Ice Maker Cleaning & Sanitation Service

The Pinellas County School District (District) is soliciting sealed electronic bids in response to Ice Maker Cleaning & Sanitation Service. Bids are due before 3:00 pm on Thursday, April 30, 2026.  Bids may be received up to but not later than, the date and time listed above, via the District e-Procurement Portal located at https://procurement.opengov.com/portal/PCSB. The District e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The Pinellas County School District Purchasing Department strongly recommends completing your response well ahead of the deadline.

Pinellas County Schools has partnered with OpenGov Procurement which provides government agencies and their suppliers with a comprehensive and easy to use web-based eProcurement system. Registered suppliers receive automatic notification and transmittal of bid solicitations, and there is no charge to register and subscribe to receive PCS solicitation notifications.  Please visit https://procurement.opengov.com/portal/pcsb to register and subscribe.

Once you have downloaded bid documents from an OpenGov notification you will automatically receive an e-mail notifying you when any addenda are issued or questions posted have been answered. If you obtain our solicitation documents from any other source, we cannot guarantee that you will automatically receive subsequent notifications of addendums.  To assure that you are automatically notified, you must visit the above website and download the bid document.  The District will not be responsible if you fail to receive any and all addendums if you obtain the original bid document from another source.

The district will give consideration to prices established by the State of Florida Department of Management Services, Division of Purchasing through its contracts and negotiated agreement price schedules.

The procurement contact for this solicitation is Jena Grage and can be reached at gragej@pcsb.org.

Submit Electronic Responses via the District e-Procurement Portal:
https://procurement.opengov.com/portal/PCSB

Project Details

• Reference ID: 26-JG-006
• Department: Purchasing
• Department Head: Joe Benjamin (Director)

Important Dates

• Questions Due: 2026-04-16T19:00:00.000Z

Evaluation Criteria

• Scope —

  The purpose and intent of this invitation to bid is to establish firm fixed pricing for routine ice maker cleaning & sanitation service which includes changing the district provided water filter to approximately 121 locations districtwide for the contract period as specified herein.

  Service will be scheduled annually for each location, and on an as needed basis beyond the annual requirement.  

• General Terms and Conditions —

  The Pinellas County School District (District) “General Terms and Conditions” School Board Adopted 12/08/09 Revised 12/02/2025 can be found at the following link: https://resources.finalsite.net/images/v1767644581/pcsborg/pty67uqfdi5g2pkphbrc/GeneralTermsandConditionsFINAL1222025.pdf

  By submitting a proposal, Proposer agrees to abide by all District Terms and Conditions.

• Determination of Low Bid —

  The contract shall be awarded to the responsive and responsible bidder offering the lowest total bid price for ice maker cleaning sanitation and water filter changing services. Bids must include all costs associated with labor, materials, nickel-safe cleaning product, equipment, travel, and any applicable fees or taxes. Only bids that meet all specified service requirements and scheduling criteria will be considered. The lowest bid will be determined based on the total cost for the full scope of services as outlined in the application.

• Contract Period —

  The Contract Period shall commence on June 10, 2026, and end June 9, 2027. Prices and discounts shall remain firm for this period and shall include ALL freight and handling charges.

• Delivery Information —

  F.O.B Destination Point:

  Districtwide

• Renewal Option —
  By mutual consent of the School Board of Pinellas County, Florida, and the successful Bidders, this contract may be renewed for Four (4) additional one (1) year period.
• Purchasing Contact —

  Any questions regarding the bid should be posted in the Questions & Answers section in OpenGov.

  The procurement contact for this bid is Jena Grage and can be reached at gragej@pcsb.org,

• Subcontracting —

  The successful bidder shall not subcontract any portion of the work to others.

• Renewal Option —

  There is no renewal option for this contract.

• Required Submittals —
  • Name, address and phone number of the bidder’s contact person. Utilize the form found in the Bid Proposal section of this Request for Quotation (RFQu). 
  • A minimum of four (4) customer references for contracts of similar scope and size.  Utilize the form found in the Bid Proposal section of this Request for Quotation (RFQu).
  • Copy of the bidder’s business license providing evidence that the bidder is qualified to perform ice maker cleaning & sanitation service as requested, in the specifications. 
  • Documented Evidence that the bidder has been in the business of ice maker cleaning & sanitation service, as described in this request for quotation (RFQu) for at least the past five (5) years.
  • Blank Copy of the bidder’s work order and invoice.
• Amendments to Contract —

  During the term of this contract, new sites requiring ice maker cleaning & sanitation service may be added, or sites that no longer require cleaning & sanitation service, may be removed from this contract.  Any additional “New Sites” added to the pre-existing site list will be comparably priced to the existing equipment model already under contract. The bidder will provide a pricing proposal in writing for the new site to the project coordinator.  This pricing proposal shall remain firm for the balance of the current contract period.

• Supplemental Unilateral Renewal Periods —

  The District, through its Director of Purchasing, has the option and reserves the right to unilaterally extend the original contract term or any renewal term for up to three (3) additional thirty (30) day periods, at the same terms and conditions. Notice of the District’s intent to renew shall be provided by the District in writing to the Contractor Supplier prior to the expiration of the contract, or the renewal period if the contract has been previously renewed.

• Discounts, Rebates, and Credits —

  All goods, services or monies received as the result of any equipment or USDA Foods rebate shall be credited to the School Food Authority’s nonprofit food service account.

• Price Escalation/De-Escalation —

  The District will allow a price escalation/de-escalation provision within this award. The original bid prices shall remain firm for the first term of the agreement. A price escalation/de-escalation will be allowed at each renewal period, provided the Awardee notifies the District, in writing, of the pending price escalation/de-escalation a minimum of 60 days prior to the final day of the current term. The price escalation percentage change shall not exceed the previous 1-year’s percentage change of the Consumer Price Index for All Urban Consumers (CPI-U) published by the U.S. Department of Labor’s Bureau of Labor Statistics. If bidding discounts from list price, discounts offered may not change. Failure to comply with these instructions shall be grounds for disallowance of a price escalation as allowed herein.

  If, at the point of exercising the price escalation provision, market media indicators show that the Consumer Price Index for All Urban Consumers (CPI-U) has decreased, and that the Awardee has not passed the decrease on to the District, the District reserves the right to place the Awardee in default, cancel the award, and remove the Awardee from the District’s Bidders List for a period of time deemed suitable by the District. In the event of this occurrence, the District further reserves the right to utilize any and/or all options as stated herein.

• Adjustments to Contract Terms & Conditions Necessitated By Volatility of the Marketplace —

  The District may, in its sole discretion, make an equitable adjustment in the contract terms and/or pricing if pricing or availability of supply are affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all of the following criteria:

  1. 1. The volatility is due to causes wholly beyond the Supplier’s control
     2. The volatility affects the marketplace or industry, not just the particular Supplier’s source of supply
     3. The effect on pricing or availability of supply is substantial
     4. The volatility so affects the Supplier that continued performance of the contract would result in substantial loss or financial hardship

  The determination as to whether a situation represents “extreme” volatility of the marketplace and/or whether the effect on pricing or availability is “substantial” shall be solely at the discretion of the District. Requests for adjustments will not be considered more than once in a one-year period. Adjustments and renewal escalation may not be exercised in the same term.

• Civil Rights —

  The awarded vendor shall comply with Title VI of the Civil Rights Act of 1964, as amended; USDA regulations implementing Title IX of the Education Amendments; Section 504 of the Rehabilitation Act of 1973; Age Discrimination Act of l975; 7 C.F.R. Parts 15, 15a, and 15b; and FNS Instruction 113-1, Civil Rights Compliance and Enforcement—Nutrition Programs and Activities, and any additions or amendments.

• Pre-Bid Conference —

  A pre-bid conference will be held at NO VALUE on NO VALUE starting at NO VALUE. Attendance at this pre-bid conference is MANDATORY in order for all potential Bidders to receive the benefit of answers to theirs and other’s technical questions first hand. If you are not the prime Bidders but are attending on behalf of someone else, please make note of this when signing the attendance roster where indicated. We apologize for any inconvenience this may cause you, but it is imperative that all information be disseminated in a public forum with all potential Bidders present to minimize confusion or misunderstandings. Additions or changes to the original bid documents resulting from this conference of a material nature, will be documented in the form of written addenda and distributed via the District's OpenGov Procurement portal at: https://procurement.opengov.com/portal/pcsb. Please note that if you are late to this mandatory pre-bid conference you will not be eligible to sign the attendance roster and therefore may not submit a bid. You may still, however, attend the conference if you wish.

• Pre-Bid Conference —

  A pre-bid conference will be held at NO VALUE on NO VALUE starting at NO VALUE. Attendance at this pre-bid conference is NON-MANDATORY/OPTIONAL. If you are not the prime Bidders but are attending on behalf of someone else, please make note of this when signing the attendance roster where indicated. We apologize for any inconvenience this may cause you, but it is imperative that all information be disseminated in a public forum with all potential Bidders present to minimize confusion or misunderstandings. Additions or changes to the original bid documents resulting from this conference of a material nature, will be documented in the form of written addenda and distributed via the District's OpenGov Procurement portal at: https://procurement.opengov.com/portal/pcsb.

• Contract Value —

  For the purposes of calculating the amount of a protest bond, this contract is valued at approximately $45,000.00 for the initial contract period, excluding renewal options. This is only an estimate and the actual amount could vary up or down. The District will not be held responsible if actual purchases are less than this amount.

• Bid and Performance Security —

  Bid and Performance Security are required with this bid. See Bid Security Instructions in Bid Proposal section of this Invitation to Bid.

• Bid Content & Submittal —

  Each bid proposal shall include all information and submittals required or requested in this bid.

  Incomplete bid proposals may be declared non-responsive.

• Prohibition Against Coercion for Labor and Services Affidavit —

  Section 787.06(13), Florida Statutes requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services as defined in that statute. The Pinellas County School Board is a governmental entity for purposes of this statute. An affidavit is attached hereto. The affidavit shall be filled out, fully executed and returned as part of your bid/proposal response or the response shall be deemed non-responsive.

• Award —

  This is an ALL or NONE bid. The entire contract will be awarded to the lowest responsive and responsible bidder.  Bidders must have bid on ALL locations listed or the bid shall be deemed non-responsive.

  The District reserves the right to award by line item, by section, or by aggregate total, whichever is most advantageous to the District. For aggregate total awards, bidders must have bid on ALL items listed or the bid shall be deemed non-responsive. 

• Service Requirements —
  1. 1. The district provided water filters will be available for pickup at the Walter Pownall Services Center warehouse, 11111 S. Belcher Road, Largo, FL 33773, when needed. Vendor may pick up all, or in batches depending on the service schedule and what is convenient for the awarded vendor. Warehouse pick up hours are Monday to Friday between 7am and 2pm. 
     2. “The Contractor must be qualified and experienced to work on various brands of ice making equipment which is currently owned by the school district. A condensed listing of the types of equipment requiring service is listed below. This list should not be considered all-inclusive but has been provided for information purposes only: Manitowoc, Scotsman, Ice-o-Matic.”
     3. Awarded vendor MUST provide before and after pictures. 
     4. All scheduling shall be arranged through Danielle Pastore or Daniel Palermiti and the school. 
     5. Cleaning and Sanitation of ice makers shall consist of the operations outlined on the Example Service instructions which are posted as a sperate attachment and per the model manual instructions. Expect 3-4 hours for full service. Actual times may vary by location. 
     6. Filters must be dated with the current date of service. 
     7. Replacement parts and additional services must be quoted for approval by Danielle Pastore.
     8. The vendor will be expected to make simple electrical or plumbing connections within the ice maker equipment, as per the unit’s manual in accordance with what is required to sanitize the unit and ensure that it is functioning properly.  Under no circumstances will the vendor be required to run new electrical or plumbing service to the equipment, unless specifications call for this.  In these cases, only licensed contractors shall perform the work, and the vendor must provide an acceptable insurance certificate to the district before work commences.
     9. Damaged property discovered at the time of the service shall be reported to the customer in the service report. Reportable damage could include, but is not limited to, plating coming off the condenser. 
     10.  If damage occurs during the service and is due to the negligence of the vendor’s staff, the contract may be void if not repaired, at no charge, within ten (10) calendar days. Damage could include, but is not limited to, pins, hooks, probes, and items that need to be squeezed for removal.  
     11. Damaged property discovered after vendor personnel have left, shall be reported to the vendor within ten (10) calendar days of receipt for replacement or repair.
     12. When service is complete, the vendor will be responsible for disposing of all packing materials and leaving the site in a clean and orderly state.
• Background Screening —

  As required by The Jessica Lunsford Act [s.21 of Ch.2005-28, L.O.F.], if anyone representing a Supplier under contract with the school District will have access to school grounds when students are present, have direct contact with students or have access to or control of school funds, such personnel are required to be screened at Level 2, to include fingerprinting, statewide criminal and juvenile justice records checks through the Florida Department of Law Enforcement and federal criminal records checks through the Federal Bureau of Investigation. [s. 1012.465, Florida Statutes]

  The requirements of this law must be met in order for the School Board to contract with your company. To make an appointment to be screened by Pinellas County Schools, go to: http://fieldprintflorida.com/

  For a full submission (fingerprinting and badge) use code FPPCSVendors. For a badge only (badge replacement) use code FPPCSBadge.

  If Contractor/Supplier is awarded all or a portion of this bid, Contractor/Supplier hereby acknowledges and agrees to abide by the Florida Jessica Lunsford Act (1012.465, F.S.) and obtain, at its own cost, Level 2 clearance of all employees, agents, and subcontractors who (1) have access to school grounds when students are present, (2) have direct contact with students, on or off school grounds, or (3) have access to or control of school funds.

• Insurance —

  Insurance is required of all Suppliers who perform work on School Board premises. If this bid requires that you work on our premises, an attachment titled: Insurance Specifications for Contractor/Suppliers will be included giving details.

• Non-Exclusive Agreement —

  This bid does NOT establish an exclusive arrangement between the District and Supplier. The District reserves, but is not limited to, the following rights:

  • The unrestricted right to use others to perform work, provide services or deliver the same or similar products as described herein when it is to the economic benefit of the District.
  • The unrestricted right to separately bid any work, products or services as described herein when it is to the economic benefit of the District.
• Warranty —

  All equipment serviced in this bid shall carry a 14-day warranty on workmanship. Any deficiencies, deviations or failures to comply shall be rectified within 24 hours.

• Samples —

  If not bidding the exact product specified by brand and product number, Bidders should always be prepared to furnish an exact sample of any alternate product offering upon request. Such submittals shall include all requested accessories and complete technical specifications for the item.

  Samples are required even if bidding specified brand and product number. Samples must be furnished by no later than the closing of the bid as indicated on the Bid Sample Label.

  All sample containers are to be clearly identified as bid samples using the Samples Label found as an attachment to this document. Samples should be sent PREPAID to:

  Samples must be furnished to the District at no expense to the District. Samples may be either destroyed or consumed through the evaluation process to determine compliance with specifications. We cannot guarantee return of samples. Samples which are not destroyed or consumed may be picked up by the Bidder at the Bidder’s expense. Any samples remaining longer than thirty (30) days after the bid award date will become District property.

• Samples —

  If not bidding the exact product specified by brand and product number, Bidders should always be prepared to furnish an exact sample of any alternate product offering upon request. Such submittals shall include all requested accessories and complete technical specifications for the item.

  Samples are required ONLY if bidding an alternate brand and product number. Samples must be furnished by no later than the closing of the bid as indicated on the Bid Sample Label.

  All sample containers are to be clearly identified as bid samples using the Samples Label found as an attachment to this document. Samples should be sent PREPAID to:

  Samples must be furnished to the District at no expense to the District. Samples may be either destroyed or consumed through the evaluation process to determine compliance with specifications. We cannot guarantee return of samples. Samples which are not destroyed or consumed may be picked up by the Bidder at the Bidder’s expense. Any samples remaining longer than thirty (30) days after the bid award date will become District property.

• Samples —

  If not bidding the exact product specified by brand and product number, Bidders should always be prepared to furnish an exact sample of any alternate product offering upon request. Such submittals shall include all requested accessories and complete technical specifications for the item.

  Samples are requested. Bidders will have TBD days to furnish samples after request has been made in writing. Failure to furnish samples within the requested time will cause your bid to be rejected for those items.

  All sample containers are to be clearly identified as bid samples using the Samples Label found as an attachment to this document. Samples should be sent PREPAID to:

  Samples must be furnished to the District at no expense to the District. Samples may be either destroyed or consumed through the evaluation process to determine compliance with specifications. We cannot guarantee return of samples. Samples which are not destroyed or consumed may be picked up by the Bidder at the Bidder’s expense. Any samples remaining longer than thirty (30) days after the bid award date will become District property.

• Samples —

  If not bidding the exact product specified by brand and product number, Bidders should always be prepared to furnish an exact sample of any alternate product offering upon request. Such submittals shall include all requested accessories and complete technical specifications for the item.

  Samples are requested. Bidders will have TBD days to furnish samples after request has been made in writing. Failure to furnish samples within the requested time may cause your bid to be rejected for those items.

  All sample containers are to be clearly identified as bid samples using the Samples Label found as an attachment to this document. Samples should be sent PREPAID to:

  Samples must be furnished to the District at no expense to the District. Samples may be either destroyed or consumed through the evaluation process to determine compliance with specifications. We cannot guarantee return of samples. Samples which are not destroyed or consumed may be picked up by the Bidder at the Bidder’s expense. Any samples remaining longer than thirty (30) days after the bid award date will become District property.

• Invoices & Payment Terms —

  In order to process payment promptly, please submit the original invoice bearing the company letterhead, billing address and purchase order number to the Accounts Payable Department, Pinellas County School Board, accountpayable@pcsb.org. 

  Bidders must disclose any special invoicing requirements within their bid response, which deviate from the General Bid Terms linked in this document.

• Business Hours & Days of Operation —

  Regular School Year
  Days of operation are Monday thru Friday (excluding holidays) 8 a.m. to 4:30 p.m.
  Warehouse receiving 6:30 a.m. to 2 p.m.

  Summer
  From approximately the 1st week of June thru the 1st week of August all schools are closed, with the exception of those that may be in summer session. Beginning the 2nd week of August, schools are once again in session. For more specific information call (727) 588-6143 to confirm if a school can accept deliveries.

  Days of operation are Monday thru Thursday as follows:
  	Administrative Facilities and Schools:	7:30 a.m. to 5:30 p.m.
  	Walter Pownall Service Center:	6:30 a.m. to 5 p.m. (receiving 6:30 a.m. to 4:30 p.m.)

• Holiday Breaks —

  Each year, schools and administrative offices are closed for Thanksgiving, winter and spring break periods. Shipments cannot be accepted during these periods. These dates as outlined on the Pinellas County Schools website will vary each year depending upon our negotiated personnel calendar and when the holidays actually fall. Be sure to check the site for specific dates here: https://www.pcsb.org/staffcalendar.

• Key Events & Dates —

  Bid Posted on District's OpenGov Procurement Portal and Initial Notifications Sent:	April 1, 2026
  Deadline to Additional Information or Clarifications:	April 16, 2026, 3:00pm
  Bids Due:	April 30, 2026, 3:00pm
  Evaluate Bids and Make Selection of Contractor(s):	4/30/2026 thru 5/15/22026
  Recommendation for Award Submitted to Purchasing by (specify school or department name):	Food & Nutrition Department
  Notice of Intent to Award Posted on District's OpenGov Procurement Portal:	6/2/2026
  Submit Recommendation for Award to School Board for Approval (estimated date of School Board approval):	June 9, 2026

   

  *If the time allotted to evaluate bids and make the selection of contractors as stated above proves to be insufficient, the posting of the Notice of Intent To Award and the Board approval date could both slip two weeks or more. Continue to monitor our website or contact the purchasing department for more specific information as to when the notice will be posted.

• Additional Questions/Clarifications —

  During any solicitation period, including any protest and/or appeal, no contact with District officials or employees, other than with the individuals specifically identified in the solicitation, the Director of Purchasing or the Legal Department is permitted from any Bidder. Such communication may result in an automatic disqualification for selection in the pending solicitation and any subsequent District solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

  Additional questions or clarifications regarding this solicitation shall be directed through the project page on the District's OpenGov Procurement portal before 3:00 pm on Thursday, April 16, 2026.

• Bid Opening Procedures —

  The names of all firms who have submitted a timely bid, shall be made public immediately following the bid due date and time expiring. Interested parties can view this information at OpenGov.com under the advertised bid title. Any recordings and/or bid proposals shall be exempt from public records requests until such time as the notice of an intended decision is published or until 30 days after opening the bids, proposals, or final replies, whichever occurs earlier.

  If the District rejects all bids, proposals, or replies and concurrently provides notice of its intent to reissue a competitive solicitation, any recordings, bid proposals or records submitted, remain exempt from public records requests until such time as the District provides notice of an intended decision concerning the reissued competitive solicitation, until the District withdraws the reissued competitive solicitation, or 12 months after the publication of the initial notice rejecting all bids, proposals, or replies. Section 119.071(1)(b), F.S.; and Section 286.0113, F.S.

  Please be aware that any meeting at which (1) there is negotiation with a Supplier, (2) a Supplier makes an oral presentation, or (3) a Supplier answers questions, pursuant to a competitive solicitation, are closed to competitors and other members of the public. Team meetings at which negotiation strategies are discussed are likewise closed. Such meetings shall be recorded.

  PLEASE NOTE: Documents and Bid Amounts initially publicized are based upon what has been provided by each bidder and serve to formalize that a public opening of bids or proposals occurred on the date identified. The information publicized is subject to change once the Purchasing Department and District division have reviewed the bids for accuracy. Publicized documents do not convey a notice of intended action. All bids or proposals received are subject to comprehensive review to determine responsiveness and responsibility.

• Public Entity Crimes —

  As stated in paragraph 12 of the General Terms and Conditions, PUBLIC ENTITY CRIME & CONVICTED VENDOR LIST, please complete, sign and notarize the “SWORN STATEMENT UNDER SECTION 287.133(3)(A),FLORIDA STATUTES, PUBLIC ENTITY CRIMES” form provided in the Bid Proposal of this Invitation to Bid. This form MUST be included in your response in order for your bid/proposal to be responsive.

• Public Record Law —

  Public Records: Section 119.0701, Florida Statutes, requires that the Contractor comply with Florida’s public records laws with respect to services performed on behalf of the School Board. Specifically, the statute requires that the Contractor:

  1. Keep and maintain public records required by the School Board to perform the service.
  2. Upon request from the School Board’s custodian of public records, provide the School Board with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119 of the Florida Statutes or as otherwise provided by law.
  3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and following completion of the Agreement if the Contractor does not transfer the records to the School Board.
  4. Upon completion of the Agreement, transfer, at no cost, to the School Board all public records in the possession of the Contractor or keep and maintain public records required by the School Board to perform the service. If the Contractor transfers all public records to the School Board upon completion of the Agreement, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.
  5. A request to inspect or copy public records relating to this Agreement must be made directly to the School Board. If the School Board does not possess the requested records, the public agency shall immediately notify the Contractor of the request, and the Contractor must provide the records to the School Board or allow the records to be inspected or copied within a reasonable time.
  6. The failure of the Contractor to comply with these provisions, if applicable, shall constitute a default and material breach of this Agreement, which may result in immediate termination, with no penalty to the School Board and may also result in penalties under Section 119.10, Florida Statutes.
  7. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, ANGELA BROWN, SUPERVISOR OF RECORDS MANAGEMENT AT 727-793-2701 X 2393, 2929 COUNTY ROAD 193, CLEARWATER, FL 33759, brownangel@pcsb.org.
• Integrity of Bid Documents —

  Bidders shall use the original Bid Proposal Forms provided in this Invitation to Bid and enter information only in the spaces where a response is requested. Bidders may use an attachment as an addendum to any of the forms in the Bid Proposal if sufficient space is not available on the original form for the Bidders to enter a complete response. Any modifications or alterations to the original bid documents by the Bidders, whether intentional or otherwise, will constitute grounds for rejection of a bid. Any such modifications or alterations that a Bidders wishes to propose must be clearly stated in the Bidder’s proposal response and presented in the form of an addendum to the original bid documents.

• Exceptions to General Terms and Conditions —

  Bidders taking any exceptions to the General Terms and Conditions, linked herein, will be reviewed by staff prior to evaluation of bids. Exceptions to the General Terms and Conditions may be cause for rejection of your bid.

• Bid Forms —

  For your convenience, the forms which are required to be completed and submitted along with your bid will be provided along with this Invitation to Bid on the District's OpenGov Procurement portal. If sufficient room has not been provided on a given form to enable you to enter a complete response, please include a supplemental attachment or replicate pages in the form as necessary. All required sections of the Bid Proposal must be completed or the portal will not allow submittal of a given bid response.

• Multiagency Participation —

  Pinellas County Schools reserves the right, within statutory limits, to extend the terms and conditions of this solicitation to any and all other agencies within the state of Florida as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and its territories. This shall include but not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities that require these goods, commodities and/or services. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The supplier/contractor agrees to notify the issuing body of those entities that wish to use any contract resulting from this bid and will also provide usage information, which may be requested. A copy of the contract pricing and the bid requirements incorporated in this contract will be supplied to requesting agencies.

  Each participating jurisdiction or agency shall enter into its own contract with the awarded Contractor and this contract shall be binding only upon the principals signing such an agreement. Invoices shall be submitted in duplicate "directly" to the ordering jurisdiction for each unit purchased. Disputes over the execution of any contract shall be the responsibility of the participating jurisdiction or agency that entered into that contract. Disputes must be resolved solely between the participating agency and the Contractor.

• Award Termination —

  When deemed to be in the best interest of the District, the District may cancel any award resulting from this specification by the following means:

  • 10-day written notice with cause per item 52 of the District’s General Terms and Conditions; or
  • 90-day written notice without cause.

  The District reserves the following rights to:

  • Conduct pre-award discussion and/or pre-award/contract negotiations with any or all responsive and responsible Bidders who submit bids determined to be reasonably acceptable of being selected for award; conduct personal interviews or require presentations of any or all Bidders prior to selection; and make investigations of the qualifications of Bidders as it deems appropriate, including, but not limited to, a background investigation conducted by the appropriate law enforcement agency.
  • Request that Bidder(s) modify their bid to more fully meet the needs of the District or to furnish additional information as the District may reasonably require.
  • Accord fair and equal treatment with respect to any opportunity for discussions and revisions of bids. Such revisions may be permitted after submission of proposals and prior to award.
  • Waive minor irregularities in the procedures, and reject any and all proposals.
  • Waive any irregularity in any bid, or reject any and all bids, should it be deemed in its best interest to do so. The District shall be the sole judge of Bidder’s qualifications and reserves the right to verify all information submitted by the Bidder. The bid selected will be that bid which is judged to be the most beneficial to the District.
  • Request that Bidders submit their annual financial statements for the last three fiscal years, including company financial statement summaries, certified by a Certified Public Accountant. If the organization has been in business for a period of less than three years, Bidders may be required to submit a detailed business plan in addition to any pertinent information that would allow the District to evaluate the sufficiency of financial resources and the ability of the business to successfully perform the services enumerated in the contract. Unless otherwise stated, such requests would be made after the submission of the proposals and prior to award of a contract.
• Addenda —

  Bidders are required to register for an account via the District e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/PCSB. Interpretations of the bid, clarification of bid specifications and requirements or changes to the bid which have a material effect will be documented and communicated to bidders only by written addenda. Verbal responses to bidders’ questions do not constitute an official response unless documented in the form of written addenda and shall be considered inadmissible in bid protest proceedings. Failure to acknowledge addenda containing material changes may constitute cause for rejection of your bid proposal. Telegraph, facsimile or e-mail acknowledgements of addenda will not be accepted.

• Purchases by Other Public Agencies (D.O.E. Regulation #6A1.012 (5) —

  In compliance with 2 CFR Part 200.318-.326 and applicable program regulations, additional parties will be considered only to the extent that their contracts avoid creating a material change in the value of this bid. Pinellas County School Board reserves the right to review all requests to contract with the awarded vendor. Prior approval to extend the awarded contract to additional parties is required by Pinellas County School Board Administrator, Food and Nutrition Department. Additionally, (D.O.E. Regulation #6A1.012 (5): - the consent and agreement of the successful bidder(s) is required to purchase under this bid by other governmental agencies within the state of Florida.  Such purchases shall be governed by the same terms and conditions as stated herein.

Submission Requirements

• Bidder's Contact Information (required) —

  Please download the below documents, complete, and upload.

• Verification of Employment Status (required) —

  Contractor must provide to School Board evidence of compliance with Florida law regarding E-Verify. Evidence may consist of, but is not limited to, providing notice of Contractor’s E-Verify number coupled with an affidavit that all of Contractor’s Subcontractors similarly comply with the law.

  Pursuant to Section 448.095, F.S., the Contractor is required to be registered with the U.S. Department of Homeland Security’s E-Verify system prior to entering into a contract with the Pinellas County School Board. The Contractor shall use the E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the contract term. The Contractor shall include an express provision in all of its subcontracts requiring subcontractors, who perform work or provide services pursuant to the contract, to use the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. For more information on this process, please refer to United States Citizenship and Immigration Service site at:

  http://www.uscis.gov/portal/site/uscis

  Only those employees determined eligible to work within the United States shall be employed under this contract.

  By submission of a bid in response to this solicitation, the Contractor affirms that all employees in the above categories shall undergo e-verification before placement on this contract. Evidence may consist of, but is not limited to, providing notice of Contractor’s E-Verify number coupled with an affidavit that all of Contractor’s Subcontractors similarly comply with the law.

  A public employer, contractor, or subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Florida Statutes is obligated to terminate the contract with the person or entity pursuant to Section 448.095(2)(c)1, Florida Statutes. If the Pinellas County School Board terminates the contract for the foregoing reason, the contractor may not be awarded a public contract for at least one (1) year after the date on which the contract was terminated, and the contractor will be liable for any additional costs incurred by the Pinellas County School Board as a result of the termination of the contract.

• Customer Reference (required) —

  A minimum of four (4) customer references for contracts of similar scope and size. 

  Please download the below documents, complete and upload.

• Business License (required) —

  Copy of valid business license providing evidence that the bidder is qualified to perform Ice maker sanitation service as requested in the specifications. Upload documentation here.

• Business Legal Entity (required) —

  Documented evidence that the bidder has been in the business of ice maker sanitation, as described in the request for quotation (RFQu), for at least the past five (5) years. Upload documentation here.

• Work Order and Invoice (required) —

  Blank copy of bidder's work order and invoice. Upload documentation here.

• Warranty Information (required) —

  Please provide a description of your warranty policy.

• Required Samples (required) —

  Have you sent in your samples for them to be received by the District prior to the due date and time of bids?

• Samples - Proof (required) —

  Please upload confirmation of your submittal of samples using the label specified by the District. If you have confirmation of delivery already available you are encouraged to upload that here along with your sample label.

• Samples - For Alternative Product or Model (required) —

  Is your bid based on an alternative product or model? And if so, have you sent in samples of the alternative product you are bidding with for them to be received by the District prior to the due date and time of bids?

  If you are not bidding based on an alternative product or model then simply select "No" for this question.

• Samples - Proof (required) —

  Please upload confirmation of your submittal of samples using the label specified by the District. If you have confirmation of delivery already available you are encouraged to upload that here along with your sample label.

• Samples (required) —

  Samples have been requested as part of this Bid. Please upload confirmation of your submittal of samples using the label specified by the District. If you have confirmation of delivery already available you are encouraged to upload that here along with your sample label.

• Forms —

  Please review forms.

• Prohibition Against Coercion for Labor and Services Affidavit (required) —

  Please download the below documents, complete, and upload.

• Bid Security Instructions (required) —

  Please download the below documents.

  Submit proof of your bid security here. This may be a scan of a completed bid bond and associated pages, or proof of delivery of an alternative form of bid security to the proper district location. If not applicable to your bid, simply upload the instructions provided here and note why requirements do not apply to your submittal.

• Sworn Statement Under Section 287.133(3)(A) (required) —

  Please download the below documents, complete, and upload.

• Drug Free Workplace Certification (required) —

  Please download the below documents, complete, and upload.

• Debarment Form AD-1048 (required) —

  Please download the below documents, complete, and upload.

• Certification Regarding Lobbying for Expenditure of Federal Funds (required) —

  Please download the below documents, complete, and upload.

• Certificate of Insurance (required) —

  Please upload your proof of insurance here, including evidence of workers compensation coverage.

• Final Submittal Information
• Additional Information (if needed) —

  For any additional information requested or required by any of your previously provided answers please upload that additional documentation here.

• Non-Collusion Statement (required) —

  The Bidders, by submitting a bid here, certifies that its bid is made without previous understanding, agreement, 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.

• Submittal Confirmation (required) —

  Bidder hereby certifies that all information provided within this submittal is accurate to the best of their knowledge and acknowledges that they have provided proof of their authority to submit a bid on behalf of the stated Company name committing them to the information contained within said submittal.

  A bid submitted here obligates the Bidders to all terms, conditions and specifications stated in this bid document, unless exceptions are taken and clearly stated in the Bidder’s bid documents.

  Bids somehow received after the stated submittal deadline will not be accepted.

• Contract Period Start (required) —

  What is the date that you wish to note as the start of the contract period for this bid once awarded?

• Contract Period End (required) —

  What is the date that you wish to note as the end of the contract period for this bid once awarded?

• Renewal Option (required) —

  Is there a renewal option for the contract resulting from this solicitation once the initial term has expired?

• Renewal Option Duration (required) —

  What is the duration or period of time that the renewal will be valid for?

  NOTE: State the term using written and (numeric) values as well as the unit of duration (months, years, etc.)

  EXAMPLE
  two (2) years

• Pre-Bid (required) —

  Will there be a pre-bid conference for this solicitation?

• Pre-Bid Conference Requirement (required) —

  Will the pre-bid conference for this particular solicitation be mandatory or will it be non-mandatory/optional?

• Contract Value (required) —

  What is the estimated or approximate value of the contract likely to result from this solicitation? If there is a yearly amount, be sure to state "/year" after the amount.

  EXAMPLE 1 (contract total):
  $50,000

  EXAMPLE 2 (contract total per year):
  $50,000/year

• Samples (required) —

  Select the option which applies to this particular solicitation regarding product samples.

• Days to Furnish Sample (required) —

  How many days will bidders have to furnish samples after a request has been made in writing?

  NOTE: Be sure to state both written and numeric value

  EXAMPLE:
  five (5)

• Work on District Property (required) —

  Will this bid result in work being performed by the contractor on District property?

  NOTE: A "Yes" answer here includes the insurance specifications for contractors attachment.

• Bid Security (required) —

  Will this procurement require any form of bid security or guaranty?

  Example: Bid Bond, Cashier's Check, etc.

Questions & Answers