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08/07/2024 Agreement Monroe County Purchasing Policy and Procedures ATTACHMENT WS COUNTY ADMINISTRATOR CONTRACT,SUMMARY FORM FOR CONTRACTS $100,000,00 and Under Contract with- In stream, L,LC Contract 9 Effective Date: 8/21/2024 Expiration Date: 91,21/2025 Contract Purpose/Description: ;scanning,indexing,and destruction of 200 boxes of land use legal files.The datawill be converter)and made ready to be,directly;imported into la erfiche Contract is Original Agreement Contract Amendment/Extension Renewal Contract Manager: Brian�ltadley 117 Flick/I ubrlic Records#7 CONTRACT COSTS Total Dollar Value of Contract: $ 0{J0 Current Year Portion: $ (must be$100,000.00 or less) (If multiyear agreement then requires BOCC approval,unless the ry�.a�8 A�»eaR�lzcdw �eJryA: H is M00ee00,00m �„„;)„ Budgeted? Yes❑■ No ❑ Grant: $ County Match: $ Fund/Cost Center/Spend Cate o : SC; bb03s Professional servelb s CC I)8501 Risk Administration ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (e.g. maintenance,utilities,janitorial,salaries,etc.) Insurance Required: YES ❑NO ❑ CONTRACT REVIEW Reviewer Date In Department Head Signature: Robert B. Shillinger County Attorney Signature: Christine Limbert-Barrows Risk Management Signature: r lbr- Purchasing Signature: Lisa Abreu Digitally 24sig0ed5Y Lisa A6-0 Dace:zoza os os is sacs-oa oo �}.� John Quinn Digitally signed by John oulnn OMB ) Signature: Date:zoza.os.oe os la 19-04•00• Comments: Revised BOCC 4/19/2023 Page 84 of 105 c0, % InStre'am D CN IIltoWOF K VIC:W August 05, 2024 Monroe County Attorney's Office 1111 12th Street Suite 408 Key West, FL 33040 Bradley-brian .monroecounty-fle�ov 305 292 3470 Ref: Conversion of Land Use Case Files Dear Mr. Bradley: Thank you for taking the time to meet with me on 3/28/2024 to show me the status of your case files. Frankly, I was expecting much worse conditions than what you have in your downtown dungeon! The conversion of older files to electronic images is both a prudent and cost-effective alternative to the continued storage of the paper files. Through the conversion of these vital records, we can address disaster preparedness needs, including any unanticipated loss through water damage,fires, or"misplaced"records. Duplication of these records is a component of the Secretary of State Administrative Codes when converting permanent records into alternative electronic images. InStream LLC has a competitively bid contract with applicable pricing with Suwannee County School District. This contract includes an option to "piggyback" for other government entities. If County policy permits, the contract allows Monroe County to use this pricing structure without needing to repeat the bid process. Existing Condition: Monroe County has approximately 175 cubic feet of Case Files that are stored in the dilapidated downtown office, and an additional 25 cubic feet in the climate controlled office in Marathon. It is expected that at least 50% of the 175 boxes have had some form of damage, via mold or water. InStream will do everything possible to safely scan the moldy material, but there may be documents that are unable to be scanned. InStream is not able to expose our staff to excessively moldy material. All material deemed too moldy will be set aside for Monroe County to review. There are 200 total cubic feet for InStream to prepare, scan, and index for Monroe County. InStream picked up a sample of the Land Use Case Files on 3/28/2024, and the contents were used to extrapolate an average number of documents and images that was applied to the creation of this proposal. This quote/proposal is to act as a budgetary limit for the digitization, indexing, upload of Monroe County's Land Use Case files. The following is a breakdown of topics addressed in this document: 1. Conversion, Statement of Work (SOW) 2. Confidential Destruction of Records 3. Retention of Converted Electronic Documents 4. Document Conversion Pricing 5. Conclusion 1 c0, % InStre'am D CN IIltoWOF K VI(''bW Item 1. Conversion Statement of Work (SOW): The following is a breakout of the steps InStream employs to track process and convert paper Land Use Files, Documents and Photos, to electronic files. Imaging Specifications For Monroe County Attorney's Office Document Pickup Pick Up shall occur in one trip, pre-arranged by InStream and Monroe Staff. A large moving vehicle will be utilized. i) Instream, LLC. (InStream) shall provide boxes, with labels and lids, to protect records during transportation. The boxes are double walled for strength. ii) InStream shall provide a record `pull', box pick-up and delivery service using InStream staff to ensure file security. The time frame forthe scanning services shall be determined by InStream and County staff. iii) InStream shall provide secure and air-conditioned storage of all records transferred to InStream for conversion purposes. iv) InStream shall create a Box Transmittal Database of all received. v) InStream shall provide Monroe County with an electronic index of the records undergoing conversion at InStream's location. Document Preparation i) InStream staff shall compare the folder to be prepared against the box transmittal index. Staff shall carefully remove all fasteners- all staples, paper clips, etc. from the records. ii) At least 50% of the 175 boxes stored downtown will contain mold on the pages. InStream will attempt to scan as much as possible from this, however we will flag any records that are too moldy for contact for review. iii) Sequence Verification: InStream staff shall verify the order of the files. Any questions InStream staff may have regarding the sequence or numbering of the files shall be brought to Monroe County's attention for clarification or confirmation. iv) Repairs of Torn Documents: Tape will be used to repair torn documents to protect their integrity during scanning as needed. v) Unfolding of Overlapped Corners: "Dog ears" that could cover critical information will be pressed or ironed down. vi) Misfile Checking: Misfiles, if located, and if the misfiles cannot be resolved, shall be removed, listed in the `Exception Report', and returned to Monroe staff. The Exception Report shall be used to track requested or returned charts. The misfiles shall be returned to Monroe staff for corrective action. vii) Placement of Document Identification "Targets": Where applicable: barcoded date of parcel number, Documents and Photos targets. 2 c0, % InStre'am D CN IIltoWOF K VIC:W Scanning: i) Scanning shall exceed State of Florida Admin Code 1B26.003 for the designation of `Original'. Documents will be scanned at a minimum of 300 dpi, bi-tonal. On occasion, when image quality requires, the document will be scanned at 8-bit greyscale, optionally in 24-bit color. The base-line image quality criterion is the ability to differentiate between a small "e" and "c" at 4.5-point type. Images are then verified for image completeness. ii) Inspection of Images: Images contained within a scanned batch are reviewed for image straightness, and overall quality. Furthermore, images will be de-speckled and de-skewed to improve appearance and reduce file size when required. iii) Quality Control: Quality Control and Quality Assurance is embedded in the conversion process. Quality Control is ongoing throughout the conversion cycle. Each step in the conversion process incorporates a Quality Control component. At the final stage, we have an extensive system verification Quality Assurance step,where documents are viewed and compared to the original file. A Quality Control Report is then generated for the completed digital images provided under this proposal. iv) Rework - Any completed image or batch of images that do not meet our rigid standards will be rescanned at our expense. Indexing: i) Proposed index fields for Land Use Case Files: • Case Name/Description • Folder Description ii) Indexing structure is fluid and may change after sample is reviewed iii) Quality data capture is the core of InStream's business. Any unusual documents and data are sent to an exception supervisor. Any unresolved indexing issues will be communicated to the County staff via the Exception Report or reviewed personally with Monroe County staff. iv) After the creation of the Box Transmittal, the index is sight verified by the `Prepper', and sight verified by the scanner operator, before a barcode is read by the software and entered into the index field. In all, the index is viewed by no less than six sets of eyes. Quality assurance is built into the indexing process with computer edits and databases. Monroe County specifications include validity/logic checks including: • Acceptable character type (numeric, alpha or special characters) v) A final quality check is made prior to batch delivery/import. These checks include counting records, examining file structure, file functionality, and a random sample of indexing results. Sample of Finished Product: As a matter of standard procedure and good business, InStream will provide a small sample of the completed project after picking up the records. This allows both InStream and Monroe County an opportunity to review the process, procedures, documentation, and the final product. Upon approval, Monroe County will sign off on an acceptance form so InStream may continue the project and both parties are on the same page with expectations. 3 c0, % InStre'am D CN IIltoWOF K VI(''bW Finished Product: i) InStream shall provide the images in a format for uploading into Monroe County's ECM solution. ii) The images will be saved as multiple page files, either Group 4b .tif files or PDF files. Single page PDF or TIF files will also be possible if required, for an additional charge. iii) A backup USB drive can be provided as desired. Retrievals: While these documents are under our care, custody, and control, InStream will provide instrument retrievals of most record series, and will email the results to you upon request. We shall turn a request around within four (4) hours. The average retrieval runs about $9.50, $8.00 per pull, plus six (6) pages, delivered by email. Please note, the quality of the images may not be the quality of the finished product, however it will suffice for most purposes. Process: InStream staff will go on the floor, pull the requested file, scan the requested instrument, and reassemble the volume. The scanned images will be emailed to the staff member making the request. Prior to project commencement, we request a list of names and contact information of staff authorized to make records requests. Item 2. Disposition of Records Following a review by Monroe County staff of the final deliverable, Monroe County shall return a signed "Authorization to Destroy" notice to InStream. Upon receipt of the signed document, InStream shall coordinate the confidential shredding of all records. Shredding shall occuron InStream premises and under the watchful eye of an InStream employee at all times. Item 3. Retention of Converted Electronic Documents Following Delivery: It is InStream, LLC.'s policy to not retain client digital and database records beyond thirty (30) days following project completion and delivery. Our policy requires we dispose of projects consisting of converted client digital records, completed and delivered, after thirty (30) days. Please note; digital records held by InStream which relate to current projects will not be destroyed until the aforementioned criteria have been met. Should you wish InStream to retain your digital files beyond the thirty (30) day scope; we offer a secure storage service of converted digital projects for offsite backup purposes. There is a monthly fee for this service and details can be provided upon request. 4 c0, % InStre'am D CN IIltoWOF K VI(''bW Item 4. Document Conversion Pricing Schedule Description Monroe County price per item 1 Document Preparation $26.00 per hour 2 Scanning at 300 dpi, pages smaller than 11"x 17" $ 0.10 per image 3 Scanning at 300 dpi, pages larger than 11"x 17", bi-tonal $ 0.600 per image 4 Scanning at 300 dpi, pages larger than 11"x 17", grayscale $ 1.87 per image 5 Scanning at 300 dpi, pages larger than 11"x 17", 24-bit color $4.10 per image 6 Document Indexing (6 fields per document maximum) $ 0.67 per document 7 Record Request M-F, 07:30 to 16:30. $ 8.25 per chart 8 Scan and e-mail of requested record. $ 0.25 per image 9 Confidential Destruction of Converted Paper Records at InStream $ 10.00 per box 10 Pick Up/Return of Records $ 1,000.00 per trip 11 USB Drive $20.00 per drive Assumptions: • One (1) page is equal to two (2) images. • Up to six(6) index fields per document is expected. • The sample box picked up 3/28 is a good indication of the contents of the other boxes. • Records Requests are infrequent. • Approximately 50% of records stored downtown have been exposed to mold, and may not be scan- able The sample box that InStream picked up contained 45 documents/folders, with 2,425 images, including 12 oversized documents (3 grayscale and 9 bi-tonal). Given the quality of the material, InStream estimates it will cost approximately $350.00 per box to fully prepare, scan, and index. Thereby, with 200 boxes, InStream anticipates it will cost approximately $75,000.00 to fully digitize, index, upload, and dispose of this batch of Monroe County Land Case Files. InStream is flexible and can address this conversion in batches to alleviate pressure on the budget. 5 c0, % InStre'am D CN IIltoWOF K VI(''bW Item 5. Conclusion The conversion of historical records is a passion of InStream's Florida team, and we take great pride in assisting our local governments in the records management process. We offer 24/7 file management and retrieval. We can deliver the drawing, or a portion thereof, via the specified method—fax, e-mail attachment, or hand-delivery. Our facility is secure; we employ a security service. It is neat, clean, and files are meticulously managed and accounted for throughout the entire conversion process. Quality Assurance occurs at every step of the document conversion process. All staff are required to sign a confidentiality statement upon employment to further protect any sensitive information located on many of our client files. This proposal is intended to inform Monroe County Attorney's Office of InStream's policies and procedures with our document conversion process and provide budgetary figures for completion. This proposal is valid until 1 OCTOBER 2024 and does not include any applicable taxes or fees. InStream recommends a budget of$75,000.00 to fully digitize these documents. Again, the extent of mold damage is not fully known, so this number may decreaase as InStream reviews the material. We look forward to working with you! Sincerely, Monroe County Attorney's Office 8/7/24 Acceptance Date: Kevin Wilson, Acting County Administrator Pieter Craig Printed Name Business Development Executive oleo crai i streamlic.com Signature 352-372-6039, 4 MONROE COUNTY ATTORNEY 1925 A NW 2nd Street, AS O Gainesville FL 32609 CHRISTINE LIM3ERT.13ARROWS ASSISTANT COUNTY ATTORNEY DATE. 8/7/24 6 Addendum Monroe County Contract Terms and Conditions The Monroe County Board of County Commissioners(herein after--County"or-'Customer)and InStream,LLC(herein after--Company')agree as set forth below. The County and Company hereby enter into this addendum to Instrearn,LLC's quotelproposal which incorporates the Suwanee County School Board Prolessionalf1'echnical Services Agreement with competitively bid pricing�-Agreemenr)and agrees to the following: The Agreement includes and incorporates the Quote to April 30, 2024, Suwanee County School Board Professional/Technical Services Agreement and this Addendum. The Agreement is a Public Record under Chapter 119,Florida Statutes.The parties agree to comply with Chapter 119,Florida Statutes. Payment will be made in accordance with the Local Government Prompt Payment Act, 218.70, Florida Statutes. Payments due and unpaid under the Agreement shall bear interest pursuant to the Local Government Prompt Payment Act. Company shall submit to the County invoices with Supporting documentation that are acceptable to the Monroe County Clerk of Court and Comptroller (Clerk). Acceptability to the Clerk is based on generally accepted accounting principles and such laws,rules,and regulations as may govem the Clerk's disbursal of funds. The County S performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Monroe County Board of County Commissioners. The County s Indemnification is limited and subject to the sovereign immunity provisions of Sec. 768.28, Florida Statutes. Maintenance of Records: Company shall maintain all books,records,and documents directly pertinent to performance under this Agreement in accordance with generally accepted accounting principles consistently applied. Each party to this Agreement or their authorized representatives, shall have reasonable and timely access to such records of each other party to this Agreement for public records purposes during the to of the Agreement and for five years following the termination of this Agreement. If an auditor employed by the County or the determines that monies paid to Company pursuant to this Agreement were spent for purposes not authorized by this Agreement, Company shall repay the monies together with interest calculated pursuant to Sec. 55.03; FS, running from the to the monies were paid to Company. Governing Law, Venue, Interpretation, Costs, and Fees: This Agreement shall be governed by and construed in accordance with the laws of the State of Florida applicable to contracts made and to be perfbrmed entirely in the State. In the event that any cause of action or administrative proceeding is instituted for the enforcement or interpretation of this Agreement, the Customer and Company 44,00 1 agree that venue shall lie in the appropriate court or before the appropriate administrative body in Monroe County,Florida.This Agreement shall not be subject to arbitration. Attorney's Fees and Costs: The Parties agree that in the event any cause of action or administrative proceeding is initiated or defended by any party relative to the enforcement or interpretation of this Agreement,the prevailing party shall be entitled to reasonable attorney's fees and court costs,as an award against the no prevailing party, and shall include attorney's fees and courts costs in appellate proceedings. Mediation proceedings initiated and conducted pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and usual and customary procedures required by the circuit court of Monroe County. Nondiscriinination: The Parties agree that there will be no discrimination against any person, and it is expressly understood that upon a determination by a court of competent jurisdiction that discrimination has occurred,this Agreement automatically terminates without any ftirther action on the part of any party, effective the to of the court order.The Parties agree to comply with all Federal and Florida statutes,and all to ordinances,as applicable,relating to nondiscrimination. These include but are not limited to: 1) Title VII of the Civil Rights Act of 1964(PL 88-352)which prohibits discrimination on the is of race, color or national origin;2)Title IX of the Education Amendment of 1972,as amended(20 USC ss.168 1- 1683, and 1685-1686), is prohibits discrimination on the is of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended(20 USC s. 794),which prohibits discrimination on the is of handicaps;4)The Age Discrimination Act of 1975,as amended(42 USC ss. 6101-6107)which prohibits discrimination on the is of age;5)The Drug Abuse Office and Treatment Act of 1972(PL 92-255),as amended,relating to nondiscrimination on the is of drug abuse;6)The Comprehensive Alcohol Abuse and Alcoholism Prevention,Treatment and Rehabilitation Act of 1970(PL 91-616),as amended,relating to nondiscrimination on the is of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912,ss.523 and 527(42 USC ss.690dd-3 and 290ec-3),as amended,relating to confidentiality of alcohol and drug abuse patient records; 8)Title VI II of the Civil Rights Act of 1968(42 USC s. 3601 et seq.), as amended,relating to nondiscrimination in the sale,rental or financing of housing;9)The Americans with Disabilities Act of 1990 (42 USC s. 12101 Note), as maybe amended from time to time, relating to nondiscrimination on the is of disability; 10) Monroe County Code Chapter 14, Article 11, is prohibits discrimination on the is of race, color, sex, religion, national origin, ancestry, sexual orientation, gender identity or expression, familial status or age; 11) Any other nondiscrimination provisions in any Federal ors statutes which may apply to the parties to,or the subject matter of,this Agreement. Public Records Compliance. Company must comply with Florida public records laws, including but not limited to Chapter 119, Florida Statutes and Section 24 of article I of the Constitution of Florida.The County and Contractor shall allow and permit reasonable access to, and inspection of, all documents, records,papers, letters or other"public record"materials in its possession or under its control subject to the provisions of Chapter 119,Florida Statutes,and made or received by the Customer and Company in conjunction with this contract and related to contract performance. The Customer shall have the right to unilaterally cancel this contract upon violation of this provision by Company.Failure of Company to abide by the terms of this provision shall be dcemed a material breach of this contract and the Customer may enforce the terms of this provision in the form of a court proceeding and shall,as a prevailing party, be entitled to reimbursement of all attorney's fees and costs associated with that proceeding. This provision shall survive any termination or expiration of the contract. Company is encouraged to consult with its advisors about Florida Public Records Law in order to comply with this provision. Non-Waiver of Immunity: Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the participation of the Customer and Company in this Agreement and the acquisition of any commercial liability insurance coverage, self-insurance coverage, or local government liability insurance pool coverage shall not be deemed a waiver of immunity to the extent of liability coverage, nor shall any contract entered into by the County be required to contain any provision for waiver. Non-Reliance by Non-Parties: No person or entity shall be entitled to rely upon the terms, or any of them,of this Agreement to enforce or attempt to enforce any third-party claim or entitlement to or benefit of any service or program contemplated hereunder,and the County and the Contractor agree that neither the Customer nor the Company or any agent, officer, or employee of either shall have the authority to inform, counsel, or otherwise indicate that any particular individual or group of individuals, entity or entities, have entitlements or benefits under this Agreement separate and apart, inferior to,or superior to the community in general or for the purposes contemplated in this Agreement. No Personal i ® No covenant or agreement contained herein shall be deemed to be a covenant or agreement of any member,officer,agent or employee of Monroe County in his or her individual capacity, and no member,officer,agent or employee of Monroe County shall be liable personally on this Agreement or be subject to any personal liability or accountability by reason of the execution of this Agreement. E-Verify System-In accordance with F.S.448.095,Any Contractor and any subcontractor shall register with and shall utilize the U.S. Department of Homeland Securin's F-Verify system to verify the work authorization status of all new employees hired by the Company during the to of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to likewise utilize the U.S. Department of Hornelzind SeCWWs E-Verify system to verify the or authorization status of all new employees hired by the subcontractor during the Agreement to Any subcontractor shall provide area vit stating that the subcontractor does not employ, contract with, or sub cons truct with an unauthorized alien. Company shall comply with and be subject to the provisions of F.S.448,095 COUNTY S® By signing this Agreement, Company has sworn or affirmed to the following requirements as set forth in the Public Entity Crime Statement Ethics Statement, Drug-Free Workplace Statement and Vendor Certification Regarding Scrutinized Companies List as set forth in more detail in this Agreement. Company certifies and agrees that Company nor any Affiliate has been placed on the convicted vendor list within the last 36 months. Inaccordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed on the Discriminatory Vendor List,kept by the Florida Department of Management Services,may not submit a bid on a contract to provide 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, subcontractor or consultant under a contract with any public entity; and may not transact business with any public entity. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid, proposal or reply on contracts to provide any goods or services to a loop 3 public entity,may not submit a bid,proposal or reply on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids, proposals or replys on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, Company Or subcontractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes, for CATEGORY TWO fora period of 36 months from the date of being placed on the convicted vendor list. By signing this Agreement,Company represents that the execution of this Agreement will not violate the Public Entity Crimes Act (Section 287.133, Florida Statutes). Violation of this section shall result in ten-nination of this Agreement and recovery of all monies paid hereto,and may result in debarment from Customer's competitive procurement activities. In addition to the foregoing,Company further represents that there has been no determination,based on an audit,that it or any subcontractor has committed an act defined by Section 287.133,Florida Statutes, as a"public entity crime" and that it has not been formally charged with committing an act defined as a "public entity crime'regardless of the amount of money involved or whether Company has been placed on the convicted vendor list Company will promptly notify the Customer ff it or any subcontractor is formaffy charged with an act defined as a"public entit% crime" or as been placed(m the convicted r endor list. Ethics Clause By signing this Agreement,Company warrants that he/it has not employed,retained or otherwise had act on his/her behalf any former County officer ore l violation of Section 2 of Ordinance No.010- 1990 or any County officer or employee in violation of Section 3 of Ordinance No.0 10- 1990. For breach or violation of this provision the Customer may, in its discretion, terminate this Agreement without liability and may also,in its discretion,deduct from the Agreement or purchase price,or otherwise recover, the full amount of any fee,commission,percentage,gift,or consideration paid to the former County officer or employee. VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS Company agrees and certifies compliance with the following: Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if,at the time of contracting or renewal,the company is on the Scrutinized Companies that Boycott Israel List,created pursuant to Section 215.4725, Florida Statutes, or is engaged in a Boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on,submitting a proposal for, or entering into or renewing a contract for goods or services of S 1,000,000 or more,that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Lists which were created pursuant to s.215.473,Florida Statutes,or is engaged in business operations in Cuba or Syria. As the person authorized to sign on behalf of Company,I hereby certify that the company identified above is not listed on the Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel and for Projects of$1,000,000 or more is not listed on either the Scrutinized Companies with Activities in Sudan List,the Scrutinized Companies with Activities in the Iran Terrorism Li ngaged in business operations in Cuba or Syria. 19M 4 I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties,attorney's fees,and/or costs. I fiather understand that any contract with the County may be terminated,at the option of the County,if the company is found to have submitted a false certification or has been placed on the Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel or placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism List or been engaged in business operations in Cuba or Syria. Note: The List are available at the following Department of Management Services Site: ........ J .................................................. �p, ir lqj" (j,r�"/C f'r�' C,f"e.................................... nts f, ......................... Ntan-Collusign Affidavit Company by signing this Agreement,according to law on my oath,and under penalty of pedury,depose and say that the person signing on behalf of the firm of Company,the bidder making the Proposal for the project described in the Scope of or and that I executed the said proposal with fall authority to do so; the prices in this bid have been arrived at independently out collusion, consultation,communication or agreement for the purpose of restricting competition,as to any matter relating to such prices with any other bidder or with any competitor;unless otherwise required by law,the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to bid opening,directly or indirectly,to any other bidder or to any competitor;and no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit,or not to submit,a bid for the purpose of restricting competition; the statements contained in this affidavit are true and correct,and made with full knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts for said project. AFFIDAVIT ATTEST Company under penalty of pedury attests that Company does not use coercion for labor or services in accordance with Section 787.06,Florida Statutes. As defined in Section 787.06(2)(a),coercion means: I. Using or threating to use physical force against any person; 2. Restraining,isolating,or confining or threating to restrain,isolate,or co iris any person out lawful authority and against her or his will; 3. Using lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt,if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debt,the length and nature of the labor or service are not respectively limited and defined; 4. Destroying,concealing,removing,confiscating,withholding,or possessing any actual or purported passport,visa,or other inunigration document,or any other actual or purported government identification document,of any person; 5. Causing or threating to cause financial harm to any person; 6. Enticing or luring any person by fraud or deceit;or 7. Providing a controlled substance as outlined in Schedule I or Schedule 11 of Section 893.03 to any person for the purpose of exploitation of that n® As a person authorized to sign on behalf of Company,I cerfit der penalties of pedury that /kO 0 5 Company does not use coercion for labor or services in accordance with Section 787.06.Additionafly, Company has reviewed Section 787.06,Florida Statutes,and agrees to abide by same. jwtvQa�L A re #e, Title Date SCSB 2023-113 (NEW) SUWANNEE COUNTY SCHOOL BOARD PROFE S SIONAUTE CHNI CAL SERVICES AGREEMENT This AGREEMENT is made as of the date of execution by and between the Suwannee County School Board("SCSB"), and 1nStream LLC ("Individual"),(hereinafter"Contractor."). WITNESSED: WHEREAS, SCSB operates schools and educational institutions and is in need of a qualified, experienced Educational Consultant to provide consulting services for SCSB; and WHEREAS, Contractor may employ and/or contract with qualified and duly licensed and/or certified instructors with expertise and experience in providing educational services; and WHEREAS, SCSB desires to engage Contractor to provide such services for SCSB and Contractor is willing to provide such services for SCSB. NOW, THEREFORE, in consideration of the premises and the mutual covenants herein set forth, the parties agree as follows: 1. ENGAGEMENT; RESPONSIBILITIES OF CONTRACTOR A. SERVICES: SCSB hereby engages Contractor to provide educational consulting services for SCSB as requested by SCSB, and Contractor hereby accepts such engagement and agrees to provide said services in accordance with the terms of this Agreement. Said services are described in Exhibit A attached hereto, which exhibit is hereby incorporated by reference into, and made a part of, this Agreement. Contractor shall provide said services through employees and/or independent subcontractors who are qualified and appropriately licensed and/or certified to perform all functions assigned to them by Contractor in connection with the provision of services by Contractor hereunder. B. MANNER OF PERFORMANCE OF CONTRACTOR'S SERVICES (i) Contractor and staff shall perform all services under this Agreement in the manner and means it or he/she chooses, in its or his/her sole and absolute discretion and judgment. Contractor and staff shall not be required to comply with SCSB's directions or instructions concerning when, where and how to perfonn services under this Agreement,but shall have full and absolute discretion in such matters. (ii) Contractor and staff shall not be required to perform services in any order or sequence specified by SCSB._ (iii)Contractor and staff shall not be required to attend meetings or participate in training conducted 1 SCSB 2023-113 (NEW) by SCSB as to specific methods or procedures. (iv)Contractor and staff shall not be required to work specified hours, but shall have full and absolute discretion with respect thereto. (v) Contractor and staff shall not be required to submit any written or oral reports to SCSB except such reports as shall be required by law, regulation, or any governmental authority, including reasons for federal, state, or local compliance purposes. (vi)The Contractor and staff shall be responsible for payment of Contractor and staff expenses relating to the performance of duties hereunder, including expenses or travel and similar items. C. DOCUMENTATION: Contractor shall submit to SCSB, on a monthly basis, appropriate documentation of services provided hereunder. Such documentation shall be in the form and shall contain the information requested by SCSB. 2. REPRESENTATIVES AND WARRANTIES Contractor represents and warrants to SCSB, upon execution and throughout the term of this Agreement, as follows: A. Contractor is not bound by any agreement or arrangement which would preclude it from entering into, or from fully performing the services required under,this Agreement; B. None of the Contractor staff has ever had his or her professional license or certification in the State of Florida or in any other jurisdiction denied, suspended, revoked, terminated, voluntarily relinquished under threat of disciplinary action, or restricted in any way. C. Contractor shall perform the services required hereunder in accordance with: (i) all applicable federal, state, and local laws,rules, and regulations; (ii) all applicable policies of: SCSB; (iii)all applicable Bylaws, Rules, and Regulations of SUWANNEE COUNTY SCHOOLS; D. Contractor has, and shall maintain throughout the tern of this Agreement, all appropriate federal and state licenses and certifications which are required in order for Contractor to perform the services required of Contractor under this Agreement; and E. Each of the Contractor staff has, and shall maintain throughout the term of this Agreement, all appropriate federal and state licenses and certifications which are required in order for said staff to perform the functions, assigned to him or her by Contractor in connection with the provision of services under this Agreement; and F. All Contractor staff shall comply with all applicable terms of this Agreement. 2 SCSB 2023-113 (NEW) 3. INDEPENDENT CONTRACTOR In performing the services herein specified, Contractor is acting as an independent contractor, and neither Contractor nor any staff shall be or be considered employees of SCSB. Neither Contractor nor any Contractor staff shall be under the control of SCSB as to the manner by which results are accomplished,but only as to the results of Contractor's work. It is agreed and acknowledged by the parties that, as an independent contractor, Contractor staff retains the right to contract with and provide educational consulting services to entities and individuals other than SCSB and its students, and nothing in this Agreement shall be interpreted as limiting or restricting in any way Contractor's right to do so. In no event shall this Agreement be construed as establishing a partnership or joint venture or similar relationship between the parties hereto, and nothing herein contained shall be construed to authorize either party to act as agent for the other. Contractor shall be liable for its own debts, obligations, acts and omissions, including the payment of all required withholding, social security and other taxes and benefits with respect to all Contractor staff. Contractor hereby expressly agrees to provide SCSB with proof of payment of such taxes in the event such is requested by SCSB by federal or State tax authorities. Any such proof will be provided directly to SCSB's counsel for delivery to tax authorities in order to preserve the confidentiality of such records. Neither Contractor nor any Contractor staff shall be subject to any SCSB policies solely applicable to SCSB's employees, not to exclude policy directly related to vendors and contractors. 4. TERM The initial term of this Agreement shall be for a period not to exceed thirty-six(36)months, commencing on April 11,2023 and ending April 10, 2026, unless sooner terminated as provided herein. At the end of the Initial Term and each Renewal Term(as hereinafter defined), if any, this Agreement may be renewed for an additional term, ("Renewal Term"), but only upon mutual written agreement of the parties. 5. COMPENSATION For the services rendered pursuant to this Agreement, Contractor shall be paid by SCSB, as and for its sole compensation hereunder, the amounts listed in Exhibit B attached hereto, which Exhibit is hereby incorporated by reference into, and made a part of, this Agreement. Notwithstanding the foregoing, no compensation shall be payable to Contractor for any services for which Contractor has not submitted the documentation required under Paragraph 1(C)of this Agreement. 6. BILLING Contractor shall bill SCSB for services provided hereunder on a monthly basis in the month following the month in which services are rendered. Each invoice shall be in the form, and contain the information, requested by SCSB, and SCSB shall pay each invoice within.thirty(30) days after receipt thereof by SCSB. SCSB shall not be required to pay for any services for which Contractor does not provide a proper invoice. 7. CONFIDENTIALITY Contractor recognizes and acknowledges that, by virtue of entering into this Agreement and providing services hereunder, Contractor and staff may have access to certain confidential information, including confidential student information and personal health information("PHI"). Contractor agrees that neither it nor any Contractor staff will at any time, either during or subsequent to the tern of this Agreement, disclose 3 SCSB 2023-113 (NEW) to any third party, except where permitted or required by law or where such disclosure is expressly approved by SCSB in writing, any confidential student information, PHI or other confidential information, and Contractor and all Contractor staff shall comply with all Federal and State laws and regulations, and all SCSB rules, regulations, and policies regarding the confidentiality of such information. Without limiting the generality of the foregoing, Contractor shall comply with the Health Insurance Portability and Accountability Act. Contractor may not use or further disclose Personal Health Information("PHI") other than as permitted or required by law or this Agreement. In addition,Contractor shall: • Report to SCSB any impermissible use or disclosure of PHI. • Ensure that any agents, including subcontractors to whom it provides PHI created or received from SCSB agrees to the same restrictions or conditions that apply to Contractor. • Make PHI available in accordance with HIPAA Privacy Rules. • Make PHI available for amendinent and incorporate amendments into PHI in accordance with HIPAA rules. • Make available the information required to make an accounting of disclosures under the applicable HIPAA law and regulations. + Make its internal practices, and any information related to the use and disclosure of PHI received from, or created or received by Contractor, available to applicable governmental entities. * Upon termination of the contract, if feasible, return or destroy any and all PHI received from or created or received by the Contractor in performance of this Agreement. S. CRIMINAL BACKGROUND CHECKS The Legislature amended the Jessica Lunsford Act effective July 1, 2007. This law requires any employee, contractor, vendor who will: (1)be at a school when students are present; or(2)have direct contact with students; or(3) have access to or control of school funds; meet Level I1 Background screening requirements. There are some exceptions. Level 2 screening includes fingerprinting, statewide criminal and juvenile justice records checks through the Florida Department of Law Enforcement and federal criminal records checks through the Federal Bureau of Investigation. Level 2 screening may also include local criminal records checks through the local law enforcement agencies. Level 11 Background Check Any vendor providing services under this contract who will (1)be at a school when students are present; or(2)have direct contact with students; or(3) have access to or control of school funds, that person shall have a Level 11 background check submitted through the Suwannee County School Board. Documentation of clearance will be on file in the Department of Human Resources in the Suwannee County School Board office. The contractor shall be required to pay for all costs of the background reports. If it is discovered during the period of the contract that the successful contractor substituted an unapproved worker for an approved worker,the vendor's contract may be cancelled immediately at the instructions of the Suwannee County School Board. 9. AUDITS, RECORDS, AND RECORDS RETENTION The District or its representative reserves the right to inspect and/or audit all the Contractor's documents and records as they pertain to the products and services delivered under this agreement. Such rights will be exercised with notice to the Contractor to determine compliance with and performance of the tenn.s, conditions and specifications on all matters,rights and duties, and obligations established by this agreement. Documents/records in any form shall be open to the District's representative and may include but are not 4 SCSB 2023-113 (NEW) limited to all correspondence, ordering,payment, inspection and receiving records, and contracts or sub- contracts that directly or indirectly pertain to the transactions between the District and the Contractor in order; A. To establish and maintain books, records, and documents(including electronic storage media)in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all revenues and expenditures of funds provided by the District under this contract. B. To retain all contractor records, financial records, supporting documents, statistical records, and any other documents(including electronic storage media)pertinent to this contract for a period of five (5) years after termination of the contract, or if an audit has been initiated and audit findings have not been resolved at the end of five (5) years,the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this contract. C. That completion or termination of the contract and at the request of the District, the Contractor will cooperate with the District to facilitate the duplication and transfer of any said records or documents during the required retention period as specified in paragraph A above. D. To assure that these records shall be subject at all reasonable times to inspection,review, or audit by Federal, state, or other personnel duly authorized by the District. E. That persons duly authorized by the District and Federal auditors,pursuant to 45 CFR, Part 92.36 (1) (10), shall have full access to and the right to examine any of provider's contract and related records and documents,regardless of the form in which kept, at all reasonable times for as long as records are retained. F. To include these aforementioned audit and record keeping requirements in all approved subcontracts and assigmnents. 10. INDEMNIFICATION Contractor shall indemnify and hold harmless SCSB from and against any and all claims,Iiabilities, damages, and expenses including, without limitation, reasonable attorneys' fees, incurred by SCSB in defending actions brought against it arising out of or related to the acts or omissions of Contractor, its agents, officers, or employees in the provision of services or performance of duties by Contractor pursuant to this Agreement. 11. DEBARMENT&SUSPENSION Contractor certifies that neither it nor its agents are presently debarred,suspended,proposed for debarment,declared ineligible,or voluntarily excluded from participation by any Federal department or agency. 12. TERMINATION A. TERMINATION WITHOUT CAUSE. Either party may terminate this Agreement without cause by giving the other party at least thirty(30) days prior written notice. 5 SCSB 2023-113 (NEW) B. TERMINATION FOR BREACH. Either party may terminate this Agreement upon breach by the other party of any material provision of this Agreement,provided such breach continues for fifteen (15) days after receipt by the breaching party of written notice of such breach from the non-breaching party. C. IMMEDIATE TERMINATION BY SCSB. SCSB may terminate this Agreement immediately by written notice to Contractor(such termination to be effective upon Contractor's receipt of such notice) upon the occurrence of any of the following events: (i) the denial, suspension, revocation, termination, restricting, relinquishment, or lapse of any license or certification required to be held by Contractor, or of any Contractor staffs professional license or certification, in the State of Florida, or (ii) conduct by Contractor or any of Contractor's staff which affects the quality of services provided to SCSB or the performance of duties required hereunder and which would, in SCSB's sole judgment,be prejudicial to the best interests and welfare of SCSB or its students; (iii)breach by Contractor or any Contractor staff of the confidentiality provisions of Section 7 hereof; D. EFFECT OF TERMINATION. As of the effective date of termination of this Agreement,neither party shall have any further rights or obligations hereunder except for rights and obligations accruing prior to such effective date of termination, or arising as a result of any breach of this Agreement. Notwithstanding the foregoing, the following provisions shall survive the expiration or other termination of this Agreement,regardless of the cause of such termination: Paragraphs 1(B),2, 5, 10, 13, and 15. 13. ARBITRATION Any dispute or controversy arising under, out of or in conjunction with, or in relation to, this Agreement, or any amendment hereof, or the breach hereof, shall be determined and settled by arbitration in Suwannee County, Florida, in accordance with the rules of the American Arbitration Association and applying the laws of the State of Florida. Any award rendered by the arbitrator shall be final and binding upon each of the parties, and judgment thereon may be entered in any court having jurisdiction thereof. Should any litigation be commenced between the parties to this Agreement concerning this Agreement or the rights and duties in relation thereto,the SUWANNEE COUNTY SCHOOL BOARD'S attorneys' fees, costs, expenses,out-of- pocket disbursements incurred in such litigation, irrespective of whether such costs, fees, expenses and disbursements are taxable under the law, shall be determined by the court in such litigation by the court alone on a post-trial motion. In the event that a court shall direct the parties to this Agreement to mediation with respect to any issue, the other contracting entity or person shall pay the fees, costs and expenses of the mediator. 14. ENTIRE AGREEMENT; MODIFICATION This Agreement contains the entire understanding of the parties with respect to the subject matter hereof and supersedes all prior agreements, oral or written, and all other communications between the parties relating to such subj ect matter. This Agreement may not be amended or modified except by mutual written agreement. 6 SCSB 2023-113 (NEW) 15. GOVERNING LAW This Agreement shall be construed in accordance with the laws of the State of Florida.Nothing in this Agreement shall be interpreted or construed to mean that the Board waives its common law sovereign immunity or the limits on liability set forth in Florida Statutes. 16. COUNTERPARTS This Agreement may be executed in one or more counterparts, all of which together shall constitute only one Agreement. 17. NOTICES All notices hereunder by either party to the other shall be in writing, delivered personally, by certified or registered mail, return receipt requested, or by Federal Express or Express Mail, and shall be deemed to have been duly given when delivered personally or when deposited in the United States mail,postage prepaid, addressed as follows: If to SCSB: Ted L. Roush, Superintendent Suwannee County School Board 1740 Ohio Avenue, South Live Oak, FL 32064 Copy to: Mr. Leonard J. Dietzen, ill Rumberger, Kirk & Caldwell Attorney for Suwannee County School Board P. O. Box 10507 Tallahassee, FL 32302-2507 Contractor: InStream,LLC 1925-A NW Second Street Gainesville, FL 32609 18. WAIVER A waiver by either party of a breach or failure to perform hereunder shall not constitute a waiver of any subsequent breach or failure. 19. CAPTIONS The captions contained herein are used solely for convenience and shall not be deemed to define or limit the provisions of this Agreement. 7 S,CSB 2023-113 (NEW1 20. ASSIGNMENT; BINDING EFFECT. Conti-actor shall not assign or transfer, in whole or in part, this Agreement or any of Contractor's rights, duties or obligations under this Agreement without the prior written consent of SCSB, and any assigninent or transfer by Contractor without such consent shall be null and void. This Agreement shall inure to the benefit of and be binding upon the parties hereto and then- respective heirs, representatives, Successors and permitted assigns, 21. RELEASE OF STUDENT RECORDS By signature, Contractor assures that the released Student data will be handled with confidentiality as required by Florida Statute 1002.22. 22. PUBLIC RECORDS For all contractors as set -forth in Section 119,0701, Florida Statutes see EXHIBIT C which is incorporated by reference herein. 23. FORCE MAJEURE Except for payment Of Alins due, neither party shall be liable to the other nor deemed in default under this Agreement if and to the extent that such party's perforrilance under this Agreement is rendered impossible, impractical, or prevented by reason of force majeure. For purposes of this Agreement, the teen "force majeUre" means all occurrence that is beyond the control of the party affected and Occurs without fault or negligence oil behalf of either party. Without limiting the foregoing, force niajeLire includes acts of God, acts of the public enemy, war, riots, strikes, labor disputes, civil disorders, fires, floods, hurricanes, epidemics, pandemics, government regulations, and the issuance or extension of existing government orders of the United States, the State of Florida, or local county and Municipal governing bodies, which prevents performance of the contract for all or part of the 2020-2021 academic year. 24. E-Verify, Effective July 1, 2020 A. Pursuant to Fla. Stat. § 448.095, Contractor shall use the U.S. Department of Homeland Security's E-Verify system, https://e-v usci .gg /cmp, to verify the employment eligibility of all employees hired on or after January 1, 2021 during the ten-1-1 of this Agreement. B. Subcontractors (i) Contractor shall also require all Subcontractors performing work under this Agreement to use the E-Verify system for any employees they may hire during the term of tills Agreement. (ii) Subcontractors shall provide Contractor with an affidavit stating the subcontractor does not employ, contract with, or Subcontract with an unauthorized alien, as defined by Fla. Stat. § 448.095. 8 SCSB 2023-113 (NEW) (iii)Contractor shall provide a copy of such affidavit to the School Board upon receipt and shall maintain a copy for the duration of the Agreement. C. Contractor must provide evidence of compliance with Fla. Stat. § 448.095 by January 1, 2021. Evidence may consist of, but is not limited to, providing notice of Contractor's E- Verify number. D. Failure to comply with this provision is a material breach of the Agreement, and School Board may choose to terminate the Agreement at its sole discretion. Contractor may be liable for all costs associated with School Board securing the same services, inclusive,but not limited to, higher costs for the same services and rebidding costs (if necessary). 25. NO DISSEMINATION OF CONFIDENTIAL DATA No confidential data collected, maintained, or used during performance of the Agreement shall be disseminated except as authorized by law and with the written consent of the School Board, either during the period of the Agreement or thereafter. 9 SCSB 2023-113 (NEW) IN WITNESS WHEREOF, the parties hereto have set their hands and seals to this Agreement on this day of_ Y­ SUWANNEE COUNTY SCHOOL BOARD 11 299 eJio-i ;Yay �rChajrperso Date �AAY (Is -9 ?G23 T t­ 0' us Sups Ted h rintet dent of'Schools Date "Approve rm and Sufficiency BY .e e"A a r . Dietzen, III Rurriberger, Ki k & Caldwell, P.A. �e Suwannee Sph of Board Attorney" CONTRACTOg X W ignatur6-­-­­____ nature of Pei-son or Authorized Representative It c Type or Print Nam f Witness Type or Print Name of Contractor Date 0 N\61 Date 10 SCSB 2023-113 (NEVO- EXHIBIT A SERVICES PROVIDED: Document Indexing - Scanning pages to 300dpi - Mastering images to disk for Import to ECM Solution Document Preparation - Data Entry - Conversion of 16mm microfilm to electronic images - Conversion of 16mm microfiche to electronic images - Conversion of 35mm microfilm to electronic images Upload of Electronic Converted Records to ECM Solution - Technical Support and Training—Onsite& Remote - Document Management Consulting—Onsite &Remote - Pull Requests - During and After Hours Pick Up, Delivery and Handling - Confidential Destruction of Paper Documents CONTRACTOR FEDERAL IDENTIFICATION NUMBER: 80-0124375 INDIVIDUAL SOCIAL SECURITY NUMBER: .IRS Form W 9 must he attached. FUNDING SOURCE FOR PAYMENT TO CONTRACTOR: District Wide, Other Purchased Services 11 SCSB 2023-113 (NEW) EXHIBIT B FEE SCHEDULE SIJWANNEE GL7UNTY SCHOOL 0151HICT Did Prfce Sheol Old Title t)ocurnont Imaging Crinvercion Gorvfose FBI. r-W and d Ifem r Dericapiki,t I)nll P4lm3 Unit of.Measum Quanilly Price. 1 Dockomant I ndoxing(8 ffeldri prrr docwmrant maxlxnlrrn) $1.400 per downsent 1 $1A00 p Sunni atn0 fpoges to 30r7dpi TIFF$,Garuutp I(f D#Ila forfnal(11%17 $0,073 ppor Imme 1 $0,[r7 s. 9 ftarining pages,larger than IV x 17'.8100dpal l'lF(:Wtonni Me per Image 1 $0.600 4 Scanning pAgus Larger than i 1"X 17'.1004pl TIFF grayWafe 1.97 per romoe, 1 $1,1i70 a Svenning.psages larger then i v x i r..3U0ripr'r iFF PA-bit copaat $4.100 peer knage 1 $4,100 6 Masta ft.bnrlgea to disk V Import to EGM Sdutiari1 $0.0 t8 pot image 1 $0:010 7 Docu nont Preparaalpon $21 uou pot huvr 1 $26.0.00 6 Data Entry(it vot coverod i)y lions t) 40.001 per kaystrokrr 1 $0.001 0 Crravvrsitarr apt 1 itnlrr,111k.'rla0lmto olrrafrenlc 11majon $tp.00 per image 1 $fl 066 10 CJOcavomipxa 01113mm rmcrvllRhe to WKtronlo 1m;iyar, (j30J% pox irna0la 1 VL a$ t l Gc nvortilan of 35earn r r[oroillm to WON mWe Ialtagau $0 aW par image 1 $().380 12 Upload of Efeciranlo converted liomrrla Into Ec'm Wullon $25.000 pot upload 1 $26400 13 T"hnioal Supppon f Tralaaing-Qnslto $18D.000 per hour' 1 W0.000 14 Toclinjoal SUppml$11aitarv-Rainofe $8.5=0 pot"or 1 $86.000 15 Document maniveinent Consulting-Cklaite ;&i0 Q00 pot hour I $180.tV0 I Docuffmt.marlagumqat Gerrsulting•1:amoto $60.000 per how 1 $85.ttu0 17 Pull Requests-M- dtt n-$purr $II RSO pier requaaw 4 `tBL260 IS Pull Requeu -Allur Ouzilness Hours and Wvr,kends 015.0Iio per requosl 1 $25,000 19 PiQkup.drrlilmfy,and harufltng $141).000 per Oil) 1 $140,000 ?p onlid-nnu at aerrtuation of Pratpaar C eaurnewit .0cD per box 1 $0,000 080 Torras of Payraont will bar Wall 45 Marys Pnymant Vlocount and Terms, 0%It paid to 45 dtaya In Ilia event an€prrdr In calculations to lound,the unlit prtae hill will las used to datar€ttina the wrnaotextandtad price. Vendor Auknowledgetneol and Approval I vartlly that this Wd Is made without prior widerelan€ting,agraement ar•rapnaaeeilon vrllh any umpprallon,firm,at p€toon,s ubnalhiag a 17ld for titan same rnelaulal;s,su ppilea or ealulpment,and to all Fesppecis:Fair and vpiilraruta otiiasian or fral,tl. The iollwAng In(ormallon,irmluding an Whorim,d roprosantalive slgnalurxs and wil,06s,N v4quit0d W 60 aubulltlsrl vrtlh York Wopesal hi orates to be rxonaidenscl for ovatualiun and: taW ardi Tile person slgninji,6edaw eaknavrledges alA aufnes urllh all proposed Infurmatlura as mubmilled and hss thr,authorlaqj�on of the snfd atxeapnny tfr antes irrtn s E apulpp;r iurr ug[crerrrant with lriti 9uwaartaarae Grrunlgfiachafi f�tstrk t ftx 1i .apitEfpSmcr,as ppropo wo ands da?rs€;rzed hura[rx, ftaes print balrtw uninsa vAaato a.signature is rsapuirod. Fusin Narns nS roam.LLC - _... ... �� phone n- 38�:37}GU38 Aul.hr'adztedFirapr ental€wr�° 5g9r2�Upaa _�rJ Date ?t h�![If 3 Authorized Aoplrosontatla a N arooftille Je V tf inaprs f�rpapalapnsrrnt Exeoudvo 0 a-... Data 21- sr i �t�iita5a�a�9r I1r4tal.Ep' ttrliitless NBrnr Pi'llias or Calf ..s.npss lr ala went Execuke. Varidar Is to complete,sign and suf mlf to papaw sappy of lho fill Prico tit at along vAtIi All oloctrark(Itl U080tl rxoel)Did Frico Shoat copy at of boom tho time of Bid t pedrag. Elaegronic( CFL)Bid P lGe Shoola must bo-sa bmIlled 00 a 66.4, FAILURE TO SI)E MIT SIGNED Bib PRIGIE SHEET A EL EGTHONIG COPY MAY RESULT IN YOUR SID StlRMITTAL Norr tii=1No A0QVPTED. 12 SCSB 2023-113 (NEW) EXH I BIT C Public Records Law Requirements under Chapter 119.0701, Florida Statutes IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, HE OR SHE MUST CONTACT THE DisTRICT,s CUSTODIAN OF PUBLIC RECORDS, LORIE NORRIS, RISK MANAGER, AT 386-647-4608, L,ORIE.NOgli!aLti,),SU'WANr�.L?E,.[,CIZ.FL.US, OR 1740 OHIO AVENUE SOUTH, LIVE OAK, FL 32064. If you are a contractor as defined by Section 119.0701(1)(a), Florida Statutes, YOU must C0111ply With Florida's public records law. YOU Must keep and maintain public records require([ by the School District to perform the contracted services. Upon request from the School District's Custodian Of public records, YOU Must provide the District with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119 or otherwise provided by law. YOU Must ensure that public records which are exempt or confidential anct exeny)t from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract, if the contractor does not transfer the records to the District. Upon completion of the contract, you must transfer, at no cost, to the District all public records in possession of the contractor or continue to keep and maintain public records required by the District to perform the contracted services, See Section I I 9.0701(2)(b)4, Florida Statutes, for additional record keeping requirements. REQUEST FOR RECORDS RELATING TO DISTRICT'S CONTRACT FOR SERVICES A request to inspect or copy public records relating to a District's contract for services must be made P I directly to the District's records custodian. If the District does not possess the requested records, the District shall immediately notify the contractor of the request, and the contractor Must provide the records to the District or allow the records to be inspected or copied within a reasonable time. If contractor does not timely comply with the District's request for records, the District shall be able to sue for breach of contract and the prevailing party shall be entitled to attorney's fees. A contractor who fails to provide the requested public records to the District within a reasonable time may be Subject to penalties under Section 119.10, Florida Statutes, 13