivery, unless otherwise stated in bid invitation. Each item will be awarded individually, unless two or more items are grouped 

“All or None” or grouped in categories either by the bidder or in the original bid invitation. 

h. Item Specifications: When the bid invitation specifies a certain manufacturer, brand, make or catalog number, denoting the quality, 

type or standard of article desired, the bidder may offer an equal or superior alternate, unless the term “No Substitutes” or “Only” 

is used in the bid invitation. The term “No Substitutes” or “Only” may be used when compatibility with other articles or materials 

is required or if standardization is desired. 

i. Any item bid as an alternate which lacks sufficient descriptive literature or information to enable a comparative analysis, 

may prevent its consideration. 

ii. 

If the bidder does not indicate that an item proposed to be furnished is other than specified, the specified item requested 

must be supplied by the bidder upon receipt of a purchase order. 

i. Bid, Performance & Payment Security: When bid, performance and payment securities are required, the Required box will be 

checked on the Submittals Checklist form included with the bid. 

j. Insurance Certificate: When an insurance certificate is requested, the Requested box will be checked on the Submittals Checklist 

form included with the bid. 

k. Product Certification: When product certification is requested, the bidder will submit as part of the bid, a signed affidavit, 

properly notarized, indicating that the item meets all specifications required. 

2. VARIANCE TO BID DOCUMENTS: 

For purpose of bid evaluation, bidders must indicate any or all variances to the bid documents and/or specifications as stated, no matter how 

slight. If variations are not stated in the bid, it shall be construed that the bid submitted fully complies in every respect with our bid 

documents. 

3. MANUFACTURER’S CERTIFICATION: 

The Purchasing Department reserves the right to request from bidders separate manufacturer’s certification of all statements made in the 

proposal, if applicable. 

4. AUTHORIZATION TO DELIVER MATERIALS or SERVICES: 

Vendors are prohibited from shipping any merchandise or providing any services prior to receiving either an official award letter, a purchase 

order number or a hard copy purchase order from the purchasing department. The vendor assumes all liability for any costs or damages 

incurred. The district will be under no obligation to pay for merchandise delivered or services provided resulting from violation of this rule. 

5. TAXES: 

Purchases are exempt from ALL Federal excise and State sales tax. 

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6. INQUIRIES/INFORMATION: 

Any questions by prospective bidders concerning requirements of this bid should be addressed to the Purchasing Department’s contact name 

that appears on the front of the Invitation To Bid form or to individuals specifically named in the Special Conditions section of the bid. The 

Purchasing Department will assist vendors and answer questions to the best of our ability. Questions of a technical nature may be referred to 

other individuals as deemed necessary by the buyer for an appropriate response. Requests for interpretation of the bid or additional 

information shall be communicated to the buyer no later than seven (7) working days prior to the currently scheduled bid opening date. 

Interpretations of the bid, clarification of bid specifications and requirements or changes to the bid which have a material effect shall be 

communicated to bidders only by written addenda. Verbal responses to bidders’ questions do not constitute an official position unless 

documented in the form of written addenda and shall be considered inadmissible in bid protest proceedings. All such written addenda should 

be signed and returned to the Purchasing Department prior to the bid due date and time as proof of receipt. Failure to return such addenda 

may constitute cause for rejection. 

7. ITEM SUBSTITUTIONS: 

Under no circumstances may a vendor substitute a different product for any item they were awarded from this bid, without prior approval. In 

the event an awarded item is discontinued by the manufacturer during the term of this bid, the successful bidder must provide an acceptable 

substitute item at the same bid price or risk being found in default. The vendor must file a written request with the purchasing department 

and be granted approval to substitute, in writing, before any substitution may be made. Requests to substitute should be accompanied by 

complete specifications for the proposed substitute item, and a sample, if requested. 

8. FLORIDA STATE CONTRACTS: 

If a company currently holds a contract with the State of Florida, Department of Management Services, Division of Purchasing or the Florida 

Department of Education, to supply the products or services requested in this bid, the bidder shall quote not more than State contract price(s). 

Failure to comply with this request may result in disqualification. The Board reserves the right to reject bids and purchase from State 

contracts if to do so represents its best interest. 

9. BID SAMPLES: 

The bidder shall provide product samples, without charge, when requested. If the sample is not consumed through testing, it will be returned 

to the bidder when said request is submitted with the bid. Unused samples will be returned at the bidder’s risk and expense. The successful 

bidders’ samples may be retained until all the terms of the purchase order or contract have been fulfilled. All samples are to be submitted at 

the place indicated in the Special Conditions section of the bid in accordance with the instructions outlined therein. All samples shall be 

identified with the bidder’s name, bid title and number, product name or as otherwise indicated in the Special Conditions section of the bid. 

10. ACCEPTANCE AND WITHDRAWAL OF BIDS: 

A bid, or amendment thereto, will not be accepted by the purchasing department after the time and date specified for the bid opening, nor 

shall a bid or amendment be withdrawn for a period of ninety (90) days after the bid opening date, unless otherwise specified in the bid. Any 

bid for which the bidder specifies a shorter acceptance period may be rejected. 

11. ERRORS AND OMISSIONS: 

In the event an error or obvious omission is discovered in a bidder’s proposal, either by the purchasing department or the bidder, the bidder 

may have the opportunity of withdrawing their bid, provided they can produce sufficient evidence to document that the error or omission was 

unintentional. Actual original copies of working papers, calculations, etc., may be requested at the purchasing department’s discretion, to 

support the validity of such a request. This privilege shall not extend to allowing a bidder to change any information contained in their bid 

proposal; however, in the event of a minor omission or oversight on the part of the bidder, the purchasing department (or designee) may 

request written clarification from a bidder in order to confirm the evaluator’s interpretation of the bidder’s response and to preclude the 

rejection of their bid, either in part or in whole. The purchasing department will have the authority to weigh the severity of the infraction and 

determine its acceptability. 

12. TIE BIDS: 

Cash discounts offered by bidders will be considered to break tie bids. If all other factors are equal and no cash discounts are offered, 

preference will be given to a Florida vendor over an out-of-state vendor. If all vendors are Florida residents, consideration may be given to 

the following: if the vendor has his/her principal place of business in Hernando County; if the vendor has a place of business in Hernando 

County; if the vendor has provided satisfactory service to the Hernando District School Board in the past; if the vendor certifies that it has 

implemented a drug-free workplace program in accordance with section 287.087, Florida Statutes. In order to receive preference, a signed 

certification of compliance must be submitted with the bid response. If all bids or no bids include a certificate of compliance, the tie will be 

broken by a coin flip in the presence of witnesses. 

13. BID PROTEST: 

If a bidder wishes to protest a bid, they must do so in strict accordance with the procedures outlined in Florida Statutes 120.57(3). Failure to 

file a protest within the time prescribed shall constitute a waiver of proceedings. Bids will be posted for seventy-two (72) hours after, at the 

location where they were opened. 

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14. BASIS OF AWARD OR REJECTION OF BIDS: 

The Superintendent will recommend the lowest and best bid from the most responsible and responsive bidder(s) to the Board. Slight 

variations or irregularities may be accepted by the Board if either is found to be in its best interest. The Superintendent (or designee) shall be 

solely responsible for determining the acceptability of a bid. The Board reserves the right to reject any or all bids, either in part or in whole. 

15. FORM OF NOTIFICATION OF BID AWARD: 

Once bids are evaluated and a recommendation for award made, a Notice of Intent to Award will be posted in a conspicuous location in the 

purchasing offices located at 8050 Mobley Road, Brooksville, Florida. Bidders are invited to visit this location to obtain this information. 

Due to excessive mailing costs, the purchasing department will not mail out notices of intent to award to bidders. 

16. BID AWARD: 

Notification: After the Board awards the bid to the lowest and best bid from a responsive and responsible bidder, the purchasing department 

will issue a purchase order and/or an official award letter, which will authorize the bidder to deliver the materials and/or services, which are 

being purchased by the Board. Unless otherwise specified the purchase order issued by the Hernando County School Board will serve as the 

contract document, with applicable bid terms, conditions and specifications included. 

17. DEFAULT: 

If the bidder defaults after the Board awards a bid and bid performance security was required with the bid, the district will execute the 

performance security as liquidated damages. If the bidder defaults after the Board awards a bid and bid performance security was not 

required, the bidder shall pay to the district, as liquidated damages, an amount equal to 5% of the unit prices bid times the quantity for each 

item in question, or $25, whichever amount is larger. If the bid pricing was expressed as a lump sum amount, then the amount due will be 

5% of the remaining value of the contract. A successful bidder who fails to pay said liquidated damages within fifteen (15) days after 

notification that liquidated damages are due, shall lose eligibility to transact business with the district for a period of not less than one (1). 

Thereafter, the bidder may request to be reinstated to the active bidders list(s). 

18. FISCAL NON-FUNDING CLAUSE: 

In the event sufficient budgeted funds are not available for a new fiscal period, the Board shall notify the vendor of such occurrence and the 

contract shall terminate on the last day of the current fiscal period without penalty or expense to the Board. 

19. NON COLLUSION: 

The bidder, by affixing its signature to this proposal, certifies that its bid is made without previous understanding, agreement, or connection 

with any person, firm or corporation making a bid for the same items(s), and is in all respects fair, without outside control, collusion, fraud, or 

otherwise illegal action. 

20. GENERAL REQUIREMENTS: 

a. Condition of Items: Unless otherwise specified in the special bid terms and conditions, all items requested must be new and of 

the latest model manufactured. Bids on “used, remanufactured or reconditioned “ equipment or “blems or seconds” will not be 

considered. 

b. Inspection: The Board reserves the right to have inspectors on the premises of the bidders/manufacturers at any time during the 

manufacturing or assembly process. 

c. Packaging: The bidder shall adequately package the products or items which have been purchased by the Board. Bidders are 

requested to provide products with environmentally safe packaging if at all possible.. The Board assumes no responsibility for 

damage of any kind incurred while the items are in transit. Bidders may adjust unit packaging up or down only when attempting to 

reach the next standard unit pack. Otherwise, only exact quantities requested will be accepted and no overages will be allowed. 

d. Receiving, Inspections and Testing: The Board reserves the right to reject any and all materials or products delivered which, in the 

opinion of the Board or its authorized agent, do not comply with the bid specifications. All materials or products rejected by the 

Board shall be promptly removed and replaced by the bidder at no cost to the Board. 

e. Limitation of Liability: The bidder guarantees to save the School Board of Hernando County, its agents and employees harmless 

from liability of any nature or kind for use of any copyrighted or uncopyrighted materials, secret process, patented or unpatented 

inventions, articles or appliances furnished or used in performance of the contract for which the contractor is not the patentee, 

assignee or licensee. 

22. CASH DISCOUNTS: 

Cash discounts offered for thirty (30) days or more will be taken into consideration when determining low bid. 

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23. CONTRACT TERMINATION: 

The Superintendent (or designee) reserves the right to terminate a vendor’s contract for just cause, without penalty. The Superintendent (or 

designee) will notify the vendor of the intent to terminate, in writing, at least (30) days prior to the effective date of the termination, and the 

contract will officially terminate at the end of the (30) day grace period. The vendor may request reconsideration of this decision in writing at 

any time during the 30 day grace period. The request must be addressed to the Director of Purchasing who will initiate an internal review of 

the matter. If the vendor’s input is required as part of the reconsideration process, the vendor will be notified when and where to appear. 

Requests for reconsideration received after the (30) day grace period will be denied 

24. MATERIAL SAFETY DATA SHEETS: 

The district requires that two (2) copies of all applicable Material Safety Data Sheets be furnished upon the initial purchase of any chemical 

or toxic substance or equipment which uses same. One (1) copy shall accompany the product shipment and the other copy must be sent to 

Mr. Barry Crowley, Hernando County Schools, Finance/Safety Department, 919 North Broad Street, Brooksville, FL 34601 

25. SAFETY REQUIREMENTS: 

All bids must be in compliance with ALL applicable safety requirements as determined by Federal, State and local regulations, OSHA 

guidelines and any/all laws and regulations that govern the item(s)/commodity(s) and/or services requested in this bid 

26. BID QUANTITIES: 

Quantities when given, are approximations, and provided for bidder information purposes only. No guarantee is given or implied as to the 

exact amount or number which shall be required under the terms and conditions of this bid. The School Board reserves the right to increase 

or decrease all estimated quantities during the term of this contract. 

27. RENEWAL OF BIDS: 

Unless otherwise specified in the special conditions, bids may be renewed for a period equal to the original bid term or for two (2) successive 

one (1) year periods, whichever is greater, under the same terms, conditions, specifications and pricing as the original bid. 

28. VARIANCE IN CONDITION: 

Any and all special conditions and specifications attached hereto which vary from these GENERAL BID TERMS and CONDITIONS shall 

have precedence. 

29. PUBLIC ENTITY CRIME & CONVICTED VENDOR LIST 

Per the provisions of Florida Statute 287.133 (2)(a), “A person or affiliate who has been placed on the convicted vendor list following a 

conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a 

bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real 

property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with 

any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statute 287.017 

for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list”. 

30. DISCRIMINATION CLAUSE 

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to 

a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may 

not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or 

consultant under contract with any public entity, and may not transact business with any public entity. 

31. PURCHASING AGREEMENTS WITH OTHER GOVERNMENT AGENCIES 

It is hereby made a part of this solicitation that the submission of any bid response to this advertised request constitutes a bid/proposal under 

the same terms and conditions, for the same contract price, to other government agencies if agreeable by the bidder and the government 

agency. 

(03-968-18) Page 5 of 33

SPECIAL CONDITIONS 


SCOPE 

The purpose and intent of this invitation to bid is to establish contract(s) with experienced, qualified, and licensed, painters to provide 

for complete painting services (all labor, personnel, supervision, vehicles, equipment, supplies, and materials, etc.), on designated 

projects, which cannot be handled in-house. Services will be required on an as needed basis, county wide, for small projects usually 

not expected to exceed $25,000.00 per job. This bid will establish fixed hourly labor rates and firm percentage discounts for parts, 

supplies and materials (unless designated to be provided by the district), for the contract period as specified herein. 

The contractor(s) shall be able to complete all type painting services normally encountered in commercial, residential and renovation 

projects. These services or tasks include, but are not limited to: 

‣ Painting exterior and interior buildings, walls, doors, jams, etc.; 

‣ Pressure washing (exterior and interior areas); 

‣ Painting inside and outside facility designated areas, (classrooms, gymnasiums, portables, etc). 

‣ Painting exterior and interior buildings, walls, doors, jams, etc.; 

‣ Prime, sand, fill cracks and holes in walls, patch areas, etc., as needed; 

CONTRACT PERIOD 

The Contract Period shall commence upon contract award, and end two (2) years from date of award. However, this bid shall be 

subject to a review at the end of each twelve (12) month period and subject to cancellation. Prices and discounts shall remain firm for 

this period and shall include ALL freight and handling charges. 

PRE-BID CONFERENCE 

Location – Maintenance Department, 8008 Mobley Road, Brooksville, FL (352) 797- 7071 

Contact Person – Ken Hill, Director of Maintenance Department 

A pre-bid conference will be held at Maintenance Department front conference room on March 19, 2003 at 10:00 AM. 

Attendance at this pre-bid conference is MANDATORY in order for all potential bidders to receive the benefit of answers to theirs and 

other’s technical questions first hand. If you are not the prime bidder but are attending on behalf of someone else, please make note of 

this when signing the attendance roster where indicated. We apologize for any inconvenience this may cause you, but it is imperative 

that all information be disseminated in a public forum with all potential bidders present to minimize confusion or misunderstandings. 

Additions or changes to the original bid documents resulting from this conference of a material nature, will be documented in the form 

of written addenda and distributed to all attendees. Please note that if you are late to the pre-bid conference and are unable to sign the 

attendance roster, you will lose eligibility to submit a bid. You may still, however, attend the conference if you wish. 

PERMITTING REQUIREMENT 

Not Applicable. 

CONTRACT VALUE 

It is anticipated that the total dollar amount the district could expend, as a result of any contract award, is estimated at approximately 

$150,000.00 in total, per year, excluding renewal options. This is only an estimate and actual volume could vary up or down. The 

district will not be held responsible if actual purchases are less than this amount. 

BID CONTENT & SUBMITTAL 

Two (2) complete copies (1 original & 1 copy) of the bid proposal shall be submitted by respondents. Each bid proposal shall include 

all information and submittals requested in this bid. Incomplete bid proposals may be declared non-responsive. 

ADDITIONAL REQUIRED SUBMITTALS 

‣ A minimum of four (4) references of projects that are similar in scope. Provide location, contact person and phone number. 

(See Customer Reference Form) 

(03-968-18) Page 6 of 33



FREIGHT TERMS 

All materials and equipment shall be shipped F.O.B Destination, freight prepaid and included, with title to goods transferring to the 

customer at time of receipt. 

AWARD – MAXIMUM OF FOUR (4) CONTRACTORS 

The award will be made on a MULTIPLE basis to a maximum of not more than FOUR (4) contractors, submitting the lowest most 

responsive and responsible bids. 

The district will be awarding contracts to four (4) vendors for services as specified in this contract. Projects will be assigned on a back 

and forth basis between the four (4) contractors, and as equitably as possible. At the districts discretion, work tasks will be distributed 

and assigned based on such factors as, but not limited to: availability, contractor or district time schedules, response time, turn-aroundtimes 

and completions, start times, previous projects performance, and so on. The district does reserve the right, however, if when 

contacted, a contractor cannot respond or fails to respond to a project order, for any reason (IE: failure to meet at a project site when 

scheduled, missed telephone calls, etc), within a reasonable time period, the district will immediately direct the work to the other 

contractor. Every attempt will be made by district staff to distribute the workloads as evenly and fairly as possible between the four 

(4) successful contractors, however, there are no guarantees given or implied with regards to equal across the board project dollar 

amounts being distributed. Repeated and documented instances of non-performance or failure to provide services as requested in this 

bid by one or the other of the four (4) contractors shall result in termination of their contract and ALL subsequent orders directed to 

the remaining contractor for contract or project completion. 

DETERMINATION OF LOW BIDS 

To determine the four contractors, who will comprise the list for contracted services, as requested in this bid, an estimated number of 

service labor hours will be used representing a possible annual usage only. In addition, an estimated dollar amount will be used for an 

approximate expenditure for vendor supplied parts and materials. The work scenarios will then be used to calculate a Total Bid Price 

for each bidder employing each bidder’s fixed hourly labor rates pricing and the percentage mark-up on parts & materials. The four 

(4) bidders submitting the lowest responsive and responsible, overall total will be awarded the contract. 

RECEIPT OF BIDS 

Bids will be accepted on or until 11:00 AM EST, bids will be accepted if date/time stamped 11:00 AM, date/time stamps of 

11:01AM or later will be rejected. 

RENEWAL OPTION 

By mutual consent of the School Board of Hernando County, Florida, and the successful bidder, this contract may be renewed for one 

(1) additional two (2) year period as long as price increases do not exceed the rate of inflation determined by the Consumer Price 

Index for urban wage earners and clerical workers, U.S. city average, all items (1982-84=100), published by the U.S. Bureau of Labor 

Statistics or any successor or substitute index appropriately adjusted from the commencement of the initial term of the contract to 

commencement of each extension period. If bidding discounts from list price, discounts offered may not change. 

QUALIFICATIONS OF BIDDERS 

All bidders must be able to prove that they are currently and appropriately licensed, if applicable, to perform the requirements and 

services as requested in this bid. Bids will be considered only from vendors normally engaged in the provision of the goods and 

services specified herein and who have a minimum FIVE (5) years experience with similar projects, possess adequate plant, 

equipment, labor and supervisory personnel and adequate financial security to perform the requirements of this bid. Bidders shall 

have adequate financial security to perform the requirements of this bid. Bidders shall have adequate organization, facilities, 

equipment and personnel to ensure prompt and efficient service to the Hernando County School District. The school district reserves 

the right, before recommending any award, to inspect the facilities and organization; or to take any other action necessary to determine 

the bidders’ ability to perform satisfactorily (request references); and reserves the right to reject bids where evidence submitted or 

investigation and evaluation indicates an inability of the bidder to perform the requirements of this bid. 

(03-968-18) Page 7 of 33



MATERIALS 

The district reserves the right to specify precisely the types of materials to be utilized in all projects. Any substitutions of materials to 

be used on a work site must have prior approval from Maintenance Department/Facilities Department. 

BID QUANTITIES/USAGE REPORTS 

For term contracts when materials or services are purchased as needed over the term of the contract, the usage quantities listed on the 

Bid Proposal form are estimates for bidder information purposes only. No guarantee is given or implied as to the exact amount or 

number which shall be purchased from this bid. The School board reserves the right to increase or decrease all estimated quantities 

during the term of this contract without affecting the bid pricing and terms. 

SUBSTITUTIONS, ADDITIONAL OR NEW/UPGRADED MODELS, PRODUCTS, SERVICES AND SUPPLIES AFTER 

AWARD 

Additional new/upgraded models, products, services, and supplies may be added to this contract after award if deemed to be in the 

district’s best interest. Any new models, products, items or services added to this contract shall become part of and comply with ALL 

terms, conditions, requirements, specifications, of the original bid document. Vendor requests to substitute any products originally 

awarded on this bid, shall be submitted in writing to the Purchasing Department along with complete descriptions and corresponding 

pricing in order to have the substitute approved and added to the contract. 

Any new models, which as a result of revisions, alternations, additions, or technical improvements, meet or exceed the requirements of 

this bid, must be offered for the district’s consideration for replacement of the discontinued modes. These models/products must not 

exceed the price of those being replaced. 

ORDERING ITEMS/RECEIVING/BACKORDERS 

Whenever time constraints are involved in ordering and receiving of an item, or backorders are not being received in a timely manner, 

thus causing the district to experience costly delays or causing emergency situations to develop unnecessarily, the School Board 

reserves the right to go to the next lowest bidder and/or buy off contract, if the original bidder awarded a contract, does not stock the 

item or is temporarily out of stock of the required item and cannot furnish the parts or items in a timely manner. 

INTENT OF SPECIFICATIONS 

Specifications in this document may reference specific manufacturers’ products and list their model or part numbers, followed by the 

words “or equal”. Unless the word “only” is used in place of “or equal”, these references are intended to establish a quality and 

performance standard only. Anything listed, herein, of a proprietary nature is done so without express knowledge or intent to exclude 

other manufacturers’ products from consideration. 

MANUFACTURER AND MODEL NUMBERS 

If Manufacturer and Model Number is not designated, vendors must specify the make and model bid for each item. If a model shown 

is incorrect, incomplete, or has been revised, it is the responsibility of the bidder to correct and complete the number utilizing the most 

current information available. Failure to comply on both or either of these two (2) areas of the bid for an item may result in the being 

disqualified for award of the item. 

SERVICE REQUIREMENTS 

1. Bids will be considered only from contractors, manufacturers, authorized distributors or dealers who are normally engaged in the 

manufacture, sale or distribution of the materials or services requested herein. The bidder must have adequate organization, 

facilities, equipment and personnel to ensure prompt and efficient service to the School Board of Hernando County, Florida, and 

possess applicable in-state representation to assist in proper application and to resolve any/all technical problems during the term 

of the contract and subsequent renewal periods. 

(03-968-18) Page 8 of 33



SERVICE REQUIREMENTS (Continued) 

2. Replacement parts shall be made available in sufficient supply to keep equipment purchased from this bid in operational condition 

for a minimum of five (5) years after equipment delivery and acceptance. After expiration of any warranties and during this five 

(5) year period, all required parts shall be shipped within sixty (60) days after receipt of customer’s purchase order. 

3. If requested by the customer, the bidder must be prepared to provide a free demonstration of the equipment sold under this bid to 

acquaint the customer with its operation. 

4. The successful bidder shall include the cost of installation when requested in the specifications. If the specification calls for 

assembly by the vendor, equipment shall be assembled either before or upon delivery. If equipment is assembled prior to 

delivery, the vendor must package merchandise appropriately and take all necessary precautions to avoid damage in transit. The 

recipient shall make every attempt to inspect merchandise upon delivery, if possible, and make note of any damage on the bill of 

lading. Damaged goods discovered after delivery personnel have left, shall be reported to the vendor within ten (10) calendar 

days of receipt for replacement or repair. When installation is complete, the vendor will be responsible to dispose of all packing 

materials, and to leave the site in a clean and orderly state. 

5. The vendor will be expected to make simple electrical or plumbing connections to existing utilities to confirm that equipment is 

functioning properly. Under no circumstances will the vendor be required to run new electrical or plumbing service to the 

equipment, unless specifications call for this. In these cases, only licensed contractors shall perform the work and the vendor 

must provide an acceptable insurance certificate to the district before work commences. 

INSURANCE 

Insurance is required of all vendors who perform work on School Board premises. If this bid requires that you work on our premises, 

a current Insurance Certificate, including Workers’ Compensation Insurance for all the awarded vendors’ employees connected with 

the work, and if sublet, the vendor(s) shall require the subcontractor to provide Workers’ Compensation Insurance for such employees, 

unless previously covered by the vendor’s insurance. All such insurance shall list all coverages, limitations, etc., as required by 

Florida Statutes and fully with the Florida Workers’ Compensation law. Insurance Certificates must be furnished to the district prior 

to the commencement of any/all work and shall list The Hernando County School Board both as an “Additional Insured” and 

“Certificate Holder” on all insurance policies by the vendor(s) as the result of being awarded a contract; unless expressly prohibited 

by the insurance company. When and if this occurs, a written explanation of that insurance company’s position must be submitted to 

the Purchasing Department, along with the Insurance Certificate, which will be attached to the document and kept on file. 

QUALITY 

Unless otherwise specified, all equipment bid must be new, the latest model, first quality, carry the manufacturer’s standard 

warranty and be equal to or exceed the specifications listed in the bid. During the warranty period, the successful bidder must repair 

or replace any defective equipment without cost to the Board with the understanding that all replacements shall carry the same 

guarantee as the original equipment. The successful bidder shall make any such repairs or replacements immediately upon receiving 

notice from the Board. 

WARRANTY 

All equipment purchased from this bid shall carry the manufacturers’ standard warranty, unless otherwise specified 

SALES PROMOTIONS 

It is understood that sales promotions may occur during the period of the contract that will lower the prices of some products for the 

period of the sales promotion. Advance notice of such promotions should be directed through the Purchasing Department prior to 

offering to the district’s schools and departments. In addition, any such reduction must appear on the vendor’s invoices. 

MAINTENANCE CONTRACTS 


(03-968-18) Page 9 of 33



YEAR 2000 COMPLIANCE 

All electronic equipment and software purchased under this contract must continue to function and perform according to the 

manufacturers’ specifications and product claims through the century change associated with year 2000. 

ALTERNATE/USED OR EQUAL EQUIPMENT 

Vendors should be prepared to furnish illustrations, specifications and catalogs when submitting bids on alternate/used brands or on 

“Or Equal” equipment. Such submittals shall include all requested accessories and complete specifications for the item being bid. 

When such information is required, it must be submitted no later than the closing date of the bid, unless otherwise stated. 

Only one alternate per item number will be allowed. If more than one(1) alternate is submitted, the bids for that entire item number 

will not be considered. 

SAMPLES 


PACKAGING 

All products require adequate packaging to protect them from damage in transit. Packaging must fully cover and protect merchandise. 

Vendors must fully comply with all special packaging requirements, if and when specified in the bid document. When corrugated 

carton packaging is specified, polywrap or blanket wrap will not be acceptable. 

TIME OF COMPLETION 

Each bidder shall state the number of consecutive calendar days they require after receipt of order (A.R.O.) to either complete delivery 

or provide the requested services in the space provided on the Invitation to Bid form (cover page of document). The length of time to 

complete a project and deliver all of the items ordered could be a factor in awarding this bid. If a finite number of days have been 

specified for delivery or project completion, this deadline must be met or bidder will be considered in default. 

RECEIPT OF MERCHANDISE 

All shipments are to be off-loaded from the delivery vehicle to the loading dock or brought inside the building if the facility has no 

loading dock. The exception will be for materials obviously intended for outdoor use. All shipments must be made by door-to-door 

rail freight or motor truck line. There are no rail sidings at any of our locations. Deliveries shall be made during normal business 

hours, Monday through Friday, excluding holidays, unless otherwise specified, as follows: 

• Schools & Non-School Facilities: 8:30 a.m. to 2:30 p.m. (Depending on the schools dismissal times. 

Vendors are advised to call schools for specific times prior to delivery) 

• School Distribution Center/Warehouse 7:00 a.m. to 3:30 p.m. 

Exceptions to this schedule will be specified on the purchase order. For shipments which may require the assistance of district 

personnel to off-load merchandise, the head plant operator at the shipping destination should be notified forty-eight (48) hours prior 

to delivery. 

EQUIPMENT DEAD-ON-ARRIVAL (DOA) 

Any product shipped which arrives inoperable or ceases to operate within seven (7) business days of initial installation shall be 

considered DOA and shall be replaced by the successful bidder with a new product identical to that ordered. 

RETURNED MERCHANDISE 

All merchandise returned for any reason other than vendor error or vendor misrepresentation of product capabilities, shall be subject to 

no more than a 15% restocking fee and return freight charges, negotiable between customer and vendor. It is understood that 

merchandise may only be returned if still in the original factory sealed carton. 

Vendor shall provide return merchandise authorization for failed equipment under warranty without requirement of a 

purchase order. Vendor will ship new equipment prior to receipt of returned equipment. 

(03-968-18) Page 10 of 33



INVOICES & PAYMENT TERMS 

Payment will be made after the merchandise or services have been: 

• Received or completed in full or in substantial partial quantity 

• Inspected and found to comply with all specifications and be free of damage or defect 

• Must be Properly invoiced 

All invoices, packing lists, and correspondence associated with a purchase should reference the purchase order number and include the 

Federal ID Number or Social Security Number. Invoices must be itemized, submitted in DUPLICATE and mailed to the “SHIP TO” 

address located on the purchase order. A minimum of thirty (30) days is required for payment. 

TAXPAYER IDENTIFICATION FORM W-9 

A completed and signed Request For Taxpayer Identification Number and Certification Form should be submitted to the Purchasing 

Department at the address located on the upper left hand corner of the Invitation To Bid or it may be faxed to our attention at (352) 

797-7160, if any or more of the below listed items currently applies to your firm: 

‣ New vendor doing business with the school district for the first time 

‣ Changed your Company Name 

‣ Changed your Company Address 

‣ Your FEIN (Federal Employer Identification Number) has changed 

‣ Other Information Pertinent To Your Firm 

VENDOR APPLICATION FORM 

A completed and signed Vendor Application Form should be on file with the Purchasing Department, Hernando County School Board, 

in order to qualify as an approved vendor. For your convenience, you may visit our office in person at, School Distribution Center, 

8050 Mobley Rd., Brooksville, FL, 34601, or contact our office by telephone at (352) 797-7060, to verify an application is on file or 

to have a copy mailed. If any information previously included with your application has changed for any reason, (address change, 

telephone number has changed, personnel changes, additional commodities need to be added, etc.), we advise you up-date the 

application. This is the document file purchasing references when mailing bid packages or notifications. All applications are subject 

to review and investigation prior to validation for placement on approved vendor lists. 

The above W-9 Form and Vendor Application must be on file and in our computer purchasing systems prior to the award of any 

contracts or purchase orders as a result of this bid. 

*You May Now Complete Our Vendor Application And W9 Form On-Line. Visit our website – 

www.hcsb.k12.fl.us/sdc 

HOLIDAY BREAKS 

Each year, schools and administrative offices are closed for Thanksgiving, Winter and Spring break periods. Please 

review the below schedule for those applicable dates school sites and administration offices will be closed and 

reopening during these times: 

THANKSGIVING WINTER HOLIDAYS SPRING BREAK 

CLOSED REOPEN CLOSED REOPEN CLOSED REOPEN 

SCHOOLS 04/18/03 04/28/03 

ADMIN. OFFICES 04/18/03 04/28/03 

HOLIDAY BREAKS (Cont’d) 

No deliveries will be accepted during the dates indicated above marked as closed. Please adjust your delivery 

schedules accordingly. 

Purchase Orders will either contain notices or print special notification terms and condition codes referencing these important dates as 

holiday breaks approach. PLEASE READ THEM CAREFULLY. 

(03-968-18) Page 11 of 33



REQUESTS FOR BID INFORMATION & RELATED DATA 

Requests for information relating to bids in process will be addressed without delay when such information has a material effect on 

the completion of your bid response. Every effort will be made to supply other requested information of a less critical nature, such as, 

lists of vendors solicited, pre-bid conference attendees, individuals picking up plans and specifications, historical bid data or 

tabulations within (48) hours from receipt of a request. Vendors are welcome to visit our offices to obtain the information in person, 

but we respectfully request that you notify the department in advance at the telephone number listed on the Invitation to Bid form so 

that they might have ample opportunity to compile the information for you before you arrive. 

(03-968-18) Page 12 of 33

PERSONNEL MATRIX 

This matrix is included to provide you with a list of individuals/departments directly responsible for various aspects of the bid process. 

We ask that you follow this matrix when making inquires with district staff so that we may serve you efficiently. 

Subject Contact Name(s) Department/Title Telephone No. 

Purchasing Questions or 

Clarifications About: 

• Bidding Procedures 

• General Bid Terms & 

Conditions 

• Special Bid Terms & 

Conditions 

• Addenda Issued 

• Names of Bidders Solicited 

• Pre-bid Conference Attendees 

• Bid Due Date and Time 

• Bid Tabulation 

• Recommendation for Award 

• Bid Protest Procedures 

• Previous Contract Information 

Linda S. McCosh, C.P.P.B.. Director of Purchasing (352) 797 –7060 

Questions or Clarification About: 

• Technical Specifications 

• Licensing Requirements 

• Assists in Award 

Recommendation 

• Project Contact-Scheduling Site 

Visits, If Necessary In OrderTo 

Bid Project 

Ken Hill Director of Maintenance (352) 797-7071 


• Safety/Security Issues Barry Crowley Coordinator, Safety & Security (352) 797-7054 

• Material Safety Data Sheets 


• Insurance Guidelines 

• (Non-Construction) 

Laurel Terrell Finance/Risk (352) 797-7004 

Administration Bldg 

(03-968-18) Page 13 of 33

CONTRACTOR REQUIREMENTS 

A. The contractor shall provide services, as requested in this bid, to district owned facilities (inside and 

outside) based upon the quoted hourly labor rate(s) and/or crew rates, and percentage rates for equipment, 

parts and materials as stated in the bid. On certain designated projects, the district may supply the 

parts/materials/supplies necessary to complete a job. On those designated projects, the contractor will be 

responsible for labor services ONLY as quoted hourly labor rate(s) offered in this bid. This is a district 

decision to be determined at the beginning of any/all district projects, with reference to this bid. All vehicle 

and/or equipment type items (ladders, scaffolds, etc.), required by the contractor to complete the job shall 

by the responsibility of the contractor 

B. The Contractor(s) must be in possession of or obtain therein, all licenses, bonding requirements and permits 

that may be required by this bid, at no cost to the school district. 

C. Bidders must meet or exceed the following qualifications: 

‣ Bidder must comply will all safety rules defined by State and Federal regulations and any other 

laws and regulations relating to the services to be performed. 

‣ The Contractor(s) shall comply with SREF (State Requirements for Educational Facilities) Florida 

Department of Education and OSHA Safety Standards; 

‣ Bidder shall have performed services similar in scope to this contract and shall provide a 

minimum of four-(4) references as documentation; 

‣ Bidder shall be insured and carry ALL of the insurance as required by the state; 

‣ Bidder must have provided the service, as requested in this bid, a minimum of five (5) years; 

‣ Bidder must possess and demonstrate they have the financial capabilities and resources to fulfill 

the services as requested in this solicitation. 

D. The Contractor(s) shall provide all the required submittal information requested in the SUBMITTALS 

CHECKLIST, Section, of the Bid Documents. 

E. The Contractor(s) shall not subcontract the work to others, unless the Maintenance Department/Facilities 

Department gives prior authorization. All such authorization shall be obtained in writing. 

F. The Contractor(s) shall be prepared to provide all labor, equipment, supplies and materials (unless job 

designated as district to furnish), in order to perform the services in this bid. 

G. When performing services, as requested in this bid, the Contractor(s) shall provide: 

‣ All Labor; 

‣ Supervision; 

‣ Necessary Tools and Equipment; 

‣ Trained and Licensed Personnel, If Applicable; 

‣ Materials, Supplies, etc., If Applicable: 

‣ Removal of debris and site clean-up work when work/job is completed. 

H. The Contractor(s) shall provide personnel who are qualified and possess all necessary licensing and 

bonding, to perform the work specified in the bid, if applicable. 

I. The Contractor(s) shall not use personnel with suspended or revoked licenses, if applicable. 

J. The Contractor(s) shall notify Maintenance Department/Facilities Department or other personnel as 

designated by Maintenance Department/Facilities Department when company personnel are running late 

for any reason and will not be on time to begin any district assigned projects. 

K. The Contractor(s) shall take direction ONLY from the Maintenance Department/Facilities Department or 

other personnel as designed by Maintenance Department/Facilities Department. When designated services 

are required, the following shall take place: 

‣ Contractor will be notified of the site location; 

‣ A mutual Date and Time shall be arranged between the contractor and district personnel responsible 

for overseeing the project, to meet at the site 

‣ The designated meeting, place and time, shall be an informative, general one, in order to provide the 

contractor with a general overview of the work to be completed and walk the site. 

‣ Hours of the day and days of the week site will be available (contractor to have access to) to perform 

the work as specified. 

(03-968-18) Page 14 of 33


K. (Continued) 

‣ The Contractor shall provide a written “Not To Exceed” estimate of the total dollar amount, 

containing: 

1. Brief description of the work to be performed; 

2. Number of labor hours and types of labor, 

3. Material cost estimate; 

4. Total Lump Sum “Not To Exceed” estimate; 

5. Number of calendar days required to complete the work after authorization to proceed. 

See “sample proposal form”, page 19, for submitting estimated pricing on district projects. 

L. Any and all changes in to work at the assigned work site is to be given by the Maintenance 

Department/Facilities Department ONLY. Any other work direction taken and performed by the contractor 

shall be considered UNAUTHORIZED and could result in nonpayment of funds for work performed. The 

district reserves the right to require the contractor(s) to submit a revised estimate, or to purchase the services 

from the secondary contractor, if the start and/or completion time does not meet the district’s needs or an 

agreeable price cannot be reached. Under NO circumstances shall work proceed unless authorized by 

Maintenance Department/Facilities Department and Contractor(s) receives a purchase order confirmation 

number, followed by receipt of the original, hard copy of the PO. 

Scope of work shall not be expanded beyond original proposal without the approval of 

Maintenance Department/Facilities Department 

M. If work is to be accomplished on weekends, or during Holiday periods, and/or after normal business hours, 

when district facilities are closed, appropriate district personnel will be made available at the site to enable 

access to the facility by the contractor(s) personnel. All such work of this nature is to be coordinated and 

authorized only thru the Maintenance Department/Facilities Department. 

N. Man-hours paid under this contract shall be only productive hours at the job site. Time spent for transportation 

of workers, material acquisition, handling and delivery, or for movement of contractor owned or rented 

vehicles/equipment is not chargeable directly, but is considered to be vendor overhead and the cost shall be 

included in the fixed hourly rates. The hourly rate shall also include direct labor, general and administrative 

overhead, taxes (school district is tax exempt), insurance, profit and the cost of equipment that is normal and 

necessary (trucks, tools, etc.) for services provided under this contract. 

O. The normal working hours on the contract will be from 7:00 A.M. to 4:00 P.M., Monday through Friday, unless 

otherwise authorized by the Maintenance Department/Facilities Department. In the event the contractor is 

required to perform work other than Monday through Friday, as stated above, the contractor shall charge no 

more than 1-1/2 times the fixed hourly rate. 

P. In the event the contractor(s) is required to supply and install necessary parts, material, or equipment items for 

the completion of a project, the contractor may be required to submit the original itemized invoice. The district 

will pay the contractor’s percentage (%) markup on all such items (parts/materials). Contractor may be required 

to attach a copy of the actual material costs with their invoice at time of payment for verification purposes by 

Maintenance Department/Facilities Department, if costs seem excessive. The percentage (%) mark-up rate shall 

remain firm regardless of the manufacturer/supplier of the supplies, parts or materials, etc., thru the term of the 

contract and any/all renewal periods. 

Q. All work, equipment, and supplies furnished in performance of this contract shall be subject to inspection at all 

times by the Maintenance Department/Facilities Department or his designee. Any deviations from or failures to 

comply with terms of this contract shall be adjusted promptly upon notification. Lack of prompt correction 

shall be cause for cancellation of this agreement. 

R. While working, the Contractor(s) vehicles shall be legally parked so as not to interfere with normal traffic flow. 

No vehicles, equipment, or materials shall be stored on the premises. 

S. The Contractor(s) shall confine his equipment, apparatus, the storage of materials, and the operation of his 

workmen to the limits indicated by law, ordinances, permits, or direction of the Maintenance 

Department/Facilities Department, and shall not unreasonably encumber the premises with his materials. The 

Contractor(s) shall take all measure necessary to protect his own materials. 

(03-968-18) Page 15 of 33


T. At a minimum, the contractor(s) employees conduct shall include the following: 

1. The Contractor(s) and all their employees are required to sign in and out at the main office or other 

places as designated by Maintenance Department/Facilities Department on arrival and when 

leaving the job site, if applicable. All Sub-contractors used by the Contractor(s) are also required 

to follow this procedure and the Contractor(s) is responsible for compliance, and only if subcontractors 

have been authorized to perform work on this contract. 

2. Workmen using foul or abusive language or presenting an offensive appearance (as determined by 

the Principal or Maintenance Department/Facilities Department) shall be asked to leave the job 

site. 

3. Radios or other audio items are not to be used on School Board property. 

4. Smoking on School Board property is prohibited. 

5. The Contractor(s) shall comply with all Civil Rights Legislation. 

U. Until the acceptance of the work by Hernando County School Board, it shall be under the charge and care of the 

Contractor(s), and he shall take every necessary precaution against injury or damage to any part thereof by 

action of the elements, or from any other cause whatsoever, arising from the execution or non-execution of the 

work. The Contractor(s) shall rebuild, repair, and make good, at his/her own expense all injuries or damages to 

any portion of the work thereof, caused by the contractor or their employees while at the job site and prior to 

completion and acceptance by Maintenance Department/Facilities Department. 

V. The Contractor(s) shall conduct his work so as to interfere as little as possible with the operation of the existing 

school program, private business or public travel. He shall, at his own expense, whenever necessary or 

required, maintain barricades, maintain lights, and take such other precautions as may be necessary to protect 

life and property, and he shall be liable for all damages occasioned in any way by his actions or neglect or that 

of his agents or employees. 

W. The Contractor(s) shall start all regular/normal work (considered to be non-emergency related) within a not to 

exceed ten (10) working days after receipt of purchase order. 

X. The Contractor(s) shall respond to emergencies within two (2) not to exceed four (4) hours of notification. 

An emergency is defined as any situation that left uncorrected, would potentially jeopardize the health, safety or 

security of the school’s occupants; cause significant damage to a structure of it’s contents; or unduly impede the 

conduct of the school districts business. Failure to respond to a service call, within the designated time, shall be 

considered valid reason for termination of this contract. In the event that the Contractor(s) shall not comply 

within stated time, the Hernando County School Board reserves the right to call any qualified Contractor(s) to 

perform service. 

Y. The Contractor(s) shall meet the following noise abatement performance standards for all construction 

equipment: 

‣ Between the hours of 7:00 A.M. and 6:00 P.M., noise levels shall not exceed those levels as 

established by the county or state ordinances, regulations, etc., for work sites nearest residential or 

commercial property lines. 

‣ Operation of equipment should be avoided between the hours of 6:00 P.M. and 7:00 A.M., but if 

required, the noise level shall not exceed standard levels as established by the county or state 

ordinances, regulations, etc., for work sites during these hours. 

Z. The Contractor(s) shall maintain an adequate supply of materials, supplies, personnel, etc., needed to perform 

the services required by this bid to ensure work can performed in a timely manner. Repeated and documented 

instances of using substandard materials, supplies, personnel, failure to have materials, supplies, personnel 

readily available when performing work assignments, or continued failure to provide services in a timely 

manner, or failure to adequately clean up sites and remove debris when work is complete, shall constitute 

adequate grounds for cancellation of all or any part of this contract. Including, but not limited to, being 

removed from the district’s approved vendor listing for a designated period of time. 

AA. The Contractor(s) must provide a single telephone number and contact person that will receive work related 

calls from authorized Maintenance Department/Facilities Department personnel. See Bid Proposal Form. 

(03-968-18) Page 16 of 33


BB. The Contractor(s) shall provide work related services, at a minimum, to the below designated locations as 

assigned to them during normal business hours, when personnel are available on site, Monday through Friday, 

or when authorized through Facilities/Maintenance Department/Facilities Department: 

‣ School Sites 

‣ Administration Building 

‣ School Distribution Center 

BB. Continued: 

‣ Facilities/Maintenance Department/Facilities Department 

‣ Food Service & Nutrition 

‣ Any/All Other District Owned Facilities/Portables 

CC. Follow up or call back work, to correct recent previous work, SHALL NOT be charged to Hernando County 

School Board if the work is the result of improper trimming/pruning methods or applicable vendor incidents. 

DD. No charges shall be allowed for equipment down-time lost due to equipment becoming stuck off-road. Neither 

shall time be charged for equipment maintenance such as tune-ups, routine maintenance, vehicle maintenance or 

cleaning, or changing of chipper blades. 

EE. Maintenance Department/Facilities Department shall be furnished with every means to verify whether or not the 

materials and work are in accordance with the requirements and intent of these specifications. Failure to reject 

or condemn defective work at the time it is done will not prevent its rejection whenever it is discovered before 

the project is finally approved and authorized for payment. 

FF. Upon completion of the work and before acceptance and final payment is made, the Contractor(s) shall clean 

and remove from the premises, all surplus and discarded materials, rubbish, and temporary structures, and shall 

restore in an acceptable manner all property, both public and private, which has been damaged during the 

prosecution of the work, and shall leave the work in a neat and presentable condition. 

GG. The Contractor(s) shall carry out the work with such care and methods as not to result in damage to public 

or private property adjacent to the work. Should any public or private property be damaged or destroyed, the 

Contractor(s) at his expense, shall repair or make restoration as is practical and acceptable to the Hernando 

County School Board and/or owners of destroyed or damaged property promptly within a reasonable length of 

time. (Not to exceed one month from the date damage was done). 

HH. Prior to commencement of work, the Contractor(s) shall familiarize himself with the location of all existing 

utilities and facilities within the work sites. The Contractor(s) shall be responsible for contacting the utility 

company if a conflict exists, (both overhead and underground). Should damage or structural weakening occur 

to such items through negligence on the part of the Contractor(s), immediate corrective measures shall be taken 

by, and at the expense of, the Contractor(s) as directed by Maintenance Department/Facilities Department 

personnel. 

II. When work has been completed, the contractor(s) shall submit an invoice, which at a minimum, should include 

the following: 

‣ Facility Name/Location 

‣ Description of the work performed; 

‣ Date(s) work was performed and completed; 

‣ Listing of all materials and supplies, if applicable; 

‣ Total number of labor hours. 

JJ. Contractor(s) will at all times in the performance of this contract exercise due care and caution for the safety 

and welfare of the workmen employed on the job and the students, school staff and property. Contractor(s) 

shall specifically warn its employees of the potential hazards of working in proximity of students and of the 

necessity for them to exercise extreme caution when on school board property. 

KK. All work the contractor is providing the project service(s) for must submit his proposal in writing and 

obtain prior authorization before proceeding by Maintenance Department/Facilities Department personnel. 

Failure to do so may result in denial of payment or termination of contract. 

(03-968-18) Page 17 of 33


SPECIAL NOTE* Projects with estimated costs totaling $50,000.00 or more, must go through the sealed bid 

process and meet all applicable bonding requirements per school board policy. The decision to solicit sealed bids 

for such projects will be the responsibility of appropriate district personnel prior to releasing the project. All 

contractors, including the successful vendors awarded this contract, will then have an opportunity to submit bids. 

Board Policy 8.50 specifies new construction and any renovations or remodeling exceeding $50,000.00 

requires bonding or security instruments of some kind. 

(03-968-18) Page 18 of 33

HERNANDO COUNTY SCHOOLS 

CONTRACTORS JOB SUBMITTAL FORM 

(Duplicate As Needed) 

All work must be approved by district Maintenance/Facilities representatives ONLY, prior to beginning any work at a district site, as 

it relates to this contract. All other work shall be considered un-authorized. 

JOB NAME 

JOB/PROPOSAL NUMBER: 

WORK DESCRIPTION: 

I. REGULAR HOURLY RATES: 

Total Man Hours 

Times 

(X) 

Hourly Rate 

Foreman w/Truck X $ $ 

Supervisor w/Truck X $ $ 

Journeyman X $ $ 

Helper X $ $ 

II. OVERTIME HOURLY RATES: 

Total Man Hours 

Times 

(X) 

Hourly Rate 

Foreman w/Truck X $ $ 

Supervisor w/Truck X $ $ 

Journeyman X $ $ 

Helper X $ $ 

Extended 

Cost 

Extended 

Cost 

ESTIMATED LABOR COSTS (I. & II.) $ 

III. MATERIAL DESCRIPTION(S): 

1. $ 

2. $ 

3. $ 

4. $ 

5. $ 

6. $ 

ESTIMATED MATERIAL COSTS*: $ X % $ 

*Contractor may be requested to attach a copy of the actual 

material costs with their invoice at time of payment. 

ESTIMATED “NOT TO EXCEED” PROPOSAL AMOUNT (I., II., & III.): $ 

Completion Time: 

/Calendar Days 

Any questions, please contact: 

Telephone No: 

Cell Phone 

(03-968-18) Page 19 of 33

SITE LOCATIONS 

SCHOOL & 

LOCATION 

1. SPRINGSTEAD HIGH SCHOOL 

3300 Mariner Blvd. 

Spring Hill, FL 34608 

(352) 797-7010 

2. SUNCOAST ELEMENTARY SCHOOL 

11135 Quality Drive 


(352) 797-7085 

3. WEST HERNANDO MIDDLE SCHOOL 

14324 Ken Austin Parkway 

Brooksville, FL 34613 

(352) 797-7035 

4. WESTSIDE ELEMENTARY SCHOOL 

5400 Applegate Drive 


(352) 797-7080 

5. CHOCACHATTI ELEMENTARY SCHOOL 

4135 California Street 


(352) 797-7067 

6. FOX CHAPEL MIDDLE SCHOOL 

9412 Fox Chapel Lane 


(352) 797-7025 

7. HERNANDO HIGH SCHOOL 

700 Bell Avenue 


(352) 797-7015 

8. MOTON ELEMENTARY SCHOOL 

7175 Emerson Road 


(352) 797-7065 

9. PINE GROVE ELEMENTARY SCHOOL 



(352) 797-7090 

SCHOOL & 

LOCATION 

10. BROOKSVILLE ELEMENTARY SCHOOL 

885 North Broad Street 


(352) 797-7014 

11. CENTRAL HIGH SCHOOL 



(352) 797-7020 

12. DELTONA ELEMENTARY SCHOOL 

2055 Deltona Blvd. 


(352) 797-7040 

13. DOLORES PARROTT MIDDLE SCHOOL 

19220 Youth Drive 


(352) 797-7075 

14. EASTSIDE ELEMENTARY SCHOOL 

27151 Roper Road 


(352) 797-7045 

15. FLOYD ELEMENTARY SCHOOL 

3139 Dumont Avenue 


(352) 797-7055 

16. SPRING HILL ELEMENTARY SCHOOL 

6000 Roble Avenue 


(352) 797-7030 

17. POWELL MIDDLE SCHOOL 

4100 Barclay Avenue 


(352) 797-7095 

18. HCSB ADMINISTRATION BLDG. 

919 N. Broad Street 


(352) 797- 7000 

(03-968-18) Page 20 of 33

SITE LOCATIONS 

19. STAR ED CENTER 24. EXCEPTIONAL STUDENT EDUCATION 

1036 Varsity Drive 

900 Emerson Road 



(352) 797-7013 

(352) 797-7022 

20. ADULT LITERACY/HEART 25. FOOD AND NUTRITION 


75 Oakwood Drive 



(352) 797-7018 

(352) 797-7028 

21. EDUCATIONAL RESOURCE CENTER 26. TRANSPORTATION DEPARTMENT 


3339 California Street 



(352) 797-7016 

(352) 797-7003 

22. MAINTENANCE DEPARTMENT 



(352) 797-7071 

27. SCHOOL DISTRIBUTION CENTER 



(352) 797-7060 

23. FACILITIES DEPARTMENT 



(352) 797-7050 

Note* Additional district sites may be added or deleted to this contract as needed, throughout the initial term of the contract and any 

subsequent renewal periods. 

(03-968-18) Page 21 of 33

CUSTOMER REFERENCE FORM 

LOCAL COMMERCIAL OR GOVERNMENTAL REFERENCES SIMILAR IN SCOPE TO THE HERNANDO SCHOOL DISTRICT: 

(duplicate as needed) 

Reference No.1 


Company Name 

Company Name 

Address 

Address 

City, State, Zip 


Telephone 

Telephone 

Contact Person 




Company Name 

Company Name 

Address 

Address 



Telephone 

Telephone 





Company Name 

Company Name 

Address 

Address 



Telephone 

Telephone 



(03-968-18) Page 22 of 33

BID PROPOSAL FORM 

METHOD OF AWARD: To A Maximum Of Four (4) Contractor’s 

Provide firm hourly labor rates, to include all supervision, personnel, materials, supplies, equipment, vehicles, etc., 

in order to provide services as requested, to district sites. All fees, charges and expenses of any kind, (travel time, 

gas, etc.) shall be included in the hourly rates, excluding costs for required parts, supplies and materials, unless 

supplies and materials will be provided by the district. NO additional costs/expenses shall be permitted, except as 

stated in the bid documents. Insert N/A (Not Applicable) in all blanks where pricing does not apply. 

1. Labor Rate (Straight Time) During Normal OR Regular Business Hours, 

Monday - Friday, 7:00 AM to 4:00 PM 

Foreman w/Truck $ /Hour 

Supervisor w/Truck $ /Hour 

Journeyman $ /Hour 

Helper $ /Hour 

2. Schools not in Session, Nights, Weekends & Holidays: 

Foreman w/Truck $ /Hour 

Supervisor w/Truck $ /Hour 

Journeyman $ /Hour 

Helper $ /Hour 

Percentage Mark-Up On Manufacture(s) List Price For Parts, Supplies & 

Materials, Regardless of Manufacturer Shall Apply: 

% 

Include Additional Pricing Information Below, If Applicable: 

List names and contractor’s license numbers, if applicable, for those individual’s your company anticipates will b 

working on this contract (attach additional pages as needed): 

NAME 

LICENSE NO. 

1. 

2. 

3. 

4. 

5. 

6. 

(03-968-18) Page 23 of 33


List of vehicles/equipment: Please list all company owned vehicles and equipment in the space 

provided. Attach an additional list, if necessary. 

1. 

2. 

3. 

4. 

5. 

6. 

7. 

8. 

9. 

10. 

11. 

Item 

Quantity 


( ) 

Telephone Number 

Beeper Number 

(Company Contact Person and applicable telephone number. This contact person will handle coordination of the services as 

requested in this bid, scheduling projects, etc., from district personnel during the duration of this contract. Please notify Ken 

Hill, Director of Maintenance Department, if and when this individual changes) 

Location/Address Of Office Where Services Will Be Directed From: 

Street Address 

City & Zip Code 

Fax Number 

E-Mail Address 

Provided services as requested in this bid, a minimum of five (5) years. 

YES 

NO 

(03-968-18) Page 24 of 33


If awarded the contract, will an acceptable insurance certificate be provided prior to commencing any installation and repair 

and services? 

YES 

NO 

Is your company properly licensed and bonded, if applicable, to cover services as requested in this bid. 

YES 

NO 

ADDENDA ACKNOWLEDGMENT: The undersigned also acknowledges the receipt of the following Addenda: 

ADDENDUM NO. DATED ADDENDUM NO. DATED 




(03-968-18) Page 25 of 33


For the purpose of determining the maximum of four (4) contractors for services requested in this bid, the following work scenarios 

will be employed to apply the fixed hourly labor rate for straight time and the percentage mark-up you entered on the Bid Proposal 

Form. The work scenarios represent ONLY a total estimated number of hours that may or may not be spent on annual work 

requirements for the district and include, an approximate dollar amount for parts, and/or materials, that may be supplied by the 

vendor(s). The hourly labor rate and percentages are to be inserted in the applicable spaces below. ALL spaces should be completed. 

Do Not Change Any Of The Hours Or Parts/Materials Costs Represented Below. They Represent An Approximate 

Usage ONLY. In Know Way Are They Meant To Reflect Actual Dollar Expenditures Which Could Vary Up Or Down 

During The Term Of The Contract. 

**FOR USE IN DETERMINING APPARENT LOW BIDDERS ONLY** 

WORK SCENARIO 

Description Column A Column B Total Cost 

Estimation Of Vendor Supplied 

Parts And Materials. 

$2,000.00 Percentage Mark-Up_________________% $ 

Estimation of Labor Hours: 

300 Hours 

200 Hours 

Foreman w/Truck 

Straight Time Hourly Rate $____________ $ 

Supervisor w/Truck 


200 Hours Journeyman 


200 Hours Helper 


ESTIMATED TOTAL LUMP SUM BID FOR PAINTING PROJECTS: $ 

(03-968-18) Page 26 of 33

PURCHASING CARD SURVEY 

(Information Purposes Only) 

PURCHASING CARDS 

The School Board of Hernando County, FL, anticipates, in the very near future, authorizing the use of Visa 

Purchasing Cards. With this in mind, select district personnel may use the Visa Purchasing Card in place of a 

purchase order for transactions, which total less than $750.00 per unit value. If you are not currently a Visa 

approved merchant, you must agree to become one in the event an employee wishes to use their card to purchase 

from this bid. Check the appropriate box below to acknowledge that you are either already a Visa approved 

merchant or that you agree to become one, if awarded a contract. If you are not familiar with the Visa Purchasing 

Card program, check the appropriate box below to obtain information. 

Yes, our company currently accepts Visa 

No, our company does not currently accept Visa but agrees to become approved, if awarded this contract. 

I am not familiar with the Visa purchasing card but would like to find out how to become an approved 

merchant 

No, our company does not accept Visa and has no plans to do so in the future. 

(03-968-18) Page 27 of 33

SUBMITTALS CHECKLIST 

To help ensure that you include all the submittals necessary to complete a thorough evaluation of your bid proposal, we suggest that you 

use this checklist as a reminder to yourself, by placing a check in each box in the Verified column indicating that the item is included in 

your bid proposal packet. Include this completed checklist along with your bid proposal. Items checked Required must be submitted at 

the time you submit your bid or your bid will be declared non-responsive. Items checked Requested (Time of Bid Opening) should be 

submitted at the time you submit your bid to facilitate the bid evaluation process, but will not be cause for declaring your bid nonresponsive. 

Items checked Requested (Prior to Award) should be submitted and on file in our computer purchasing systems prior to an 

award being made as a result of this bid in order for a purchase order to be issued. 

Verified Required Requested 

(Time of Bid 

Opening) 

Requested 

(Prior to 

Award) 

Description of Submittal 

Ref. 

Page No. 

Completed and signed Invitation to Bid Form 1 

Bid Proposal Forms 

22-25 

(Includes Work Scenario To Assist In Determiningg “Apparent Low 

Bidder” At Bid Opening)) 

Completed and signed Drug Free Workplace 

Certification Form (optional) 

Completed and signed Certification Regarding 

Debarment Form AD-1048 

Certificate of Insurance including evidence of workers 

compensation coverage 

(See Explanation On Page Referenced) 

Completed and signed Request for Taxpayer 

Identification Number and Certification Form W-9 

(New Vendors Doing Business With The School District For 

The First Time, OR If Your Company Has Had A Change of 

Address, Name, Etc.) 

Completed and signed Vendor Application Form 

(If NOT Currently On File With The Purchasing Department, 

School Distribution Center And For New Vendors) 

See Explanation On Page Referenced/ Available @www.hcsb.k12.fl.us/sdc 

List of References 

(Minimum Of 4 Similar In Scope) 

Purchasing Card Survey 

(Information Purposes Only) 

29 

30 

9 

28 

11 

21 

26 

SUBMIT TWO (2) COMPLETE COPIES OF YOUR BID (1 ORIGINAL & 1 COPY) 

WHEN SUBMITTING YOUR SEALED BID REMEMBER TO CLEARLY MARK THE OUTSIDE 

ENVELOPE WITH YOUR COMPANY NAME, BID TITLE AND BID NUMBER 

(03-968-18) Page 28 of 33

Form W-9 

(Rev. December 2000) 

Department of the Treasury 

Please print or type 

New 

Fields 

Part I 

Name (See Specific Instructions on page 2.) 

Request for Taxpayer 

Identification Number and Certification 

Business name, if different from above. (See Specific Instructions on page 2.) 

Give form to the 

requestor. Do not send 

to the IRS. 

Check appropriate box: Individual/Sole proprietor Corporation Partnership Other _______________________ 

Address (number, street, and apt. or suite no.) 

City, state and ZIP code 

Telephone Number 

Taxpayer Identification Number (TIN) 

Enter your TIN in the appropriate box. For 

individuals, this is your social security number (SSN). 

However, for a resident alien, sole proprietor, or 

disregarded entity, see the Part I Instructions on page 

2. For other entities, it is your employer identification 

number (EIN). If you do not have a number, see how 

to get a TIN on page 2. Note: If the account is in more 

than one name, see the chart on page 2 for guidelines 

on whose number to enter. 

Fax Number 

Social security number 

Or 

Employer identification number 

Requester’s name and address (optional) 

HERNANDO CO SCHOOL BOARD 

PURCHASING DEPARTMENT 

8050 MOBLEY ROAD 

BROOKSVILLE, FL 34601 

FAX (352) 797-7156 

Part II 

For U.S. Payees Exempt From 

Backup Withhholding (See the 

instructions on page 2.) 

Part III Certification 

Under penalties of perjury, I certify that: 

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me, and 

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the internal 

Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has 

Notified me that I am no longer subject to backup withholding, and 

3. I am a U.S. person (including a U.S. resident alien). 

Certification instructions. You must cross out item 2. above if you have been notified by the IRS that you are currently subject to backup 

Withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. 

For mortgage interest paid, acquisition or abandonment of secured property. Cancellation of debt, contributions to individual retirement 

Arrangement (IRA) and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must 

Provide your correct TIN. (See the instructions on page 2.) 

Sign Signature of 

Here U.S. person 

Purpose of Form 

A person who is required to file an information 

Return with IRS must get your correct 

Taxpayer identification number (TIN) to report, for 

Example, income paid to you, real estate 

Transactions, mortgage interest you paid, 

Acquisition or abandonment of secured property, 

Cancellation of debt, or contributions you made to an 

IRA. 

Use Form W-9 only if you are a U.S. person 

(including a resident alien), to give your correct 

TIN to the person requesting it (the requester) 

And, when applicable, to: 

1. Certify the TIN you are giving is correct (or 

You are waiting for a number to be issued). 

2. Certify you are not subject to backup Withholding, 

3. Claim exemption from backup withholding if 

You are a U.S. exempt payee. If you are a foreign 

person, use the appropriate Form W-8. See Pub. 

515, Withholding of Tax on Nonresident Aliens and 

Foreign Corporations. Note: If a requester 

gives you a form other than Form W-9 to request 

your TIN, you must use the requester’s form if it is 

substantially similar to this Form W-9. 

What is backup withholding? Persons making 

Certain payments to you must withhold and pay to the 

IRS 31% of such payments under certain conditions. 

This is called “backup withholding.” Payments that 

may be subject to backup withholding include interest, 

dividends, broker and barter exchange transactions, 

rents, royalties, nonemployee pay, and certain 

payments from fishing boat operators. Real estate 

transactions are not subject to backup withholding. 

If you give the requester you correct TIN, make the 

proper certifications, and report all your taxable 

interest and dividends on your tax return, payments 

you receive will not be subject to backup withholding. 

Payments you receive will be subject to backup 

withholding if: 

1. You do not furnish your TIN to the requester, or 

2. You do not certify your TIN when required 

(See the Part III instructions on page 2 for details, or 

3. The IRS tells the requester that you furnished an 

incorrect TIN, or 

4. The IRS tells you that you are subject to backup 

withholding because you did not report all your 

interest and dividends on your tax return 

(for reportable interest and dividends only), or 

(03-968-18) Page 29 of 33 

Date 

5. You do not certify to the requester that you 

Are not subject to backup withholding under 4 

above (for reportable interest and dividend 

Accounts opened after 1983 only). 

Certain payees and payments are exempt from 

backup withholding. See the Part II 

Instructions and the separate Instructions for 

the Requester of Form W-9. 

Penalties 

Failure to furnish TIN. If you fail to furnish 

your correct TIN to a requester, you are subject 

to a penalty of $50 for each such failure unless your 

failure is due to reasonable cause and not 

to willful neglect. 

Civil penalty for false information with respect 

to withholding. If you make a false statement 

With no reasonable basis that results in no backup 

withholding, you are subject to a $500 penalty. 

Criminal penalty for falsifying information. 

Willfully falsifying certifications or affirmations 

may subject you to criminal penalties including 

fines and/or imprisonment. 

Misuse of TINs. If the requester discloses or uses 

TINs in violation of Federal law, the requester may 

be subject to civil and criminal penalties.

DRUG FREE WORKPLACE CERTIFICATION FORM 

In accordance with Florida Statute 287.087, preference shall be given to businesses with drugfree 

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. In order to have a drug-free program, a business shall: 

1) Publish a statement notifying employees that the unlawful manufacture, distribution, 

dispensing, 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. 

____________________________ 

(vendor’s signature) 

(03-968-18) Page 30 of 33

CERTIFICATION REGARDING DEBARMENT, SUSPENSION 

INELIGIBILITY AND VOLUNTARY EXCLUSION - LOWER TIER COVERED 

TRANSACTIONS 

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 

3017, Section 3017.510, Participants responsibilities. The regulations were published as Part IV of the January 30, 1989, 

Federal Register (pages 4722-4733). 

***** BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE SIDE ***** 

(1) The prospective lower tier participant certifies, by submission of this proposal, 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 Federal department or agency. 

(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such 

prospective participant shall attached an explanation to this proposal. 

Organization Name 

PAINTING SERVICES, #03-962-18 

PR/Award Number or Project Name 

Name(s) and Title(s) of Authorized Representative(s) 

Signature(s) 

Date 

Form AD-1048 (1/92) 

(03-968-18) Page 31 of 33

INSTRUCTIONS FOR CERTIFICATION 

1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out on the reverse 

side in accordance with these instructions. 

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was 

entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, 

in addition to other remedies available to the Federal Government, the department or agency with which this transaction 

originated may pursue available remedies, including suspension and/or debarment. 

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted 

if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become 

erroneous by reason of changed circumstances. 

4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," 

"person," "primary covered transaction," "principal," "proposal," "voluntarily excluded," as used in this clause, have the 

meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact 

the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 

5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered 

into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared 

ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or 

agency with which this transaction originated. 

6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled 

"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions," 

without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered 

transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows 

that the certification is erroneous. A participant may decided the method and frequency by which it determines the eligibility 

of its principals. Each participant may, but is not required to, check the Nonprocurement List. 

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in 

good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed 

that which is normally possessed by a prudent person in the ordinary course of business dealings. 

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly 

enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from 

participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency 

with which this transaction originated may pursue available remedies, including suspension and/or debarment. 

Form AD-1048 (1/92) 

(03-968-18) Page 32 of 33

Executive Order 12549--Debarment and Suspension 

Source: The provisions of Executive Order 12549 of Feb. 18, 1986, appear at 51 FR 6370, 3 CFR, 1986 Comp., p. 189, unless 

otherwise noted. 

By the authority vested in me as President by the Constitution and laws of the United States of America, and in order to curb 

fraud, waste, and abuse in Federal programs, increase agency accountability, and ensure consistency among agency regulations 

concerning debarment and suspension of participants in Federal programs, it is hereby ordered that: 

Section 1. (a) To the extent permitted by law and subject to the limitations in Section 1(c), Executive departments and agencies 

shall participate in a system for debarment and suspension from programs and activities involving Federal financial and 

nonfinancial assistance and benefits. Debarment or suspension of a participant in a program by one agency shall have 

government-wide effect. 

(b) Activities covered by this Order include but are not limited to: grants, cooperative agreements, contracts of assistance, loans, 

and loan guarantees. 

(c) This Order does not cover procurement programs and activities, direct Federal statutory entitlements or mandatory awards, 

direct awards to foreign governments or public international organizations, benefits to an individual as a personal entitlement, or 

Federal employment. 

Sec. 2. To the extent permitted by law, Executive departments and agencies shall: 

(a) Follow government-wide criteria and government-wide minimum due process procedures when they act to debar or suspend 

participants in affected programs. 

(b) Send to the agency designated pursuant to Section 5 identifying information concerning debarred and suspended participants 

in affected programs, participants who have agreed to exclusion from participation, and participants declared ineligible under 

applicable law, including Executive Orders. This information shall be included in the list to be maintained pursuant to Section 5. 

(c) Not allow a party to participate in any affected program if any Executive department or agency has debarred, suspended, or 

otherwise excluded (to the extent specified in the exclusion agreement) that party from participation in an affected program. An 

agency may grant an exception permitting a debarred, suspended, or excluded party to participate in a particular transaction upon 

a written determination by the agency head or authorized designee stating the reason(s) for deviating from this Presidential policy. 

However, I intend that exceptions to this policy should be granted only infrequently. 

Sec. 3. Executive departments and agencies shall issue regulations governing their implementation of this Order that shall be 

consistent with the guidelines issued under Section 6. Proposed regulations shall be submitted to the Office of Management and 

Budget for review within four months of the date of the guidelines issued under Section 6. The Director of the Office of 

Management and Budget may return for reconsideration proposed regulations that the Director believes are inconsistent with the 

guidelines. Final regulations shall be published within twelve months of the date of the guidelines. 

Sec. 4. There is hereby constituted the Interagency Committee on Debarment and Suspension, which shall monitor 

implementation of this Order. The Committee shall consist of representatives of agencies designated by the Director of the Office 

of Management and Budget. 

Sec. 5. The Director of the Office of Management and Budget shall designate a Federal agency to perform the following 

functions: maintain a current list of all individuals and organizations excluded from program participation under this Order, 

periodically distribute the list to Federal agencies, and study the feasibility of automating the list; coordinate with the lead agency 

responsible for government-wide debarment and suspension of contractors; chair the Interagency Committee established by 

Section 4; and report periodically to the Director on implementation of this Order, with the first report due within two years of the 

date of the Order. 

Sec. 6. The Director of the Office of Management and Budget is authorized to issue guidelines to Executive departments and 

agencies that govern which programs and activities are covered by this Order, prescribe government-wide criteria and 

government-wide minimum due process procedures, and set forth other related details for the effective administration of the 

guidelines. 

Sec. 7. The Director of the Office of Management and Budget shall report to the President within three years of the date of this 

Order on Federal agency compliance with the Order, including the number of exceptions made under Section 2(c), and shall make 

recommendations as are appropriate further to curb fraud, waste, and abuse. 

(03-968-18) Page 33 of 33

INVITATION TO BID

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