Preface
The District School Board of Pasco County welcomes the opportunity for
a business relationship with interested merchants in the community.
The District’s Purchasing Department is interested in fostering
participation by all qualified business persons offering commodities and/or
services that may be used by the District.
The Purchasing Department is responsible for making the most economical
acquisition of quality materials and services which will assure efficient
operation of the school system.
It is essential that business persons interested in working with the School
Board become familiar with the District’s purchasing policies and
procedures.
This manual will serve as a general guide. Specific questions and concerns
not addressed here should be directed to the Purchasing Agent.
BORG/NOVA
TEAM  |
Name
Kendra
Goodman |
Title:
Purchasing
Agent, CPPO, CPPB |
Telephone
Number/E-mail:
(813)
794-2222
kgoodman@pasco.k12.fl.us
|
| |
Name
|
Title:
Secretary |
Telephone
Number/E-mail:
(813) 794-2221
xxx@pasco.k12.fl.us |
| |
CYBR
TEAM  |
Name
Stephanie Bunford |
Title:
Buyer
|
Telephone
Number/E-mail:
(813)
794-2225
sbunford@pasco.k12.fl.us |
| |
|
|
| Patty Hall |
Interim Buyer
Assistant |
(813)
794-2489
phall@pasco.k12.fl.us |
| |
Name
Linda Barnekov
|
Title:
Purchasing Assistant
|
Telephone
Number/E-mail:
(813) 794-2217
lbarneko@pasco.k12.fl.us
|
Under Florida State Statute 668.6076, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing.
School
Board
Policy: 6320 |
The Board hereby stipulates and affirms its policy of:
| A. |
treating all persons involved in the procurement process fairly and equitably;
| |
| B. |
providing an effective central purchasing program that maximizes value in the expenditure of public funds through free and open competition between those qualified persons or firms interested in providing goods and services to the educational community;
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| C. |
conducting the entire process of public purchasing in such an impeccable and open manner, without conflicts of interest in order to eliminate any possibility of, or even the appearance of, improper business relationships;
In this regard, the Board prohibits the acceptance of gratuities, gifts, or other favors that might give rise to doubts of impartiality.
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|
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| D. |
providing needed goods and services to all District personnel at competitive costs consistent with suitable quality and time of performance.
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Competitive
Bidding System
School Board Policy: 6320 |
To facilitate these policies:
| A. |
Only the Superintendent or his designee(s) shall be authorized to make purchases or enter into contracts/agreements that obligate District funds. All purchases shall be made in accordance with procedures established by the purchasing agent and applicable Federal or State laws, rules, and regulations.
| |
| B. |
Before entering into any agreement, contract or arrangements that obligate the Board to pay a sum of money or otherwise perform in some manner, proper purchasing procedures must be followed in accordance with the District’s purchasing procedures.
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| C. |
No person, unless authorized to do so by the Superintendent, may make purchases or enter into any contract involving the use of school or District funds; the Board will not approve unauthorized purchases or contracts.
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| D. |
Any individual found guilty of abrogating the Board’s policies and procedures may be held personally liable and accountable for any or all indebtedness and other incurred obligations arising from his actions.
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Advanced Payment
To ensure adequate protection to the District that goods and services will be provided, advanced payment for goods and services is discouraged.
Emergency Purchases
Emergency purchases may be requested and implemented, as the emergency requires, based on the Superintendent or the Purchasing Agent’s approval. "Emergency" is defined as a situation that endangers the life, health, safety or welfare of students, staff, or public or where the District would suffer severe financial loss. A summary of the need for all emergency purchases in excess of the formal competitive threshold shall be submitted to the Board for informational purposes.
Formal Competitive Solicitations
Unless specifically exempt by law or Florida Department of Education rule, all purchased commodities as defined in F.S. 287.012(5) and 287.083 or contracts for services as defined in F.S. 287.012(9) and 287.055 and 287.057 exceeding the maximum threshold amount as established by the Florida Department of Education must be acquired through a formal competitive solicitation (i.e., bid, request for proposal, or other professionally recognized competitive process) by the District’s purchasing offices. The Board shall make the final determination of the award of such bids or formal competitive solicitation.
Negotiations
| A. |
In accordance with F.S. 287.057 and F.A.C. 6A-1.012, negotiations may be utilized in the acquisition of information technology resources, professional educational, consulting, or insurance services.
| |
| B. |
In the absence of any acceptable bids for goods or services these items may be negotiated when in the District’s best interest.
| |
State of Florida Pricing Schedules
The Board shall give consideration to prices established by the State of Florida Department of Management Services, Division of Purchasing through its on-line procurement program of commodities, contractual services, and negotiated agreement price schedules per F.S. 287.057(23)(a).
Vendors’ List
The purchasing department will maintain a vendors’ list for the purpose of competitive solicitations. This information may be maintained internally or through an out-sourced vendor application.The department reserves the right to use a short list in a competitive pricing process from no less than three (3) vendors.
The Superintendent or the purchasing agent reserves the right to remove vendors from a vendors’ list for non-performance or unsatisfactory performance. Removal shall be for a period not less than one (1) year but no more than three (3) years. After the suspension period expires, such vendors may have their name reinstated to an active status after they have sufficiently demonstrated their ability to perform responsibly to the satisfaction of the District.
Competitive Solicitation Exemptions
Competitive solicitation exemptions may be granted by the purchasing agent when in the District’s best interest and allowed by a referenced statute, rule or regulation. Typical exemptions include but are not limited to the following:
| A. |
sole source purchase
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| B. |
State contract
| |
| C. |
other governmental bids (piggyback/tagging-on)
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| D. |
cooperative bid agreements
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| E. |
purchases from other governmental entities
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| F. |
food products as provided for in Florida Department of Education rule F.A.C. 6A-7.0411 with prior agreement between the purchasing agent and the director of food and nutrition services
|
The Purchasing
Department will maintain a bid list categorized by commodity or service,
for the purpose of soliciting bids when required. As part of the general
procedure, the department will solicit all vendors who have been approved
for a particular bid list without exclusion; however, the department
reserves the right to use a short list to solicit bids from no less
than three (3) vendors. In order to be eligible to bid, vendors must
first complete an electronic vendor application form available from
the department web page (on the URL noted above – see VendorBid
summary page) and submit it to the Purchasing Department for review
and approval. A new vendor may be allowed to bid before they have submitted
an application, but must complete an application and W-9 form prior
to being awarded a contract. Vendors are responsible for notifying the
Purchasing Department of any changes on the application form including
but not limited to: address, telephone number, commodity listings, etc.
To assure the District receives the best possible service from vendors,
the Superintendent or the Purchasing Agent reserves the right to remove
vendors from a bidder’s list for non-performance. Removal shall
be for a period of not less than one (1) year but no more than three
(3) years. After the suspension period expires, such vendors may have
their name reinstated to active status, but only after they have sufficiently
demonstrated their ability to perform responsibly. Vendors must initiate
a request to be reinstated. In order to keep the bid list current, vendors
who fail to respond to three solicitations, whether a no-bid or no response,
may have their name removed from the bidder’s list; however, they
may reapply and be reinstated at any time by written request and approval
from the Superintendent or the Purchasing Agent.
If you would like the opportunity to be placed on the bid list, complete
an electronic application at http://purchasing.pasco.k12.fl.us
and click on “VendorBid” or www.vendorbid.net/pasco
. Please forward a completed W-9 form to the Purchasing Department,
20430 Gator Lane, Land O’ Lakes, FL 34639. The application must
be properly executed before your company will be listed in our database.
It is the vendor’s responsibility to notify the District of any
changes regarding the company in a timely manner.
The following
purchasing methods are used by the District to acquire products, services,
and equipment:
Informal Bid: Is defined as either a written or verbal
quote not requiring a public opening or Board approval.
-
Telephone Quote ($3,000 to $6,999.99): (A minimum
of three vendors are required.) Telephone quotes on single or multiple
like-items are required for purchases that fall within this dollar
range. Telephone quotes are usually obtained by the end-users (departments/schools)
and forwarded with their requisition/purchase orders to the Purchasing
Department for review and processing. Purchase Orders will be processed
to the lowest and best, responsive and responsible vendor meeting
the specified requirements. Vendors should note that telephone quote
prices are to be F.O.B. school board site (freight prepaid).
-
Written Quotes ($7,000.00 to $49,999.99): (A minimum
of three vendors are required.) Written quotes on single or multiple
like items are required for purchases that fall within this dollar
range. These quote requests may be sent via facsimile (FAX). The requests
for quote should detail the quantity and the description of the item(s)
being purchased. Vendors must complete and return the written quote
within the designated time period. Buyers will then review quotes
and seek department/school concurrence as to which vendor is the lowest
and best, responsive and responsible quote meeting specifications.
Written quotes must have the name and signature of the person providing
the quote.
-
Formal Sealed Bids: Invitation
For Bid (IFB) or Request for Proposals (RFP) ($50,000+):
All purchases of $50,000.00 or more, whether one time purchase or
an accumulation of like-items, are required to be formally bid, unless
specifically exempt from competitive bidding, as indicated in Department
of Education Rules and Regulations, or Board Policy, i.e.:
1)
Sole Source purchases (restricted)
2) State Contracts
3) Other governmental bids (restricted)
4) Cooperative bid agreements
5) Purchases from other governmental agencies
Bid packages
or requests for proposal are prepared with the appropriate terms and
conditions and detailed specifications, including items to be bid,
units, and total (or estimates) quantity desired, instructions for
bidding, delivery information, and any special requirements for bidding.
Assigned dates and time for pre-bid meetings (if any) and for the
public bid opening are also included.
Copies of the notification of the IFBs and RFPs are e-mailed or faxed
to vendors on the computerized vendor list for a specific commodity.
Current bid solicitations can be reviewed on the department web page
(http://purchasing.pasco.k12.fl.us) 24 hours a day, 7 days a week,
365 days a year. Copies can also be obtained in the office of the
Purchasing Agent for $.15 for single-sided copies or $.20 for double-sided
copies.
IFBs or RFPs are publicly opened and read at the time designated in
the documents. Public openings are usually held in the Purchasing
Department’s conference room, 20430 Gator Lane, Land O’
Lakes, Florida.
All merchandise called for in District IFBs /RFPs shall be delivered
in good order F.O.B. destination, freight prepaid, inside delivery,
within the time specified. Packing lists must accompany all shipments.
Failure to read or comply with the IFBs/RFPs general information will
in no way relieve the bidder(s) from their liabilities arising in
the IFB/RFP.
Vendors are to return their IFBs/RFPs in envelopes, sealed and clearly
marked on the outside “SEALED BID or SEALED RFP” A cutout
label is included with all bid packets for this purpose.
All IFBs/RFPs must be submitted on the District’s forms, signed
by a legal officer of the company, with the company name, date, etc.;
otherwise, the bid is subject to being discarded. The entire bid/proposal,
including cover letter, all instructions, and actual bid form must
be returned intact.
Failure to properly execute the official signature page of the IFB/RFP
document will result in automatic disqualification of the IFB/RFP.
IFBs and RFPs are evaluated and recommendations are forwarded to the
Board for review, approval, and award.
The Board reserves the right to waive minor formalities in any bid
and to accept any bid which they consider to be in the best public
interest and to reject any part of, or any and all bids; alternate
bids will be considered. However, awards will be made to the lowest
and best responsive and responsible bidder in the opinion of and at
the option of the Board. Their decision shall be final and conclusive.
Tabulations are posted in accordance with the Florida Administrative
Procedures Act: Bids, RFPs, tabulations and recommendations are posted
in the office of the Purchasing Agent. They may also be reviewed online
on the department’s web page (http://purchasing.pasco.k12.fl.us)
for a minimum of 72 hour, prior to the special or called School Board
meeting on which official action will be taken. It shall be the interested
party’s responsibility to ascertain the actual date of posting
and/or board meeting for the specific bid of interest. The District
School Board of Pasco County holds regular meetings on the first and
third Tuesday of each month.
Notice of award will be available online through the Purchasing Department
web page; otherwise, purchase orders will be forwarded to the successful
bidder(s) as acknowledgement of award.
Piggybacking or Tagging on to Other Counties’ Bids:
In lieu of requesting bids from three (3) or more sources,
The District may make purchases at the contract prices awarded by
other city or county governmental agencies, other School Boards, community
colleges or state university system cooperative bid agreements. Piggybacking
can be done when bids submitted by the vendors permit purchases by
other agencies; vendors agree to do so in writing; and if such purchases
are to the economic advantage of the School Board.
Bid
Restriction:
Public Entity Crimes
|
Per 287.133
Florida Statutes, a person or affiliate who has been placed on the convicted
vendor’s list following a conviction for a public entity crime:
- May not
submit a bid on a contract to provide any goods or services to a public
entity.
- May not
submit a bid on a contract with a public entity for the construction
or repair of a public building or public work.
- May not
submit bids on leases of real property to a public entity.
- May not
be awarded or perform work as a contractor, supplier or 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 Sections 287.017 F.S for Category Two.
The above
restrictions shall be applicable for a period of 36 months from the date
of being placed on the convicted vendor list.
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Vendor
Relations (Complaints and Disputes)
School Board
Policy: 6320
|
Formal Competitive Solicitation Protest
A vendor who wishes to file a protest relative to a formal competitive solicitation must file such notice and follow procedures prescribed by F.S. 120.57(3) for resolution.
With respect to a protest of the specifications contained in an invitation to bid or in a request for proposal, the notice of protest shall be filed in writing within seventy-two (72) hours after the posting of the solicitation. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and State holidays shall be excluded in the computation of the seventy-two (72) hour time periods.
With respect to a protest of the decision or intended decision to award, any person or firm adversely affected shall file a notice of protest within seventy-two (72) hours from the time of the bid tabulation posting. Posting shall occur in the office of the purchasing agent no later than noon on the Wednesday preceding official Board meetings. The formal written protest shall be filed within ten (10) days from the date of notice and must cite the specific reasons for filing as well as any factual evidence supporting such claims. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and State holidays shall be excluded in the computation of the seventy-two (72) hour time periods.
All notices and protest documents must be delivered to the purchasing agent or his designee, along with a protest bond in an amount equal to one percent of the purchasing agent’s estimate of the total volume of the contract/bid; the amount shall not exceed $5,000 nor be less than $500. Such bond shall be conditioned upon payment of all costs that may be adjudged against the protester in the Board’s administrative hearing in which the action is brought and in any subsequent court proceeding.
Failure to comply with the bond requirements stated herein shall be deemed as a nonconforming protest and shall not be heard.
If, after completion of the Board hearing process and any appellate court proceedings, the Board prevails, it shall recover all costs and charges that shall be included in the final order or judgment, excluding attorney’s fees. Upon payment of such costs and charges by the person protesting, the bond shall be returned to him.
Once submitted, only the reasons identified in the initial formal written protest shall be heard in each step of the process. Other topics whether germane or not, will not be considered once the hearing process has commenced.
Upon receipt of a formal written protest, the following steps will be implemented:
|
A. |
Step 1: The purchasing agent will establish a time and date to discuss the matter with the protesting parties and attempt to resolve the dispute. |
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B. |
Step 2: In the event the matter has not been resolved to either party’s satisfaction during Step 1, an administrative hearing will be established with the Superintendent or his appointed representative. |
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C. |
Step 3: In the event the matter is still unresolved to either party’s satisfaction under Steps 1 and 2, the matter will be placed on the agenda for the Board to hear at its next regularly scheduled meeting. The Board will make a final recommendation on the dispute within fourteen (14) days. |
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In the event that immediate action must be taken by the Board in order to avoid unnecessary delays and costs, the purchasing agent may waive Steps 1 and 2 above.
In a protest to a bid or request for proposal procurement, no submissions made after the bid or proposal opening that amend or supplement the bid or proposal shall be considered. In a protest to an invitation to negotiate procurement, no submissions made after the agency announces its intent to award a contract, reject all replies, or with withdraw the solicitation that amend or supplement the reply shall be considered. Unless otherwise provided by statute, the burden of proof shall rest with the party protesting the District’s action.
In a competitive-procurement protest, other than a rejection of all bids, proposals or replies, the Board shall make a determination whether the purchasing department or evaluation committee’s proposed action is contrary to the Board’s rules or policies, State statutes, or the solicitation specifications. The standard of proof for such proceedings shall be whether the purchasing department or evaluation committee’s action was clearly erroneous, contrary to competition, arbitrary or capricious.
In any bid protest proceeding contesting an intended action to reject all bids, proposals, or replies, the standard of review by the Board shall be whether the purchasing department or evaluation committee’s decision was illegal, arbitrary, dishonest or fraudulent.
The above policy is intended to comply with the Florida Administrative Procedure Act. Failure to file a protest within the time prescribed in F.S. 120.57(3) shall constitute a waiver of proceedings under F.S. Chapter 120.
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Contents
of Solicitation: The Invitation to Bid/Request for Proposal contains
the specifications for the commodity or service being purchased, and the
terms and conditions governing the bid/proposal.
Adherence to Specifications: Manufacturer’s names, trade
names, brand information and/or catalog numbers listed in a specification
are for information and establishment of quality level desired and are
not intended to limit competition unless the bid so stipulates.
When the bid allows equal or equivalent products that conform to the required
specifications indicate on the bid form the manufacturer’s name,
model or catalog number as may be required. Submit with your bid complete
descriptive literature and/or specifications if requested.
You should also explain in detail the reason(s) why and how the proposed
items will meet the specifications and not be considered an exception
and submit adequate information to document this claim. The District reserves
the right to be the sole judge of what is equal or equivalent. Bids, which
do not comply with these requirements, are subject to rejection. If you
fail to name another items(s), it will be assumed that you are bidding
on, and will be required to furnish, goods identical in every respect
to the bid standard.
Alternates: Only one alternate per item number as close
to specifications as possible will be allowed. If more than one alternate
on an item is submitted the bids for that entire item number will not
be considered.
New Equipment: All supplies and equipment offered and
furnished must be new and of current production unless the request for
product and/or bid specifically permits offers of used or recycled items.
Remanufactured of reconstructed items are not considered new.
Trade-Ins: The District may request bids for new equipment
employing trade-ins or used equipment. In such cases, a trade-in price
quotation will be requested for the trade-in, and separate price quotation
without trade-in for the requested equipment. The District reserves the
right to purchase equipment either with or without trade-in.
Bidding Prompt Payment Discounts: You may offer a cash
discount for prompt payment; however, such discount will not be considered
in determining the lowest net costs for bid evaluation purposes. Your
bid should reflect the lowest unit price on the bid response form (without
deductions for payment discounts).
Tie Bids: Unless the Invitation for Bid or Request for
Proposal stipulates criteria for determination of an award for tie bids
the following will be used when two or more vendors submit the exact same
dollar amount as their bid offer, or if two or more firms are deemed equal
with the respect to price, quality and service: In order of importance
the following will break the tie:
1) Drug Free Work Place. In accordance with Section 287.087, Florida
Statutes, a drug-free workplace shall be given preference. In order
to receive preference a signed certification of compliance must be submitted
with the bid response.
2) Local Preference (In accordance with Board Policy DJF, when prices,
quality and other considerations are essentially identical, Pasco County
bidders may be given preference.)
3) Certified Minority Vendor (Include with Bid Document)
4) Toss of the Coin
Safety Standards: Successful vendors must comply with
Chapter 1013.49, Florida Statutes and any items delivered from a contract
resulting from a bid must be accompanied by a Materials Safety Data Sheet
(MSDS). The MSDS must include the following:
1)
The chemical name and the common name of the toxic substance.
2) The hazards or other risks in the use of the toxic substance,
including:
a)
The potential for fire, explosion, corrosivity and reactivity;
b) The known acute and chronic health affects of risks from exposure
including the medical conditions, which are generally recognized as
being aggravated by exposure to the toxic substance; and
c) The primary routes of entry and symptoms of overexposure.
3)
The proper precautions, handling practices, necessary personal protective
equipment, and other safety precautions in the use of exposure to the
toxic substances, including appropriate emergency treatment in case
of overexposure.
4) The emergency procedure for spills, fire, disposal, and first aid.
5) A description on common terms of the known specific potential health
risks posed by the toxic substance intended to alert person reading
the information.
6) The year and month, if available, that the information was compiled
and the name, address, and emergency telephone number of the manufacturer
responsible for preparing the information.
Bid Security: Generally, bid security is not required
on most purchases made by the District.
If bid security is required, the IFB/RFP will indicate the kind and amount
of security required. Offers in response to an IFB/RFP which requires
bid security will not be considered by the District if the specified security
is not enclosed.
Types of security accepted by the District are as follows:
Bid Bond/Performance Bond: When bid bonds are required,
the bid must be accompanied by a certified check or cashier’s check,
treasurer’s check, or bank draft of any national or state bank (personal
or company checks are not acceptable), or bid bond in the amount as specified
in the bid documents.
The bid deposit must be made payable to the District School Board of Pasco
County, Florida as evidence of good faith and ensuring that the successful
bidder will execute a contract in accordance with the terms, conditions
and prices contained in the bid; and further ensuring that the successful
bidder will provide a performance bond and payment bond within 30 calendar
days from the date of award of the contract, issued by a surety company
qualified to do business in the State of Florida as surety. Such bond
shall be for 100% of the contact amount. The bond shall extend as a guarantee
bond for one year from the date of acceptance of the completed work. Should
the successful bidder fail to provide such performance and payment bond
within the prescribed time, the bid bond amount submitted with the bid
shall be forfeited to the Board as liquidated damages.
Bid deposit checks or bonds (if requested) will be returned to the successful
bidder following acceptance of a signed contract and receipt of the Performance
and Payment Bond. Bid deposit check and bonds (if requested) posted by
the unsuccessful bidders will be released immediately following the bid
award by the Board.
Bids received without a bid deposit or with a bid deposit in an amount
less than the required will not be considered.
Bidder’s Offer: The submittal of a verbal quote,
written quote or bid constitutes an offer by the vendor.
Purchase Award: The District’s award of the bid
shall not constitute an order. Before any shipments can be made, vendor(s)
must receive a purchase order. Shipments shall be made as specified on
the order, conforming to the bid form specifications, and general instructions.
Bidders Liability: Should any bidder fail to enter into
any contract with the School District on the basis of the submitted bid
by said bidder, bidder acknowledges that bidder shall be liable to the
School District for the difference between such bid price and the price
the School District pays to secure the merchandise from another source.
Failure to pay said amount to the District upon demand would result in
the company being removed from the bid list for a period of not less than
three (3) year from date of infraction. Thereafter, the bidder may request
to be reinstated to the bid list.
Vendor Responsibilities:
| |
 |
Vendor
Responsibilities: |
- Assure
that a current vendor application is on file with the District (APPENDIX
A).
- Notify
the District of any changes, name, address, products/services, etc.,
via letter or completed W-9 Form. (APPENDIX B)
- Read
and understand each page of the Request for Quote, Invitation to Bid
or Request for Proposal, which you download.
- Attend
the pre-bid conference (when applicable). When the pre-bid conferences
are mandatory, a representative from your firm must be in attendance
or your bid will be rejected.
- Double-check
your offer prior to submittal.
- Execute
the signature page of the bid document, RFP or quote.
- Ensure
that your offer is made within the prescribed time limits and to the
proper address.
- Provide
all information as required in the Request for Proposal, Invitation
to Bid, or the quote.
- If an
award is made to your firm, make delivery as specified.
- Contact
the Purchasing Department should you have any questions.
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General
Procurement Information
|
Non-Bid
Purchases: Purchased commodities and contract for services that
fall below the referenced bid thresholds shall be acquired in accordance
with uniform written procedure prescribed by the District’s Purchasing
Agent, and in accordance with prevailing laws or Florida Department of
Education rules.
Negotiations: In accordance with specific Florida Statutes
and Florida Department of Education rules, negotiations may be utilized
in the acquisition of information technology resources; other goods or
services may be negotiated when no acceptable bid has been received by
the Board, following a formal solicitation.
Purchase Orders: Before entering into any agreement,
contract or arrangements that obligates the Board to pay a sum of money
or otherwise perform in some manner, a properly executed purchase order
must be issued by the Superintendent or the Purchasing Agent. In their
absence, purchase orders may be authorized by one of the Assistant Superintendents
or by delegation of the Purchasing Agent. The purchase order should contain
such essential information as quality, description, and price; applicable
terms and conditions; delivery and transportation criteria; and other
factors or references pertinent to the purchase and execution by the vendor.
Acceptance of a purchase order constitutes a contract.
The District School Board of Pasco County has implemented a purchasing
card program through First Union Bank/Wachovia, using the Visa network.
Vendors may receive payment from the purchasing card in the same manner
as other Visa purchases. Purchases on the card will be less than $499
in accordance with School Board Policy.
Price Increases and Cancellation: Reasonable cost changes
may be permitted, provided they are not on a bid or contracted item, but
must not exceed 5% of the total order without prior approval in writing
from the purchasing department. We reserve the right to retain any and
all shipped merchandise and to deny payment for any charges that are contrary
to an awarded contract of this or another governmental agency, or that
are beyond the aforementioned 5%.
Price increases over five percent (5%) for items not on bid must be authorized
in writing by the Purchasing Agent.
Price increases on bid and quote items are not allowed. Vendors should
check their bid prices prior to submittal of bid and to make sure all
prices include shipping and handling charges. All bid prices and quotes
are to be F.O.B. destination, freight prepaid.
Cancellation of purchase orders may be authorized by the cost center supervisor
or principal provided there is adequate justification (due to poor performance
or breach). Cancellations made by telephone will be followed up in writing
by the Purchasing Department.
Substitutions:
Substitution is defined as shipment of an item that materially
conforms to the specifications, but is technically different from the
item bid. Substitution requires the approval of the cost center prior
to shipment. Any products delivered that do not meet specifications, or
substitute products shipping without prior approval, will be returned
to the vendor at the vendor’s expense. When a shipment or product
is returned, the vendor must make immediate replacement with acceptable
merchandise or the District may seek remedies for default.
Invoicing and Payment: To ensure prompt payment of a
purchase order, invoices containing the proper information must be submitted
to the Accounts Payable address indicated on the purchase order (7227
Land O’ Lakes, FL 34639). Invoices must be in triplicate, reference
the purchase order number, and must contain the proper quantities, unit
and total prices as stated on the purchase order. Payments are normally
issued within 30 days from receipt of invoices, provided the goods and/or
services have been received in a satisfactory, proper, and timely manner.
Confirmation Purchase Orders: No person, unless authorized
to do so by the Superintendent, may make any purchase or enter into any
contract involving the use of school or district funds, no expenditures
for any such unauthorized purchase or contract shall be approved by the
Board. The following individuals are authorized to make purchases and
enter into contracts on behalf of the District:
- Superintendent
- Assistant
Superintendent
- Administrative
Assistant for Secondary Schools
- Administrative
Assistant for Elementary Schools
- Chief
Finance Officer
- Purchasing
Agent
Conflict
of Interest: Any award made by the District is subject to provisions
of Chapter 112, Florida Statutes. All bidders must disclose with their
bid, the name of any officer, director, or agent who is also an employee
of The District School Board of Pasco County, Florida. Further, all bidders
must disclose the name of any Pasco County School Board employee who owns
directly of indirectly, an interest of five percent (5%) or more of the
bidder’s firm or any of its branches. Any concerns regarding this
must be given to the Purchasing Department prior to bid submittal for
clarification and further direction.
Minority Business Enterprise (MBE): It is the intent
of the School Board to follow the MBE classification pursuant to Section
288.703, Florida Statutes Although the School Board does not certify Minority
Business Enterprises, it is the intention of the School Board to encourage
MBE participation. To that goal, the School Board:
1) Encourages MBE’s to become certified by the State of Florida
and/or other Florida governmental entities, which certify MBE’s.
2) Include in all construction specifications the following paragraph:
“The vendor awarded this contract is encouraged to utilize certified
MBE’s as subcontractors.” The list of State and other Florida
governmental agencies/entities, which routinely certify MBE’s
is available from the Purchasing Department.
3) Request successful bidders to submit the MBE Project Plan form to
the Purchasing Department within seven (7) days after the School Board
action awarding the contract.
4) Meet with local MBE representatives as requested.
Equal Employment and Educational Opportunities: It is the sole responsibilty of the bidder to comply with provisions of the Immigration Reform and Control Act of 1986. The District School Board of Pasco County hereby stipulates and affirms its policy of offering Equal Employment and Educational Opportunities for all persons regardless of race, creed, color, sex, national origin, age or handicap. The failure of any contractor supplier to the Board to comply with the terms of this Equal Employment Opportunity Policy will subject any contract or purchase order to revocation.
Gift’s
Gratuities: The process of public purchasing should be conducted
in an impeccable and open manner, without conflicts of interest, in order
to eliminate any possibility of, or even the appearance of, improper business
relationships. In this regard, the Board prohibits the acceptance of gratuities,
gifts, or other favors that might give rise to doubts of impartiality.
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Helpful
Hints: Selling to the District School
Board of Pasco County is not as difficult as you may envision. Some
helpful hints to a business interested in selling include: |
- The Bid
Documents in the Invitation for Bid must be signed by an authorized
person with the authority to legally bind the bidding firm.
- Written
quotations must be signed by an authorized member of the firm.
- Bid security
must accompany your bid when required by the Invitation to Bid.
- Group
Awards – all items within the group must be bid to be considered
for award.
- Supporting
literature (if required) must accompany bid documents.
- Addenda
(when issued) must be signed and returned with your bid to acknowledge
receipt.
- Items
must be delivered exactly as bid by awarded bidder.
- Contact
the Purchasing Department immediately to clarify any questions you may
have.
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Common
Problems That Result in Bids Being Rejected: |
The following
is a listing of some common mistakes/problems that result in bids being
rejected. This is only a partial listing, therefore, the General Conditions
and Special Terms and Conditions should be thoroughly reviewed before
submitting a bid.
- Document
not properly signed by an appropriate official.
- Failure
to fill out the bid in ink or typewritten.
- Failure
to initial price changes.
- Taking
exceptions to terms and
conditions.
- Failure
to meet the minimum requirements of the specifications.
- Failure
to provide bid security, when required.
- Failure
to provide all required information/documentation and complete all
forms.
- Failure
to deliver the bid in time to the proper location.
- Failure
to sign and return all addenda, which have been issued.
Caution:
The District School Board and the Board of County Commissioners are
two separate entities and will not accept bids in response to the other
entity’s Invitation to Bid. Each has their own procedures for
doing business. Should you wish to do business with the Board of County
Commissioners, you must contact that entity.
Doing
business with our district is easy and convenient. The information provided
in this document is to provide clarification of the basic rules and procedures,
which are established to protect the taxpayer.
This publication is an attempt to ensure that doing business with the
District School Board of Pasco County is a positive experience.
Proper communication between the parties will ultimately enhance the business
relationship and will avoid confusion and inconvenience. However, no single
publication can answer all questions nor solve all problems occurring
in even the most simplistic transaction. It is our hope, however that
this effort will provide all interested parties with adequate information
to avoid the more common pitfalls.
This publication has been designed to provide general information to those
wishing to do business with The District School Board of Pasco County.
The procurement activity of the District School Board of Pasco County
is performed and bound in accordance with applicable law, the District
School Board of Pasco County Board Policy, and other applicable rules
and regulations, which govern. This information has been published to
summarize various areas of purchasing.
Rev. March 2010

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