THE SCHOOL BOARD OF POLK COUNTY, FLORIDA
Contents
1. Vendors who have previously submitted a completed Bidder s Statement of Principal Place of Business containing the required information in Attachment 1 to another agency within the State of Florida may elect to provide a copy of that statement rather than submit a new one The previously submitted statement must have been completed within the past 12 months and contain current information in order to be considered DELIVERY The items listed below are for individual school needs and various capital outlay projects Delivery of items ordered for individual schools will require delivery to school locations throughout Polk County Items ordered for capital outlay projects will be delivered to a single warehouse location APPROVED BRANDS MODELS The Brands and Models specified in this bid have been evaluated and used in our system and have been determined to best suit the needs of The School Board of Polk County based on features functionality and compatibility with existing units Therefore no substitutes are allowed on this bid Please bid only the Approved Brands and Models as specified Replacement model numbers for discontinued items should be indicated where appropriate Vendors wishing to submit items for future evaluation may do so by contacting the Instructional Television Manager AUTHORIZED DEALERS Each vendor must submit with their bid any documentation related to dealer exclusivity Letters must be2. A SINGLE VENDOR 7015336 each CAMERA ROBOTIC ea 30 Approved Brand Model Panasonic AW HE120 Black NO SUBSTITUTES Delivery Days ARO 7014314 each CAMERA ROBOTIC CAMERA CONTROLLER ea 31 Approved Brand Model Panasonic AW RP50 Camera Controller for Panasonic AW HE120 Robotic Camera NO SUBSTITUTES Delivery Days ARO 7014732 CARD MEMORY ea 32 Approved Brand Model Kingston 32 SDHC Card Class 10 Model SD10V32GB NO SUBSTITUTES Delivery Days ARO 7014733 CARD MEMORY ea 33 Approved Brand Model Kingston 16GB SDHC Card Class 10 Model SD10V 16GB NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 13 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7000932 each COMPACT DISC PLAYER LISTENING STATION ea 34 Five headphone jacks built in 7 watt speaker Approved Brand Model Eiki 8080A NO SUBSTITUTES Delivery Days ARO 7011428 each DVD CD DUPLICATOR ea 35 10 disc duplicator Approved Brand Model Microboards CopyWriter Pro Duplicator 13549 NO SUBSTITUTES Delivery Days ARO 7011429 each DVD CD DUPLICATOR DISC PRINTER ea 36 Approved Brand Model Microboards G4 Autoprinter 22019 NO SUBSTITUTES Delivery Days ARO 70
3. BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7015352 each CAMERA DESKTOP ea 14 Approved Brand Model Hover Cam Ultra 8 NO SUBSTITUTES Delivery Days ARO 7015353 each CAMERA DESKTOP ea 15 Approved Brand Model Hover Cam Neo 3 NO SUBSTITUTES Delivery Days ARO 7014871 each CAMERA DIGITAL DESKTOP ea 16 Approved Brand Model Ken A Vision Model 7880 NO SUBSTITUTES Delivery Days ARO 7215141 each CAMERA DIGITAL DESKTOP ea 17 Approved Brand Model Ken A Vision Model 7880C NO SUBSTITUTES Delivery Days ARO 7015142 each CAMERA DIGITAL DESKTOP ea 18 Approved Brand Model Lumens DC125 NO SUBSTITUTES Delivery Days ARO 7015143 each CAMERA DIGITAL DESKTOP ea 19 Approved Brand Model Lumens DC170 NO SUBSTITUTES Delivery Days ARO 7014872 each CAMERA DIGITAL DESKTOP ea 20 Approved Brand Model Recordex AFX120 NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIE BID FILE NO 003 SRW 0716 PAGE 11 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7014873 each CAMERA DIGITAL DESKTOP ea 21 Approved Brand Model Recordex SC5i NO SUBSTITUTES Delivery Days ARO 7015144 each CAMERA DIGITAL DESKTOP ea 22 Approved Br
4. Underwriters Laboratory UL listing and comply with the requirements of the Occupational Safety and Health Act OSHA When applicable delivered items must be accompanied by a Material Safety Data Sheet MSDS If product packing or packaging is to be different than specified in the bid the Bidder must state any deviation The bid lacking any statement to the contrary will be received as being in complete compliance with specifications When more than one bid meets all specifications the Board reserves the right to determine the Lowest and Best bid Bid items are subject to testing at the Bidder s expens Delivery of items not meeting specifications is cause for removal from the list of acceptable Bidders and no payment will be made for th ntire delivery including usage SAMPLES When requested samples will be furnished at Bidder s xpense Requests for sample returns must be made within 30 days of the bid opening If no return request is made the samples will become the property of the Board Failure to submit samples when required may result in non acceptance of the bid SERVICE AND WARRANTY Bidder should attach any warranties offered and explain warranties and service provided These may not be in conflict with warranties required in the specifications ACCEPTANCE OR REJECTION The right to accept or reject any bids or individual items in the bids and to waive irregularities in bids is reserved by the Bo
5. for any damages or costs incurred by the Bidder s actions The Board may withhold payments pending satisfactory compliance with the terms of the agreement The Bidder shall hold and save the Board and Board employees harmless from liability of any kind in the performance of this contract CONTRACT FAILURE Should any Contractor fail to enter into a contract with the School Board on the basis of the submitted bid by said Contractor Contractor acknowledges that Contractor shall be liable to the School Board for the difference between such bid price and the price the School Board pays to secure the merchandise from another source Failure to pay said amount to the School Board upon demand will result in the company being removed from the bid list for a period of not less than two 2 years from the date of infraction 18 19 20 21 22 23 24 25 26 27 CONFLICT OF INTEREST All Bidders must disclose with their bid the name of any officer director or agent who is also an employ of the Board Further all Bidders must disclose the name of any Board employee who owns directly or indirectly any interest of any amount in the Bidders firm or branches ATTACHMENTS All attached sheets are a part of this bid and any Special Terms and Conditions contained therein which are in conflict with the GENERAL INSTRUCTIONS AND CONDITIONS shall have precedence ADDENDUM Any changes in this bid shall be in th
6. upon 30 days written notice Further at the discretion of the School Board the contract may be terminated in a period of less than 30 days in the event of poor performance or violation of the terms and conditions of this contract The School Board upon termination shall exercise its discretion to complete the balance of the contract consistent with the best interest of the School Board SOLICITATION OF DISTRICT EMPLOYEES Bidders vendors and others involved with this bid are prohibited from making any offer of any value to any employee of the School Board who is directly or indirectly involved in the development solicitation or evaluation and subsequent recommendation for award of this bid PUBLIC RECORDS CONTRACTS FOR SERVICES AS DEFINED IN F S 119 0701 Each School Board contract for services as defined in F S 119 0701 shall include a provision that requires contractors and subcontractors to comply with all applicable public records laws 36 CONE OF SILENCE A Cone of Silence is hereby established for all competitive selection processes including Invitations to Bid ITB Requests for Proposal RFP and Invitations to Negotiate ITN for the provision of goods and services The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award Pursuant to School Board Policy 6324 the School Board of Polk County enacts a Cone o
7. whose principal places of business are in that state Please describe applicable preference s and identify applicable state law s LEGAL OPINION ABOUT POLITICAL SUBDIVISION BIDDING PREFERENCES Please Select One The bidder s principal place of business is in the political subdivision of and it is my legal opinion that the laws of that political subdivision do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision The bidder s principal place of business is in the political subdivision of and it is my legal opinion that the laws of that political subdivision grant the following preference s in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision Please describe applicable preference s and identify applicable authority granting the preference s Signature of out of state bidder s attorney Printed name of out of state bidder s attorney Address of out of state bidder s attorney Telephone Number of out of state bidder s attorney Email address of out of state bidder s attorney Attorney s states of bar admission THE SCHOOL BOARD OF POLK COUNTY FLORIDA BID FILE NO 003 SRW 0716 PAGE 23 OF 23 VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES D To help ensur
8. 01141 each HEADSET A V ea 37 For listening stations Removable vinyl ear cushions minimum 60 cord phone plug Approved Brand Model Califone 2924AV NO SUBSTITUTES Delivery Days ARO 7015354 each HEADSET A V ea 38 Approved Brand Model Califone 610 41 NO SUBSTITUTES Delivery Days ARO 7013663 each HEADSET A V ea 39 Approved Brand Model Califone 3068AV NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 14 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7014301 each HEADSET W MICROPHONE ea 40 Approved Brand Model Califone 3066AV with microphone NO SUBSTITUTES Delivery Days ARO 7011523 each HEADSET ea 41 3 5mm plug No Mic Califone 3060AV BL Approved Brand Model NO SUBSTITUTES Delivery Days ARO INTERACTIVE WHITEBOARDS AND PERIPHERALS SMARTBOARD INTERACTIVE WHITEBOARDS AND PERIPHERALS ITEMS 42 55 WILL BE AWARDED AS A COMPOSITE TO A SINGLE VENDOR The successful bidder will provide the following at no additional charge for each new SMART USB Set of 2 styluses Board purchased cable pens Smart Pen Tray Wall 4 hours of on site training includes SMART mount kit Board driver and Smart notebook Al
9. 15 in the School Board Purchasing Office at the above address The official clock for the purpose of receiving bids is located in the Purchasing Office All bids must be date and time stamped by the official clock Bids will be opened in the Purchasing Offices after the deadline for receiving bids Any bid received in Purchasing after the deadline indicated above will be date and time stamped and will not be opened It is vendors responsibility to see that their bids are properly received at the correct location prior to the deadline Your bid must be on this form with the Bidder Acknowledgment completed Inquiries on this bid should be addressed to Robert Woods telephone 863 534 0566 FAX 863 534 7497 7 Email Robert woods polk fl net BIDDER ACKNOWLEDGMENT Th undersigned having carefully examined th Invitation to Bid with any attached Special Terms and Conditions agrees to abide by all conditions of the bid and offers to furnish the items or services as set forth I further certify that I am authorized to sign this bid VENDOR NAM Gl MAILING ADDRESS PRINT OR TYPE SIGNATURE AND TITLE CITY STATE ZIP WRITTEN SIGNATURE DATE TELEPHONE NUMBER TOLL FREE IF AVAILABLE FAX NUMBER E MAIL ADDRESS FEID NUMBER NOTE THE ABOVE BIDDER ACKNOWLEDGMENT MUST BE SIGNED FOR YOUR BID TO BE ACCEPTED G
10. Bidders shall not under the penalty of law offer any gratuities favors or anything of monetary value to any officer or employee of the District or representative of the District in connection with this competitive procurement Violation of this policy by a particular bidder proposer respondent and or representative may at the discretion of the District result in rejection of said bidder proposer respondent and or representative s bid proposal or offer and may render any contract award to said bidder proposer or respondent voidable THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 8 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7010590 each CASE CAMCORDER ea 1 Approved Brand Model Pearstone Pro Camcorder Case with wheels HDC 1010W NO SUBSTITUTES Delivery Days ARO 7015361 each CAMCORDER ea 2 Approved Brand Model Canon XA10 NO SUBSTITUTES Delivery Days ARO 7013352 each CAMCORDER DIGITAL ea 3 Records onto SDHC card Approved Brand Model Sony PXW X70 NO SUBSTITUTES Delivery Days ARO 7000902 each CAMERA DESKTOP ea 4 Composite input composite and SVHS outputs Approved Brand Model Avermedia 300AF NO SUBSTITUTES Delivery Days ARO 7014721 each CAMERA DESKTOP ea 5 Approved Brand Model Avermedia W30 NO SUBSTITUTES Delivery Days A
11. Cut along the outer border and affix this label to your sealed bid envelope to identify it as a Sealed Bid Neither faxed nor electronically submitted bids will be accepted Be sure to include the name of the company submitting the bid where requested DELIVER TO PURCHASING DEPARTMENT School Board of Polk County 1915 South Floral Ave PO Box 391 Bartow FL 33831 0391 SEALED BID DO NOT OPEN SEALED BID NO 003 SRW 0716 BID TITLE VIDEO PRODUCTION AND AUDIO VISUAL EQUIPMENT DUE DATE TIME JULY 14 2015 3 00 PM SUBMITTED BY Name of company Please Note From time to time addenda may be issued to this bid Any such addenda will be posted at www myvendorlink com It is the vendor s responsibility to ensure receipt of all addenda The awarded vendor s must have a completed vendor application and W 9 on file with the School Board Finance Department The Vendor Application Form is available on the district s website at http www polk fl net districtinfo departments businessservices finance htm Scroll down to Vendor Application and W 9 Form and follow the instructions THE SCHOOL BOARD OF POLK COUNTY FLORIDA P O BOX 391 1915 SOUTH FLORAL AVENUE BARTOW FLORIDA 33831 0391 BARTOW FLORIDA 33830 7124 INVITATION TO BID Bid Title VIDEO PRODUCTION AND AUDIO VISUAL EQUIPMENT Bid File Number 003 SRW 0716 Posted June 18 2015 Sealed bids will be received until 3 00 PM on July 14 20
12. ENERAL INSTRUCTIONS AND CONDITIONS 1 CONTRACT PERIOD Bids that do not offer prices good until the following date will not be accepted JULY 31 2016 Contract s awarded from this bid will begin on August 12 2015 and will run through JULY 31 2016 2 F O B DELIVERY POINT All prices bid must include delivery charges to stated destination s as follows SEE SPECIAL TERMS AND CONDITIONS ITEM B 3 POSTING OF BID AWARDS Recommended award of this bid will be posted at the School Board Administrative Offices and at www myvendorlink com on or about July 28 2015 and will remain posted for a period of at least 72 hours Bid files and tabulations may be examined during normal working hours 4 PRICES AND TAXES All prices are normally fixed for the duration of the contract period Fluctuating or adjustable prices are only acceptable if so stated in the Special Terms and Conditions The School Board is exempt from State sales and use taxes and Federal excise taxes State Exemption No 85 8013927632C 8 5 DELIVERY Deliveries must be made in accordance with specified delivery schedules or as soon as possible after receipt of the purchase order if no delivery schedule is specified or bid All delivery containers must be marked with the Polk County School Board purchase order number and product item number Unless stated otherwise all products being shipped into the Board s warehouse shall be packaged
13. Liberty Dual Package LIB DPDUAL HH NO SUBSTITUTES Delivery Days ARO 7014303 each LISTENING CENTER ea 64 Approved Brand Model Califone 1776PLC NO SUBSTITUTES Delivery Days ARO 7014304 each LISTENING CENTER ea 65 Approved Brand Model Califone 1776PLC 6 NO SUBSTITUTES Delivery Days ARO PLEASE NOTE THE REQUIREMENTS BELOW CONCERNING ALL VIDEO COMPUTER PROJECTORS Pricing on all video computer projectors must include the following A 5 year manufacturer s warranty for parts and labor A 3 business day replacement or loaner guarantee throughout the warranty period Successful bidders must provide the following for each awarded projector A DVI VGA adaptor for each input and output that is a DVI connection All documentation from the manufacturer necessary to enable our Electronic Repair Service to become an authorized repair center for the awarded brand PROJECTORS ITEMS 66 67 WILL BE AWARDED AS A COMPOSITE TO A SINGLE VENDOR 7015146 each PROJECTOR VIDEO ea 66 Approved Brand Model Eiki LC XNS2600 NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 19 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7015147 each
14. PROJECTOR VIDEO ea 67 Approved Brand Model Eiki LC XNB4000N NO SUBSTITUTES Delivery Days ARO 7014893 each PROJECTOR VIDEO ea 68 3000 ANSI lumens 3LCD Approved Brand Model Epson Powerlite 965 NO SUBSTITUTES Delivery Days ARO 7015346 each PROJECTOR VIDEO ea 69 Approved Brand Model Epson Brightlink 595WI NO SUBSTITUTES Delivery Days ARO 7015362 each PROJECTOR VIDEO ea 70 Approved Brand Model Sony VPL E200 SCREENS AND BRACKETS 7010658 71 7010659 72 each each NO SUBSTITUTES Delivery Days ARO ITEMS 71 73 WILL BE AWARDED AS A COMPOSITE TO A SINGLE VENDOR SCREEN PROJECTION ea For classrooms 60 x 80 Approved Brand Model Dalite 40194 Model B NO SUBSTITUTES Delivery Days ARO SCREEN PROJECTION ea For media centers 69 x 92 Approved Brand Model Dalite 74653 Model B NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 20 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7014887 pair SCREEN PROJECTION WALL BRACKETS 6 pr 73 Fixed for above wall screens Approved Brand Model Dalite 40932 pair NO SUBSTITUTES Delivery Days ARO 7009948 each TELEPROMPTER VGA REVERSER BOX ea 74 Approved Brand Model Q Gear R
15. RO 7014722 each CAMERA DESKTOP ea 6 Approved Brand Model Avermedia U15 NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 9 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7015331 each CAMERA DESKTOP ea 7 Approved Brand Model Avermedia F50HD NO SUBSTITUTES Delivery Days ARO 7015332 each CAMERA DESKTOP ea 8 Approved Brand Model Avermedia PL50 NO SUBSTITUTES Delivery Days ARO 7014791 each CAMERA DIGITAL DESKTOP ea 9 Approved Brand Model Avermedia F15 NO SUBSTITUTES Delivery Days ARO 7015333 each CAMERA DESKTOP ea 10 Approved Brand Model Avermedia F70W NO SUBSTITUTES Delivery Days ARO 7015334 each CAMERA DESKTOP ea 11 Approved Brand Model Avermedia M70 NO SUBSTITUTES Delivery Days ARO 7014726 each CAMERA DESKTOP ea 12 Approved Brand Model Elmo TT12id NO SUBSTITUTES Delivery Days ARO 7014727 each CAMERA DESKTOP ea 13 Approved Brand Model Elmo MO 1 NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIE BID FILE NO 003 SRW 0716 PAGE 10 OF 23
16. TITUTES Delivery Days ARO 7005491 each LIGHTING STUDIO ea 58 Approved Brand Model Lowel Estudio 6 FLE 600CM with Overhead Mount NO SUBSTITUTES Delivery Days ARO 7000916 each MICROPHONE HAND HELD UNIDIRECTIONAL DYNAMIC ea 59 Includes built in wind screen Approved Brand Model Shure SM 58 NO SUBSTITUTES Delivery Days ARO 7015343 each MICROPHONE LAPEL ea 60 Approved Brand Model Shure SM93 NO SUBSTITUTES Delivery Days ARO 7000874 each MICROPHONE LAPEL UNIDIRECTIONAL CONDENSER ea 61 With both battery pack and phantom power option Approved Brand Model Shure MX184 NO SUBSTITUTES Delivery Days ARO 7000915 each MICROPHONE LAPEL OMNIDIRECTIONAL DYNAMIC ea 62 For connection directly to camcorder Approved NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature Brand Model Shure SM11 CN THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 18 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7015344 each P A SYSTEM PORTABLE ea 63 Includes LIB 7500MU1 speaker with MP3 player and dual wireless receiver LIB 7501 companion speaker 2 x WH 6000 handheld microphone transmitters 2 x SS 550 speaker stands companion speaker cable 2 x rechargeable batteries AC cable and 6 year warranty Approved Brand Model Anchor
17. TUTES Delivery Days ARO TRIPODS ITEMS 80 81 WILL BE AWARDED AS A COMPOSITE TO A SINGLE VENDOR 7014738 each TRIPOD ea 80 Includes Vision Blue Head V4092 0001 pozi loc 2 Stage Tripod 3819 3 Floor Spreader 3363 3 and Soft Carry Case 3358 3 Approved Brand Model Vinten Vision Blue VB AP2F Tripod System NO SUBSTITUTES Delivery Days ARO 7014740 each TRIPOD DOLLY ea 81 Approved Brand Model Vinten PD114 Dolly NO SUBSTITUTES Delivery Days ARO 7014891 each SWITCHER VIDEO PRODUCTION ea 82 Approved Brand Model BlackMagic ATEM Television Studio Model SWATEMTVSTU NO SUBSTITUTES Delivery Days ARO 7014894 each VIDEO CAPTURE PLAYBACK DEVICE ea 83 Approved Brand Model Blackmagic Intensity Shuttle w Thunderbolt NO SUBSTITUTES Delivery Days ARO NOTE Sign the Bidder s Acknowledgment section on Page 1 of our Invitation To Bid Return the original of the Invitation to Bid and retain a photocopy for your files Please state company name and authorized signature ATTACHMENT 1 BIDDER S STATEMENT OF PRINCIPAL PLACE OF BUSINESS To be completed by each Bidder Name of bidder Identify the state in which the bidder has its principal place of business INSTRUCTIONS IF your principal place of business above is located within the State of Florida provide the information as indicated above and return this form with your bid response No further action is required IF your principal p
18. and Model Recordex SC5zAF NO SUBSTITUTES Delivery Days ARO 7013353 each CAMERA DIGITAL DESKTOP ea 23 Approved Brand Model Dukane ImagePro Cam9000 NO SUBSTITUTES Delivery Days ARO 7015145 each CAMERA DIGITAL DESKTOP ea 24 Approved Brand Model Hover Cam Solo 8 NO SUBSTITUTES Delivery Days ARO 7015335 each CAMERA DIGITAL STILL IMAGE ea 25 Approved Brand Model Canon Powershot ELPH 160 Red 0143C001 NO SUBSTITUTES Delivery Days ARO 7006445 each CAMERA DIGITAL STILL IMAGE ea 26 Approved Brand Model Nikon CoolPix 3700 Silver Model 26478 NO SUBSTITUTES Delivery Days ARO 7005458 each CAMERA DIGITAL STILL IMAGE ea 27 Approved Brand Model Nikon CoolPix L30 Red NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 12 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7011375 each CAMERA DIGITAL SLR STILL IMAGE KIT ea 28 Approved Brand Model Nikon D5200 camera body with 18 140mm VR DX lens NO SUBSTITUTES Delivery Days ARO 7014293 each CAMERA DIGITAL SLR STILL IMAGE KIT ea 29 Approved Brand Model Nikon D3200 DSLR camera body with 18 55mm and 55 200mm lenses NO SUBSTITUTES Delivery Days ARO ITEMS 30 31 WILL BE AWARDED AS A COMPOSITE TO
19. ard DETERMINATION OF BID AWARD BASIS Unless specifically excluded by the Bidder bid awards may be made on either a composite or a line item basis MISTAKES In case of mathematical errors the Bidder s unit price shall be considered the bid price It is the Bidder s responsibility to understand the terms conditions and specifications of the bid Failure to do so will be at the Bidder s risk PLACING AND ACCEPTANCE OF ORDERS The award of this bid does not constitute an order Before delivery is made the Bidder must receive a duly executed purchase order or contract Acceptance by the Bidder is assumed upon issue by the Board of a duly executed purchase order or contract Inspection and acceptance of items will be at the stated destination s unless otherwise provided and title to and risk of loss or damage is the responsibility of the Bidder until acceptance by the Board ASSIGNMENT INVOICES AND PAYMENT No assignment of an order or monies to be derived there from is acceptable without the prior written approval of the Board All invoices must be submitted in triplicate to the Board with each purchase order being invoiced separately Payment shall be made upon presentation of properly prepared invoices Payment is generally made on the next Friday following the week in which invoicing is completed PERFORMANCE If the Bidder refuses or is unable to make delivery within a reasonable time the Board may hold the Bidder responsible
20. ces to a public entity may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work may not submit bids on leases of real property to a public entity may not be awarded or perform work as a contractor supplier subcontractor or consultant under a contract with any public entity and may not transact business with any public entity in excess of the threshold amount provided in Florida Statute 287 017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list The prospective bidder certifies by submission and signature of this bid that neither the bidder nor its principal its agent or its representative is presently debarred suspended proposed for debarment declared ineligible voluntarily excluded from participation in this transaction or otherwise precluded by Florida Statute 287 133 from participating in this contract DISCRIMINATORY VENDOR LIST Per the provisions of Florida Statute 287 134 2 a An entity or affiliate who has been placed on the discriminatory vendor list 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 subcontrac
21. cing rebates and offers of additional equipment at no charge The School Board of Polk County shall receive the benefit of all such promotions The Instructional Television Manager must be notified in writing of these promotions BID OPENING All responses to this sealed bid are subject to release as public records consistent with Chapter 119 Florida Statutes Sealed bids will be received and publicly opened Only names of respondents will be read at bid openings Pricing and other contents of bid responses will not be disclosed at bid openings Reference Section 119 071 1 b F S and Section 286 0113 F S RESTRICTIONS ON CONTACTING THE DISTRICT Pursuant to School Board Policy 6324 upon the issuance of this Invitation to Bid all contact with the District must be made through the designated contact person listed in page 1 of this Invitation to Bid Potential vendors service providers bidders lobbyists or consultants must limit communication with the designated contact to the means specified in this Invitation to Bid Other District employees and representatives of the District are instructed not to answer questions regarding the bid or otherwise discuss the contents of the bid with potential bidders or their representatives Any contacts made with other District employees or representatives of the District including school principals Board members or member elects will be reported to the Purchasing Department Potential
22. e form of a written addendum by the Purchasing Director No other person shall be authorized to make changes verbally or in writing It shall be the responsibility of the bidder to ascertain if any addenda have been issued and to obtain all such addenda Any Addendum shall be returned with this bid by the Bidder EXTENSION The Board reserves the option to extend the contract period provided the Bidder is in agreement The request for extension shall be submitted by the Bidder in writing DISPUTES Any person who may be adversely affected by an intended decision with respect to the award of any bid may protest such a decision by following the Bid Protest Procedure of the School Board of Polk County A copy of the Procedure which has been prepared in accordance with the provisions of the Florida Administrative Code is available upon request and is permanently posted at the Administrative Offices of the School Board of Polk County Florida Failure to follow the requirements of the bid protest procedures established by the School Board of Polk County Florida shall constitute a waiver of all protest rights Failure to file a protest within th tim prescribed in Section 120 57 3 Florida Statutes shall constitute a waiver of proceedings under Chapter 120 Florida Statutes PREFERENCE FOR DRUG FREE WORKPLACE Whenever two or more bids which are equal with respect to price quality and service are received preference shall be given to a bid
23. e that you include all the s ubmittals necessary to complete a thorough evaluation of your bid response we suggest that you use this checklist as a reminder to yourself the item is with your bid response response or your bid will be declared non responsiv by placing a check in each box in the Verified column indicati ng that included in your bid response packet Please include this checklist along Items checked Required must be submitted with your bid Items checked Requested should be submitted with your bid response to facilitate the bid evaluation process and must be on file prior to bid award Verified Required Requested Description of Submittal Page Number v Completed and signed Bidder Acknowledgement ai v Completed Bid Form and Specifications 8 21 v Bidder s Statement of Principal Place of Business 22
24. eement or connection with any person firm or corporation making a bid for the same item s and is in all respects fair without outside control collusion fraud or otherwise illegal action SALES TO OTHER PUBLIC AGENCIES With the consent and agreement of the successful bidder s purchases may be made under this bid by other public agencies within the State of Florida Such purchases shall be governed by the same terms and conditions as stated herein Check where applicable Agree to extend pricing to School Boards and or ___ public agencies within the State of Florida BID RESPONSES If the bid is to be returned via express mail or in a courier envelope the bid the bid documents should be submitted in a separat sealed envelope within the courier envelope Express mail or courier envelopes will be opened and discarded The face of the sealed bid envelope should have attached the label included with the bid package or noted the Bid File Number and Attention Purchasing Department Sealed Bid If there is not going to be a bid submitted return the No Bid post card or return the Invitation to Bid marked No Bid TERMINATION OF CONTRACT This contract may be terminated without liability to the School Board in whole or in part when it is deemed to be in the best interest of the School Board to so act Notification of termination must be in writing and issued by the Director of Purchasing or designee This contract may be terminated
25. ery Days ARO 7013667 each REMOTE STUDENT RESPONSE SYSTEM SMART LE ea 44 Approved Brand Model SMART SRP LE RMT 1 Delivery Days ARO 7013668 each CASE STUDENT RESPONSE SYSTEM SMART LE ea 45 Approved Brand Model SMART SRP LE CC Delivery Days ARO 7013672 each REMOTE STUDENT RESPONSE SYSTEM SMART PE ea 46 Approved Brand Model SMART SRP PE RMT 1 Delivery Days ARO 7006534 each SMART SYMPODIUM 15 ea 47 Approved Brand Model SMART SSID 350 Delivery Days ARO 7000688 each FLOORSTAND ROLLING FOR SMART 77 AND 87 ea 48 INTERACTIVE WHITE BOARDS Approved Brand Model SMART FS SB Delivery Days ARO 7010665 each AUDIO SYSTEM ea 49 USB audio system for SMART Board 600 and 800 series without SMART projector Approved Brand Model SMART Model SBA Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FL VIDEO PRODUCTION AND AUDIO VISUAL S BID FILE NO 003 SRW 0716 PAGE 16 OF 23 BID FORM AND SPECIFICATIONS ORIDA UPPLIES MATERIAL UNIT NO DESCRIPTION PRICE 7010668 each USB ACTIVE EXTENSION CABLE 16 ea 50 For SMART 600 series interactive white boards Approved Brand Model SMART Model USB XT Delivery Days ARO 7010669 each CABLE USB STANDARD REPLACEMENT 16 ea 51 For SMART 600 series interactive white boards Approved Bra
26. everser TEBOX NO SUBSTITUTES Delivery Days ARO LISTEC TELEPROMPTER COMPONENTS ITEMS 75 77 WILL BE AWARDED AS A COMPOSITE TO A SINGLE VENDOR 7014315 75 each L7 Ine udes TELEPROMPTER TRIPOD MOUNT EZprompt Software for Windows Brand Model ea ENZ 1717PT EZ Listec Approved NO SUBSTITUTES Delivery 7014316 76 each il sae Approved TELEPROMPTER TRIPOD MOUNT Software not included Brand Model Days ARO ea ENZ 1717PT Listec NO SUBSTITUTES Delivery 7014317 77 TELEPROMPTER STAND 17 Includes Approved each EZprompt software Brand Model Days ARO ALONE ea tripod and dolly ENZ 17SAPTD EZ Listec Stand Alone Teleprompter NO SUBSTITUTES Delivery TRIPOD Approved with MVH5000AH head NO SUBSTITUTES 7013687 78 each Delivery Please state company name and authorized signature Brand Model Days ARO ea Manfrotto 755X B tripod Days ARO THE SCHOOL BOARD OF POLK VIDEO PRODUCTION AND AUD BID FILE NO 003 SRW 07 PAGE 21 OF 23 BID FORM AND SPECIFICATIONS COUNTY FLORIDA IO VISUAL SUPPLIES 16 MATERIAL UNIT NO DESCRIPTION PRICE 7013688 each TRIPOD ea 79 Approved Brand Model Manfrotto 755XB MDEVE tripod with 700RC2 head NO SUBSTI
27. f Silence that commences after the advertisement of the ITB RFP or ITN The Cone of Silence terminates at the time the Board acts on a written recommendation from the Purchasing Department or Facilities Department regarding contract award All provisions of School Board Policy 6324 are applicable to this solicitation SCOTT CLANTON DIRECTOR PURCHASING AND PRINTING SERVICES NOTE The Bidder Acknowledgment on Page 1 MUST be signed for your bid to be considered Rev Pur 1 2014 THE REMAINDER OF THIS PAG T INTENTIONALLY LEFT BLANK THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 6 OF 23 ra Special Terms and Conditions FLORIDA PREFERENCE Pursuant to 287 084 Florida Statute award recommendations shall make appropriate adjustments to pricing when considering bids or proposals from Proposers having a principal place of business outside the State of Florida All Proposers must complete and submit Attachment 1 Bidder s Statement of Principal Place of Business page 22 with the response to this solicitation Failure to comply shall render a bid or proposal non responsive to the terms of this solicitation Refer to http www leg state fl us Statutes index cfm App mode Display Statute amp Search Strin g amp URL 0200 0299 0287 Sections 0287 084 html for additional information regarding this Statute
28. in cardboard cartons so as to prevent damage both in transit and in the warehouse For all truck deliveries into the warehouse the Bidder is required to provide 10 11 12 13 14 15 16 17 notification AT LEAST 24 HOURS PRIOR TO DELIVERY For Bartow deliveries call Warehouse Receiving at 863 534 0910 Truck drivers will be required to assist in unloading QUANTITIES Quantities shown are not guarantees of purchase The Board may purchase additional quantities during the life of the contract unless the bid sheets are noted Bid is for Specified Quantity Only by the Bidder The bid sheets must state Minimum Reorder Quantities if applicable EQUIVALENT PRODUCTS Any manufacturers trade brand model or catalog number listed as a specification is for information purposes and not to limit competition The Bidder may offer any equivalent current production model which meets or xceeds th specifications unless noted otherwise in the specifications If an equivalent model is offered the Bidder must clearly indicate any deviation from the specifications and include complete descriptive literature on alternate item s or the items will not be considered SPECIFICATIONS All items offered must be in accordance with specifications except as noted above Minor departures from specifications may be considered at the option of the Board When applicable all products shall carry evidence of
29. l trainers must have completed the SMART Masters training class and be able to deliver comprehensive instruction Training shall include but not be limited to the following Introduction to SMART Board components and functionality Connecting and setting up the SMART Board Downloading SMART Software Presentation Techniques Using and customizing SMART Board tools Using the SMART Collections Clip Art and Shapes and other resources Using PowerPoint Excel and Word applications with the SMART Board 2 year warranty without registration Approved Brand Model NO SUBSTITUTES SMART Technologies Please state company name and authorized signature Using the Internet with a SMART Board Educational Activities using the SMART Board How to obtain assistance with the SMART Board THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 15 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7015148 each WHITEBOARD INTERACTIVE WITH 3 YEAR ea 42 EXTENDED WARRANTY 77 diagonal Approved Brand Model SMART SBM680 77 Dual Touch Board and EWY3 SBM 3 year extended warranty Delivery Days ARO 7013666 each RECEIVER STUDENT RESPONSE SYSTEM SMART LE ea 43 Approved Brand Model SMART SRP LE RCV 1 Deliv
30. lace of business is outside of the State of Florida the following must be completed by an attorney and returned with your bid response Failure to comply shall be considered to be non responsive to the terms of this solicitation OPINION OF OUT OF STATE BIDDER S ATTORNEY ON BIDDING PREFERENCES To be completed by the Attorney for an Out of State Bidder NOTICE Section 287 084 2 Fla Stat provides that a vendor whose principal place of business is outside this state must accompany any written bid proposal or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state as to the preferences if any or none granted by the law of that state or political subdivision ther eof to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts See also Section 287 084 1 Fla Stat LEGAL OPINION ABOUT STATE BIDDING PREFERENCES Please Select One The bidder s principal place of business is in the State of and it is my legal opinion that the laws of that state do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state The bidder s principal place of business is in the State of and it is my legal opinion that the laws of that state grant the following preference s in the letting of any or all public contracts to business entities
31. nd Model SMART Model 93 00828 20 Delivery Days ARO 7010670 each STYLUSES REPLACEMENT ea 52 Set of 4 Black Red Blue Green with eraser Approved Brand Model SMART Model R PENER Delivery Days ARO 7010671 each CABLE REPLACEMENT ea 53 from computer to Smart Board for Series 600 Boards Approved Brand Model SMART Model USB FRU Delivery Days ARO 7010672 each SYSTEM ON MODULE ea 54 For SB 640 660 and 680 Approved Brand Model SMART Model SYSON6 NA Delivery Days ARO 7010673 each CONNECTOR BLUETOOTH WIRELESS ea 55 Compatible with all SB600 series boards Approved Brand Model SMART Model WC6 D Delivery Days ARO LIGHTING ITEMS 56 58 WILL BE AWARDED AS A COMPOSITE TO A SINGLE VENDOR 7000908 set LIGHTING KIT set 56 Includes 3 light stands 3 reflecting umbrellas and 3 EMD Tota 750 watt lamps and soft carrying case Approved Brand Model Lowel Light Trans Kit Model T1 923LBZ soft case includes 3 EMD lights NO SUBSTITUTES Delivery Days ARO Please state company name and authorized signature THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 17 OF 23 BID FORM AND SPECIFICATIONS MATERIAL UNIT NO DESCRIPTION PRICE 7005489 each LIGHTING STUDIO ea 57 Approved Brand Model Lowel Estudio 4 FLE 400CM with Overhead Mount NO SUBS
32. received from a business that certifies that it has implemented a drug free workplace program in accordance with Section 287 087 Florida Statutes In order to receive preference a signed certification of compliance must be submitted with the bid respons AGREEMENT This Bid and the Purchase Orders issued hereunder constitute th ntire agreement between the School District and the Vendor awarded the bid No modification of this bid shall be binding on the District or the Bidders TERMS AND CONDITIONS No additional terms and conditions included with the bid response shall be evaluated or considered and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this bid If submitted either purposely through intent or design or inadvertently appearing separately in transmitted letters specifications literature price estimates or warranties it is understood and agreed the General Conditions and Special Terms and Conditions in this bid solicitation are the only terms and conditions applicable to this bid and the bidders authorized signature affixed to the bidder acknowledgment form attests to this PUBLIC ENTITY CRIME amp CONVICTED VENDOR LIST Per the provisions of Florida Statute 287 133 2 a a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or servi
33. s are placed for only one item THE SCHOOL BOARD OF POLK COUNTY FLORIDA VIDEO PRODUCTION AND AUDIO VISUAL SUPPLIES BID FILE NO 003 SRW 0716 PAGE 7 OF 23 SUBSTITUTIONS It is understood that during the life of the bid manufacturers will discontinue some items Only the manufacturer s direct replacement model upgrade at the bid price or less will be considered for substitution by successful bidders Successful bidders must submit written notification of discontinued items to the Instructional Television Manager This notification must also include any applicable replacement model numbers and verification of bid price EQUIPMENT REPAIR INFORMATION For some of the items awarded successful bidders will be asked to provide at no charge one service manual one schematic and one parts list which includes information stating where parts can be obtained for our Electronic Equipment Repair Services The requested information must be sent to the attention of the Electronic Equipment Repair Services Manager within 30 days of notification Failure to provide the requested information within the specified tim will result in a suspension of additional purchase orders and possible removal from the bid award for these items SALES PROMOTIONS It is understood that sales promotions may occur during the course of this agreement Incentives offered by a manufacturer or vendor may include special pri
34. submitted on manufacturer s company letterhead to the Director of Purchasing in order to be considered USE OF OTHER CONTRACTS The School Board reserves the right to utilize any other District contract any State of Florida Contract any contract awarded by any other city or county governmental agencies any other school board or any other community college state university system cooperative bid agreement in lieu of any offer received or award made as a result of this bid if it is in its best interest to do so The School Board also reserves the right to separately bid any single order or to purchase any item on this bid if it is in its best interest to do so BASIS FOR AWARD Bidders whose bids past performance or current status do not reflect the capability integrity or reliability to fully and in good faith perform the requirements of the Contract may be rejected as non responsible LINE ITEM CORRECTIONS The use of correction fluid or erasures to correct line item bid prices and or quantities are not acceptable Corrections must be by strikethrough steikethrough of the incorrect figures writing in of correct figures and initialing of the corrections by the originator Correction fluid or rasure corrected bids will be considered non responsive for the corrected items only MINIMUM ORDER Bids requiring minimum quantity and or dollar purchases will not be considered as there will be many instances when order
35. tor or consultant under a contract with any public entity and may not transact business with any public entity The prospectiv bidder certifies by submission and signature of this bid that neither the bidder nor its principal its agent or its representative is presently on the discriminatory vendor list or otherwise precluded by Florida Statute 287 134 from participating in this contract 28 29 30 31 32 33 34 35 FEDERAL DEBARMENT CERTIFICATION Certification regarding debarment suspension ineligibility and voluntary exclusion as required by Executive Order 12549 Debarment and Suspension and implemented at 34 CFR Part 85 as defined at 34 CFR Part 85 Sections 85 105 and 85 110 a The prospective lower tier participant certifies by submission and signature of this bid that neither it nor its principals its agents or its representatives are presently debarred suspended proposed for debarment declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency b 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 bid SCRUTINIZED COMPANIES Per the provisions of Chapter 287 135 Florida Statutes a company that at the time of bidding or submitting a proposal for a new contract or renewal of an e
36. xisting contract is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Section List created pursuant to s 215 473 is ineligible for and may not bid on submit a proposal for or enter into or renew a contract with an agency or local governmental entity for goods or services of 1 million or more The company vendor certifies by submission and signature of this bid that it is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Section List Any contract for goods or services of 1 million or more may be terminated at the option of the awarding body if the company is found to have submitted false certification or been placed on either of these lists NON COLLUSION The bidder certifies by submission and signature of this bid that it warrants that he she has not employed or retained any company or person other than a bonafide employee working solely for the bidder to solicit or secure this bid and that he she has not paid or agreed to pay any person company corporation individual or firm other than a bonafide employee working sole for the bidder any fee commission percentage gift or any other consideration contingent upon or resulting from this award or making of this bid The bidder further certifies that its bid is made without previous understanding agr
Download Pdf Manuals
Related Search