1-Type III Certifiable Full Size Passenger Vans (1).pdf

BID SPECIFICATIONS

FOR

TYPE III CERTIFIABLE

FULL SIZE PASSENGER VANS

Bid #082625

Independent School District #535

Purchasing Department

3935 Highway 14 East

Rochester, MN 55904

(507) 328-4410

Due Date: Tuesday, August 26 at 1:00 PM

INVITIATION TO BID

Rochester Public Schools (ISD #535) invites qualified vendors to submit sealed bids for the purchase of three (3) new Type III Certifiable Vehicles. This solicitation details the requirements, specifications, and terms under which bids will be evaluated and awarded. Vendors are expected to submit complete, compliant proposals that meet or exceed the district’s needs.

BACKGROUND AND PURPOSE

Rochester Public Schools is dedicated to providing safe and reliable transportation services for its students. This procurement supports the strategic expansion and modernization of our transportation fleet. The awarded vehicles must be delivered fully compliant with all Minnesota Department of Public Safety (MnDPS) and Minnesota Department of Education (MDE) standards for Type III pupil transportation.

SCOPE OF WORK AND SPECIFICATIONS

This bid covers the supply and delivery of three (3) Type III Certifiable Vehicles in full compliance with the specifications provided. Vendors must adhere strictly to all requirements.

Any exceptions must be clearly documented using the provided Exceptions Form.

INSTRUCTIONS TO BIDDERS

1. Submission Platform

Rochester Public Schools utilizes the Bonfire eProcurement Portal for all competitive solicitations. All bids must be submitted electronically through Bonfire. No other forms of submission (including email, fax, or hard copy) will be accepted.

The Bonfire platform provides confirmation of upload, timestamped submissions, and full transparency throughout the procurement process. It is the vendor’s sole responsibility to ensure that all required documents are fully uploaded, submitted, and finalized prior to the bid closing date and time. Late submissions will not be accepted under any circumstances.

Technical support is available through Bonfire at https://gobonfire.com/support.

2. Bidder Responsibilities

Bidders are expected to:

https://gobonfire.com/support

● Carefully review all solicitation documents and specifications.

● Submit complete and accurate proposals that address all requirements.

● Regularly check Bonfire for updates, addenda, or clarifications.

● Ensure pricing, signatures, and required forms are completed as instructed.

By submitting a bid, the vendor acknowledges that they have read and understood the full contents of the solicitation and accepts responsibility for any omissions due to failure to examine the documents.

3. Alternate/Equal Bids

Bidders are encouraged to propose value-added options or cost-saving alternatives that align with the overall intent of the solicitation. Acceptable alternatives may include, but are not limited to:

● Manufacturer or dealer rebates and incentives

● Volume or fleet purchase discounts

● Extended warranty packages

● Enhanced features or configurations that exceed baseline specifications

All proposed alternatives must be clearly identified as “Alternate/Equal Bid” and submitted as separate line items within the proposal. Each alternate must include a detailed description, itemized pricing, and an explanation of how the alternate meets or exceeds the functional intent of the base specification.

Please note: Submitting alternate bids does not exempt the bidder from full compliance with the core specifications. Any deviations from the stated requirements must be submitted via the Exceptions Form and are subject to approval at the sole discretion of Rochester Public Schools.

4. Exceptions

Any vendor requesting exceptions to the specifications or terms and conditions must complete and submit the Exceptions Form. The Exceptions Form requires vendors to:

● Reference the solicitation number (Bid #082625);

● Identify the specific section(s) or requirement(s) for which the exception is requested;

● Provide a clear explanation of the exception and any proposed alternative;

● Confirm the submission is made by an authorized representative of the company.

Failure to complete and submit the Exceptions Form by the stated deadline will be interpreted as full compliance with all specifications and terms outlined in this solicitation

5. Preparation of Bids

All bid submissions must be prepared in accordance with the instructions provided in this solicitation and submitted electronically through the Bonfire eProcurement Portal.

● Vendors must complete and upload all required forms and documentation as provided in the solicitation package.

● Pricing must be entered clearly and accurately. Where applicable, both written and numerical values must be included.

● Any corrections must be clearly marked and initialed by the vendor.

● Bids that are incomplete, conditional, or contain unclear pricing or responses may be deemed non-responsive and disqualified.

● All files must be uploaded in the designated format(s) as specified in the Bonfire portal.

Late, faxed, mailed, or emailed submissions will not be accepted.

It is the vendor’s responsibility to ensure that all required documents are submitted prior to the stated deadline. Bonfire will not permit submission once the deadline has passed.

6. Clarifications and Inquiries

All questions related to this solicitation must be submitted via the Bonfire Message Center by the deadline listed in the project timeline. Clarifications and responses will be issued through official addenda in Bonfire. Verbal or informal communications shall not be binding.

7. Modification or Withdrawal of Bids

Vendors may update or withdraw their submissions within Bonfire prior to the submission deadline. Once the deadline has passed, submissions are considered final and may not be changed or withdrawn.

8. Contract Award

Rochester Public Schools reserves the right to:

● Reject any or all proposals

● Waive minor informalities or irregularities

● Accept the proposal deemed most advantageous to the District

Evaluation will consider compliance with specifications, vendor qualifications, value-added offerings, and total cost. Award recommendations are subject to School Board approval.

Notification of award will be issued via email following Board action.

9. Schedule of Events The following is the anticipated schedule for this procurement. Rochester Public Schools reserves the right to modify any of the dates below as necessary. All changes will be communicated through Bonfire.

Milestone Date & Time (CT)

Solicitation Release August 5, 2025

Deadline to Submit Questions August 18, 2025

Responses to Questions / Addenda Issued August 19, 2025

Bid Submission Deadline August 26, 2025 1:00PM CST

Public Bid Opening (Virtual) August 26, 2025 1:00PM CST (link available via Bonfire)

Anticipated School Board Approval September 9, 2025

GENERAL CONDITIONS

ADDENDA

Any clarifications, changes, or modifications to this solicitation will be issued in the form of written addenda. It is the responsibility of each vendor to monitor the Bonfire eProcurement Portal for posted addenda and to acknowledge receipt prior to submitting a bid. Failure to acknowledge an addendum may result in disqualification. Vendors are advised to check for addenda at least 48 hours prior to the submission deadline.

POST-AWARD CHANGES

Rochester Public Schools reserves the right to make necessary modifications to the scope of work or specifications after contract award. Any such changes must be mutually agreed upon in writing and authorized through a formal change order prior to implementation.

CONTRACTOR PERFORMANCE

The contractor’s performance will be evaluated based on adherence to the specifications, delivery timelines, and overall service quality. Non-performance or failure to meet contract requirements may result in corrective action, up to and including contract termination.

F.O.B. DESTINATION

All pricing shall include freight, delivery, and handling. Delivery must be made F.O.B. destination to the specified Rochester Public Schools location(s). Shipments sent collect or C.O.D. will not be accepted.

INDEMNIFICATION

The contractor shall indemnify, defend, and hold harmless Rochester Public Schools, its officers, agents, and employees from any and all claims, damages, losses, or liabilities arising out of the contractor’s performance or failure to perform under the terms of this contract.

PAYMENT TERMS

Net 35 days from receipt of invoice and acceptance of goods, in accordance with Minnesota State Statute.

GOVERNING LAW

This solicitation and any resulting contract shall be governed by and construed in accordance with the laws of the State of Minnesota.

RESERVATION OF RIGHTS

Rochester Public Schools reserves the right to reject any or all bids, waive informalities or minor technicalities, and award the contract in the best interest of the District.

WARRANTY

Manufacturer’s standard warranty must be included with all vehicles. Warranty documentation must be submitted with the bid.

SPECIFICATIONS AND PRICING

Base Bid – Three (3) Type III Certifiable Vehicles

Rochester Public Schools (ISD #535) is requesting sealed bids for the purchase of three (3) new Type III Certifiable Vehicles. Vehicles offered under this solicitation must meet or exceed the minimum specifications outlined herein.

1. GENERAL REQUIREMENTS

All vehicles must be new, unused, and of the current model year at the time of delivery. Units must be fully compliant with all applicable requirements established by the Minnesota Department of Public Safety and the Minnesota Department of Education for Type III pupil transportation vehicles. Additionally, each vehicle must be fully certifiable as a Type III school vehicle in accordance with Minnesota Statutes and must be delivered ready for use in student transport operations.

2. VEHICLE TYPE & CONFIGURATION

● Body Style: Full-size Passenger Van

● Roof: Mid-Roof or High-Roof

● Doors: Dual side doors (sliding passenger entry)

● Drive Type: All-Wheel Drive (AWD)

● Color: Oxford White (preferred)

● Wheelbase: 148”

● GVWR: 9,250 lbs

3. STANDARD CHASSIS & MECHANICAL FEATURES

● Engine: 3.5L PFDi Gasoline (Non-EcoBoost)

● Transmission: 10-Speed Automatic

● Axle Ratio: 4.10 Limited Slip Axle

● Alternator: 250 Amp

● Tires: 235/65R16 R BSW All-Season

● Braking: 4-Wheel Anti-Lock Disc Brakes

● Steering: Electric Power-Assist Steering

● Parking Brake: Electric

● Rear Recovery/Tow Hook

4. SAFETY & DRIVER ASSIST FEATURES

● Forward Collision Warning

● Pre-Collision Assist with Automatic Emergency Braking

● Lane-Keeping Alert System

● Hill Start Assist

● Side Wind Stabilization

● Tire Pressure Monitoring System (TPMS)

● Auto High-Beam Headlamps

● Auto Rain-Sensing Wipers

● Rear View Camera with Trailer Hitch Assist

● Reverse Sensing System

● Daytime Running Lamps

● Enhanced Active Park Assist (including Split-View Camera & Side Sensing)

5. EXTERIOR FEATURES

● Halogen Headlamps (Automatic On/Off)

● Short-Arm Power Mirrors (Manual-Folding)

● Rear Doors with 253-Degree Opening

● Rear Window Defroster

● Privacy Glass

● Rear Wheel Mudflaps

● Stepwell Lighting

● Underhood Light

● Stainless Steel Passenger-Assist Stanchion (Slider Door Area)

6. INTERIOR FEATURES

● Seating: Dark Palazzo Grey Cloth

● Manual Driver-Side Lumbar Support

● Front/Rear A/C & Heat

● Tilt/Telescoping Steering Wheel

● Locking Glove Box

● Cruise Control

● 5-Amp USB Ports at each Seat Row (Street-Side Only)

● Fire Extinguisher: 5 lb BC

● First Aid Kit: 25-Unit Minimum

● Reflective Triangle Flare Kit: Set of 3

7. TECHNOLOGY & INFOTAINMENT

● SYNC 4 with 12” Touchscreen Display

● AM/FM Stereo with Bluetooth, Dual USB Ports, Embedded Voice Recognition, and Navigation

● Audio System: 8 Speakers (4 Front / 4 Rear)

● Ford Telematics Essentials Modem

● Keyless Entry System with 4 Key Fobs

● Keyless Entry Keypad

8. CERTIFICATION & INSPECTION

● Vehicles must be delivered fully certified as Type III School Vehicles in accordance with Minnesota statutes guidelines.

9. DELIVERY

● Vehicles must be delivered FOB: Rochester Public Schools, Transportation Services.

● Delivery must occur within 30 days of the bid award.

● All keys must be provided upon delivery.

● Certificate of Origin, Title Documents, and Pre-Delivery Inspection Reports must accompany each unit.

10. WARRANTY

● Manufacturer’s standard bumper-to-bumper warranty must apply.

● Powertrain and corrosion protection warranties must be clearly stated.

12. QUESTIONS

All questions regarding these specifications must be submitted in writing via the Bonfire eProcurement platform by the date indicated on Bonfire.

VEHICLE FLOORPLAN