School Board of Flagler County, Florida
Administrative Offices
1769 East Moody Blvd, Bldg #2
Bunnell, Florida 32110
RFQ # 15-16
HVAC Filters
Submit Proposals in Person or by Mail to:
RFQ #15-16
Purchasing Department
Attn: Carmen Campanella, Director of Purchasing
Flagler County School Board
1769 East Moody Boulevard, Bldg #2
Bunnell, Florida 32110
Proposals Due No Later Than:
May 1, 2015 @10am
RFQ # 15-16 HVAC Filters
Due: May 1, 2015 @ 10am
BID & RFQ OPENINGS- Only the bidder name will be read at the
opening. No pricing will be read, according to changes in the Florida State
Statutes, Chapters 119.071, The Florida Public Records Act, and 286.0113,
the Sunshine Law.
SPECIAL CONDITIONS
1. Intent : The intent of this RFQ is to secure firm pricing for the HVAC Filters
listed in these RFQ documents.
2. Length of Contract : This is for a period of 1 year. All pricing shall remain in
effect for this period from Date approved by Flagler County School Board. Any
price changes before the beginning of the next contract year which starts 1 year
from the date of original Board approval shall be made in writing to Purchasing
and must be approved.
3. Award: This RFQ will be awarded to the overall lowest bidder.
4. Renewal: The Flagler County School Board reserves the right to renew this RFQ
or any portion of it for 3 additional contract periods of 1 year each upon mutual
agreement in writing by both parties.
5. Termination: The contract entered into between the parties may be terminated by
the board upon occurrence of the following conditions:
 Lack of available funds by the School Board
 Failure to perform by awarded vendor
6. Delivery : Prices shall be FOB destination to any school location in Flagler
County. Lead times are important in this decision and the School Board would
like to keep all lead times under a 5-day window if possible.
7. Quantity : The quantities listed are estimates and do not obligate the School
Board to purchase these amounts.
8. Prices : Shall include all freight charges
9. Items Bid : All items bid on shall be new. No refurbished items or used items will
be acceptable. Each awarded supplier shall agree to accept, for full credit and
return shipping charges, the return of any items received that does not meet the
specifications or is found to be defective in quality.
10. Brands : Only specified brands and models will be acceptable for this bid.
11. Warranty: Manufacturer’s standard warranty must be provided on all bid items.
The warranty shall begin after delivery and acceptance by the School Board of
Flagler County. The successful bidder (s) agrees to replace upon request any and
all items that may become defective during the warranty period at no additional
cost to the School Board, including cost for freight to pick-up and deliver.
RFQ # 15-16 HVAC Filters
Due: May 1, 2015 @ 10am
12. New & Upgraded Products : If, during the contract period, new and/or upgraded
products are made available by the product manufacturer, the successful bidder of
such items shall submit a written request for acceptance of such items, along with
a price list. A reasonable price must be submitted for each item requested. In the
event that any item’s price is determined to be unreasonably high, the requested
item may not be considered for addition to the contract.
13. Discontinued Products : If, during the contract period, products are
discontinued, the successful bidder of such items must send the School District
Purchasing Department written notification of such items along with the
replacement product information and pricing. A reasonable price must be
submitted for the replacement product. In the event that the replacement item’s
price is determined to be unreasonably high, the requested item may not be
considered for addition to the contract.
14. Minimum Order : If the bidder sets a minimum order amount it must be
indicated on the bid documents submitted at bid opening.
15. RFQ Schedule
A. Questions about the RFQ are due to the individual listed in 16 below no later
than 3pm on April 17. Email questions to [email protected].
B. An addendum will be issued and posted on the Purchasing website
(http://flaglerschools.com/district/current-bids) by 4pm, on April 22 if
necessary. It is the responsibility of each vendor to obtain the addendum on
the website. Purchasing will not be sending t he addendum out individually.
C. RFQ submittals will be due on May 1, 2015 by 10am in the office of the
Director of Purchasing located at the address below in 16. Any submittals
received after this time will not be accepted.
16. PLEASE SUBMIT AND REFER RFQ SPECIFICATION QUESTIONS TO:
Mr. Carmen Campanella, Director of Purchasing
Procurement Services
Flagler County Schools
1769 East Moody Boulevard, Bldg #2
Bunnell, Florida 32110
Email: [email protected]
Phone: 386-437-7526 x1202
17. The following documents must be sent in with RFQ submittal or your submittal
will be considered non-responsive and withdrawn;
Form of Proposal
Bid Price Sheet
Public Entity Crime Form
Drug Free Workplace Form
Sealed RFQ Label affixed to outside of envelope
RFQ # 15-16 HVAC Filters
Due: May 1, 2015 @ 10am
General Conditions: A part of this Bid request and included as an integral part of
the bid are General Conditions attached. All bidders are advised to send full
descriptions, catalog descriptions and information. No bidder is authorized to
bid sizes or qualities less than the minimum specifications.
PURCHASING CARDS: The Flagler County Public School District may choose to use
a “Purchasing Card” for ordering of goods and materials or payment of invoices under
this proposal. The Proposer, by submitting a proposal, agrees to accept this manner of
payment and may not add additional handling charges or service fees to purchases made
with the School Board Purchasing Card(s). Refusal to accept this condition may cause
the proposal to be declared non-responsive, or result in revocation of the contract, if
already awarded.
FO
ORM OF PROP
POSAL
Th
he Proposer ackn
nowledges that he
h has read, understands and agrrees to the termss and conditions stated in the
in
nstructions to thee Proposers contaained in this proposal.
urchases by oth
her Public Agen
ncies- With the consent
c
and agreeement of the succcessful proposeer(s), purchases m
may be
Pu
made
m
under this proposal
p
by otherr governmental agencies
a
within the State of Florrida. Such purchhases shall be govverned
by
y the same termss and conditions as stated herein.
Th
he Proposer furth
her declares thatt they have exam
mined the requireements and speccifications for thee materials to bee
fu
urnished, and hass read all speciall provisions listeed therein prior tto the opening off the proposals.
Th
he Proposer prop
poses and agreess, if this proposaal is accepted, to contract with thhe Flagler Countty School Districct, in
th
he form of contraact specified, to deliver
d
the materials/services lissted, at the pricess set forth FOB D
Destination to anny
Fllagler County Scchool District Faacility requesting
g such materials//services. A purcchase order consstitutes a bindingg
co
ontract.
Fllagler County Pu
ublic School Disstrict
Pu
urchasing Deparrtment
17
769 East Moody
y Blvd. Bldg #2
Bu
unnell, Florida 32110
3
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______________
_____________
______________
___
Siignature of Auth
horized Official
__
______________
_____________
______________
____
Prrinted Name
__
______________
_____________
______________
____
Tiitle
__
______________
_____________
______________
____
Date
The School Board of Flagler County, Florida
Sworn Statement Pursuant to Section 287.133(3),
Florida Statutes Public Entity Crimes
* THIS FORM MUST BE SIGNED AND SWORN IN THE PRESENCE OF A
NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATH.
This sworn statement is submitted to: The School Board of Flagler County, Florida by:
______________________________________________________
_________________________________________
(Print Company Official’s Name)
___________________________________________________________________
(Official’s Job Title)
___________________________________________________
(Print Name of Entity Submitting Sworn Statement)
___________________________________________________________________
(Federal Identification Number)
(Print Entity Business Address)
___________________________________________________
City
State
Zip Code
This Sworn statement is submitted to the School Board of Flagler County, Florida. I certify that I have read and
understand Florida Statutes, section 287.133 regarding Public Entity crime; denial or revocation of the right to
transact business with public entities… I understand that:
“Public entity crime” as defined in Paragraph 287.133 of the 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 agency or political subdivision of any other state or with the United States,
including but not limited to, any bid, proposal, reply, or contract for goods or services, any lease for
real property, or any contract for the construction or repair of a public building or public work,
involving anti-trust, fraud, theft, bribery, collusion, racketeering, conspiracy or misrepresentation.
Based on information and belief, the statement, which I have marked below, is true in relation to the entity
submitting this sworn statement. Please mark (X) next to the statement which is applicable to your entity.
________ Neither the entity submitting this sworn statement, nor any of it’s officers, directors, executives, partners,
shareholders, employees, members or agents who are active in either management of the entity, nor any affiliate of the
entity has 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, members or agents who are active in the management of the entity, or any affiliate of the
entity has 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, members or agents who are active in the management of the entity, or any affiliate of the
entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has
been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings
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 (a copy of the final order is required; please attach).
____________________________________________
(Authorized Signature)
Sworn to and Subscribed before me on this __________day of ____________________________, 20__
__________________________________________________________
(Signature of Notary Public)
______________________________________________
(Type of Identification Used)
_________________________
_________________________
State of Notary
Commission Expiration
Cut along the outer border and affix this label to your sealed bid
envelope to identify it as a “Sealed Bid”. Be sure to include the name of
the company submitting the bid where requested.
SEALED BID – DO NOT OPEN
RFQ # & TITLE: RFQ 15-16 HVAC Filters
DUE DATE/TIME: May 1, 2015 @ 10am
Submitted by __________________________________
(Name of Company)
Deliver to: Flagler County Public Schools
Director of Purchasing
1769 East Moody Boulevard
Bunnell, Florida 32110