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INVITATION TO BID

SCHOOL BOARD OF LAKE COUNTY, FLORIDAPURCHASING DEPARTMENT

29529 COUNTY ROAD 561TAVARES, FLORIDA 32778-2496

The School Board of Lake County, Florida, located in Tavares, Florida, hereinafter referred to as the “School Board”, solicits your company to submit a bid on our Bid #3401DB – Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation.

All terms and conditions below are a part of this Invitation to Bid (ITB) and no bids will be accepted unless the vendor complies with all conditions required herein. Rights are reserved by the School Board of Lake County to accept or reject any and all bids and to waive all technicalities and award in the best interest of the Board. The Board does not sign contract forms provided by vendors. The bid, request for proposal, or invitation to negotiate with the vendor’s signature will constitute an offer to sell to the Board under the stated terms and conditions. From the notice of publication until 72 hours after the posting of the recommendation of award only the Purchasing Department should be contacted concerning any questions concerning this bid. No other employee, officer, staff or agent of the School Board should be contacted during this period. All questions/concerns shall be directed, in writing, to:

Diane Bennett, Certified Purchasing AgentE-mail: [email protected] Fax: 352-742-8516Address: 29529 CR 561

Tavares, Florida 32778

1. BIDDERS RESPONSIBILITY: Before submitting their bid proposal, each bidder is required to carefully examine the invitation to bid specifications and to completely familiarize themselves with all of the terms and conditions that are contained within this bid. Ignorance on the part of the bidder will in no way relieve them of any of the obligations and responsibilities, which are a part of this bid.

2. SCOPE OF WORK AND SPECIFICATIONS: The intent of this ITB is to establish firm bid prices for chiller preventative maintenance, repair and new equipment purchase and installation, in accordance with all terms, conditions, and specifications listed and described in the body of these specifications, to be used as needed, by the School Board.

I. Scope of Work: CONTRACTOR shall perform chiller preventative maintenance, repair and new equipment purchase and installation services.

Specifications:

Section I Preventative Maintenance

Contractor will provide services to the School Board equipment including, but not limited to the following:

Chillers: Air to air/water to water type chillers and other types: reciprocation, centrifugal scroll chiller. Include all parts of the chiller unit from the entering water flange to the

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leaving water flange (including all chill water pumps, flow switches, air separators, controls, and chill water make-up system).

Cooling towers all types: Provide complete maintenance, service, and repairing of mechanical parts of cooling tower, cooling tower fans, fan motors, fan drives, makeup water float and valve assemblies and any other equipment or controls needed for proper cooling tower operation, including the tower water temperature control.

Complete water treatment service, to prevent scale and mud build-up; eliminate corrosion in the condenser, evaporator, piping, cooling tower; and to eliminate biological growth per the manufacturer’s recommendations and the School Board standards.

Motors: All motors related to the chiller and the cooling tower.

Pumps: All pumps related to the chiller and the cooling tower. Standard pumps as well as VFD pumps. All fans related to chiller or cooling towers.

Refrigerant Monitors: All refrigerant monitoring devices will be included in this chiller contract. This applies to all chiller schools with refrigerant gas monitoring devices. To include repairs as well as monitoring chiller equipment room condition.

Insulation: Insulation removed during repairs of chiller/heating equipment will be re-insulated by the Contractor.

PREVENTIVE MAINTENANCE SPECIFICATIONS

Preventive maintenance includes inspections, lubrication, tests, adjustments, and corrective maintenance tasks. The Contractor shall control scheduling at agreed upon intervals for preventive maintenance and task functions to be performed by both calendar periods and operating hours as applicable to each piece of equipment. Contractor shall schedule preventive maintenance tasks by computer to assure a uniform and detailed method of scheduling work.

Maintenance intervals will be determined by equipment run time, application, location, and the manufacturer’s specifications.

Preventive maintenance performed under this agreement is designed to minimize the incidence of emergency situations; however, backup emergency service shall be provided 24 hours a day to minimize down time inconvenience.

All of the manufacturer’s recommendations are to be followed. Any amendments must be approved by LCSB or representative.

Component Replacements: The School Board representative must be informed and approve, prior to the Contractor replacing worn, failed or doubtful components and parts. These replacements will be of like or current design to minimize system depreciation and obsolescence. All components replaced must be provided to the School Board representative before disposal.

A component may only be repaired or replaced in advance to prevent a system failure upon notification to the School Board representative.

PREVENTATIVE MAINTENANCE MINIMUM REQUIREMENTS PER SPECIFIED EQUIPMENT

1. CENTRIFUGAL CHILLERS of 48

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Annual Maintenance - Once a year a thorough preventive maintenance schedule will be performed to include the following:

A. Furnish materials for a thorough leak test as required.B. Perform leak test and report on any discrepancies found.C. Check and calibrate safety controls per manufacturer’s recommendations.D. Megohm compressor and oil pump motor; record findings.E. Check starter as required by manufacturer including but not limited to:

1. Check condition of starter contacts (for wear and pitting.)2. Check starter overload devices and settings as applicable.3. Tighten starter contacts and motor terminal connections.

F. Take samples of oil and have analyzed by a professional laboratory specializing in analysis of refrigeration equipment oil and refrigerant samples.

G. Change oil and filters as required when the oil analysis results indicate that change is required or by manufacturer recommendations.

H. Check operation of vane positioner. I. Inspect, check purge unitJ. Restore unit to operationK. Perform service on purge system per manufacturer’s recommendations.L. Perform log of equipment.M. Perform minor adjustments.N. Submit written report on condition of equipment and all deficiencies found. O. Eddy current analysis to be performed for heat exchanger tube condition.

Annual and Semi-Annual Oil AnalysisDuring the annual inspection and semi-annual inspection, oil samples shall be taken on each compressor circuit and analyzed by a professional laboratory specializing in the analysis of samples taken from refrigeration equipment.

A trend report summarizing the last sample and all other available samples will be submitted following each sample taken. This report will include a graph of data visually depicting trend in oil condition and content.

Scheduled Quarterly Maintenance – Quarterly inspections shall include the following:

A. Check equipment and log operation.B. Analyze log readings and make minor adjustments (coordination with owner

operations personnel will be made).C. Check operation of control circuit.D. Check operation of lubrication circuit.E. Check operation of compressor motor and starter.F. Review operation of the chiller with maintenance personnel.G. Discuss operator logs and trends in the equipment.H. Check for Refrigerant leaks.

2. AIR-COOLED CHILLERSAnnual Maintenance –Once a year the following thorough preventive maintenance schedule shall include all the manufacturer’s recommendations and testing. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:

A. Furnish materials for a thorough leak test as required. of 48

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B. Perform leak test and report on any discrepancies found.C. Check and calibrate safety controls as applicable.D. Meg compressor and oil pump motor. Record findings.E. Check starter as required by manufacturer including but not limited to:

1) Check condition of starter contacts (for wear and pining.)2) Check starter overload devices and settings as applicable.3) Tighten starter contacts and motor terminal connections.

F. Take samples of oil and have analyzed by a professional laboratory specializing in analysis of refrigeration equipment oil and refrigerant samples.G. Change oil and filters as required when the oil analysis results indicate that change is required or by manufacturer recommendations .H. Check operation of slide positioner or unloaders.I. Test and inspect purge unit.J. Lube condenser fan motors and bearings as required.K. Inspect outside coils for dirt and clean as required.L. Restore unit to operation.M. Perform log of equipment.N. Perform minor adjustments.O. Submit written report on condition of equipment and all deficiencies found.P. Eddy current analysis to be performed for heat exchanger tube condition.

Annual and Semi-Annual Oil AnalysisDuring the annual inspection and semi-annual inspection, oil samples will be taken and analyzed by a professional laboratory specializing in the analysis of samples taken from refrigeration equipment.

A trend report summarizing the last sample and all other available samples will be submitted following each sample taken. This report will include a graph of data visually depicting trend in oil condition and content.

Scheduled Quarterly Maintenance - Quarterly inspections shall include the following:

A. Check equipment and log operation.B. Analyze log readings and make minor adjustments (coordination with owner’s

maintenance personnel will be made).C. Check operation of control circuit.D. Check operation of lubrication circuit.E. Inspect condenser fans.F. Inspect condenser coils.G. Lube condenser fan motors and bearings as required.H. Check operation of compressor motor and starter.I. Review operation of the chiller with operation personnel. Discuss operator logs and

trends in the equipment.J. Check for Refrigerant leaks.

3. Reciprocating/Scroll/Screw/Centrifugal EquipmentAnnual Maintenance - Once a year a thorough preventive maintenance schedule shall include all the manufacturer’s recommendations and testing. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services.

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A. Check unit thoroughly for refrigerant leaks.B. Check and calibrate safety and operating controls.C. Meg ohm test compressor motor.D. Check and tighten all electrical terminals and check contacts for wear.E. Check oil level in compressor and add as required.F. Tighten motor terminals and control panel terminals.G. Check crankcase heater.H. Check external interlocks, flow switches, pumps and fans.I. Check oil sample for acid.J. Air-cooled items:

Inspect condenser fans. Inspect condenser coils. Lube condenser fan motors and bearings as required. Inspect outside coils for dirt and brush clean as required. Coils will be washed once per year as required.

K. Water-cooled items: Brush condenser tubes.

L. Verify unloaders operate properly (if applicable).M. Report in writing any deficiencies that were noted during the inspection that

could not be corrected during the inspection.N. Eddy current analysis to be performed for heat exchanger tube condition.


A. Make complete operating log and record proper operating temperatures, pressures, voltages and amperages.

B. Check and adjust operating and safety controls.C. Check operation of crankcase heater.D. Check compressor oil level and add as needed.E. Check operation of control circuit.F. Check operating log with operator, discuss operation of the machine generally.G. Check water/air flow of evaporator and condenser.H. Check super heat.I. Check operation of all motors and starters.J. Report to maintenance any uncorrected deficiencies noted.K. Check for Refrigerant leaks.

4. Cooling TowersAnnual Maintenance - Once a year a thorough preventive maintenance schedule will be performed. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:

A. Clean debris from platform and surrounding area.B. Clean water sump and check condition.C. Clean float valve assembly and adjust for proper operation.D. Check and clean bleed off line and overflow.E. Clean tower strainers.F. Spray wash the outside surface of cooling tower fill material.G. Clean tower spray nozzles and eliminators.

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H. Flush cooling tower after cleaning.I. Check sump heaters and thermostats for calibration and operation.J. Lubricate fan motor bearings per the manufacturer’s recommendation.K. Fill system after cooling tower has been cleaned.L. Check for leaks.M. Check amperage on motors.N. Inspect electrical connections, contactors, relays and operating/safety controls.O. Check and adjust condenser water temperature regulator system.

Scheduled Quarterly Maintenance - Quarterly inspections shall include the following:A. Inspect fan, motor and belts.B. Check oil level in gear reducer. Add oil as required.C. Check intake strainer, bleed and overflow.D. Check operating conditions. Adjust as required.

5. Water Treatment - Condenser Water (Cooling Tower - Open System)Annual Maintenance - Once a year a thorough preventive maintenance schedule will be performed. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:

A. Clean chemical feed pump section strainer.B. Disassemble and clean bleed line strainer.C. Disassemble and clean flow through sensor.D. Disassemble and clean solution bleed valve.E. Disassemble and clean check valve assembly.F. Check chemicals in feed tank and check as required.G. Check dissolved solids content in water.H. Check bleed rate.I. Check chemical content in system being treated.J. Check conductivity controller operation.K. Adjust chemical feed pump as required.L. Check for algae.M. Add chemicals as required (chemicals provided by Contractor.).N. Record readings.

Schedule Quarterly Maintenance - Quarterly inspections shall include the following:A. Check chemicals in feed tank and adjust as required. (Chemicals provided by

Contractor)B. Check dissolved solids contents in water.C. Check bleed rate.D. Check chemical content in system being treated.E. Check conductivity controller operation.F. Adjust chemical feed pump as required.G. Check for algae.

Water Treatment: Specifications

A. Tower Treatment: The formulation used for treatment of the cooling tower water shall be a highly concentrated liquid blend of corrosion inhibitors and sequestering agents. It shall successfully inhibit scale formations in the tower/condenser system at concentrations of 5-7 cycles or as indicated by the

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make-up water quality. Corrosion inhibition shall be provided for ferrous and non-ferrous metals. Maximum permissible rates shall be 0.5 mpy for copper and 3.5 mpy for mild steel. Two or more different biocides, including at least one oxidizer and other non-oxidizer applied alternately, shall be used to effectively prevent the growth of algae, fungi, slime or other undesirable forms of bacterial life. Application shall be as needed in concentrations and frequency, to maintain system cleanliness, heat transfer, and to avoid corrosion caused by microbiological fouling. The use of molybdate inhibitor other than as a trace is not permitted. All products used shall meet all local, state and Federal regulations for discharge into sewage systems.

B. Closed Loop Treatment: Chilled water treatment of closed loop system shall be a concentrated liquid chemical solution of borate buffers, nitrite, and other corrosion inhibitors (for ferrous and non-ferrous metals), and sequestrants in appropriate amounts to prevent rust, corrosion, scale, pitting, and sludge accumulation. Nitrite residuals maintained shall be the School Board standard of 800–1200 ppm with a minimum pH of 9.O. Maximum permissible corrosion rates shall be 0.5 mpy for copper and 3.5 mpy for mild steel.

C. Maintain that maximum number of cycles of concentration in the cooling tower which will also maintain a Langelier Index of not less than + 0.5 and magnesium - silicate factor of not more than 35,000

D. Provide corrosion coupons for a continuous corrosion study of both copper and mild steel. A minimum of one coupon of each metal shall be removed for analysis each calendar quarter. The corrosion rate will be determined by weight loss and reported each quarter. Corrosion rate of mild steel not to exceed 3.5 mils (.0035 in.) per year and for copper not to exceed .5 mil (.0005 in.) per year.

E. Complete analytical services as needed for analysis of unusual cooling water samples, scale, sludge, rust, other corrosion products, and microbiological studies as needed to insure the minimizing of these problems throughout all circulating systems.

F. Provide complete service and maintenance to the water treatment equipment including the solenoid bleed valve, monitoring and pumping equipment and piping. All chemical controllers, solenoids, pumps, timers, etc. shall be maintained in good operating condition; if not repairable, they shall be replaced with equal or better equipment.

G. When requested, the water treatment representative will be required to meet with the Maintenance Authorized Representative to discuss the water treatment program.

1. Complete condenser and chiller internal Inspection service shall be conducted at least annually during shut down and cleaning operations, providing at least 24 hours notice is given by the mechanical vendor.

2. The Contractor shall provide emergency service calls for water treatment feed/bleed equipment and related problems as needed within at least 8 working hours of notice by the School Board’s Authorized Representative. It shall be the Contractor's responsibility to supply their

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emergency contact number to the School Board’s Authorized Representative.

H. Water Treatment supplies/handling

1. The Contractor shall provide all chemicals required during the contract period.

2. Sufficient chemical supplies shall be maintained at the school to preventtreatment interruption due to the exhaustion of supplies. Removal of excess supplies and their proper disposal at the end of the contract period shall be the responsibility of the Contractor. The Contractor shall also be responsible for maintaining hazardous chemicals in the locked mechanical room provided by the school. Prompt clean-up of any chemical leaks, or spills shall be provided by Contractor in accordance with MSDS recommendations and EPA and DERM regulations.

3. The Contractor shall supply all parts required to maintain the water treatment system during the contract period.

4. The Contractor shall supply to the School Board’s Authorized Representative and The School Board’s Risk Management Department any formulation used: material safety data fact sheets as required by OSHA; product data sheets fully describing proper dosages, handling, and feeding; a confidential certificate of composition of analysis; instructions for analytical procedures used to obtain all desired control limits; warranty of full compliance with local state; and federal pollution laws with the normal use of the product. Additional material safety data sheets shall also be provided to school personnel and to the School Board ’s Representative.

I. REPORTS:

1. Oil Analysis Test:

(a) Sample Report: Report results sheet must show job name, chiller manufacturer name, chiller first 6 model numbers, last five serial numbers, type of oil, and date of sample test. All analysis shall be conducted annually and submitted to the School Board’s Authorized Representative within 15 calendar days of test completion.

(b) Test results sheet must show spectrochemical analysis in parts per million by weight content of IRON, CHROMIUM, NICKEL, ALUMINUM, LEAD, COPPER, TIN, SILVER, TITANIUM, SILICON, BORON, SODIUM, POTASSIUM, MOLYBDENUM, PHOSHORUS, ZINC, CALCIUM, BARIUM, MAGNESIUM, ANTIMONY, AND VANADIUM.

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(c) Physical Test for Water in Parts per million, Total Acid Content, chloride in Parts per million, Viscosity at 72 F.

2. Water Treatment Service Report:

(a) Provide a written water treatment report each month (this is included in the annual inspection cost), separate from the serviced report, which shall include the following information obtained by on-site analysis:

(1). Make-up Water:

(i) Total Harness (ppm as CaCO3)(ii) Calcium (ppm as CaCO3)(iii) Magnesium (ppm as CaCO3)(iv) M Alkalinity (ppm as CaCO3)(v) Conductivity (michromho)(vi) Chloride (ppm)(vii) Silica (ppm as SiO2) (where scaling is a factor)(viii) pH

(2). Cooling Tower Water(i) Total Hardness (ppm as CaCO3)(ii) Calcium (ppm as CaCO3)(iii) Magnesium (ppm as CaCO3)(iv) M Alkalinity (ppm as CaCO3)(v) Silica (ppm as SiO2) (where scaling is a factor)(vi) Conductivity (micromho)(vii) Chloride (ppm)(viii) PH(ix) Inhibitor (ppm) (6-10 ppm Phosphonate required)(x) Cycles of concentration(xi) Scaling Index (Langlier or Ryznar)(xii) Total bacteria count

(3). Chilled Water:(i) Nitrite (ppm as NaNO2)(ii) PH

6. PumpsAnnual Maintenance - Once a year a thorough preventive maintenance schedule shall be performed. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:

A. Clean pump strainers.B. Lubricate pump bearings per manufacturer’s recommendations.C. Lubricate motor bearings per manufacturer’s recommendations.D. Tighten all nuts and bolts. Check motor mounts and vibration pads.

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E. Visually check pump alignment and coupling.F. Check motor operating conditions.G. Inspect electrical connections and contactors.H. Check and clean strainers and check hand valves.I. Inspect mechanical seals or pump packing.J. Operate pumps and check efficiency.K. Flush pan to clean dirt or debris.


A. Lubricate pump bearings per manufacturer’s recommendations.B. Lubricate motor bearings per manufacturer’s recommendations.C. Check suction and discharge pressures.D. Check packing or mechanical seal and adjust as necessary.E. Check motor voltage and amperage.F. Flush pan to clean dirt or debris.G. Clean pump strainers.H. Tighten all nuts and bolts. Check motor mounts and vibration pads.I. Visually check pump alignment and coupling.J. Check motor operating conditions.K. Inspect electrical connections and contactors.L. Check and clean strainers and check hand valves.M. Inspect mechanical seals or pump packing.N. Operate pumps and check efficiency.O. Flush pan to clean dirt or debris.P. Lube fan shaft bearings.

The Contractor shall bid a price per facility to provide Annual, Semi-Annual, and Quarterly Inspections. It is anticipated that all facilities receive annual preventative maintenance services on chillers and related equipment. The Semi-Annual and Quarterly Inspections will be done at the discretion of the maintenance department and shall be on an as-needed basis or as funding is available.

Attachment 9 is a list of Chillers and Attachment 10 is a list of Cooling Towers. These lists provide location, manufacturer, model and serial numbers. The School Board reserves the right to add/delete any locations to/from the preventative maintenance program at its discretion. Any locations added to the list after award of the contract shall be negotiated between the Contractor and the School Board.

If equipment is added/removed from the facility that is on the preventative maintenance program, the School Board reserves the right to negotiate a new price to provide the service specified.

The Contractor shall provide deficiency reports at the conclusion of each preventative maintenance task performed for each piece of equipment. The Contractor shall provide an estimate of the cost to repair the deficiencies and if approved, perform the repairs.

Section II CHILLER REPAIR WORK AND NEW EQUIPMENT AND INSTALL

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The projects under this section will be unit price projects for Chiller Plant repair/replacement and renovation which may require retrofits or new equipment for the School Board facilities.

1. CONTRACTOR’S RESPONSIBILITIESA. Upon receipt of a Work Request the Contractor shall prepare an independent

written estimate required to complete the work. This estimate shall provide specific information including the following: detailed pricing of each requirement with a total fixed price. This estimate shall also include the time work will be started and completed. The estimate returned shall be IN A PROPOSAL FORMAT.

B. The Contractor will be provided a detailed scope of work, which identifies the specific Work description.

C. The Contractor must return an estimate to the School Board’s authorized representative(s) within two (2) workdays, or as otherwise directed, from receipt of a Work Request. The Contractor shall complete the total estimate to accomplish the Work and will identify any additional tasks necessary to satisfactorily accomplish the overall scope of work. Contractor’s repeated failure to submit estimates, or those otherwise considered non-responsive, on more than three (3) occasions, shall be deemed as a default of contract, no further estimates shall be requested from the vendor under this bid, and the Contractor may be disqualified.

The Contractor’s estimate will be evaluated to determine if the scope has been clearly and accurately understood, the work has been properly estimated with supporting data presented and that material and equipment estimates are reasonable and properly documented. The total amount quoted shall be considered the total not to exceed contract amount. Actual expenses incurred based on the final negotiated pricing will be paid but will never exceed the amount of the estimate.

No increases will be permitted unless unforeseen circumstances arise and the increase is approved by the School Board’s authorized representative.

D. The School Board reserves the right to enter into “value engineering” negotiations with the Contractor whenever it deems that negotiations will be in the best interest of the School Board. These negotiations may increase or decrease the original scope of work. Upon completion of negotiations, a new estimate will be prepared by the Contractor and submitted to the School Board for approval.

E. The Contractor acknowledges that work will be performed only after receipt of an authorized purchase order.

F. If, during the course of work, the Contractor encounters unforeseen conditions which impact the work and which could not initially be evaluated, the Contractor shall not proceed without written authorization of the School Board’s authorized representative(s). The School Board must be notified of such conditions within twenty-four (24) hours of work stoppage.

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G. The Contractor shall have sufficient number of personnel, materials, transportation and an adequate inventory of tools and equipment to perform work at the job site. The Contractor shall be held responsible for the on-site supervision, scheduling, storage, receiving and placement of materials. The School Board reserves the right to periodically inspect the vendor’s inventory.

H. Emergency Work Requests may be needed from time to time. The Contractor shall within two (2) hours notice meet the School Board personnel at the job sites, review the scope of work, provide an estimate, proceed with work without delay and in general be responsive to the emergency request.

I. The Contractor shall, and in addition to all other guarantees, be responsible for faulty labor or workmanship and shall promptly correct improper work, without cost to The School Board , within 24 hours after receipt of notification of such faulty labor or workmanship. If the Contractor fails within 24 hours to correct defects, the Owner shall be entitled to have such work remedied and the Contractor shall be fully liable for all costs and expense reasonably incurred by the Owner. Payments in full or otherwise do not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year after acceptance of the work by the School Board.

J. Precautions will be exercised at all times for the protection of persons (including employees) and property. The Contractor at Contractor’s expense will provide barricades, when work is performed in areas traversed by persons or vehicles, or when deemed necessary by the School Board’s Representative.

K. The Contractor shall conform to all Federal, State, City, and the School Board standards and regulations during the performance of the Agreement. Any fines levied due to inadequacies or failure to comply with any and all requirements shall be the sole responsibility of the Contractor. Any person found not in conformance with any laws, statutes, rules or regulations will not be allowed on the job site. Continued violations by a Contractor shall constitute cause for immediate termination of the Agreement.

L. All existing structures, utilities, services, roads, trees, shrubbery, etc., shall be protected against damage or interrupted service at all times by the Contractor and the Contractor shall be held responsible for any damage to property caused by reason of his operations on the property.

2. TIME IS OF THE ESSENCEThe Contractor acknowledges that time is of the essence to complete the work as specified in each and every Estimate Request. The Contractor agrees that all work shall be prosecuted regularly, diligently and uninterrupted at such a rate of progress as will ensure full completion thereof within the time specified in each and every Work Order.

3. COMPLETIONAfter the work called for on a purchase order has been completed, the Contractor shall be required, unless otherwise stated in the Purchase Order to submit a contract completion form with all required signatures and the following:

A. Date and time the work was initiated and completed;

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B. Contractor's certification that the work has been completed;C. Upon Completion of work, the School Board reserves the right to inspect work.D. The Contractor will submit all warranty information, maintenance and operation

manuals, as built plans must be submitted to The School Board ’s Rep.E. Copy of permit with final inspection.F. Digitized copies of all engineered drawings, if applicable.

Partial payments for medium to large projects may be requested by the submission of a properly executed invoice with support documents if required.

3. The forms included within this ITB may be completed on-line using Microsoft Word© or simply printed and completed by hand. Areas where information may be inserted while on-line are indicated by a gray form field box and then the complete document can be printed. Original signatures from an authorized representative of the company shall be affixed where indicated within this document before submitting to the Purchasing Department.

4. A non-mandatory pre-bid meeting will be held on Friday, September 16, 2011 at 9:00 AM. Bidders shall meet at the Lake County School Board, Conference Portable, 201 W Burleigh Blvd, Tavares, Florida, 32778.

All bids shall be filed in the Purchasing Department of the School Board , 29529 County Road 561, Tavares, Florida 32778, prior to 2:00 PM, local time, Thursday, October 6, 2011, and clearly marked "Bid #3401DB to be opened October 6, 2011." Bids will be opened and tabulated at this time. Bids received after this time will not be considered. All bids shall be submitted, in a sealed package or envelope, on the attached bid form properly extended and signed by an authorized representative; place bid number and opening date of bid on envelope. Faxed or e-mailed bids will not be accepted.

5. BID SCHEDULE:Pre-bid:……………………………………….Friday, September 16, 2011 @ 9:00 AMDeadline for Questions:........................…..September 26, 2011Last Date for Addendums:....................…..September 28, 2011Bid Opens:............................................…..Thursday, October 6, 2011 @ 2:00 PMPosting of Award Recommendation:……...November 1, 2011Board Action on Recommendation:......…..November 14, 2011

6. AWARD: a. As the best interests of the School Board may require, the School Board reserves the right to

make award(s) on a lowest price basis by item, group of items, all or none, or a combination thereof; with one or more Vendors; to reject any and all bids, that in it’s judgment will be for the best interest of the Lake County Schools, or waive any minor irregularity or technicality in bids received. Award shall be made on conformity to specifications and price. Multiplying unit cost per item by quantity estimated and summing the totals shall determine lowest bid price.

It is important that vendors understand the District’s budgetary restrictions when offers are submitted. To fulfill our fiduciary responsibilities we are requesting that all pricing submitted be as competitive as possible so that we may return maximum value to the District. By providing a bid the vendor is acknowledging that the District’s current or future budgetary shortfalls may materially impact long-term completion of the District’s projections under this bid and/or may materially impact the District’s ability to consider renewal of any subsequent terms. Please also see Item 10.

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B. The Board reserves the right to use the next lowest and best responsive and responsible bidder in the event the original awardee(s) of the bid cannot fulfill their contract, subject to the terms and conditions provided herein. The next lowest and best responsive and responsible bidder’s prices must remain the same as originally bid and must remain firm for the duration of the contract.

7. Bid tabulations with recommended awards will be posted for review by interested parties on or about November 1, 2011 and will remain posted for a period of 72 hours. The award recommendation will be posted in the Purchasing Department located at 29529 County Road 561, Tavares, Florida and on our website at http://lake.k12.fl.us. To access information from our website select Purchasing from the Department list, click on Bid Opportunities, then click on the appropriate title of the ITB for a listing of all published information. Since this information is available as outlined above, the purchasing department will not mail or fax recommendation of award notices to all bidders. Failure to file a protest within the time prescribed in Section 120.57 (3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any person who is affected adversely by the decision or intended decision shall file with the Board, through it’s Purchasing Department, a written notice of protest within 72 hours after the posting or notification. A formal written protest shall be filed within 10 calendar days after filing the notice of protest. With respect to a protest of the specifications contained in an invitation to bid or in a request for proposals, the notice of protest shall be filed in writing within 72 hours after the receipt of the project plans and specifications or intended project plans and specifications in an invitation to bid or request for proposals (but no later than the time when the bids or responses must be received in order to be considered), and the formal written protest shall be filed within 10 calendar days after the date the notice of protest is filed. The 72 hours period referred to herein shall not include Saturdays, Sundays, or holidays. The word "holiday" shall mean any weekday on which the School Board's Administrative offices are closed. Failure to file a timely formal written protest shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. The formal written protest shall state with particularity the facts and law upon which protest is based. Any person who files an action protesting a decision or intended decision pertaining to a bid pursuant to FS 120.57(3)(b), shall post at the time of filing the formal written protest, a bond payable to the School Board of Lake County in an amount equal to one percent (1%) of the total estimated contract value, but not less than $500 nor more than $5,000, which bond shall be conditioned upon the payment of all costs which may be adjudged against the protester in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, a cashier’s check, certified bank check, bank certified company check, or money order will be an acceptable form of security. If, after completion of the administrative hearing process and any appellate court proceedings, the district prevails, it shall recover all costs and charges which shall be included in the final order or judgment, including charges made by the Division of Administrative Hearings, but excluding attorney’s fees. Upon payment of such costs and charges by the protester, the protest security shall be returned. If the protester prevails, he or she shall recover from the district all costs and charges which shall be included in the final order of judgment, excluding attorney’s fees. Upon receipt of the formal written protest and protest bond which has been timely filed, the district shall stop the bid solicitation process or the contract award process until the subject of the protest is resolved by final district action, unless the Superintendent sets forth in writing particular facts and circumstances which require the continuance of the bid solicitation process or the contract award process without delay in order to avoid an immediate and serious danger to the public health, safety, or welfare.

8. QUANTITIES: Quantities stated are estimated annual quantities. The School Board reserves the right to order greater than, or less than, quantity stated.

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9. BIDDER QUALIFICATIONS: The following items shall be included with bid response. Failure to do so may result in disqualification.A. List of projects of previous 12 months.B. Project references, 3 minimum with similar experience. (Attachment 2)C. Copies of all applicable licenses.D. Questionnaire (Attachment 8)

10. PROMOTIONAL PRICING: a. Best Pricing Offer – During the Contract term, if the Customer becomes aware of better

pricing offered by the Contractor for substantially the same or a smaller quantity of a product outside the Contract, but upon the same or similar terms of the Contract, then at the discretion of the Customer the price under the Contract shall be immediately reduced to the lower price. It will be the Contractor’s responsibility to monitor-said item(s) and report any that are or will be offered at lower prices.

b. Sales Promotions – In addition to decreasing prices for the balance of the Contract term due to a change in market conditions, a Contractor may conduct sales promotions involving price reductions for a specified lesser period. A Contractor shall submit to the Purchasing Department documentation identifying the proposed (1) starting and ending dates of the promotion, (2) products involved, and (3) promotional prices compared to then-authorized prices. Promotional prices shall be available to all Customers. Upon approval, the Contractor shall provide conspicuous notice of the promotion.

11. REMAINDER OF LINE DISCOUNTS: Bidder shall indicate a fixed percentage (%) discount from list price for any items within that product line not specified in each respective lot. A price list or catalog with prices listed must be included with bid response and updated as changes occur. Any percentage of discount will be acceptable however; leaving that portion of the cost proposal form blank will be considered a “No Bid” response.

12. PROPOSALS/ESTIMATES: Contractor shall provide a proposal estimating the cost of a proposed project. The Maintenance Director or his designee shall sign any overages of time exceeding the proposal estimate. Proposals shall be given to the School Board upon request, without charge, within 48 hours of request.

13. WORK RESPONSE TIME: Successful bidder shall respond to messages within 24 hours. Project shall be started within 10 days from notice to proceed.

14. The School Board reserves the right to bid larger projects separately or to use other vendors in emergency situations.

15. 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.

16. PUBLIC ENTITY CRIMES DISCLOSURE: 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 an may not transact business with any public entity in excess of the threshold amount provided in

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Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

17. The Bidder certifies that all material, equipment, etc., contained in this Bid meets all Occupational Safety Hazards Act (OSHA) requirements. Bidder further certifies that, if he is the successful bidder, and the material, equipment, etc., delivered is subsequently found to be deficient in any OSHA requirements in effect on date of delivery, all costs necessary to bring the material, equipment, etc., into compliance with aforementioned requirements shall be borne by the bidder.

18. Equipment or other items of this bid, identified by catalog or manufacturers number or by brand name are for the purpose of showing quality only, except where otherwise specified. Other Manufacturers or Brand names of proven equal quality, or better, will be acceptable. If bidding on an equivalent to that specified, state manufacturer and supply complete description of product offered, including brochures and specifications.

19. SAMPLES: Samples may be required for bid. Samples, if required, shall be supplied to the School Board at no charge, and returned to the vendor at vendor's expense. Required samples shall be clearly identifiable with the Bidder's name, Bid Number, and Item Number. Failure to deliver required samples or failure to clearly identify samples may be reason for disqualification of bid. Samples which are not consumed or destroyed by testing will be returned, at the Bidder’s expense, upon request. Request for the return of samples must be made within ten (10) working days following bid opening.

20. Successful bidder shall not substitute items from that which were bid. If substituted items are delivered, the items shall be shipped back to the vendor at the vendor's own expense. Such actions may result in a termination of the contract.

21. Items provided on this bid are to be new. Items that have been refurbished or used for demonstration are not acceptable. Successful bidder shall agree to accept, for full credit and return shipping charges, the return of any item received that is found to be defective in quality.

22. In case of exact tie bids, awards will be made at the discretion of the Board. Conformity to specifications, price, quality, and time of guaranteed delivery will be determining factors in the awarding of the bid.

23. In the event of an error in extending the total cost for an item, the unit price submitted will prevail.

24. All materials to be delivered F.O.B. destination to Lake County Schools Warehouse and Grounds, 29529 County Road 561, Tavares, Florida or such other point as designated. All prices shall include delivery to the School Board Warehouse or designated destination.

25. Payroll Responsibilities - The Contractor shall be responsible for the payroll and paying of its personnel. Further, the Contractor shall be responsible for withholding applicable federal and state taxes, FICA, insurance, and other deductions as authorized between the Contractor and its personnel.

26. Contractor shall be responsible for the paying of all appropriate state taxes unless otherwise directed by the Owner.

27. Successful bidder shall comply with the Trench Safety Act (OSHA, 29 CFR 1926.650 Subpart P.), if required.

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28. Successful Bidder shall comply with the Davis-Bacon Act whenever projects are initiated that are paid for with Federal Funds and will adhere to the prevailing wage and agree to submit (if requested) payroll documentation.

29. Bidders unable to submit a bid are requested to supply their business name and address and complete the NO BID RESPONSE form included in this ITB and return to the Purchasing Agent of the School Board, 29529 County Road 561, Tavares, Florida 32778.

30. BID RESPONSE REQUIREMENTS/FORMS: The following items shall be included with bid response. Failure to do so may result in disqualification. These forms may be completed on-line using Microsoft Word© or simply printed and completed by hand. Areas where information may be inserted while on-line are indicated by a gray form field box. Original signatures from an authorized representative of the company shall be affixed where indicated within this document.

a. Documentation of Bidder Qualificationsb. Cost Proposal Form (Attachment 1)c. Reference Form (Attachment 2)d. Literature for products bid, as requirede. Federal Debarment Form (Attachment 3)f. Public Entity Crimes Affidavit (Attachment 4)g. Non-Collusion Affidavit (Attachment 5)h. List of exceptions to Terms and Conditions, as required i. No Bid Response Form, as required (Attachment 6)j. Questionnaire (Attachment 8)

31. INFORMATION: Clarification of any language in the bid may be obtained by fax, email or US mail and questions should be directed only to the Purchasing Department. Verbal discussion of items in the bid with District personnel is not to be construed as changing any of the bid requirements. Any additional information or addendums will be posted on the Lake County Schools Purchasing website located at http://lake.k12.fl.us, select Purchasing from the Department list, click on Bid Opportunities, then click on the appropriate title of the ITB for a listing of all published information. It is the responsibility of the vendor to monitor this website for addenda. All questions/ concerns shall received by no later than 4:00 PM, local time, Monday, September 26, 2011, and be directed, in writing, to:

Diane Bennett, Certified Purchasing AgentE-mail: [email protected]: 352 742-8516Address: 29529 CR 561

Tavares, FL 32778 32. “PIGGYBACKING” – With the consent of the awarded vendor, other agencies may make

purchases in accordance with the contract. Such purchases shall be governed by the same terms and conditions as stated herein with the exception or the change in the entity’s name.

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ATTACHMENT 1

COST PROPOSAL FORM

School

Annual Preventative Maintenance & Inspection of

Chillers and/or Cooling Towers

*Semi Annual Inspection of


*QuarterlyInspection of Chillers and/or Cooling Towers

Astatula Elementary $ $ $

Beverly Shores Elementary $ $ $

Carver Middle $ $ $

Cecil Gray Middle $ $ $

Clermont Middle $ $ $

East Ridge High $ $ $

East Ridge Middle $ $ $

Eustis Heights Elementary $ $ $

Eustis High $ $ $

Eustis Middle $ $ $

Fruitland Park Elementary $ $ $

Grassy Lake Elementary $ $ $

Groveland Elementary $ $ $

Lake Minneola High $ $ $

Lake Tech Center $ $ $

Lane Park Public Safety Complex $ $ $

Leesburg Elementary $ $ $

Leesburg High $ $ $

Lost Lake Elementary $ $ $

Mascotte Elementary $ $ $

Minneola Elementary $ $ $

Mt. Dora High $ $ $

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School

Annual Preventative Maintenance & Inspection of


*Semi Annual Inspection of


*QuarterlyInspection of


Mt. Dora Middle $ $ $

Oak Park Middle $ $ $

Pine Ridge Elementary $ $ $

Round Lake Elementary $ $ $

Sawgrass Elementary $ $ $

Seminole Springs Elementary $ $ $

Sorrento Elementary $ $ $

South Lake High $ $ $

Spring Creek Elementary $ $ $

Tavares Elementary $ $ $

Tavares High $ $ $

Tavares Middle $ $ $

Treadway Elementary $ $ $

Triangle Elementary $ $ $

Umatilla Elementary $ $ $

Umatilla High $ $ $

Umatilla Middle $ $ $

Villages Elementary $ $ $

Windy Hill Middle $ $ $

Total Per Column (1 each) $ $ $ Grand Total (1 annual total, 1 semi annual total and 2 quarterly totals = Grand Total)

$

*It is the SCHOOL BOARD ’s intent for 1 annual, 1 semi annual and 2 quarterly inspections per year, however funding will dictate the number of inspections per year.

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Section II Chiller Repair work and new equipment purchase and install

EST. ANNUAL QUANTIY

DESCRIPTION UNIT PRICE TOTAL PRICE

8 Hrs Site Foreman/Proj Mgr. (Standard Working Hours)

$ $ 2 Hrs Site Foreman (Non Standard Working

Hours)$ $

200 Hrs Service Mechanic (Standard Working Hours)

$ $ 80 Hrs Service Mechanic (Non Standard Working

Hours)$ $

8 Hrs HVAC Duct Mechanic (Standard Working Hours)

$ $ 2 Hrs HVAC Duct Mechanic (Non Standard

Working Hours)$

$ 40 Hrs Pipe Fitter (Standard Working Hours) $ $ 8 Hrs Pipe Fitter (Non Standard Working Hours) $ $ 100 Hrs HVAC Helper (Standard Working Hours) $ $ 40 Hrs HVAC Helper (Non Standard Working

Hours)$ $

8 Hrs HVAC Controls Technician (Standard Working Hours)

$ $ 2 Hrs HVAC Controls Technician (Non Standard

Working Hours)$ $

Total $

New Equipment: Discount from MSRP %

When requesting an hourly rates and materials estimate, all subcontract services entered into by the Contractor shall be noted on the work request and estimate form and approved by the School Board before work being started. The Contractor shall state the name of the subcontractor and submit a breakdown of any materials furnished by the subcontractor. The Contractor shall also be required to submit time records for the hours worked on the work request. Failure to do so may result in delays of payment. Standard working hours are 8:00 a.m. until 5:00 p.m. Monday thru Friday.

CONTRACTOR SUPPLIED MATERIALS(This applies to repairs and new installation only. Materials for Preventative Maintenance

should be included in your Preventative Maintenance fee listed in Section I.)

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a) Material purchased by the Contractor and incorporated into the Work shall be reimbursed at invoice cost including all (1) sales and/or taxes and (2) freight.

b) Materials shall remain the property of the School Board. Contractor shall transport materials when requested.

c) On projects where material costs are estimated to total more than $10,500, the Contractor will be required to provide copies of three written price quotes for materials necessary to complete the work with their proposal.

Subcontractors must be approved by the District.If the vendor elects to subcontract, it will be at no additional cost to the School Board. Subcontracting any of The School Board’s projects will in no way relieve the vendor from fulfilling all obligations arising under this contract. For reimbursement of subcontracting, the vendor must submit a copy of the subcontractor’s invoice and have received prior approval from a representative of the School Board.

We have reviewed in its entirety this Invitation to Bid and agree to adhere to all of the terms and conditions included herein.

Yes No, list of exceptions that we would like to be considered is attached.

We submit our prices and agree to adhere to all terms and conditions and to make delivery within days after receipt of orders or continuous delivery as specified.

Company:

Mailing Address:

Signature: __________________________________________________________

Type name: Title:

Telephone #: Date:

Fax #: E-Mail:

INFORMATION ITEMS ONLY(This information will not affect the contract award).

Indicate additional percentage discount if estimated number of actual orders per item exceeds 10% of the estimated quantities during each term of the agreement: %

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The District utilizes a P-Card and in some cases would make purchases utilizing the P-Card. Indicate if your firm has the capability of accepting the P-Card for purchases at no additional charge to the District.

Yes No

Since the use of a P-Card provides earlier payment to the vendor indicate if your firm would negotiate an additional discount to the District when a P-Card is used.

Yes No

You agree to sell to other governmental agencies under this bid award subject to the same terms and conditions, including pricing.

Yes No

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ATTACHMENT 2

REFERENCE FORM(duplicate as needed)

FOR: Insert Vendor's Name

Name of Reference:

Address:

City: State: Zip:

Contact Person: Phone:

Private Sector: Yes No Public Sector: Yes No

School/University: Yes No Annual Dollar Volume: $

If school/university, please identify:

Please state if services rendered by vendor were obtained by RFP, bid, contract, agreement, or other (specify):

Length of Account: Months Years

State if bid, contract, agreement has been renewed: Yes No

If bid, contract, agreement has been renewed, state length of time: Months Years

If bid, contract, agreement has not been renewed, state the reason for non-renewal:

THIS SPACE FOR SCHOOL BOARD OF LAKE COUNTY, FLORIDA USE ONLY

Additional information provided by reference:______________________________________

__________________________________________________________________________

__________________________________________________________________________

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ATTACHMENT 3

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

This certification is required by the Department of Education regulations implementing Executive Order 12549, Debarment and Suspension, 34 CFR Part 85, for all lower tier transactions meeting the threshold and tier requirements stated at Section 85.110.

Instructions for Certification

1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below.

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," and "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 proposal 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 proposal that it will include the 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 decide 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.

Certification

(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are 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 attach an explanation to this proposal.

NAME OF APPLICANT PR/AWARD NUMBER AND/OR PROJECT NAME

PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE DATE

ED 80-0014, 9/90 (Replaces GCS-009 (REV.12/88), which is obsolete)

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ATTACHMENT 4

SWORN STATEMENT UNDER SECTION 287.133(3)(a),FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

This form must be signed and sworn to in the presence of a notary public or other officer authorized to administer oaths.

1. This sworn statement is submitted

to Insert name of public entity

by Insert individual's name and title

for Insert name of entity submitting sworn statement

Whose business address is:

(If applicable) its Federal Employer Identification Number (FEIN) is:

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement on the attached sheet.) Required as per IRS Form W-9.

2. I understand that a “public entity crime” as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including but not limited to, and bid or contract for goods or services to be provided to any public entity or agency or political subdivision or any other state or of the Unites States, and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understate that “convicted” or “conviction” as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes means:A. A predecessor or successor of a person convicted of a public entity crime or;B. An entity under the control of any natural person who is active in the management of the entity and

who has been convicted of a public entity crime. The term “affiliate” includes those offices, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of the affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not fair market value under an arm’s length agreement, shall be a facie case that one person controls another person. A person who knowingly enters into a join venture with a person who has been convicted of a public entity crime in Florida during the proceeding 36 months shall be considered an affiliate.

5. I understand that a “person” as defined in Paragraph 287.133(1)(c), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of the entity.

6. Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting those sworn statements. (Please indicate which statement applies.)

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Neither the entity submitted this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity nor affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, member, or agents who are active in management of the entity, or an affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, member, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearing and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order)

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OR ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

____________________________________(Signature)

____________________________________(Date)

STATE OF_________________________________

COUNTY OF_______________________________

PERSONALLY APPEARED BEFORE ME, the undersigned authority,

__________________________________________(Name of individual signing)

who, after first being sworn by me, affixed his/her signature in the space provided

above on this_________ day of___________________, 2____.

____________________________________(NOTARY PUBLIC)

My Commission Expires: _____________________________

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PROJECT IDENTIFICATION: Bid #3401DB – Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation

SOCIAL SECURITY NUMBER: (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement on the attached sheet.) Required as per IRS Form W-9.

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ATTACHMENT 5

NON-COLLUSION AFFIDAVIT

State of

County of

being first duly sworn, deposes and says that:

(1) He/she is the Owner, Partner, Officer, Representative, or Agent

of the Proposer that has submitted the attached Proposal;

(2) He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal;

(3) Such Proposal is genuine and is not a collusive or sham Proposal;

(4) Neither the said Proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from proposing in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any Proposer, firm or person to fix any overhead, profit, or cost elements of the Proposal price or the Proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work;

(5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Proposer or any other of its agents representatives, owners, employees or parties in interest, including this affiant.

Signed, sealed, and delivered in the presence of:

__________________________ BY: ____________________________

__________________________ Printed Name

Title

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ATTACHMENT 6

NO-BID RESPONSE FORM

Company: Mailing Address:

Signature: __________________________________________________________ Type name:

Title:

Telephone #: Date:

Fax #: E-Mail:

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

Insufficient time to respond

We do not offer the product or service requested

Our schedule will not permit us to respond to this bid

Keep our company on this bid list for future bids

Remove our company name from this bid list for future bids

Other (describe briefly)

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ATTACHMENT 7SAMPLE AGREEMENT FOR CONTRACTOR SERVICES

THIS AGREEMENT is entered into by and between The School Board of Lake County, Florida, whose address is 201 West Burleigh Boulevard, Tavares, Florida 32778 (hereinafter referred to as the “SCHOOL BOARD”), and Insert Company Name , whose address is Insert Company Address (hereinafter referred to as the “CONTRACTOR).

NOW, THEREFORE, in consideration of the mutual benefits accruing to the parties to this Agreement, and for other good and valuable considerations, the receipt of which is hereby acknowledged, the parties agree as follows:

1. Services. The CONTRACTOR shall perform the following services: SEE EXHIBIT “A,” which is attached and incorporated by reference herein. Nothing herein shall limit the SCHOOL BOARD'S right to obtain proposals or services from other professionals for similar projects. The CONTRACTOR agrees to comply with all terms and conditions of Bid # 3401DB for Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation, such terms and conditions being incorporated by reference.

2. Insurance.

A. The CONTRACTOR shall maintain throughout this Agreement the following insurance:

(i) Comprehensive General Liability insurance in the amount of one million dollars ($1,000,000);

(ii) Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the operations of the CONTRACTOR, in an amount not less than five hundred thousand dollars ($500,000) combined single limit per occurrence for bodily injury and property damage with the SCHOOL BOARD as an additional named insured; and

(iii) Workers’ Compensation Insurance for all employees of the CONTRACTOR as required by Florida Statutes. A Waiver of Subrogation in favor of The School Board of Lake County, Florida and its members, officers and employees shall be endorsed onto the Workers’ compensation policy.

B. The School Board of Lake County, Florida and its members, officers and employees shall be an additional insured on those insurance coverages/policies listed above except Workers’ Compensation.

C. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the CONTRACTOR.

D. The CONTRACTOR shall ensure that all insurance policies required by this section are issued by companies with either of the following qualifications:

(i) The company must be (1) authorized by subsisting certificates of authority by the Department of Insurance of the State of Florida or (2) an eligible surplus lines insurer under Florida Statutes. In addition, the insurer must have a Best’s Rating of “B+” or better according to the latest edition of Best’s Key Rating Guide, published by A.M. Best Company; or

(ii) With respect only to the Workers’ Compensation Insurance, the company may be (1) authorized as a group self-insurer pursuant to Florida Statutes or (2) authorized as a commercial self-insurance fund pursuant to Florida Statutes.

E. Neither approval nor failure to disapprove the insurance furnished by the CONTRACTOR to the SCHOOL BOARD shall relieve the CONTRACTOR of the CONTRACTOR’S full responsibility to provide insurance as required under this Agreement.

F. The CONTRACTOR shall be responsible for assuring that the insurance remains in force for the duration of this Agreement, including any and all option years that may be granted to the CONTRACTOR. The CONTRACTOR shall be responsible for notifying SCHOOL BOARD within 48 hours upon receipt of any cancellation notice or intent to non-renew. If the insurance is scheduled to expire during the contractual period, the CONTRACTOR shall be responsible for submitting new or renewed certificates of insurance to the SCHOOL BOARD at a minimum of fifteen (15) calendar days in advance of such expiration

G. Unless otherwise notified, the certificate of insurance shall be delivered, within 10 days, to:

Lake County SchoolsPurchasing Department29529 County Road 561Tavares, Florida 32778

H. The name and address of the Certificate Holder on the certificate of insurance must be:

The School Board of Lake County, Florida201 West Burleigh BoulevardTavares, Florida 32778

I. In the event that CONTRACTOR fails to maintain insurance as described in Section 2, paragraph “A” of this Agreement, CONTRACTOR agrees that such failure will constitute a material breach of this Agreement and the SCHOOL BOARD shall have the right to terminate this Agreement without further liability. Further, CONTRACTOR agrees that upon such breach, the SCHOOL BOARD may take any action necessary at law or in equity to preserve and protect SCHOOL BOARD’S rights.

3. Indemnification. The CONTRACTOR agrees to make payment of all proper charges for labor required in the aforementioned work and CONTRACTOR shall indemnify SCHOOL BOARD and hold it harmless from and against any loss or damage, claim or cause of action, and any attorneys' fees and court costs, arising out of: any unpaid bills for labor, services or materials furnished pursuant to this Agreement; any failure of performance of CONTRACTOR under this Agreement; or the negligence of the CONTRACTOR in the performance of its duties under this Agreement, or any act or omission on the part of the CONTRACTOR, his agents, employees, or servants. CONTRACTOR shall defend, indemnify, and save harmless the SCHOOL BOARD or any of their officers, agents, or servants and each and every one of them against and from all claims, suits, and costs of every kind and description, including attorney’s fees, and from all damages to which the SCHOOL BOARD or any of their officers, agents, or servants may be put by reason of injury to the persons or property of others resulting from the performance of CONTRACTOR’S duties under this Agreement, or through the negligence of the CONTRACTOR in the performance of its duties under this Agreement, or through any act or omission on the part of the CONTRACTOR, his agents, employees, or servants. CONTRACTOR shall provide such indemnity regardless of the negligence or other culpability of the SCHOOL BOARD, excluding only those circumstances where the SCHOOL BOARD is solely negligent.

4. Codes, Laws, and Regulations. CONTRACTOR will comply with all applicable codes, laws, regulations, standards, and ordinances in force during the term of this Agreement.

5. Permits, Licenses, and Fees. CONTRACTOR will obtain and pay for all permits and licenses required by law that are associated with the CONTRACTOR'S performance of the Scope of Services.

6. Access to Records. CONTRACTOR will maintain accounting records in accordance with generally accepted accounting principles and practices to substantiate all invoiced amounts. CONTRACTOR shall ensure that such records are available for examination by the SCHOOL BOARD during CONTRACTOR'S normal business hours. CONTRACTOR shall maintain such records for a period of three (3) years after the date of the invoice.

7. Contingent Fees Prohibited. The CONTRACTOR warrants that he or she has not employed or retained any company or person, other than a bona fide employee working solely for the CONTRACTOR, to solicit or secure this Agreement and that he or she has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the CONTRACTOR any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. In the event of a breach of this provision, the SCHOOL BOARD shall have the right to terminate this Agreement without further liability, and at its discretion, deduct from the contract price, or otherwise recover, the full amount of any such fee, commission, percentage, gift, or consideration paid in breach of this Agreement.

8. Payment. SCHOOL BOARD shall compensate CONTRACTOR for their services in the following manner: SEE EXHIBIT “B”. No other costs or services shall be billed to the SCHOOL BOARD.

9. Ownership of Documents. All data, specifications, calculations, estimates, plans, drawings, construction documents, photographs, summaries, reports, memoranda, and other documents, instruments, information and material prepared or accumulated by the CONTRACTOR (or by such sub-consultants and specialty consultants) in rendering services hereunder shall be the sole property of the SCHOOL BOARD who may have access to the reproducible copies at no additional cost other than printing. Provided, that the CONTRACTOR shall in no way be liable or legally responsible to anyone for the SCHOOL BOARD's use of any such materials for another PROJECT, or following termination. All original documents shall be permanently kept on file at the office of the CONTRACTOR.

10. Independent Contractor. The CONTRACTOR agrees that he or she is an independent contractor and not an agent, joint venturer, or employee of the SCHOOL BOARD, and nothing in this Agreement shall be construed to be inconsistent with this relationship or status. None of the benefits provided by the SCHOOL BOARD to its employees, including but not limited to, workers’ compensation insurance, unemployment insurance, or retirement benefits, are available from the SCHOOL BOARD to the CONTRACTOR. Further, CONTRACTOR will be responsible for paying its own Federal income tax and self-employment tax, or any other taxes applicable to the compensation paid under this Agreement. The CONTRACTOR shall be solely and entirely responsible for his or her acts during the performance of this Agreement.

11. Assignment. Neither party shall have the power to assign any of the duties or rights or any claim arising out of or related to the Agreement, whether arising in tort, contract, or otherwise, without the written consent of the other party. These conditions and the entire Agreement are binding on the heirs, successors, and assigns of the parties hereto.

12. No Third Party Beneficiaries. This Agreement gives no rights or benefits to anyone other than the CONTRACTOR and the SCHOOL BOARD.

13. Jurisdiction. The laws of the State of Florida shall govern the validity of this Agreement, its interpretation and performance, and any other claims related to it. In the event of any litigation arising under or construing this Agreement, venue shall lie only in Lake County, Florida.

14. Term and Termination. The term of this Agreement shall be for a period of ____ months, from ______________, 20__, through ______________, 20___. This Agreement may be renewed, if mutually agreed to in writing, for t

wo additional twelve-month periods (“Renewal Period”). Prices under this Agreement may be increased during any Renewal Period so long as price increases do not exceed the rate of inflation determined by the Consumer Price Index for All Urban Consumers (CPI-U), 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 Agreement to commencement of each Renewal Period. Price adjustments at the beginning of each Renewal Period may be permitted if determined by the Superintendent or designee to be fair and reasonable based on market conditions at the time of the renewal, but such price increases shall never exceed 3%. Should there be a decrease in the CPI-U during the term of this Agreement or any Renewal Period, the Superintendent or designee may request a decrease in the originally proposed pricing equal to the decrease in the CPI-U. Requests from CONTRACTOR for Renewal Period price increases shall be in writing, referencing the bid number, and must be received 90 days prior to the Renewal Period. Such requests shall provide justification for the requested increase. CONTRACTOR will be notified of the final determination of the price increase request in writing. All or part of this Agreement may be terminated by the SCHOOL BOARD, with or without cause, for its convenience, upon no less than fifteen (15) days written notice to the CONTRACTOR of such intent to terminate. In such event, the CONTRACTOR will be entitled to compensation for services competently performed up to the date of termination.

15. Nonappropriation. The CONTRACTOR understands and agrees that this Agreement is subject to the availability of funds to the SCHOOL BOARD to purchase the specified products/services. As used herein, a “nonappropriation” shall be defined as an occurrence wherein the SCHOOL BOARD, in any fiscal period, does not allocate funds in its budget for the purchase of the specified products/services or other amounts owed pursuant to this Agreement, from the source of funding which the SCHOOL BOARD anticipates using to pay its obligations hereunder, and the SCHOOL BOARD has no other funds, from sources other than ad valorem taxes, which it deems to be available to pay its obligations under this Agreement. The SCHOOL BOARD may terminate this Agreement, with no further liability to the CONTRACTOR, effective the first day of a fiscal period provided that:

(a) a nonappropriation has occurred, and (b) the SCHOOL BOARD has provided the CONTRACTOR with written notice of

termination not less than fifteen (15) days before the proposed termination date.

Upon the occurrence of such nonappropriation, the SCHOOL BOARD shall not be obligated for payment for any fiscal period for which funds have not been appropriated.

16. Contact Person. The primary contact person under this Agreement for the CONTRACTOR shall be Insert Contact for Agreement . The primary contact person under this Agreement for the SCHOOL BOARD shall be Pat Russell, Maintenance Manager.

17. Approval of Personnel. The SCHOOL BOARD reserves the right to approve the contact person and the persons actually performing the CONTRACTOR services on behalf of CONTRACTOR pursuant to this Agreement. If SCHOOL BOARD, in its sole discretion, is dissatisfied with the contact person or the person or persons actually performing the services on behalf of CONTRACTOR pursuant to this Agreement, SCHOOL BOARD may require that the CONTRACTOR assign a different person or persons to be the contact person or to perform the CONTRACTOR services hereunder.

18. Disclosure of Conflict. The CONTRACTOR has an obligation to disclose to the SCHOOL BOARD any situation that, while acting pursuant to this Agreement, would create a potential conflict of interest between the CONTRACTOR and his duties under this Agreement.

19. Background Investigations. The CONTRACTOR represents and warrants to the SCHOOL BOARD that the CONTRACTOR has read and is familiar with Florida Statute Sections 1012.315, 1012.32, 1012.465, 1012.467, and 1012.468 regarding background investigations. CONTRACTOR covenants to comply with all requirements of the above-cited statutes and shall provide SCHOOL BOARD with proof of compliance upon request. CONTRACTOR agrees to indemnify and hold harmless the SCHOOL BOARD, its officers, agents and employees from any liability in the form of physical injury, death, or property damage resulting from the CONTRACTOR’S failure to comply with the requirements of this paragraph or Florida Statute Sections 1012.315, 1012.32, 1012.465, 1012.467 and 1012.468.

20. Attorneys’ Fees. In the event litigation is required by either party to enforce the terms of this Agreement, the prevailing party of such action shall, in addition to all other relief granted or awarded by the court, be entitled to judgment for reasonable attorney’s fees, incurred by reason of such action and all costs of arbitration or suit and those incurred in preparation thereof at both the trial and appellate levels, and in bankruptcy proceedings.

21. Modifications and Amendments. This Agreement may be modified or amended only by a written document signed by authorized representatives of the CONTRACTOR and SCHOOL BOARD.

22. Subcontracts and Assignment. CONTRACTOR shall not subcontract or assign any of the work contemplated under this Agreement without first obtaining written approval from the SCHOOL BOARD. Any subcontractor or assignee shall be bound by the terms of this Agreement, including, but not limited to, the fingerprinting, insurance and indemnification provisions.

23. Entire Agreement. This constitutes the entire agreement between SCHOOL BOARD and CONTRACTOR and supersedes any prior or contemporaneous understanding or agreement with respect to the services contemplated herein.

24. Severability Clause. If any provision of this Agreement is held in whole or in part to be unenforceable for any reason, the remainder of that provision and/or the entire agreement shall be severable and remain in effect.

25. Notices.

a.) All notices, demands, or other writings required to be given or made or sent in this Agreement, or which may be given or made or sent, by either party to the other, shall be deemed to have been fully given or made or sent when in writing and addressed as follows:

SCHOOL BOARD: Superintendent201 West Burleigh BoulevardTavares, Florida 32778

CONTRACTOR: Insert Company Name Insert Street Insert City, State Zip

b.) All notices required, or which may be given hereunder, shall be considered properly given if (1) personally delivered, (2) sent by certified United States mail, return receipt requested, or (3) sent by Federal Express or other equivalent overnight letter delivery company.

c.) The effective date of such notices shall be the date personally delivered, or if sent by mail, the date of the postmark, or if sent by overnight letter delivery company, the date the notice was picked up by the overnight delivery company.

d.) Parties may designate other parties or addresses to which notice shall be sent by notifying, in writing, the other party in a manner designated for the filing of notice hereunder.

26. Authority. Each person signing this Agreement on behalf of either party individually warrants that he or she has full legal power to execute this Agreement on behalf of the party for whom he or she is signing, and to bind and obligate such party with respect to all provisions contained in this Agreement.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the respective dates under each signature.

“SCHOOL BOARD”

THE SCHOOL BOARD OF LAKE COUNTY, FLORIDA

By: ______________________________Debbie Stivender, Chairperson

Date: ______________________________

Approved as to form: Attest: ____________________________Dr. Susan Moxley, Superintendent

________________________School Board Attorney

“CONTRACTOR”

Insert Company Name

By: ____________________________

Its: Typed Name, Title

Date: ___________________________

EXHIBIT “A”SCOPE OF SERVICES

II. Scope of Work: The CONTRACTOR shall be responsible for providing Bid #XXXXDB – Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation services on behalf of SCHOOOL BOARD.

A. Specifications: Contractor shall Scope of Work from paragraph 2 of ITB - Include Warranty Terms.

II. Conditions of Contract and Work Specifications.

A. Definitions :

1. Owner – Lake County Schools.

2. Owner's Representative – The duly authorized representative of the Owner.

3. Contractor – The person or entity awarded a contract to perform the Work covered by the Agreement.

4. Contractor's Supervisor – The person in charge of Contractor's performance of the Work.

5. Work – The furnishing by the Contractor of all labor, and tools required or necessary to complete and fulfill the performance required by this Agreement as set forth and in accordance with greater particularity set forth in the SCOPE OF WORK section of this Agreement.

B. General Conditions:

1. Labor Furnished by Contractor – The Contractor shall furnish all labor for completion of the Work.

2. Company Security – The Contractor's personnel will not be permitted in any area of the Owner's facilities except the designated Work areas. The Owner will designate means of egress and ingress. The Owner will provide the necessary security passes, which shall be carried at all times by the Contractor's personnel.

3. Protection of Property – The Contractor shall cooperate to the fullest extent with the other contractors, the Owner and the Owner's Representative to execute all Work without delay. The Contractor shall take all necessary precautions to protect the Owner's property. The Contractor shall consult with the Owner's Representative to determine fire prevention measures to be adapted. The Contractor is responsible for security of its own materials and equipment, and for materials and equipment purchased by the Owner within the Contractor's possession or control. The Contractor shall cooperate fully with the Owner's security personnel.

4. Emergency Call List – The Contractor shall supply the Owner with an Emergency Call List of the Contractor's Supervision responsible for contacting Contractor's personnel in emergencies.

5. Tools Required When Working on Owner's Property – Contractor shall be required to furnish all hand tools for all craft skills required to perform the Work. All tools,

portable electric tools, and other general shop tools shall be included in Contractor's overhead.

6. Contractor's Supervisor – The Contractor's Supervisor must possess necessary job skills to work from blueprints, sketches, and verbal instructions and be capable of planning, organizing, and supervising the Work.

7. Replacement of Personnel – If for any reason any of the Contractor's personnel has an extended illness, or is terminated either by the employee's choice or the Contractor's choice, the Contractor shall be responsible for the replacement of personnel necessary to complete the Work on time. The Contractor shall remove from the Work and replace any person whose performance, attendance, or conduct is unsatisfactory.

8. Cleanliness of Work Site – The Contractor shall maintain the premises and work site in a reasonable, neat, and orderly condition, free from accumulations of waste materials and rubbish during the entire project period and shall be responsible for removing and disposing of all cartons, crates, trash, and all flammable waste materials from the work areas at the end of each day. During the conduct of the Work, adjoining areas shall not be littered or obstructed anymore than is necessary for the conduct of Work.

9. Property Damage – The Contractor shall protect Owner's property and adjoining properties from damage that may be caused by Contractor's operations and/or take such protective measures as Owner may direct. Any damage to same caused by Contractor shall be repaired or remedied without delay by the Contractor at its sole cost and expense.

10. Unacceptable Materials for Use in School Board Facilities – The use of polychlorinated biphenyl's (PCBs) or asbestos in materials to be furnished thereunder is prohibited unless specifically specified or approved in writing by the Owner. Within ten (10) days following acceptance of this Agreement, the Contractor shall submit a letter of certification that none of these materials are to be used.

11. Electrical Standards – The National Electrical Code, all local codes, and Owner's Standards shall govern for all electrical equipment and construction Work. Should conflicts between the Agreement and such codes exist, they shall be immediately brought to the attention of the Owner.

12. Work Involving Asbestos Removal – In the event it appears that insulation must be disturbed during the course of Work, the Contractor shall immediately suspend that portion of the Work and notify the Owner's Representative. The Owner's Representative shall make the determination if the insulation material is asbestos and will take the appropriate action for its removal. All asbestos removal shall be performed by an Owner approved Asbestos Contractor. The Contractor shall perform no asbestos removal. The Owners Representative will coordinate the completion of the Work with the Contractor and the Asbestos Contractor.

13. Parking – Parking for the Contractor's personnel will be permitted when available in designated parking areas designated by the Owner. Otherwise the Contractor shall be responsible for parking arrangements for its personnel.

14. Utilities – The Owner will furnish the Contractor with electric power required for the execution of the Work without charge. The Contractor will be required to make connections to the Owner's utilities at the Contractor's expense and under the direction of the Owner's Representative.

15. Use of Owner's Equipment – Notwithstanding that this Specification requires the Contractor to furnish any and all equipment necessary to carry out the Work, on any occasion when the Owner, in its sole discretion, deems it to be expedient or in the Owner's best interest, it may allow the Contractor to use items of equipment belonging to the Owner. Such usage of Owner's (owned, rented, or leased) equipment by the Contractor shall specifically be subject to the provisions of Safety, Indemnity, and the OSHA provisions of this Agreement. It shall be the Contractor's responsibility to insure that only persons having the required license, special training, or other qualification to operate said equipment operates it. The aforementioned equipment does not apply to Owner's trucks licensed for over-the-road use (owned, rented, or leased including pickup trucks). These are to be driven by Owner's personnel only.

16. Code of Conduct – The Contractor shall have an established program to review with its employees the following Code of Conduct prior to Contractor's employees coming onto the Owner's property. Owner reserves the right to take whatever action it deems appropriate when a violation of the Code of Conduct occurs. This includes, but is not limited to, barring/removing Contractor's employee(s) from the property and/or any legal recourse available. The Code of Conduct shall include but not be limited to the following:

a) Employees shall be required to dress appropriately. Shoes and shirts are required at all times. No apparel with inappropriate or offensive sayings or pictures shall be worn.

b) Alcohol, Tobacco, & Drug Abuse Policy – It is the policy of the Owner that the possession, use, consumption, distribution, transfer, manufacture or sale of alcohol, tobacco, illegal drugs or prescription drugs without a valid prescription on Owner's property is strictly prohibited.

c) Miscellaneous Conduct – Use of profane, abusive, or threatening language, or fighting or threatening bodily injury to any person is prohibited. Practical joking or horseplay has no place on Owner's property and is prohibited. The bringing of firearms or other weapons into the work place is strictly prohibited. Gambling in any form, including the selling of chances or lottery tickets is not allowed upon the property of the Owner.

d) Theft, Destruction of Property – Contractor's employees shall not take items of Owner's property. Contractor's employees shall not damage or handle in a destructive manner any of Owner's property or equipment.

e) Eating – eating is not allowed except in designated places.

f) Cleanliness – Contractor's employees shall keep their places of work machinery, or other Owner's property used by them in a clean and orderly condition. Marking on walls, posts or machinery is prohibited. Sanitary facilities and break areas are cleaned daily, and Contractor's employees are expected to do their part in keeping such facilities clean.

g) Telephone Calls – Telephones installed in Owner's facilities are for the use of the Owner in the transaction of its business. Unnecessary use of telephones for personnel matters is discouraged. No long distance calls are to be made unless properly authorized.

h) Notices – No notice, bulletin, or other material shall be posted in Owner's facilities or upon Owner's property except by Owner's prior written permission. Contractor's employees shall not remove or deface any notice or bulletin or other information posted by the Owner.

i) Sexual Harassment – It is the policy of the Owner to maintain a working environment free of all forms of sexual harassment. Sexual harassment includes, but is not limited to:

1) Unwelcome, deliberate, repeated, or unsolicited comments, gestures, or physical action of a sexual nature (for example, sexually derogatory statements, unnecessary touching, patting or pinching, etc.);

2) Demanding or subtle pressure for sexual favors or sexual activity;

3) Preferential treatment, taking or refusing to take personnel action, or the exercise of power in exchange for sexual favors; or

4) Actions or behaviors that have the purpose or effect of unreasonable, interfering with work performance, or creating an environment which is hostile, intimidating, or offensive (for example, sexual jokes, inappropriate calendars or pin-ups, etc.). Contractor has the responsibility to immediately inform Owner of any allegations of sexual harassment.

17. Engaging in any other practices as may be inconsistent with the ordinary, reasonable, common sense rules of conduct necessary to the welfare of the Owner and any employee of the Owner is prohibited.

C. Safety and Accident Prevention:

1. The Contractor shall, at all times and at all locations where the Work is performed, conduct its operations in such a manner as to avoid any risk of bodily harm to persons or damage to property. The Contractor shall take all precautions, which are reasonable and necessary to safeguard against such risks. The Contractor shall be responsible for the discovery, determination, and correction of any unsafe conditions arising in connection with the performance of the Work. The term 'Contractor' as used herein shall include its employees, agents, visitors, and its subcontractors, their employees, agents, and visitors.

2. The Contractor agrees, in the performance of this Agreement, to observe and comply with all applicable federal, state, local, and Owner's safety rules and regulations, including but not limited to the Occupational Safety and Health Act of 1970 as amended. The Contractor shall cooperate and coordinate with other contractors on safety matters and shall promptly comply with any specific safety instructions or directions given to the Contractor by the Owner. The Contractor shall furnish all protective safety equipment for its personnel.

3. The Contractor shall be responsible for the provision of adequate first-aid facilities at the Work site for all personnel employed or retained by the Contractor. Contractor shall have an emergency plan that includes posting of names, addresses, and telephone numbers of emergency services.

4. The Contractor shall report to Owner all accidents occurring on Owner's property within twenty-four (24) hours of the occurrence.

5. Contractor shall conduct periodic reviews of general site safety conditions and Contractor's safety log and safety records. The Owner may, in its discretion, conduct independent similar reviews. Such reviews by the Owner shall not relieve the Contractor of any obligations thereunder.

6. Upon the failure of the Contractor to comply with any of the requirements set forth herein, the Owner shall have the right to stop any operations of the Contractor affected by such failure until the condition is remedied. The Contractor shall not be entitled to an extension of time or claim for damages as a result of such stop order. In the event of repeated safety violations, the Owner, in its sole discretion, may terminate this Agreement.

D. Warranty: The Contractor warrants to the Owner that all Work will be of good quality, free from faults and defects, and in conformance with this Agreement. All Work not conforming to these requirements may be considered defective. Any Work not in conformance with this Warranty will be remedied so as to conform to this Warranty at the Contractor's sole cost and expense.

E. Non-Waiver: Failure of either party to enforce any of the provisions hereof shall not be construed as a general waiver or relinquishment of this or any other provision.

F. Rights and Remedies: The rights and remedies herein reserved shall be cumulative and additional to any other or further remedies provided in law or equity.

G. Separate Contracts: The Owner has the right to let other contracts in connection with the Work or to perform similar work itself and the Contractor shall fully cooperate with such other contractors or the Owner.

EXHIBIT “B”

COMPENSATION

I. The SCHOOL BOARD shall compensate CONTRACTOR for services rendered pursuant to the Rate Schedule below, provided that such services have either been specifically requested, in writing, by the SCHOOL BOARD or specifically authorized, in writing, by the SCHOOL BOARD.

II. CONTRACTOR shall ensure that all work performed, materials provided, and costs incurred by CONTRACTOR pursuant to this Agreement are billed to the SCHOOL BOARD in accordance with the Rate Schedule below.

III. CONTRACTOR understands and agrees that the SCHOOL BOARD shall bear no responsibility for compensation to, or reimbursement of, CONTRACTOR for any services rendered, costs incurred, or materials provided by CONTRACTOR pursuant to this Agreement which are either not specifically requested or authorized by the SCHOOL BOARD, in writing, or which are not specifically set forth in the Rate Schedule below.

IV. RATE SCHEDULE:

V. INVOICES. A. Invoices for hourly rate services shall be submitted on a monthly basis and shall include the

following details for each separate task performed:

(a) the date the task was performed;(b) identification, by name or initials, of the person performing the task;(c) a description, with reasonable particularity, of the task;(d) the actual time expended to perform the task; provided;(e) the hourly rate applicable to the individual performing the task; and(f) the fee being charged for the task.

B. All other invoices shall be submitted on a monthly basis, or when a specific project is completed, and shall include the following details for each separate task performed, where applicable:

(a) Purchase order number;(b) Name and address of vendor;(c) Unique invoice number;(d) Date and location of service/delivery;(e) Itemized unit quantities and unit prices;(f) Line item total or extended price, minimum contract discount; and(g) All pricing must be in accordance with rates set forth in the RATE SCHEDULE section

of this Agreement.

C. Block or bundled billing entries, in which two or more tasks are blocked or bundled together into a single billing entry, are prohibited unless a lump sum award is approved.

ATTACHMENT 8

Chiller Preventive Maintenance and Repair Services

Questionnaire

1. Years in business (minimum of (5) satisfactory years shall be required)

a. 5-10 yearsb. 10-20 yearsc. 20-30 yearsd. over 30 years

2. How many service technicians does your firm currently have? (Please provide supporting

documentation)

a. 1-10b. 11-20c. 21-35d. 36 and over

3. Average years of employment for mechanics with your company? (Please provide supporting documentation)

a. 5-10b. 11-15c. 16-20d. 21 and over

4. How many of your service technicians have received factory equipment service and tear-down training? (Please provide supporting documentation)

a. 1-5b. 6-10c. 11-15d. 16 and over

5. Total amount of dollars (cost) spent on technicians training in-house (annually)

a. 0-10,000b. 10-20,000c. 20-40,000d. Over 40,000

6. How many mechanics in your field are certified HVAC teaching instructors in your industry?

a. 1-2b. 2-4c. 5-7d. Over 8

7. How many mechanical technicians does your firm have on duty for 24 Hour emergency service?

a. Oneb. Twoc. Threed. Four or more

8. How many technicians will be dedicated to Lake County Schools if awarded this contract?

a. 1 or moreb. 2 or morec. 3 or mored. 4 or more

9. How often does your firm conduct O.S.H.A. certified training and testing for its technicians? (Please provide supporting documentation)

a. Neverb. Every 5 yearsc. Once a yeard. Once a month

Vendor Name

Address

Authorized Signature

Phone # Fax# Date

E-Mail

ATTACHMENT 9Chiller List

School TypeChiller

#Chiller Type Model # Serial #

Astatula Elementary Elementary School #1 Carrier 30GX-206-60241 1199F05718Astatula Elementary Elementary School #2 Carrier 30GX-206-60241 1199F05713Carver Middle Middle School #1 Carrier 30GXR325-AK661FQ 2905F18806Carver Middle Middle School #2 Carrier 30GXR325-AK661FQ 2905F18805Carver Middle Middle School #3 Carrier 30GXR325-AK661FQ 2905F18803

Cecil Gray Middle Middle School #1 TraneCVHE045FAX0PC322554BE5MIC0000000QA0050LS0002C10

0A L09K02022

Cecil Gray Middle Middle School #1 TraneCVHE045FAX0PC322554BE5MIC0000000QA0050LS0002C10

0A L09K02023Clermont Middle Middle School #1 Trane CGAFC50EAHA10000E0000000000000 C03F05541Clermont Middle Middle School #2 Trane CGAFC50EAHA10000E0000000000000 C03F05542East Ridge High High School #1 Carrier 30GXR264-A-640FP 2201F87534East Ridge High High School #3 Carrier 30GXR264-A-640FP 2201F87529East Ridge High High School #4 Carrier 30GXR264-A-640FP 2201F87521East Ridge High High School #2 Carrier 30GXR264-A-640FP 2201F87519East Ridge Middle Middle School #1 Carrier O9XR54008102 2907Q74353East Ridge Middle Middle School #2 Carrier O9XR54008102 2907Q74354Eustis High High School #1 Carrier 30GXR301-FK655Q 4303F61047Eustis High High School #2 Carrier 30GXR301-FK655Q 4303F61048Eustis Hts Elementary Elementary School #1 Carrier 30 HL 060 540 R 306577Eustis Middle Middle School #1 Carrier 30RBA08061B0C-73 4605Q80500Eustis Middle Middle School #2 Carrier 30RBA08061B0C-73 4605Q80501Fruitland Park Elementary Elementary School #1 Trane CGAFC50EALA10000F0000000000000 C07C02508Grassy Lake Elementary Elementary School #1 Carrier 30XAA4006T-01473 5106Q91196Grassy Lake Elementary Elementary School #2 Carrier 30XAA4006T-01473 5106Q91195Groveland Elementary Elementary School #1 Carrier 30RBA17068-0C77L 4405Q80496

Lake Minneola High High School #1 TraneCVHF049FA3YOACM2697T7E7TBC000000&0000000L000002

B100A L09L02410


B100A L09L02416

School TypeChiller



B100A L09L02417Lake Tech Center Tech #2 Trane RTHB150FLF00LWP000UNN3LF2LFV0QU0 U97G04159Lake Tech Center Tech #1 Trane RTHB150FLF00LWP000UNN3LF2LFV0QU0 U97G04160Lane Park Public Safety Complex Tech #1 Trane RTAA100AYQ01A3D0BN U04C05000Leesburg High High School #1 Carrier 30GXR350-AK661FQ 1104F21317Leesburg High High School #2 Carrier 30GXR350-AK661FQ 1104F21316Leesburg High High School #3 Carrier 30GXR350-AK661FQ 1104F21318

Leesburg High High School #1 TraneCGAM 026A 2A02 AXD2 A1A1 XA1C 1AXX XA1A 3X1D

XXXFXX U09M13298Lost Lake Elementary 800bld Elementary School #1 Carrier 30RANO40GEK616PK 4704Q00639Lost Lake Elementary 800bld Elementary School #2 Carrier 30RANO40GEK616PK 4704Q00637Lost Lake Elementary Elementary School #1 Carrier 30GX-206-60241 1199F05708Lost Lake Elementary Elementary School #2 Carrier 30GXN204-A-640KA 3002F68288Mascotte Elementary Elementary School #1 Carrier 30XAA4006T-01473 1507Q91415Mascotte Elementary Elementary School #2 Carrier 30XAA4006T-01473 1507Q91416Minneola Elementary Elementary School #1 Carrier 30XAA4006T-01473 0107Q91197Minneola Elementary Elementary School #2 Carrier 30XAA4006T-01473 0107Q91198Mt. Dora High High School #1 Carrier 30GXR301-FK655FQ 4103F58200Mt. Dora High High School #2 Carrier 30GXR301-FK655FQ 4103F58201Mt. Dora High High School #3 Carrier 30GXR301-FK655FQ 4103F58199Mt. Dora Middle Middle School #1 Carrier 30GXN204-FK650PK 2303F35480Mt. Dora Middle Middle School #2 Carrier 30GXN204-FK650PK 3203F35479Oak Park Middle Middle School #1 Trane RTAA1254YH01AOCOBF U97D01126Pine Ridge Elementary Elementary School #1 Carrier 30RANO40GEK616PK 4704Q00642Pine Ridge Elementary Elementary School #2 Carrier 30RANO40GEK616PK 4704Q00640Sawgrass Elementary Elementary School #1 Carrier 30XAA4006T-01473 5006Q91193Sawgrass Elementary Elementary School #2 Carrier 30XAA4006T-01473 5006Q91194Sorrento Elementary Elementary School #1 Trane RTAC4004 U09J05457Sorrento Elementary Elementary School #2 Trane RTAC4004 U09505458

South Lake High High School9th grade

#1 Carrier 30RBA11061803-73 0407Q82847

South Lake High High School9th grade

#2 Carrier 30RBA11061803-73 0407Q82848

School TypeChiller


South Lake High High School #1 Carrier 30GXR225-AK661Q 2805F18304South Lake High High School #2 Carrier 30GXR225-AK661XQ 2805F18302South Lake High High School #3 Carrier 30GT.225- - -600AJ 5092F27793South Lake High High School #4 Carrier 30GXR225-FK665FQ 2604F42900South Lake High High School #5 Carrier 30GXR225-FK665FQ 2604F42898Tavares Elementary Elementary School #1 Carrier 30GXR225-AK661ZK 405403498Tavares High High School #1 Carrier 30GXR325-ak651FX 3603f52721Tavares High High School #2 Carrier 30GXR325-ak651FX 3603f52719Tavares Middle Middle School #1 Carrier 30RBA08061B0C-73 4605Q80517Tavares Middle Middle School #2 Carrier 30RBA08061B0C-73 4605Q80517Triangle Elementary Elementary School #2 Carrier 30GXR264-AK661ZK 4704F69913Umatilla High High School #1 Carrier 30GXR225TK651FX 5003F68834Umatilla High High School #2 Carrier 30GXR225TK651FX 5003F68838Umatilla High High School #3 Carrier 30GXR225TK651FX 5003F68837

Umatilla Middle Middle School #1 McQuay AGZ100LHSNN-ER10STNU0807001

39

Umatilla Middle Middle School #2 McQuay AGZ100LHSNN-ER10STNU0870015

9

Umatilla Middle Middle School #3 YorkYCAL0060SC4XAASDTXLXXBXXXX455XXXXXXXXX-

XSAXXBXX7XXXXXNX RAKM5430AAVillages Elementary Elementary School #1 Carrier 30GXN204-A-661KA 4204F64143Villages Elementary Elementary School #2 Carrier 30GXN204-AK-661KA 1305F11170Windy Hill Middle Middle School #1 Trane RTHC1C1F0D0G3L4G3LF00U0 U99B04518Windy Hill Middle Middle School #2 Trane RTHC1C1F0D0G3L4G3LF00U0 U99B04519

ATTACHMENT 10Cooling Tower List

SCHOOL/SITE BRAND TOWER MODEL NUMBER SERIAL NUMBER BELT SIZE / #

Beverly Shores Elementary School EVAPCO ATW-119-5L 4-101288 5B-154 / 1

Eustis Middle School EVAPCO SST8-89B 952302 3B-148 / 1

Cecil Gray MS EVAPCO USS 224-218 7-308479 6B-148 / 2

Lake Minneola High EVAPCO USS/UAT312-454 9-366995



Lake Technical Center EVAPCO LSTA 5-123 970937 B-92 / 4

Lake Technical Center EVAPCO LSTA 5-123 970935 B-92 / 4

Leesburg Elementary School EVAPCO ATW-286-3L-2 T031914 6B-135 / 2

Pine Ridge Elementary School EVAPCO ATW179-5K T022381 4B-154 / 2

Round Lake Elementary School EVAPCO ATW-276AZ T000428 6B-148 / 2

Seminole Springs Elem. School BALTIMORE AIRCOIL FXV-644-NM U106981001 3R-B115 / 2

Spring Creek Elementary School BALTIMORE AIRCOIL FXV-642-MM U106980401 2R-B115 / 1

Tavares Middle School BALTIMORE AIRCOIL F1662OR 90101759 B144 / 8

Treadway Elementary School EVAPCO ATW-119-4K2 4-101301 4B-158 / 1

Umatilla Elementary School EVAPCO ATW-276AZ 997441M 6B-148 / 2

Windy Hills Middle School EVAPCO AT8-624B 984159 5B-148 / 2

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