1-A. School Bus Fire Suppression System Inspection Repair and Maintenance Q26049 Sol.pdf

Request for Quote (RFQ) Q26049

School Bus Fire Suppression System Inspection, Repair, and

Replacement RFQ ISSUANCE DATE: October 14, 2025

PURCHASING CONTACT: Debbie Mosher, 770-590-4522, debbie.mosher@cobbk12.org

IMPORTANT DATES

EVENTS DATES

RFQ issued and posted to the CCSD Euna Procurement Portal https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

October 14, 2025

Deadline for written questions submitted through the Euna Procurement Portal

October 17, 2025 at 11:00 AM ET

Responses to questions posted on the CCSD Euna Procurement Portal

October 20, 2025

Deadline for quote responses submitted to the CCSD Euna Procurement Portal

October 23, 2025 at 3:00 PM ET

Location for Service: Cobb County School District Bus Shop Facilities (see page 10).

The Cobb County School District (CCSD) Procurement Services Department General Terms and Conditions are hereby acknowledged, understood, and agreed to by the parties and are hereby fully incorporated into the solicitation document and the resulting contract. Refer to the CCSD Procurement Services website for the complete General Terms and Conditions. Go to www.cobbk12.org. From this screen, select “Menu”, select “Departments”, choose “Procurement Services” under Purchasing Resources, and find the link to “General Terms and Conditions” located in the center of the page.

mailto:debbie.mosher@cobbk12.org https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

RFQ Q26049, School Bus Fire Suppression System Inspection, Repair, and Replacement

COBB COUNTY SCHOOL DISTRICT

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

The Special Terms and Conditions are customized specifically to this solicitation. Taking exception(s) to these terms and conditions or submitting conflicting language may be cause for rejection of the vendor’s response.

Should these Special Terms and Conditions conflict with the General Terms and Conditions, the Special Terms and Conditions will control.

1.0 PURPOSE

The Cobb County School District (CCSD) is seeking quotes from qualified vendors to provide a full-service contract for inspection, testing, certification, repair, and replacement of school bus fire suppression systems.

1.1 OWNER’S REPRESENTATIVE. Supervision of and monitoring the performance of the contract will be performed by CCSD’s representative, Michael Warner, Associate Director of Fleet Maintenance, or his designee.

2.0 SCOPE OF WORK

2.1 CCSD currently has 162 buses equipped with Amerex and Kidde fire suppression systems.

This contract will include any future buses purchased that are equipped with fire suppression systems.

2.2 CCSD does not guarantee that the number of buses with fire suppression systems (162) is all-inclusive. Any additional buses found with fire suppression systems are to be inspected and serviced. CCSD Fleet Maintenance Department shall be notified, in writing, of any additions.

2.3 The majority of the inspections should be conducted during the summer months of (June- July) each year. However, some inspections may be required at various times throughout the year. The vendor must coordinate with the authorized representative from the CCSD Fleet Maintenance Department to establish an inspection schedule.

2.4 Any changes to the inspection schedule, including those due to inclement weather, must receive prior approval from an authorized representative of the CCSD Fleet Maintenance Department.

3.0 REQUIREMENTS

3.1 Vendor, or their subcontractors, must have been established as a fire suppression and alarm systems, maintenance, and service business for a minimum of five (5) years.

3.2 Vendor must provide a copy of their inspection license(s) issued by the Office of Georgia Safety Fire Commissioner with their response.

3.3 Vendor must provide services and equipment that comply with the most current State and Federal legislative requirements throughout the entire contract term.

3.4 All inspections, testing, certification, and repairs must comply with applicable state laws, rules, and regulations; local laws, ordinances, codes, and standards; the National Fire Protection Association (NFPA) Fire Prevention Codes and sections; manufacturer recommendations or requirements; and any relevant Occupational Safety and Health Administration (OSHA) regulations, statutes, or codes.

3.5 Vendor should contact Cobb County or City Fire Department Inspections Division for clarification of any questions regarding the technical requirements of Fire Prevention Codes and Sections, or any other requirements.

3.6 Vendor shall maintain all systems in good working order, adhering to the highest standards of workmanship. This includes adjusting components and replacing any unserviceable parts.

3.7 Fire suppression systems must meet the current Georgia School Bus Specifications as published by the GaDOE.

3.8 If the fire suppression system does not comply with applicable Fire Codes and Standards, or the Georgia School Bus Specifications, the authorized CCSD Fleet Maintenance Department representative shall immediately be notified in writing.

3.9 Vendor must provide a written certification report for each system per NFPA to the CCSD Fleet Maintenance Department and the Georgia Department of Education (GaDOE) annually.

3.10 Vendor must designate a single point of contact for all business with CCSD and provide their contact information to the authorized representative of the CCSD Fleet Maintenance Department.

3.11 Any damage done by the vendor or their subcontractors to any part of the site, school bus, or any item owned by CCSD shall be repaired or replaced at no cost to CCSD.

3.12 Following the initial award period, if CCSD or the vendor chooses not to renew the contract, the vendor must provide updated inspection reports for all systems covered prior to the end of the contract.

3.13 If the vendor wishes for CCSD to sign a separate agreement concerning this contract, the agreement MUST be submitted with the quote response for review. CCSD is under no obligation to consider such agreements and will not entertain agreements submitted after an award letter is issued.

4.0 SPECIFICATIONS

4.1 Inspection/Certification

4.1.1 The vendor shall provide a procedure checklist with the vendor response for each manufacturer listed in this solicitation.

4.1.2 Inspection/Certification Report

All inspections shall be thoroughly documented. The inspection/certification report shall be signed (printed and signed legibly) by the authorized CCSD Fleet Maintenance representative or their designee at the location, and by the vendor’s technician. Vendor shall provide the authorized CCSD Fleet Maintenance Department representative with a final report. The report shall indicate any deficiencies found, include a quote for the necessary repairs, and outline the required corrections. If applicable, the report should also reference any specific code violations.

Reports must include:

4.1.2.1 Date of inspection/certification

4.1.2.2 Location of Service

4.1.2.3 Name of the technician performing inspection/certification

4.1.2.4 Description of malfunction reported, if applicable

4.1.2.5 Diagnosis of failure and work performed

4.1.2.6 Date failure was corrected

4.1.2.7 Charges for the service, if applicable

4.2 Service and Repair

4.2.1 The vendor is responsible for performing all inspections and completing any repairs required to correct deficiencies identified in the fire suppression systems.

4.2.2 Vendor personnel who identify a problem with any system that is being inspected while working onsite at a CCSD location must advise the authorized CCSD Fleet Maintenance Department representative immediately. The vendor shall provide the authorized CCSD Fleet Maintenance Department representative with a written estimate of repairs and may only make the necessary repairs once approval is received from the authorized CCSD Fleet Maintenance Representative. When the repair or modification to the fire suppression system is complete, the vendor will send a written notification to the authorized representative of the CCSD Fleet Maintenance Department. All repairs must be completed by the vendor within thirty (30) days of discovery.

4.3 System Replacement

4.3.1 The vendor must notify the authorized CCSD Fleet Maintenance Department representative of any fire suppression system deemed irreparable and requiring replacement.

4.3.2 If replacement is required and the current fire suppression system has been discontinued, the vendor shall submit specifications and a quote for an equivalent replacement system to the authorized CCSD Fleet Maintenance Department representative for approval. The quote must use the awarded parts percent discount or cost plus percent for one of the specified manufacturers (Item #’s 10 and 11).

4.3.2.1 Pricing shall include all parts, labor, shipping/handling/delivery, travel charges, and removal and disposal of the old system.

5.0 GENERAL REQUIREMENTS

5.1 The vendor acknowledges and agrees that any business license, professional license, and registration shall remain current for the duration of any resulting contract, and such documents are a material term to any resulting contract.

5.2 The awarded vendor is required to maintain all licenses, bonds, and permits, give all required notices, and pay all license fees and taxes, etc. related to the work.

5.3 Disposal of all debris must be in a manner required by federal, state, and county regulations/laws. Vendors will not be allowed to use CCSD or General Contractors' dumpsters for disposal purposes.

6.0 COMMUNICATIONS WITH CCSD STAFF

All communications concerning this RFQ must be submitted in writing through the CCSD Euna Procurement Portal. Only written responses distributed by the Procurement Services Department will be binding upon CCSD. The Procurement Services Department, at its discretion, may call upon user departments for clarification in their area of expertise.

7.0 SUBMISSION OF RESPONSES

7.1 Responses must be on the forms furnished within the CCSD Euna Procurement Portal for this RFQ and completed in their entirety. Responses must be submitted through the CCSD Euna Procurement Portal. CCSD is not responsible for the failure of the vendor’s computer hardware, software, or other communications systems or devices.

7.2 All responses submitted become the property of the CCSD and are subject to the applicable open records policies and laws.

7.3 Submit the following documents with your response. All requested information must be included, and all forms completed in their entirety. Any responses that do not include all required information may be considered non-responsive and disqualified.

7.3.1 Vendor Questionnaire

7.3.2 IRS Form W-9

7.3.3 Georgia Security and Immigration Compliance Act Forms

7.3.4 Disclosure of Lobbying Activities Form, if applicable

7.3.5 Acknowledgment and Agreement Form

7.3.6 Vendor inspection licence for fire suppression and alarm systems maintenance and service, and subcontractors, if applicable, per Section 3.2 of the ST&C

7.3.7 Procedure checklist for each manufacturer listed in the solicitation, per Section

4.1.1 of the ST&C

7.3.8 Quote Form

8.0 COST

8.1 Unless specifically consented to in writing by CCSD, prices must remain firm for one (1) year from the award date, or for any renewal period, under the same terms and conditions as the RFQ. CCSD reserves the option to renew or not renew any contract award at its sole discretion.

8.2 Quantities/amounts shown in this RFQ are estimates. Vendors are advised that the actual number purchased/required may vary from those in the RFQ, depending upon the needs of CCSD and the availability of funds.

8.3 Quotes that contain minimum order amounts will not be accepted unless called for in the solicitation document.

8.4 Pricing must be submitted on the Quote Form included within this document as requested, without conditions unless called for within the solicitation document.

8.5 For goods: Quotations must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the solicitation document.

8.6 Prompt payment discounts will be considered for quote evaluation and award.

8.7 CCSD does not pay late payment fees, penalties, interest, attorneys’ fees, liquidated damages, or any other fee that would constitute an illegal gratuity under Georgia law.

8.8 FEE STRUCTURE FOR ADDITIONAL ITEMS

Within this document, CCSD has attempted to anticipate and identify all items that may be needed under this contract throughout the length of the award period. In the event CCSD has failed to include an item(s), responding vendors are asked to provide a fee structure for additional, related items that may be purchased during the award period. Vendors are to identify the pricing source and the associated fee structure in the space provided on the Quote Form. Some example responses are X% discount below MSRP; X% discount below published catalog pricing; Cost plus X% markup. Upon request, the awarded vendor must be able to provide documentation verifying appropriate discounts are granted throughout the contract. CCSD reserves the right to conduct periodic random audits of fair market value, etc. to ensure the price granted is reasonable and accurate.

8.9 HOURLY RATE FOR ADDITIONAL SERVICES

Within this document, CCSD has attempted to anticipate and identify all services that may be needed under this contract throughout the length of the award period. In the event CCSD has failed to anticipate all service needs, responding vendors are asked to provide a fee structure for additional, related services that may be needed during the award period. Vendors are to provide an hourly rate in the space provided on the Quote Form. If awarded the contract, this fee would then apply to service needs that may be identified at a later date. If there are different rates, please provide any/all rate information.

9.0 INSURANCE REQUIREMENTS

Within five (5) business days of notification of the pending award, the vendor must provide proof of insurance with a minimum of the limits indicated below. Statutory Workers’ Compensation must also be provided. The vendor must email the Certificate of Insurance to the CCSD Procurement Service.

9.1 Commercial General Liability with limits of at least $1 million. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

9.2 Commercial Auto Liability with limits of at least $1 million

9.3 Umbrella Coverage in excess of GL and Auto of at least $2 million

9.4 Statutory Workers' Compensation

9.5 Employer's Liability of at least $100,000

9.6 Vendor’s insurance carrier must have a financial size category of at least V

Cobb County School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the state of Georgia. The carriers must have an AM Best rating of A- or higher.

Please Note:

• Signing of the Acknowledgement and Agreement signifies that the vendor complies with insurance requirements as specified.

• Proof of Insurance is not required with the submission of the quote but must be available upon request (including during the evaluation process). CCSD will require proof of insurance before issuance of the Award Letter/Contract.

• Vendor may choose to include proof of insurance with the submission of the quote to expedite the evaluation process and issuance of an award to the successful vendor.

• Alternate coverage may be evaluated and accepted prior to award.

10.0 ESCALATION/DE-ESCALATION CLAUSE

All prices offered shall be firm against any increase for one (1) year from the award date. CCSD may entertain a request for escalation during the contract period if the current market conditions and prices at the time of the request have changed significantly. Documentation may be requested by CCSD that provides detailed information about the change in market conditions and prices.

CCSD reserves the right to accept or reject the request for a price increase and, if appropriate, to utilize other resources in evaluating escalation requests. If the price change is approved, the price will remain firm for 365 days from the date of the increase unless otherwise stated in the renewal award letter. This clause also enables CCSD to seek de-escalation based on the same cited index, terms, and other resources.

11.0 AWARDS

11.1 Award will be made to the lowest responsive and responsible vendor meeting specifications and requirements. This is the vendor who submits the lowest price, whose quote meets the specifications, terms, and conditions outlined in the RFQ, and who is capable of delivering the products and/or services specified. Therefore, the lowest responsive and responsible vendor will not always be the vendor who has submitted the lowest monetary quote.

11.2 CCSD reserves the right to accept or reject any part of a submitted quotation, to accept the entire quote from one vendor, to accept portions of the quote from several vendors, or to reject all quotations submitted or waive any minor irregularity. CCSD reserves the right to consider current and past experience with a vendor and to award in the best interest of CCSD. CCSD reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

MARIETTA, GEORGIA

CONFLICT OF INTEREST

ALL PROSPECTIVE VENDORS PLEASE READ CAREFULLY

Please refer to Board Policy BHA, Conflict of Interest, located on the Cobb County School District website at www.cobbk12.org select Menu, then select Board, then select Policies and Rules, then select Section B and choose BHA.

Any conflict of interest or conflict with Board policy and/or administrative rules must be disclosed at the time of quote submission.

BOARD MEMBERS:

David Chastain, Chairman

John Cristadoro, Vice Chairman

Nichelle Davis

Leroy Tre’ Hutchins

Becky Sayler

Randy Scamihorn

Brad Wheeler

EXECUTIVE CABINET:

Chris Ragsdale, Superintendent

Keeli Bowen

John Floresta

Sherri Hill

David Baker

Dr. Jasmine Kullar

Dr. Catherine Mallanda

Marc Smith

MARIETTA, GEORGIA

Bus Shop Facilities

Facility Name Phone Address City, Zip Baker Bus Shop 770.975.6714 2351 Baker Road Acworth, 30101

Mars Hill Bus Shop 770.975.6719 2891 Mars Hill Road Acworth, 30101

Sanders Bus Shop 770.222.6291 3826 Sanders Road Powder Springs, 30127

South Cobb Bus Shop/Transportation 770.429.5860 620 South Cobb Drive Marietta, 30060