SUBMIT BIDS TO:
Page 1 of 12 Pages
March 26, 2019
4892 First Coast Tech Parkway,
UNF Hicks Hall, Suite 2950
Jacksonville, FL 32224-2645
INVITATION TO BID
BID WILL BE OPENED AT
2 p.m. on April 16, 2019
and may not be withdrawn within 90 days after such date and time.
Procurement Services Representative
Building 50 DX Coil Replacement
FEDERAL EMPLOYER IDENTIFICATION NUMBER OR S.S. NUMBER:
REASON FOR NOT SUBMITTING BID
VENDOR MAILING ADDRESS
TELEPHONE NUMBER: (
TOLL-FREE NUMBER: (
Check All Applicable
□ African American
□ Native American
□ Small Business
□ Government Agency
□ American Women
□ Women Owned
□ Service Disabled Veteran
POSTING OF BID TABULATIONS
The Bid tabulation and Notice of Intended Decision with recommended award
will be posted for review by interested parties at the University of North Florida
(UNF) website – http://unf.edu/procurement/ and will remain posted for a
period of 72 hours. Failure to file a protest in accordance with UNF Regulation
13.0020R, or failure to post the bond or other security as required in UNF
Regulations 13.0020R and 13.0030R, shall constitute a waiver of protest
AUTHORIZED SIGNATURE (MANUAL)
AUTHORIZED SIGNATURE (TYPED) & TITLE
SEALED BIDS: All Bid pricing sheets and this acknowledgement form must be executed and submitted in a sealed envelope. (DO NOT INCLUDE MORE THAN ONE PROPOSAL PER ENVELOPE.) The
face of the envelope shall contain, in addition to the above address, the bid number, date and time of bid opening and company name. Those which do not comply with these conditions are subject to rejection.
1. EXECUTION OF BID: Bid must contain a manual original signature of authorized
representative in the space provided above. Bid must be typed or printed in ink. Use of
erasable ink is not permitted. All corrections to prices made by Bidder must be initialed.
2. NO BID SUBMITTED: : If not submitting a bid, respond by returning only this Bid
acknowledgment form, marking it "NO BID" and explain the reason in the space provided
above. Failure to respond 3 times in succession without justification may be cause for
removal of the supplier's name from the Bid mailing list. NOTE: To qualify as a
respondent, Bidder must submit a "NO BID", and it must be received no later than the
stated Bid opening date and hour.
3. BID OPENING: Shall be public on the date, location and the time specified on the bid
form. It is the Bidder's responsibility to assure that the Bid is delivered at the proper time
and place of the Bid opening. Bids which for any reason are not so delivered will not be
considered. Offers by telephone, telegram e-mail or facsimile are not acceptable. NOTE:
Bid tabulations will be furnished upon written request after the Notice of Intended Decision
or 30 days after the Bid opening, whichever is earlier. Bid tabulations will not be provided
4. DISQUALIFICATION OF BID/PROPOSAL: More than one bid/proposal from an
individual, firm, partnership, corporation or association under the same or different names
will not be considered. Reasonable grounds for believing that a bidder is involved in more
than one proposal for the same work will be cause for rejection of all proposals in which
such offerers are believed to be involved. Any or all proposals will be rejected if there is
reason to believe that collusion exists between offerers. Proposals in which prices
obviously are unbalanced will be subject to rejection.
5. PRICES, TERMS AND PAYMENT: Firm prices shall be proposed and will include all
packing, handling, shipping charges, and delivery to the destination shown herein.
(a) TAXES: The University of North Florida does not pay Federal Excise and Sales taxes
on direct purchases of tangible personal property. The Florida Tax Exempt Number is 85-
8012708261C-2. This exemption does not apply to purchases of
tangible personal property in the performance of contracts for the improvement of state-
owned real property.
(b) DISCOUNTS: Cash discount for prompt payment shall not be considered in
determining the lowest net cost for bid evaluation purposes. However, every effort will
be made to take the discount in the time offered.
(c) MISTAKES: Bidders are expected to examine the specifications, delivery schedule,
proposed prices, extensions, and all instructions pertaining to supplies and services.
Failure to do so will be at bidder’s risk. Unit prices proposed will govern in award.
(d) INVOICING AND PAYMENT: The University’s obligation is payable only and solely
from funds appropriated for the purpose of this agreement. The University shall mail the
Successful Vendor’s payment within 40 days after receipt of an acceptable invoice and
receipt, inspection and acceptance of the goods and/or services provided in accordance
with the terms and conditions of the Agreement. Failure to mail payment within 40 days
shall result in the University paying interest at the rate established pursuant to Florida
Statutes §55.03(1), Fla. Stat. These provisions apply only to any undisputed amounts
for which payment has been authorized.
(e) CONDITION AND PACKAGING: It is understood and agreed that any item offered
or shipped as a result of this Proposal shall be a new, current standard production model
available at the time of this Proposal. All containers shall be suitable for storage or
shipment and all prices shall include standard commercial packaging.
(f) SAFETY STANDARDS: Unless otherwise stipulated in the Proposal, all
manufactured items and fabricated assemblies shall comply with applicable
requirements of Occupational Safety and Health Act and any standards there under.
6. CONFLICT OF INTEREST: In accordance with the Code of Ethics for Public Officers
and Employees, §112, Fla. Stat. (Part III), the Agency shall not hire, and shall not permit
any subcontractor or other person, firm or business entity with whom the
proposer/bidder is engaged in a combined effort to perform this agreement to hire any
person who is a University officer or employee unless the University consents in writing
after full written disclosure of the surrounding facts. No officer or employee of the
University shall have a financial interest, direct or indirect, in this contract unless the
University consents in wiring after full written disclosure of the surrounding facts. If
the proposer/bidder is an employee of any agency or entity of the State of Florida,
the proposer/bidder must attach a completed dual compensation form evidencing
approval by the proposer/bidder’s primary employer.
shipping authorization and name of carrier and must be received with the Bid. If instructions
are not received within this time the commodities shall be disposed of by the University of
7. SELECTION: As the best interest of the University of North Florida may require, the
right is reserved to make selections by individual item, group of items, all or none, or a
combination thereof; to reject any and all bids or waive any minor irregularity or
technicality in ITB’s received. Bidders are cautioned to make no assumption unless their
ITB has been evaluated as being responsive.
8. INTERPRETATIONS/DISPUTES: Any questions concerning conditions or
specifications shall be directed in writing to the Procurement Services. Inquiries must
reference the date of Bid opening and the Bid number. No interpretations shall be
considered binding unless provided in writing by the University of North Florida in
response to requests in full compliance with this condition. Any person who is affected
adversely by the University's notice of intended decision shall file with the University a
notice of protest, in writing, within 72 hours after the posting of the Bid tabulation or after
receipt of the notice of the University's decision or intended decision and shall file a formal
written protest within 10 days after the date the notice of protest was filed. With respect
to a protest of the specifications contained in an Invitation to Bid, the notice of protest
shall be filed, in writing, within 72 hours after the receipt of the project plans and
specifications or intended project plans and specifications and the formal written protest
shall be filed within 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 within the time prescribed in
section §120.57(3), Fla. Stat., or failure to post the bond or other security required by
Purchasing Regulations 13.0010R, 13.0020R, 13.0030R or any other provision of law
within the time allowed for filing a bond or other security shall constitute a waiver of
proceedings under §120, Fla. Stat.
9. GOVERNMENTAL RESTRICTIONS: In the event any governmental restrictions may
be imposed which would necessitate alteration of the material, quality, workmanship or
performance of the items offered in this Bid prior to their delivery, it shall be the
responsibility of the successful Bidder to notify the purchaser at once indicating, in writing,
the specific regulation which requires an alteration. The University of North Florida
reserves the right to accept any such alteration, including any price adjustments
occasioned thereby, or to cancel the contract at no expense to the University.
10. LEGAL REQUIREMENTS: Applicable provision of all federal, state, county and local
laws and of all ordinances, rules and regulations shall govern development, proposal and
evaluation of all Bids received in response hereto and shall govern any and all claims
and disputes which may arise between person(s) submitting a Bid response hereto and
the University of North Florida, by and through its officers, employees and authorized
representatives or any other person, natural or otherwise. Lack of knowledge by any
Bidder shall not constitute a cognizable defense against the legal effect thereof. Any
violations of these conditions may also result in the Bidder's name being removed from
the University of North Florida's vendor mailing list and the Department of Management
Services, Division of Purchasing, mailing list.
11. LOBBYING: Contractor is prohibited from using funds provided under any contract
or purchase order for the purpose of lobbying the Legislature or any official, officer,
commission, board, authority, council, committee, or department of the executive branch
or the judicial branch of state government.
12. ADVERTISING: In submitting a Bid, the Bidder agrees not to use the results
therefrom as a part of any commercial advertising.
13. ASSIGNMENT: Any Contract or Purchase Order issued pursuant to this Invitation to
Bid and the monies which may become due hereunder are not assignable except with
the prior written approval of the purchaser.
14. LIABILITY: The Bidder agrees to indemnify and hold harmless the University of
North Florida Board of Trustees, its officers, agents and employees from any and all
judgments, orders, awards, costs and expenses, including attorney's fees, and also all
claims on account of damages to property, including loss of use thereof, or bodily injury
(including death) which may be hereafter sustained by the Bidder, its employees, its
subcontractors or the University of North Florida, its officers, agents, or employees or
third persons arising out of, or in connection with, this Invitation to Bid and which are the
result of the Bidder’s breach of contract or of the acts or omissions of the Bidder, its
Officers, agents and employees. This condition does not apply to contracts between
18. INSPECTION, ACCEPTANCE AND TITLE: Inspection and acceptance will be at
destination unless otherwise provided. Title and risk of loss or damage of all items shall be
the responsibility of the contract supplier until accepted by the University, unless loss or
damage results from negligence by the University. The contract supplier shall be
responsible for filing, processing and collecting all damage claims. However, to assist him
the in the expeditious handling of damage claims, the University will: (a) record any evidence
of visible damage on all copies of the delivering carrier’s Bill of Lading (b) report damage
(visible or concealed) to the carrier and contract supplier confirming such reports in writing
within 15 days of delivery, requesting that the carrier inspect the damaged merchandise (c)
retain the item and it’s shipping container, including inner packing material until inspection
is performed by the carrier, and disposition given by the contract supplier (d) provide the
contract supplier with a copy of the carriers Bill of Lading and damage inspection report.
19. PATENTS AND ROYALTIES: The Bidder shall indemnify and hold harmless the
University of North Florida Board of Trustees, its officers, agents and employees from liability
of any nature or kind, including cost and expenses for or on account of any copyrighted,
patented, or un-patented invention, process, or article manufactured or used in the
performance of the contract, including its use by the University of North Florida. If the Bidder
uses any design, device, or materials covered by letters, patent or copyright, it is mutually
agreed and understood without exception that the ITB bid prices shall include all royalties
or costs arising from the use of such design, device, or materials in any way involved in the
20. NONCONFORMANCE TO CONTRACT CONDITIONS: Items may be tested and/or
inspected for compliance with specifications by the Florida Department of Agriculture and
Consumer Services, or by other appropriate testing facilities. The data derived from any
tests for compliance with specifications are public records and open to examination thereto
in accordance with §119, Fla. Stat. Items delivered not conforming to specifications may be
rejected and returned at vendor's expense. These items and items not delivered as per
delivery data in the bid and/or purchase order may result in bidder being found in default in
which event any and all re procurement costs may be charged against the defaulting
contractor. Any violation of these conditions may also result in the bidder's name being
removed from the University of North Florida's vendor mailing list and the Department of
Management Services, Division of Purchasing, mailing list.
21. PUBLIC RECORDS: All bid information submitted and opened becomes subject to the
Public Records Law set forth in §119.071, Fla. Stat., amended and approved by the
Governor of the State of Florida, filed June 2, 2011.
22. PUBLIC RECORDS CANCELLATION: With respect to a resulting contract and/or
purchase order, proposer/bidder will allow public access to all documents, papers, letters or
other material subject to the provision of Florida’s Public Records Law, §119, Fla. Stat., and
made or received in conjunction with this Agreement. Refusal by proposer/bidder to allow
such public access will be grounds for unilateral cancellation of this Agreement by UNF and
for imposition of any remedy or penalty available under law. Proposer/bidder will indemnify
and hold harmless the University of North Florida, Board of Trustees and State of Florida,
their officers, employees and agents from and against any and all costs, losses, damages,
liabilities, expenses, demands and judgments, including court costs and attorney’s fees,
which may arise out of, or be consequent upon, any public records which proposer/bidder
maintained or should have maintained in conjunction with this Agreement.
23. ACCOUNTING AND AUDIT: The proposer/bidder agrees to maintain at its principal
place of business those business records, books, account information and related materials
relevant to any resulting Agreement/purchase order. The University of North Florida, and
the Auditor General of the State of Florida, or any of their authorized representatives, will
have the right upon reasonable notice to review such materials, whether by its own
representative or by a certified public accountant during reasonable business hours and
in a manner that does not disrupt proposer’s/bidder’s business operations.
Proposer/bidder agrees to retain any documents relevant to this Agreement/purchase order
for a period of at least 3 years after the final payment or termination of this
Agreement/purchase order, whichever is later. Records related to unresolved audit findings,
appeals, or litigation shall be retained until the action is completed or the dispute resolved.
Invoices for fees or other compensation shall be submitted in detail sufficient for proper pre-
audit service. The proposer/bidder agrees to include this Accounting and Audit provision in
any contract it has with any subcontractor, consultant or agent whose services will be
charged directly or indirectly to this Agreement.
15. FACILITIES: The University reserves the right to inspect the Bidder's facilities at any
time with prior notice.
16. SERVICE AND WARRANTY: Unless otherwise specified, the Bidder shall define
any warranty service and replacements that will be provided during and subsequent to
this contract. Bidders must explain on an attached sheet to what extent warranty and
service facilities are provided.
17. SAMPLES: Samples of items, when called for, must be furnished free of expense on
or before Bid opening time and date and, if not destroyed, may upon request be returned
at the Bidder’s expense. Each individual sample must be labeled with Bidder's name,
manufacturer's brand name and number, Bid number and item reference. Request for
return of samples shall be accompanied by instructions which include
24. TRAVEL: Bills for any travel expenses must be submitted in accordance with §112.061,
Fla. Stat. No travel expenses may be paid to, or for the benefit of, any individual, by the
University, in excess of the amount permitted by §112.061, Fla. Stat.. Any expenses in
excess of the amounts prescribed by law shall be borne by the bidder.
25. GOVERNING LAW; FORUM: Any resulting Agreement will be governed by and
construed under the laws of the State of Florida which will be the forum for any lawsuit
between the parties arising from or incident to the resulting Agreement. The venue for any
legal proceeding will be in Jacksonville, Duval County, Florida.
THIS SOLICITATION WILL BE GOVERNED BY THE PROVISIONS CONTAINED IN UNF REGULATIONS
13.0010R, 13.0020R AND 13.0030R.
PUR 7033 Revised March 2013
UNIVERSITY OF NORTH FLORIDA
INVITATION TO BID #19-12
1. Project Description
The University of North Florida Board of Trustees, a public body corporate, is soliciting bids from mechanical
contractors to convert 3 existing DX cooling systems to CW cooling systems located at the Science &
Engineering, Building 50 located at 1 UNF Drive, Jacksonville, FL 32224.
The scope of work includes all labor, materials, equipment and supervision required to convert 3 existing DX cooling
systems to CW cooling systems connected to the central plant. This work will be completed after hours or over the
weekends. See the scope of work and specifications provided for the full scope of work.
The successful contractor is responsible for understanding and complying with all applicable local, state and
federal occupational safety and health regulations pertaining to the scope of work outlined in this ITB.
Project Substantial Completion: 90 calendar days from Notice to Proceed
Final Completion: 30 days
Liquidated Damages: $250/day
Mechanical or General contractor’s license
Contractor shall have successfully completed at least three similar or greater size and scope projects.
Provide project name, owner contact, address and telephone number for each project reference on the
2. Proposed Selection Schedule
The tentative schedule for selection and award will be as follows:
Posting ITB on Website
Mandatory Pre-Bid Meeting/Site Visit
Non-mandatory 2nd Site Visit
Bid Questions Deadline
Responses to Questions
Bid Due Date
March 26, 2019
April 2, 2019 @ 10 a.m. Bldg. 6/1225
April 5, 2019 @ 11 a.m. Bldg. 50/lobby
April 9, 2019
April 11, 2019
April 16, 2019 @ 2 p.m.
All times are Eastern Time unless otherwise noted.
3. Bid Submission
Bids are to be delivered sealed. Provide one copy of the bid submittals. Bids are due by 2 p.m. on April 16, 2019.
Bids received after 2 p.m. will be returned unopened. It is the sole responsibility of the bidder to ensure that sealed
bids are delivered to UNF Procurement Services, 4892 First Coast Technology Parkway, Hicks Hall Suite 2950,
Jacksonville, FL 32224 prior to the deadline and labeled accordingly. It is also the responsibility of the bidder to
carefully review the bid requirements in this ITB and submit all information requested. The University will not accept
bid proposals received by facsimile or email. If bidder fails to submit with its sealed bid all items requested, the bid
submittal may not be considered.
Bidders must use an identification label with the envelope labeled with the bid title “ITB 19-12 Bldg. 50 DX Coil
Replacement” on their packages when returning their response. The label should clearly identify the bid number,
date and time of closing and company name. Each bidder is fully responsible for ensuring that its bid is timely
received and shall assume the risk of non-delivery or untimely delivery caused by its chosen delivery method,
whether by U.S. Mail, public carrier or otherwise.
4. Mandatory Pre-Bid Meeting
To help ensure that all bidders are fully informed of the requirements of this solicitation, a mandatory pre-bid meeting
will be held at 10 a.m. on April 2, 2019 at the University of North Florida, 1 UNF Drive, Jacksonville, FL 32224, and
UNF Annex, Building 6 Room 1225. A second walk through for subcontractors (non-mandatory) will be available on
April 5, 2019 at 11 a.m. Interested parties should meet in the main lobby of the Science & Engineering Building 50.
UNIVERSITY OF NORTH FLORIDA
INVITATION TO BID #19-12
Bidders are encouraged to submit questions by email in advance of the meeting to the UNF Procurement Services
to Dianna White at email firstname.lastname@example.org and Leslie Cunningham email@example.com.
5. Solicitation Security (not applicable)
6. Performance and Payment Bond
The successful Vendor shall provide and pay for performance and payment bonds for projects/agreements in
excess of $100,000. Such bonds shall cover the full and faithful performance of the agreement and the payment of
all obligations whatsoever arising thereunder in such form as required by the University. The successful Vendor
shall deliver the required bonds to the University promptly following execution of the Agreement. The Successful
Vendor shall require the attorney in fact who executes the required bonds on behalf of the surety to affix thereto a
certified and current copy of his power of attorney indicating the monetary limit of such power. Surety shall be a
company licensed to do business in the State of Florida and shall be acceptable to the University. The bond amount
may be increased to include any change order added to the agreement to 100 percent of the total of each change
7. Method of Award
A contract and/or purchase order will be awarded to the lowest responsible and responsive bidder whose bid meets
all of the requirements set forth in the ITB. When multiple responses that are equal in all respects are received to a
competitive solicitation, the University will give preference to responses that include commodities manufactured in
the state, Florida businesses, businesses with a drug-free workplace program, and/or out-of-state manufacturers
located in the state to determine the contract award, or, if these conditions do not exist or are the equivalent between
two or more responses, the contract award will be determined by toss of a coin.
This bid will be awarded based on the qualified contractor with the lowest responsive lump sum bid. The University
may award this bid in whole or in part; whichever is in the best interest of the University.
No interpretation of the meaning of any part of this ITB, nor corrections of any apparent ambiguity, inconsistency or
error herein, will be made to any bidder orally. All requests for written interpretation, additional information or
corrections must be in writing and can be submitted via email to University of North Florida Procurement Services,
attention Dianna White at firstname.lastname@example.org AND Leslie Cunningham email@example.com.
All requests must be received by April 9, 2019. All such interpretations and supplemental instructions will be in the
form of written addenda to the ITB documents which, if issued, will be posted to the Procurement Services website.
It is the responsibility of the bidder before submitting its bid to check the UNF Procurement Services website at
http://www.unf.edu/procurement/ to obtain any updates/addenda.
9. Disqualification of Bid
More than one bid from an individual, firm, partnership, corporation or association under the same or different names
will not be considered. Reasonable grounds for believing that a bidder is involved in more than one bid for the
same work will be cause for rejection of all bids in which such bidders are believed to be involved. Any or all bids
will be rejected if there is reason to believe that collusion exists between bidders. Bids in which the prices obviously
are unbalanced will be subject to rejection.
10. Bid Withdrawal
Bid proposals submitted prior to the bid opening date may be withdrawn by written notice to the UNF Procurement
Services. Such notice must be received at the address provided herein prior to the time designated for opening the
bid. Bidder may withdraw the bid at any time prior to bid opening.
Withdrawn bids may be resubmitted up to the time designated for the receipt of the bid provided that they are then
fully in conformance with the requirements of the ITB.
11. Independent Contractor
All of the vendor's employees furnishing services to the University shall be deemed employees solely of the vendor
and shall not in any way be considered employees or an agent acting for and/or on behalf of the University. The
vendor shall perform all services as an independent contractor and shall discharge all its liabilities as such. No acts
performed or representations, whether oral or written, made by the contractor with respect to third parties shall be
binding on the University of North Florida.
UNIVERSITY OF NORTH FLORIDA
INVITATION TO BID #19-12
12. Public Entity Crimes
The University will not accept a competitive solicitation, or purchase of commodities, contractual services,
construction, repairs and leases, from a person or affiliate who has been convicted of a public entity crime and has
been placed on the State of Florida’s convicted vendor list for a period of 36 months from the date of being added
to the convicted vendor list. A “person” or “affiliate” includes any natural person or any entity, including predecessor
or successor entities under the control of any natural person who is active in its management and who has been
convicted of a public entity crime.
13. Right to Terminate
In the event that any of the provisions of a contract resulting from the bid award are violated by the successful
bidder, the University may serve written notice upon such bidder of its intention to terminate the contract. Such
notice is to state the reason(s) for such intention to terminate the contract, and unless within 30 days after serving
such notice upon the bidder, such violation shall cease and satisfactory arrangements for correction are made, the
contract shall, upon expiration of said 30 days, cease and terminate, but the liability of such bidder and his surety
for any and all such violations(s) shall not be affected by any such termination.
14. Contractual Intent/Right to Terminate and Recommence ITB Process
The University intends to contract with vendor(s) whose bid(s) is/are considered to be in the best interests of the
University. However, the University may terminate this ITB process at any time up to Notice of Award, without prior
notice, and without liability of any kind or amount. Further, the University reserves the right to commence one or
more subsequent ITB processes seeking the same or similar products or services covered hereunder.
15. M/WBE, Service-Disabled Veteran Business Utilization
UNF is committed to encouraging and promoting the utilization of minority, women and service-disabled veteran
business enterprises. We make all efforts reasonably necessary to ensure that these businesses have a full and
fair opportunity to compete for performance on UNF projects. Prime contractors are strongly encouraged to provide
opportunities for minority, women and service-disabled veteran owned subcontractors in performance on UNF
16. Non-Discrimination Equal Opportunity and Diversity Statement
The University of North Florida is committed to providing an inclusive and welcoming environment for all who
interact in our community. To accomplish this intent, UNF conforms to both the spirit and the letter of all laws and
regulations that prohibit discrimination and harassment on the basis of genetic information, race, color, religion,
age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin or veteran status
in any program, service or activity it offers. Similarly, UNF will not commit or permit retaliation. The contracting
party will adhere to such provisions and provide to the University, upon request, evidence of compliance federal
and state law and University provisions. A failure to so adhere or to provide such evidence shall constitute a
material default under the agreement.
17. Affirmative Action
The University of North Florida and its vendors, contractors and subcontractors shall abide by the requirements of
41 CFR 60–300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires
affirmative action by covered prime contractors and subcontractors to employ and advance in employment
qualified protected veterans. The University of North Florida and its vendors, contractors and subcontractors shall
abide by the requirements of 41 CFR 60–741.5(a). This regulation prohibits discrimination against qualified
individuals on the basis of disability, and requires affirmative action by covered prime contractors and
subcontractors to employ and advance in employment qualified individuals with disabilities.
18. Notice of Intended Award Decision
A Notice of Intended Decision will be posted for review by interested parties on the University Procurement
Services’ website at http://www.unf.edu/procurement/Bids_and_Notices.aspx and will remain posted for a period
of 72 hours. The University has no obligation to furnish this information by any other means than posting to this