Physical Facilities and Safety/Security Procedures (Print Version)

Prequalification of Contractors for Educational Facilities Construction (Procedure 6.0055)

 

Based on board policy number and Florida Statute: Effective Date:
1013.46 Florida Statutes; SCC policy 6.055 FAC Sec. 4.1, State Requirements for Educational Facilities 10/04



Procedure:
  1. Seminole State College shall prequalify construction contractors for a one-year period or for a specific project. The procedures for prequalifying construction contractors shall not be construed to restrict competition, prevent the submission of a bid, or prohibit the consideration of a bid submitted by a prequalified contractor. The use of these procedures shall not supersede any small business, woman-owned or minority-owned business-enterprise assistance program adopted by Seminole State College.
  2. Criteria -

    1. Contractors shall be prequalified by Seminole State College on the basis of the following criteria, and other criteria as determined to be appropriate by SCC:

      1. Proof that the contractor holds a contractor's license which authorizes the contractor to supervise the work within the scope of the construction project.
      2. Evidence that the contractor has financial resources to start up and follow through on projects and to respond to damages in case of default as shown by written verification of bonding capacity equal to or exceeding the amount of any project for which the contractor seeks prequalification. The written verification must be submitted by a licensed surety company rated excellent (A-or better) in the current A.M. Best Guide and qualified to do business within Florida. In the absence of such written verification, Seminole State College may require the applicant to submit any audited financial information necessary to evaluate an applicant's financial ability to perform the project and to respond to damages in the event of default.
      3. Evidence of experience with construction techniques, trade standards, quality workmanship, project scheduling, cost control, management of projects, and building codes for similar or less cost or scope projects as shown by the successful completion within the past five (5) years of at least two (2) other projects of similar size.
      4. Evidence of satisfactory resolution of claims filed by or against the contractor asserted on projects of the same or similar size within the five (5) years preceding the submission of the application. Any claim against a contractor shall be deemed to have been satisfactorily resolved if final judgment is rendered in favor of the contractor or any final judgment rendered against the contractor is satisfied within ninety (90) days of the date the judgment becomes final.
      5. Type of work for which the contractor is licensed.
    2. These criteria shall be interpreted to allow the prequalification of any responsible contractor who meets the uniform criteria established in the State Requirements for Educational Facilities, whether resident or non-resident within the geographic area served by the board.
  3. Prequalification Application

    1. Each contractor, firm or person requesting prequalification shall be required to submit separate applications that include, at a minimum, the following:

      1. Detailed information on Seminole State College-prescribed forms setting forth the applicant's competence, past performance, experience, financial resources, and capability, including a Public Entity Crime statement, and references.
      2. Audited financial information current within the past twelve (12) months, such as a balance sheet and statement of operations, and bonding capacity. The requirement for financial information may be satisfied by the contractor providing written verification of the contractor's bonding capacity.
      3. General information about the contractor company, its principals, and its history including state and date of incorporation.
      4. Contractor trade categories and information regarding the state and local licenses and license numbers held by the applicant.
      5. A list of projects completed within the past five (5) years, including dates, client, approximate dollar value, and size.
      6. Certificates of insurance confirming current worker's compensation, public liability and property damage insurance as required by law.
      7. A list of all pending litigation and all litigation within the past five (5) years, including an explanation of each. Litigation initiated by the contractor to protect the contractor's legal rights shall not be used as a basis for rejecting prequalification.
      8. The completed application and financial information shall be attested to and signed by an authorized officer of the company, the owner, or sole proprietor, as appropriate, and the signature shall be notarized.
      9. Applications that contain inaccurate information may be rejected and removed from further consideration.
    2. Contractor Prequalification Review Committee - A Contractor Prequalification Review committee shall review and evaluate applications and make recommendations to prequalify contractors for type of project, dollar volume, and limits allowed within the scope of the prequalification.
  4. Issuance of Certificate - In its sole discretion, the Seminole State College District Board of Trustees may approve the issuance of a Certificate of Qualification valid for one (1) year or for a specific project. The Board shall receive and either approve or reject applications for prequalification within sixty (60) days after receipt by the Board's administrator.
  5. Delinquency - The decision to declare a contractor delinquent may only be made by the president and must be ratified by the board at its next regular meeting following such decision by the president. Should a contractor be determined to be delinquent, after notice and an opportunity for a fair hearing, Seminole State College shall notify the contractor and its surety, in writing, that the contractor is disqualified from bidding work with Seminole State College as long as the delinquent status exists. A delinquent condition may be determined to be in effect when one (1) or more of the following conditions occur without justifiable cause:

    1. A substantial or repeated failure to comply with contract documents after written notice of such non-compliance.
    2. A substantial or repeated failure to provide supervision and coordination of subcontractor's work after written notice of such failure.
    3. Substantial deviation from project time schedules after written notice of non-compliance.
    4. Substantial or repeated failure to pay subcontractors after Seminole State College has paid the contractor for the work performed by the subcontractors and in accordance with approved requisitions for payment.
    5. Substantial or repeated failure to provide the quality of workmanship compatible with the trades standards for the community after written notice of such failure.
    6. Substantial or repeated failure to comply with the warranty requirements of previous contracts after written notice of such failure.
    7. Failure to maintain the required insurance coverage after written notice of such failure.
  6. Suspension or Revocation - Seminole State College may, for good cause, suspend a contractor for a specified period of time or revoke the prequalification certificate. Causes for suspension or revocation shall include, but not be limited to, one or more of the following:

    1. Inaccurate or misleading statements included in the application.
    2. Declared in default by Seminole State College, including for causes due to contractor's noncompliance with Seminole State College's small business, woman-owned or minority-owned business-enterprise assistance program.
    3. Adjudged to be bankrupt.
    4. Performance, in connection with contract work, becomes unsatisfactory to Seminole State College based on Seminole State College asserting and recovering liquidated damages in an action against the contractor.
    5. Payment record, in connection with the contract work, becomes unsatisfactory to Seminole State College based on the contractor's failure to comply with the Construction Prompt Pay Act (Section 715.12, F.S.).
    6. Becomes delinquent on a construction project.
    7. Contractor's license becomes suspended or is revoked.
    8. No longer meets Seminole State College's prequalification criteria.
  7. Appeal -A contractor whose application has been rejected or whose certificate has been suspended or revoked by Seminole State College shall be given the benefit of reconsideration and appeal as follows:

    1. The aggrieved contractor may, within ten (10) days after receiving notification of such action, request reconsideration in writing. The contractor may submit additional information at the time of the appeal.
    2. Seminole State College shall act upon a contractor's request within thirty (30) calendar days after the filing and shall notify the contractor of its action to adhere to, modify, or reverse its original action. Seminole State College may require additional information to justify the reconsideration.



Recommended by Executive Staff Date 10/04
Approved: President, E.Ann McGee Date 12/15/04

Facilities Use by Outside Entities (Procedure 6.0100)

Based on Board Policy and Florida Statutes: F.S. 1001.64; 1004.65; College Policy 6.010
Effective Date: 08/01/1999; 03/2014
Date of Review: 05/09; 08/11; 02/2014

Purpose:

To establish procedures for the scheduling and use of College facilities by outside entities.

Procedure:

  1. General Conditions
    1. Facilities are designed and reserved for supporting the mission of the College. Use of facilities for classes shall have priority over all other uses.
    2. Use of College facilities by outside entities:
      1. must be pursuant to law, College policy, and the terms of an approved facility use agreement;
      2. must be consistent with the mission of the College;
      3. will be scheduled according to the College’s scheduling priorities and guidelines;
      4. must be approved in advance by the Executive Director of the Foundation for Seminole State College or designee when facility use is intended for fund-raising of any kind. The site designee managing the facility use agreement will submit a written/email request to the Executive Director of the Foundation and ensure approval is received before use of College facilities for fund-raising by outside entities is approved.
  2. Definitions
    1. Facilities – All College-owned buildings, grounds, property, physical structures, equipment, and other assets.
    2. Outside Entity/User – Any person, group, organization, board, club, council, association, partnership, business, corporation, etc. not wholly operated within the College, or any employee group engaged in activity outside the scope of conducting College business or official position responsibility.
    3. Classroom - An instructional space normally used for academic programs.
    4. Event/Activity – Any use of facilities or services.
    5. College-Sponsored Event/Activity – An event/activity, exclusively serving the mission of the College, organized and conducted by the College with the support of other individuals, groups, agencies and/or organizations to varying degrees.
    6. College Co-Sponsored Event/Activity - An event/activity organized and conducted by an individual, group, agency and/or organization with College support, such as:
      1. A non-student event/activity which has been determined to be of direct benefit to the College, and in which a faculty or staff member is a primary contact for the event and that has been approved by the President, Executive Vice President, or vice president of the sponsoring department.
      2. Open recreational time for faculty/staff, students and/or the general public when approved by the President, Executive Vice President, or appropriate vice president and directly supervised by a faculty/staff member.
    7. Non-College Event/Activity – Events/activities held by outside organizations on College facilities that are not sponsored or co-sponsored by the College. 
    8. Normal working hours – The normal operating hours the specific facility’s administrative offices remain open.
    9. Site Designee(s) - College employee who is authorized to approve use of College facilities at a designated site when the standard facility use agreement form, rates per College procedure, and all other routine conditions, such as insurance thresholds, are met. Otherwise, the President or designee must approve facility use.
    10. Non-Profit Entity – Organization approved under section 501(c)(3) and 501(c)(4) of the Internal Revenue Code. Non-Profit Entities are commonly referred to as charitable organizations and social welfare organizations.
  3. Fees
    1. The College establishes fees for facility use as per the Facility Use Fee Schedule. The President or designee is authorized to waive or reduce fees as appropriate. In the event a fee waiver or modification is granted, a statement of justification will be filed with the approved application.
      1. Facility use fees do not apply to College and College-Sponsored events/activities.
      2. Facility use fees may apply to College Co-Sponsored events/activities.
      3. Facility use fees do apply to non-College events/activities.
    2. Generally, fees will not be waived for outside entities charging any fee for participation for the event or activity.
    3. Organizations will be charged for facility use in accordance with the fee schedule, as approved by the College, and provided on the College’s Auxiliary Services Outside Organizations Facilities Request web page. The fee schedule is subject to change.
    4. Any fees not listed in the fee schedule must be approved by the President or designee.
    5. A security and/or damage deposit may be required, as part of the application process.
    6. Fees are due at the time the requester signs the facility use agreement, unless the agreement specifies otherwise.
    7. Any User wishing to cancel an approved facility use agreement must notify the College in writing as specified in the agreement and any refunds will be subject to the terms of the agreement. The College has the right to retain any and all deposits in the event of non-compliance.
    8. Non-profit organizations, using College facilities, may be required to provide documentation of their current 501(c)3 or 501(c)4 status.
    9. Sales and use tax will be charged unless a valid State of Florida exemption certificate is provided to the College prior to invoicing.
    10. The College reserves the right to charge for costs incurred for equipment and services, such as security, room setup/breakdown, site supervision, media services, and custodial.
  4. Scheduling Information
    1. Requests shall be acted upon in the order in which each request is received by the appropriate College office.
    2. Requests for classroom space, for anything other than College classes, are generally not approved prior to the last day of drop/add for the term in which the classroom is being requested.
  5. Delegation of Authority
    1. The President or designee may authorize site designees to authorize use of College facilities for designated sites when the standard facility use agreement form, rates per College procedure, and all other routine conditions, such as insurance thresholds, are met. Otherwise, the President or designee must approve facility use.
  6. Insurance
    1. Liability and other insurance coverage may be waived at the discretion of the President or designee.
  7. Process
    1. Operational guidelines, fee schedules, and forms, etc. are available on the College’s Auxiliary Services Outside Organizations Facilities Request Web page.

Recommended by Executive Team Date 03/2014
Approved: President, E. Ann McGee Date 03/2014

Operational guidelines, fee schedules, and forms, etc. are available on the College’s Auxiliary Services Outside Organizations Facilities Request web page.

Traffic and Parking Regulations/Enforcement Procedure (Procedure 6.0400)

Based on Board Policy and Florida Statute:Effective Date:
College Policy 6.040; F. S. 1001.64; 715.07; 6A-14.0262 8/2011

Purpose:

To establish traffic and parking regulations for vehicles that are operated or parked on Seminole State College campuses and centers. Students, faculty, staff and visitors who drive vehicles on campus will be responsible for the proper registration, use and operation of their vehicles in accordance with the traffic and parking regulations set forth by the College.

The College reserves the right to regulate the use of vehicles on its campuses and to take appropriate actions against those who do not comply with the college’s regulations. The College is authorized and reserves the right to regulate the use of any of its parking lots for the exclusive use by designated groups or individuals.

In addition to the rules and regulations established by the College, all traffic laws of the State of Florida are in effect at all times on the campus.

Definition:

The term “motor vehicle” as used herein includes any automobile, truck, bus, motorcycle, motor scooter, moped, or any other motor-propelled vehicle.

The term “visitor” is intended for individuals conducting business with the College, including those seeking enrollment information or individuals who are invited guests of college members. It is not intended for faculty, staff, or currently enrolled students.

Procedure:

For the safety of students, staff, faculty, and visitors to the campus, the following traffic and parking regulations are enforced by the Campus Safety and Security Department:

  1. Parking Enforcement

    1. The provisions within these regulations shall be applicable to all persons who operate or park motor vehicles on Seminole State College campuses at all times.
    2. The responsibility for locating legal parking rests with the operator of the vehicle. The lack of convenient parking is not a valid excuse for violating traffic and parking regulations.
    3. All students, faculty, and staff who park in College parking lots must display a current and valid Seminole State parking permit. Students may obtain a parking permit from any campus Business Office. Faculty and staff may obtain a parking hangtag from any campus Safety and Security office.
      • White lined parking areas – Student Parking.
      • Orange lined parking areas – Faculty/Staff Parking; no students at any time.
      • Green lined parking areas – Visitor’s only (do not need a parking permit).
      • Blue lined parking areas – Americans with Disabilities Act (ADA) accessible parking only.
      • Red lined areas – Designated Fire Lanes and Emergency Vehicle parking.
    4. All student-parking permits must be permanently affixed to the driver’s side rear bumper or rear windshield with the decal number clearly visible. Students with parking hangtags must display the hangtag from the rear view mirror with the permit number facing the windshield. Faculty/staff must display the parking hangtag from the rear view mirror with the permit number facing the windshield.
    5. While driving on campus, the operator of any motor vehicle is expected to obey all traffic laws. Drivers must observe all traffic signs, stop signs, yield signs, traffic safety personnel, and traffic control devices. Motorists must yield the right-of-way to pedestrians.
    6. All drivers must cooperate with and follow the instructions of personnel designated by the college to assist with traffic control.
    7. The speed limit on the Seminole State College campus is 25 M.P.H., unless otherwiseposted.
    8. Illegally parked motor vehicles may be warned, ticketed, and/or towed at the owner’s expense.
    9. The College assumes no responsibility for any damage to motor vehicles, its contents or for any loss while a motor vehicle is driven or parked on Seminole State College property.
    10. Only authorized motor vehicles may park in reserved parking spaces. All others will be towed at the owner’s expense. The College is not responsible for any loss to a towed motor vehicle or its contents.
    11. Overnight parking is prohibited except for college sanctioned and authorized educational or athletic activities. If your vehicle is disabled you must notify Campus Safety and Security. Overnight parking is typically between the hours of 12:00 a.m. to 6:00 a.m.
    12. The Safety and Security Department should be immediately notified of all disabled motor vehicles. The owner of a disabled motor vehicle will be given forty-eight (48) hours to remove the vehicle from campus. Disabled motor vehicles remaining on campus beyond forty-eight (48) hours are considered abandoned.
    13. Abandoned vehicles will be towed. Towing and storage charges will be at the owner’s expense. The college assumes no responsibility for any damage to an abandoned motor vehicle or its contents.
    14. Parking in fire lanes, driveways, sidewalks, loading zones, on curbs or grass areas (except those areas designated by the college as temporary parking) is not permitted and may result in the vehicle being towed at the owner’s expense.
    15. Vehicles shall not be parked or stopped in a manner that blocks other vehicles or impedes the flow of traffic.
    16. ADA accessible parking is controlled by Florida law (FSS 316.1955, 316.1957 and 316.195). A valid disable parking permit (FSS 316.1958 or 320.0848) or license plate issued under FSS 320.884, 320.0842, 320.0843 or 320.0845 is required to park in designated accessible parking spaces.Violators are subject to a state-assessed fine of $250 written by law enforcement officers. Note: the Safety and Security Department does not issue handicap parking permits and is not authorized to give anyone permission to park in a handicap space.
  2. Violations and Fines

    1. All fines shall be paid in person at the Business/Cashier’s Office at each campus. Parking citations must be paid within 10 business days after posting.
    2. All fines are $10 for each offense unless otherwise specified:

      Fine
      Violation
      • $10
        No decal/improper display of decal or permit
      • $10
        Parked over lines
      • $10
        No parking zone
      • $10
        Posted areas (No Parking, Visitor, College Vehicle Only)
      • $10
        Driveways
      • $10
        Double parked
      • $10
        Service entrance/loading zones
      • $10
        Students parked in Faculty/Staff parking lots
      • $10
        Exceeding time limit in 15 minute loading/unloading zone
      • $10
        Failure to comply with instructions and directions given by a securityOfficer in the performance of traffic control and parking duties
      • $10
        Within 10 feet of a fire hydrant or in a fire lane
      • $10
        In a designated tow-away zone
      • $10
        Parked in a reserved parking space
      • $10
        Driving around or removing a barricade
      • $10
        Parked in the Visitor’s parking lot
      • $10
        Providing false parking or vehicle registration information
      • $10
        Obstructing driveways, sidewalks, roadways, or other vehicles
      • $10*
        Parked in ADA accessible parking space
      *May also be subject to a state-assessed fine of $250 written by law enforcement officers.
    3. Three or more unpaid parking citations will subject the vehicle to being towed at the owner’s expense.
    4. Unpaid fines will result in an immediate hold on student records, diplomas, transcripts, certificates, and future registrations.
    5. Employees with unpaid parking citations will be subject to disciplinary action in accordance with Procedure 2.1900/Employee Discipline.
  3. Appeals Process

    If you receive a parking citation that you feel is unjust, you may initiate an appeal by completing the appeal form located on the Safety and Security’s website.
    1. You have ten (10) business days after receipt of the citation to file an appeal. No appeal will be accepted after ten (10) business days.
    2. The completed appeals form must be submitted to the Safety and Security Department, along with any supporting statements or documents the petitioner wishes to be considered.
    3. The completed form will be reviewed by the Director of Safety and Security or designee for completeness and the parking history, if any, will be attached to the form. If the Director of Safety and Security, or designee, agrees with the petitioner that the citation was issued in error, the citation may be voided and the petitioner will be notified by letter.
    4. If the Director of Safety and Security or designee denies the appeal, it will be forwarded to the Parking Citation Appeals Committee for review at their regularly scheduled meeting.
    5. Written notification of the committee’s findings will be provided to the petitioner by mail.
    6. Decisions rendered by the Parking Citation Appeals Committee are final; there is no further appeals process.
    7. Parking rules and regulations are available on the Safety and Security website.
Recommended by Executive Team Date 8/2011
Approved: E. Ann McGee, President Date 8/2011

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