Doing Business with the District

Bay District Schools is the public education entity for Bay County, Florida. 

 

The public schools of the District serve approximately 28,000 students in pre-kindergarten through grade 12, plus adult and vocational education.  The District is a mid-size district that ranks number 16 in the State of Florida.  The School Board, Superintendent and most District offices are located in the Nelson Building located at 1311 Balboa Avenue, Panama City, FL, 32401. 

The Procurement, Contracting and Materials Management Department is located at the R.L. Young School Service Center, 1150 West 17th Street, Panama City, FL 32405.  Our office hours are from 7:00 AM to 4:00 PM, Monday through Friday during the school year. Summer hours are 7:00 AM to 5:00 PM, Monday through Thursday.  For appointments, please call (850) 767-4207.  The department fax number is (850) 872-7752.  Information about past and current bids, awards, and contacts can be found on the District Purchasing Page.

We welcome all vendors who desire to do business with the District.  We maintain procedures which foster fair and open competition, inspiring public confidence that all contracts are awarded in the best interest of the District.  Contracts and bids are awarded to vendors who comply with specifications, terms and conditions and who have the capacity to deliver the product or service at the best price.

The District places orders through purchase orders and by the use of Visa procurement cards.  Schools may also purchase using school purchase orders and/or internal accounts funds.

 

Pertinent District Policies

All purchases made from District funds are the responsibility of the Superintendent or the General Manager of Purchasing, Contracting and Materials Management.  Along with these two, only the Chief Financial Officer and Assistant Purchasing Agent are authorized to sign District purchase orders or contracts.  Principals have limited authority to sign for obligations created against school internal accounts.

State of Florida law requires source selection by competitive sealed bids or RFPs and School Board approval for all purchases exceeding $25,000.  District Policies require source selection by informal bids, which may be written or verbal, and Chief Financial Officer approval for all purchases exceeding $12,500 but less than $25,000.  District Policies allow informal methods of source selection and Chief Financial Officer or Purchasing Agent approval for all purchases of less than $12,500.  Exceptions to these source selection processes include purchases in accordance with awards or contracts of the State Department of Management Services, awards or contracts of other public agencies, or approved sole source.

 

Purchase Orders

Requests for purchase orders are initiated at the school or department level and approved by the GM of Purchasing or Purchasing Agent.  No services are to be rendered or product delivered until a purchase order has been issued.  The purchase order will clearly identify what is being ordered and the terms and conditions of the purchase.  The purchase order serves as a contract between the vendor and the District and is forwarded to the vendor by the Purchasing Department.

Vendors should contact the school or department who initiated the request if there is a question about the information stated on the purchase order.  The requestor is identified in the “ship to” field of the purchase order.

 

E-Verify :  

E-Verify: Pursuant to Fla. Stat. § 448.095, Contractor/Vendor shall comply with the following:    

 

  • A. Contractor/Vendor shall use the U.S. Department of Homeland Security's E-Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all employees hired during the term of agreement/contract.  
  • B. Subcontractors  
  • (i) Contractor/Vendor shall also require all subcontractors performing work under agreement/contract to use the E-Verify system for any employees they may hire during the term of agreement/contract.  
  • (ii) Subcontractors shall provide Contractor/Vendor with certification/affidavit stating the subcontractor does not employ, contract with, or subcontract with an unauthorized alien, as defined by Fla. Stat. 448.095.  
  • (iii) Contractor/Vendor shall provide a copy of such certificate/affidavit to the School Board upon receipt and shall maintain a copy for the duration of agreement/contract.  
  • C. Contractor/Vendor must provide evidence of compliance with Fla. Stat 448.095. Evidence may consist of, but is not limited to, providing notice of Contractor/Vendor's E-Verify number or written certification of compliance with said statute.   
  • D. Failure to comply with this provision is a material breach of agreement, and School Board may choose to terminate the Agreement at its sole discretion. Contractor/Vendor 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).       

    Tax Exemption

    Bay District Schools is exempt from all federal excise and state sales taxes (State of Florida Consumer’s Certificate of Exemption # 85-8012621726C-2).  A copy of the certificate can be sent to you upon request.  Our Federal Employer Identification Number is 59-6000511.

    Payments

    Payments are made through the Accounts Payable department at 1311 Balboa Avenue, Panama City, FL 32401.  All invoices are to be sent to Accounts Payable at this address.  Payments are typically made within 14 days of receipt of goods and invoices.  Questions about payments should be directed to Accounts Payable by calling (850) 767-4219. Invoices are paid after services/product are received and accepted.

     

    Construction Bids

    Construction bids are handled through the District Facilities Department located at the Nelson building, 1311 Balboa Avenue, Panama City, FL, 32401.  For information about construction bids contact the Facilities Department by calling (850) 767-5294.

     

    Vendor/Bid Registration

    The process of registering as a vendor/bidder with Bay District Schools is simple.  Registration is handled by the Purchasing Department and is accomplished by completing Vendor Registration Form and IRS W-9 Form . We also require E-Verify certification annually from all vendors. These forms provide the District with the basic information required by the IRS and meets record archival requirements. Email completed Registration form and W9 to Purchase@bay.k12.fl.us. If proposing to perform work on School District Property, a Certificate of Insurance (COI) from your insurance company is also required.

     

    Visiting District Property

    District School Board Policy, Chapter 2, 2.115-2.117 applies:  All sales-persons receive written permission to visit school campuses from the Superintendent.  The Superintendent has delegated this responsibility to the Office of Communication (850)767-5282 located in the Nelson Building, 1311 Balboa Avenue, Panama City, FL, 32401.  Vendors must receive a letter authorizing site visits before scheduling an appointment with School Principals. Vendors may not visit a school without an appointment. 

     

    Working on District Property

    Prior to performing any work or services on District property, all suppliers and contractors must:

    1.       submit evidence of compliance with our Insurance requirements

    2.       submit a completed W9 form

    3.       complete the fingerprinting and background check process required by Florida Statutes and District Policies.  

     

    Insurance Requirements for Vendors

    Vendors shall provide evidence of compliance with District insurance requirements by providing Certificates of Insurance annually. Certificates shall contain a provision for notification to the District 30 days prior to any material change in coverage or cancellation. School Board of Bay County, Florida must be named as additional insured on the General Liability policy. Policies shall remain in force during the period the vendor will provide work or services at a District site.

    Workers Compensation: Workers’ Compensation Insurance shall be maintained as required by the State of Florida, and shall include Employers Liability coverage with minimum limits of bodily injury by accident, $100,000; bodily injury by disease, $500,000 policy limit; bodily injury by disease, $100,000 per employee.

    General Liability: General Liability Insurance shall be maintained against bodily injury, personal injury and property damage in limits of not less than $250,000 per occurrence with a minimum of $1,000,000 aggregate.

    Automobile Liability: Automobile Liability Insurance shall be maintained for all owned, non-owned and hired vehicles used in the scope of employment with Bay District Schools to include;

    Commercial Vehicles: Bodily injury and property damage liability in limits of not less than $1,000,000 combined single limit on one incident and uninsured motorist coverage in limits of not less than $1,000,000 per accident for commercial vehicles.

    Non-Commercial Vehicles: Bodily injury and property damage liability in limits of not less than $500,000 combined single limit on one incident and uninsured motorist coverage in limits of not less than $250,000 per accident for Non-Commercial vehicles

    NOTE:  The coverage and limits stated may vary depending on the type of work or service being performed.  Always check with the Purchasing Department for confirmation of coverage and limits required. 

     

    FINGERPRINTING/BACKGROUND CHECK

     

    The company agrees to comply with all requirements of Section 1012.465, Florida Statutes (also known as the Jessica Lunsford Act), by certifying that employees who will be on the school grounds when students are present, may have direct contact with students or have access to or control school funds have completed the background screening required by the referenced statutes and meet the standards established by the statutes.  This certification will be provided by the Purchasing Department in advance of the vendor providing any services while students are present. 

    The vendor will bear the cost of acquiring the background screening required and any fee imposed by the Florida Dept. of Law Enforcement to maintain the fingerprints provided with respect to vendor and it’s employees.  

    The vendor will follow procedures for obtaining employee background screenings as established by the District’s Human Resources Department.

    Where:   Springfield Safety and Security Center

                   520 School Ave., Panama City, FL 32401

    When:    Monday – Friday, 7:30 – 4:00pm During School Year

                     Monday - Thursday, 6:30 - 4:00pm During Summer Break 

    Contact: Mae McAdam, 850-767-4347

    Cost:      Contact Ms. McAdam regarding cost and breakdown for payment.   

    Bay District Schools Human Resources Department will review all applications and notify the vendor of acceptance or non-acceptance of a proposed employee.

     

Location
1311 Balboa Avenue
Panama City, FL 32401
(850) 767-4100
William V Husfelt III
Superintendent, Bay District Schools
Office of the Superintendent
Holly Buchanan
Employment and Income Verification Equity Coordinator
buchahd@bay.k12.fl.us
850-767-4100
Public Records Request
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