Preface Bid Restriction: Public Entity Crimes
  Purchasing Department Staff Vendor Relations (Complaints & Disputes)
  Purchasing Department How to Submit a Bid
  Competitive Bidding System General Procurement Information
  Vendor’s Bidding List Conclusion
  Methods of Purchase W-9 Form Appendix B
  Department Awards  
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.

 

District School Board of Pasco County
Purchasing Department

Purchasing Department Awards


Purchasing Department Receives
2003 National Institute of Governmental Purchasing
“Outstanding Agency Accreditation Achievement Award ”

2006 National Institute of Governmental Purchasing
"Outstanding Agency Accreditation Achievement Award"

2009 National Institute of Governmental Purchasing
"Outstanding Agency Accreditation Achievement Award"

Purchasing Department Receives
2004 Florida Association of Public Purchasing Officers'
"Best Practice Award"

Purchasing Department Receives
2005 National Purchasing Institute’s
“Annual Achievement of Excellence In Procurement Award ”

2006 National Purchasing Institute's

"Annual Achievement of Excellence In Procurement Award"

2007 National Purchasing Institute's
"Annual Achievement of Excellence in Procurement Award"

2008 National Purchasing Institute's
"Annual Achievement of Excellence in Procurement Award"

2009 National Purchasing Institute's

"Annual Achievement of Excellence in Procurement Award"

2010 National Purchasing Institute's
"Annual Achievement of Excellence in Procurement Award"

2011 National Purchasing Institute's
"Annual Achievement of Excellence in Procurement Award"

Purchasing Department Receives
2004 NIGP Innovations Award Construction Management Selection for New Schools

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

EGON TEAM
Name
Vickie Jones
Title:
Interim Buyer
Telephone Number/E-mail:
(813) 794-2226
vajones@pasco.k12.fl.us
     
Debra Reaves Buyer Assistant (813) 794-2219
dreaves@pasco.k12.fl.us
     
Name
Linda Barnekov
Title:
Purchasing Assistant
Telephone Number/E-mail:
(813) 794-2220
lbarneko@pasco.k12.fl.us
 
SOLR TEAM
Name
Mike Woodall
Title:
Buying Manager
Telephone Number/E-mail:
(813) 794-2504
mwoodall@pasco.k12.fl.us
     
Andrea Jackson Interim Buyer Assistant (813) 794-2258
amjackso@pasco.k12.fl.us

     
Name
Diana Phillips
Title:
Purchasing Assistant
Telephone Number/E-mail:
(813) 794-2906
drphilli@pasco.k12.fl.us
 
WARP TEAM

Name
Laurie Roberts
Amy Flack

Title:
Buyer, CPPB, on Assignment
Buyer
Telephone Number/E-mail:
(813) 794-2224
aflack@pasco.k12.fl.us
     
Deb Mateo Buyer Assistant (813) 794-2227
dmateo@pasco.k12.fl.us
     
Name
Monica Velez
Title:
Purchasing Assistant
Telephone Number/E-mail:
(813) 794-2234
mvelez@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;

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.
   
D. providing needed goods and services to all District personnel at competitive costs consistent with suitable quality and time of performance.

 


Return to top

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.

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.

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.

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

B. State contract

C. other governmental bids (piggyback/tagging-on)

D. cooperative bid agreements

E. purchases from other governmental entities

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

Return to top
 
Vendors' Bid List
www.vendorbid.net/pasco

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.

 
 


Return to top

Methods of Purchase

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.

 

 

Return to top


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.

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.

 

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.

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.

 

Return to top


How to Submit a Bid


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.


Return to top


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.

  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.
  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.

 


 


In Conclusion

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

Return to top