Physical Facilities, Safety/Security

Prequalification of Contractors for Educational Facilities Construction (Procedure 6.0055)

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.

Facilities Use (Procedure 6.0100)

Purpose:

To provide a means by which the use of campus facilities may be scheduled for class and non-class activities and by community organizations without causing the College to compromise its educational programs or to incur expense or liability

Procedure:

1. Use of Facilities for Classes, Non-class Events and Seminole State-sponsored events:
   
   
   1. Use of facilities for classes shall have priority over all other uses. Use of classrooms and other facilities for class purposes shall be determined as part of the schedule building process. Use of class facilities for sections shall be scheduled by designated schedulers in CSRS.
   2. Use of facilities for non-class events includes, but is not limited to, concerts, plays, sports events, films, departmental meetings and other business or administrative events. Requests to schedule a non-class event are made by contacting "Rooms" in GroupWise. When the facility is booked, a confirmation will be sent to the requesting party.
   3. Use of facilities for events sponsored by the College includes, but is not limited to, seminars, demonstrations, lectures and other events presented by or in conjunction with outside organizations which, in the judgment of the sponsoring department, further the core educational mission of Seminole State College. Upon approval of the Vice President over the sponsoring department, use of facilities for Seminole State-sponsored events shall be scheduled in the same manner as for non-class events. Prior to scheduling College sponsored events, the sponsoring department shall consult with the Office of Risk Management to determine any special insurance coverage requirements. 
2. Use of Facilities by Outside Organizations
   
   
   1. The facilities of Seminole State are available for use on a temporary basis only, to public institutions and community organizations. Persons or organizations that may use the facilities of Seminole State College, in order of priority, are: college-related activities, public educational institutions, governmental institutions and not-for-profit private corporations. The facilities of Seminole State College are available for use by for-profit, private corporations upon approval of the Vice President for Administration and Business Services.
   2. All requests from external organizations to use college facilities should be directed to the Office of Risk Management. Requests shall be recorded on a Facilities Reservation form. The requesting party will be informed of applicable fees for use of the facility; any special conditions or equipment required shall be identified and the costs thereof shall be assessed. Facility rates are available in Table 1, attached hereto.
      
      Facilities Reservation forms shall be reviewed by the Office of Finance and Budget for scheduling conflicts and compliance with this procedure. The Vice President for Administration and Business Services or designee will thereafter review the reservation request for approval.
      
      If the Facilities Reservation is approved, the facilities scheduler shall make an entry on the campus master calendar maintained in the Office of Risk Management, reflecting that the requested facility has been reserved for the requested date and time. If the Facilities Reservation is not approved, the party requesting the reservation will be contacted and the reason for the denial will be explained.
      
      All Reservation requests should be received at least four weeks, but not more than three months, in advance.
      
      
   3. Upon approval of a Facilities Reservation, the Office of Finance and Budget shall prepare a Facilities Use Agreement to be sent to the requesting party. The Facilities Use Agreement is to be filled out by the requesting party and returned with payment, if required, made out to Seminole State College. When the Facilities Use Agreement is returned properly completed, the Reservation shall be deemed confirmed, and arrangements for use of the facility, with any special conditions, will be completed with the Physical Plant department . The Risk Management Coordinator shall determine the category of event, as defined by the Risk Management Consortium, and shall arrange for insurance coverage consistent with Consortium guidelines.
   4. Use of Seminole State facilities is subject to the following conditions, limitations and special requirements:
      
      
      1. Authorization to use college facilities is granted for the dates and times specified in the Agreement. Seminole State College of Florida assumes no obligation to provide facilities in the event that a change of either date or time is requested.
      2. The activities of the College have first priority and the College reserves the right to alter the scheduled use of its facilities by notifying the user organization thirty calendar days or more prior to a scheduled activity.
      3. Seminole State College is an equal access/equal opportunity institution and does not tolerate discrimination against an applicant organization on the basis of race, color, religion, sex, handicap or national origin.
      4. When a facility is being used, a college employee shall be on duty and shall be fully in charge of the facility being used.
      5. Groups with minors in attendance shall provide responsible adult supervision.
      6. Display material used or distributed on campus must be approved by the VPABS or designee and must be removed by the User within one working day after the event.
      7. User's equipment left on the campus will incur appropriate storage and moving charges when continued storage interferes with campus activities. At the option of the College, a deposit may be required to encourage prompt removal of User's equipment.
      8. Obtaining any licenses or permits required by law for the activity will be the responsibility of the User and any statement of rules or regulations accompanying each license or permit shall become a part of the Facilities Use Agreement.
      9. Possession or consumption of alcoholic beverages or illegal drugs is not permitted on college property. any person under the influence of intoxicating beverages or drugs shall be denied the opportunity to participate in any way.
      10. Groups or organizations using college facilities shall conform to all federal and state statutes, county ordinances and fire regulations.
      11. Restrictions regarding eating, drinking and smoking must be observed.
      12. No illegal activities (gambling, etc.) are allowed on the College grounds.
   5. Facilities are generally available for use as set out herein between the hours of 8:00 am and 5:00 p.m. Monday through Friday. Special arrangements can be made to have facilities available from 5:00 p.m. until 10:00 p.m. Monday through Friday and on weekends. Facilities are not available on school holidays or break periods. Activities will not be permitted between the hours of 10:00 p.m. until 7:00 am.
   6. Schedule of charges:
      
      Use of Seminole State College facilities is subject to the fees and charges contained in Table 1, attached hereto.
   7. Fines for late return of equipment or for damage to College equipment or property shall be determined by the Vice President for Administrative and Business Services based on the condition of the equipment or property when returned and the estimated cost of replacement or any repairs required to restore the equipment or property to its prior condition .

Traffic and Parking Regulations/Enforcement Procedure (Procedure 6.0400)

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.