10812-20241017113213 DCSD.pdf

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REQUEST FOR PROPOSAL NOTICE

The DeSoto County School District will accept sealed proposals until 9:00 am, CST, November 18, 2024, at the Office of the Superintendent of Education, 5 E South Street, Hernando, MS 38632 for the purpose of purchasing the following:

RFP #: 331-FLEET-DCS25

Description: Purchase of Vehicles

Official bid documents can be downloaded from www.centralbidding.com. Electronic bids can be submitted free of charge at www.centralbidding.com. For any questions regarding the electronic bidding process, please contact Central Bidding at 833-412-5717 or email info@centralbidding.com.

In addition, RFP specifications and instruction forms may be obtained from the DCSD Department of Finance, 5 E.

South Street, Hernando, MS.

Jenifer Hale Purchasing & Travel Manager Email: dcs.purchasing@dcsms.org

Superintendent: Cory Uselton

Advertisement Dates: October 17 & 24, 2024

Procurement Schedule Timeline The following is the tentative timetable for the procurement process.

Board Approval to Advertise October 3, 2024 Send Advertisement to Paper October 17, 2024 Newspaper Run Dates October 17 & 24, 2024 Release of RFP October 17, 2024 Submit RFP to Central Bidding October 17, 2024 Deadline for Written

Clarifications/Questions On or before October 31, 2024, 10:00 a.m., CST Addendum to be Issued to Respondents DO NOT submit Proposal until after this date. On or before November 6, 2024

RFP DUE DATE

Please upload to Central Bidding free of charge. November 18, 2024, 9:00 a.m., CST RFP Evaluations Beginning after RFP Open Intent to Award On or before November 20, 2024 Submit to DCSD Board Before November 20, 2024 Approval of Award by DCSD Board December 5, 2024 Submit for MDE Approval December 6, 2024

Purchase Order to be submitted Upon MDE and Board Approval (Tentatively, December 6, 2024)

SECTION 1

RFP INSTRUCTIONS

1.1 Proposal and Acceptance Period

The Proposal may be signed and uploaded to Central Bidding (www.centralbidding.com) no https://nam01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.centralbidding.com%2F&data=02%7C01%7Ckchildress%40madison-schools.com%7C8febabea08b14813269a08d828c4c92a%7Cf8deacc769e341908a7203384128f974%7C0%7C0%7C637304172954399157&sdata=pnz1gl6jaQfB7qxKV07h%2FV%2BUgTh1WrJfchv8vRTVbNM%3D&reserved=0 https://nam01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.centralbidding.com%2F&data=02%7C01%7Ckchildress%40madison-schools.com%7C8febabea08b14813269a08d828c4c92a%7Cf8deacc769e341908a7203384128f974%7C0%7C0%7C637304172954399157&sdata=pnz1gl6jaQfB7qxKV07h%2FV%2BUgTh1WrJfchv8vRTVbNM%3D&reserved=0 mailto:info@centralbidding.com http://www.centralbidding.com/

2 | P a g e later than the time and date specified for receipt of proposals. This is free of charge and is DCSD’s preferred method. For any questions relating to the electronic bidding process, please call Central Bidding at 225-810-4814. Please make sure to submit your proposal as one document. However, the Vendor has the option to submit the Proposal in a sealed envelope or package to 5 E. South Street, Hernando, MS 38632.

Timely submission of the proposal is the responsibility of the Vendor. Proposals received after the specified time shall be rejected and returned to the Vendor unopened.

When mailing and to prevent premature opening, use the mailing label provided in the RFP. When received by the DCSD, the time and date of receipt will be marked on the outside of the envelope of package by the DCSD.

The DCSD Board of Education reserves the right to reject any and/or all Proposals. Likewise, failure to submit all required information or to include required documents may be cause for rejection of the proposal as non-responsive. The DCSD may, but is not obligated to, consider the omission of any information requested as an informality or irregularity when, in their opinion, the omitted information does not alter the amounts contained in the submitted proposal or place other Vendors at a disadvantage. The right is reserved to award the Proposal, if awarded, within thirty (30) calendar days from the date of proposal open date.

1.2 Pre-proposal Conference

There will not be a Pre-proposal Conference.

1.3 RFP Clarification, Deadline, and Acknowledgment

If a Vendor discovers any significant error, discrepancy, omission, or other deficiency in the Request for Proposals, the Vendor should immediately notify the Purchasing Agent. All questions must be submitted in writing. Clarifications to RFP specifications will be accepted and given a response until the deadline noted on the Procurement Schedule. Per MS Code 31-7-13 (c) (ii), no addendum to bid specifications may be issued within two (2) working days of the time established for the receipt of bids unless such addendum also amends the bid opening to a date not less than five (5) working days after the date of the addendum.

After the deadline shown above, no more specification questions will be accepted. Until the deadline, please submit any specification questions in writing to:

Jenifer Hale Email: DCS.Purchasing@dcsms.org

It is the Vendor’s responsibility to ensure receipt of all addenda. Please do not submit your

Proposal until after the date noted in the Procurement Schedule. Vendors shall acknowledge receipt of any addenda to this solicitation by noting acknowledgement on the RFP Signature Form contained herein. The RFP Signature Form shall be submitted as part of the Vendor’s response.

Failure to list any addenda as received may result in the rejection of the proposal.

1.4 RFP Proposal Open Force Majeure

If DCSD is closed for any reason, including but not limited to: acts of God, lockouts, riots, acts of war, epidemics, government regulations superimposed after the fact, fire, earthquakes, ice, snow, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening

3 | P a g e of bids at the advertised date and time, all proposals received shall be opened on the next business day that the DCSD shall be open and at the previously advertised time. The new date and time of the RFP opening, as determined in the accordance with the paragraph, shall be advertised, and all Vendors, upon submission of a proposal, shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. Proposals shall be received by the DCSD until the new date and time of the RFP opening as set forth herein. The DCSD shall not be held responsible for the receipt of any proposals for which the delivery was attempted and failed due to the closure of the DCSD because of a Force Majeure Event. Each Vendor shall be required to ensure the delivery and receipt of its proposal by the DCSD prior to the new date and time of the RFP opening.

1.5 Preparation of RFP

Unless otherwise stated, all information and/or questions in the RFP pages shall be correctly filled in, either typed in or printed in ink. Vendors shall acknowledge receipt of each addendum issued in the space provided on the RFP Signature Form. If handwritten, Vendors are warned against making any erasures or alterations of any kind, and proposals that contain omissions, erasures, conditions, or alterations may be rejected. All erasures or written corrections must be initialed by the Vendor. The Vendor will not be allowed additional compensation for failure to be so informed.

Failure to examine any Proposal requirements, specifications, and/or instructions will be at the Vendor’s risk.

1.6 Sample/Demo

Not Applicable to this RFP.

1.7 Cost-Proposal Form

All pricing must be submitted on the Official Proposal Form that is included in this RFP and per specifications. The Unit Cost must be all inclusive and per the specifications, including vehicle, warranty, title fee, and delivery. If applicable to the RFP, if there is an error in the extended price, the unit price shall prevail.

Failure to complete each required field and sign the Official Proposal Form may result in the Vendor being deemed nonresponsive. The Vendor agrees that submission of a signed Proposal Form is certification that the Vendor will accept an award made to it as a result of the submission.

If handwritten, Vendors are warned against making any erasures or alterations of any kind, and bids that contain omissions, erasures, conditions, or alterations may be rejected. All erasures or written corrections must be initialed by the Vendor.

1.8 Quantities

The DCSD reserves the right to adjust the quantities stated in the RFP. Available funding versus prices quoted may affect actual quantities ordered. The DCSD may choose to increase or decrease quantities stated in the RFP depending on the circumstance.

1.9 Receipt, Registration, and Opening of Proposals

If not electronically uploaded to Central Bidding, Proposals shall be time-date stamped upon receipt and registered as an official received proposal. The Opening of Proposals will be opened to the public but only names and amounts will be read aloud. Proposals will not be disclosed to unauthorized persons prior to awarding the contract. Proposal’s will be opened and taken under advisement to be reviewed and evaluated in accordance with the stated criteria. After award of the contract, all Proposals shall be open to public inspection, subject to any continuing prohibition under disclosure of confidential data, which is designated as such in a proposal, and which is consistent with the laws of the State of MS.

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1.10 Negotiations

N/A

1.11 Rejection of Proposals

Proposals that do not conform to the requirements set forth in this Request for Proposals may be rejected by the DCSD. Proposals may be rejected for reasons that include, but are not limited to, the following:

1.11.1 The proposal contains unauthorized amendments to the requirements of the Request for

Proposals.

1.11.2 The proposal is conditional.

1.11.3 The proposal is incomplete or contains irregularities, which make the proposal indefinite or ambiguous.

1.11.4 The proposal is received late.

1.11.5 The proposal is not signed by an authorized representative of the Vendor.

1.11.6 The proposal is not submitted on the RFP’s Official Proposal Form.

1.11.7 The proposal contains false or misleading statements or references.

1.12 Expenses Incurred

The DCSD accepts no responsibility for any expense incurred by the Vendor in the preparation or presentation of a proposal. Such expenses shall be borne exclusively by the Vendor.

1.13 Proprietary Information

Proprietary Information shall mean information owned by the Vendor to which the Vendor claims an interest to be protected under law. Proprietary Information is information which qualifies as a trade secret, or any material which can be kept confidential under Mississippi’s Public Records Act, Title 25, Chapter 61, Mississippi Code of 1972. To be deemed “Proprietary Information” for purposes of the Proposal, any such information must be appropriately marked as “Proprietary” at the time of disclosure. Requests to review the proprietary information will be handled in accordance with applicable legal procedures. Pricing is not proprietary.

1.14 Registration with Mississippi Secretary of State

By submitting a proposal, the Vendor certifies that it is registered to do business in the State of Mississippi as prescribed by the Mississippi Secretary of State or, if not already registered, that it will do so within seven (7) business days of being offered an award. Sole proprietors are not required to register with the Mississippi Secretary of State.

1.15 Debarment

By submitting a proposal, the Vendor certifies that it is not currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi or Federal Government and that it is not an agent of a person or entity that is currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi.

1.16 Form of Contract

The contract shall be an all-inclusive unit price. The complete Contract shall consist of the Vendor’s Request for Proposal, including Addendums.

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SECTION 2

VEHICLE SPECIFICATIONS

2.1 Purpose

The DCSD is seeking established dealers to provide sixteen (16) brand new vehicles for use in the DCSD fleet. The new vehicles shall be defined as vehicles from the 2024 and 2025 model year for the proposed manufacturer and model and that have not been previously sold, leased, loaned, or used as a demo vehicle. Vehicle purchases may be awarded to one single vendor or on an individual basis. If the awarded vendor cannot fulfill the entire quantity of requested vehicles, DCSD reserves the right to move to the next vendor and make multiple awards in order to fulfill the requested number of vehicles.

2.2 Vehicle Specifications

4 (4) brand new 2024 or 2025 Ford F150s or Chevrolet ½ ton trucks (Per Manufacturer Standards) or approved equal. No hybrids will be accepted.

Minimum Requirements:

• Vehicles shall be equipped with all standard equipment/options as specified by the manufacturer for the vendor’s model being offered.

• All items shall be factory installed.

• 4-door Crew Cab

• 5.0L V8 gas engine

• Automatic Transmission

• Keyless Entry, 2 keys

• Tilt

• Power Steering

• Air conditioning

• Cruise

• Radio

• 2-wheel drive

• Trailer tow package

• Power windows and door locks

• Power brakes

• Cloth seats

• Non-Carpeted floorboards

• Full Size Underbody Spare

• 5.5 bed with spray in bedliner

• Tinted Glass

• Exterior Body Color: White

• Interior Color: Space Gray, or a color option approved by the DCSD

• Manufacturer Warranty

• Price shall include title fee

• Hold vehicle and pricing for 30 days to provide sufficient time for the approval process and issuance of purchase order. DCSD’s anticipated time is by December 6th.

• Delivery FOB Point

• DCSD is tax exempt

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Documents Needed Upon Delivery:

• Owner’s Manual

• Service Warranty Book

• New vehicle pre-delivery service inspection sheet

• Copy of vehicle warranty

• Window Sticker showing all factory installed options

• Completed and signed pre-delivery service checklist including the order number and VIN

• Temporary Registration

Vehicle Specifications 2 (2) brand new 2024 or 2025 Ford or Chevrolet ½ ton trucks (Per Manufacturer Standards) or approved equal.

Minimum Requirements:

• Vehicles shall be equipped with all standard equipment/options as specified by the manufacturer for the vendor’s model being offered.

• All items shall be factory installed.

• 4-door Crew Cab

• 5.0L V8 gas engine

• Automatic Transmission

• Keyless Entry, 2 keys

• Tilt

• Power Steering

• Air conditioning

• Cruise

• Radio

• 2-wheel drive

• Trailer tow package

• Power windows and door locks

• Power brakes

• Cloth seats

• Non-Carpeted floorboards

• Full Size Underbody Spare

• 6.5 foot bed with spray in bedliner

• Tinted Glass

• Exterior Body Color: White

• Interior Color: Space Gray, or a color option approved by the DCSD

• Manufacturer Warranty

• Price shall include title fee

• Hold vehicle and pricing for 30 days to provide sufficient time for the approval process and issuance of purchase order. DCSD’s anticipated time is by December 6th.

• Service Warranty Book

• New vehicle pre-delivery service inspection sheet

• Copy of vehicle warranty

• Window Sticker showing all factory installed options

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2 (2) brand new 2024 or 2025 Ford or Chevrolet ¾ ton trucks (Per Manufacturer Standards) or approved equal.

Minimum Requirements:

• Vehicles shall be equipped with all standard equipment/options as specified by the manufacturer for the vendor’s model being offered.

• All items shall be factory installed.

• Extended Cab

• 5.0L V8 gas engine

• Aluminum Service truck bed with utility rack

• Automatic Transmission

• Keyless Entry, 2 keys

• Tilt

• Power Steering

• Air conditioning

• Cruise

• Radio

• 2-wheel drive

• Trailer tow package

• Power windows and door locks

• Power brakes

• Cloth seats

• Non-Carpeted floorboards

• Full Size Underbody Spare

• 6-foot bed with spray in bedliner

• Tinted Glass

• Exterior Body Color: White

• Interior Color: Space Gray, or a color option approved by the DCSD

• Manufacturer Warranty

• Price shall include title fee

• Hold vehicle and pricing for 30 days to provide sufficient time for the approval process and issuance of purchase order. DCSD’s anticipated time is by December 6th.

• Service Warranty Book

• New vehicle pre-delivery service inspection sheet

• Copy of vehicle warranty

• Window Sticker showing all factory installed options

1 (1) brand new 2024 or 2025 Ford Transit Cargo Van or Chevrolet 2500 Express Cargo Van, 8 | P a g e

135” wheelbase (Per Manufacturer Standards) or approved equal.

Minimum Requirements:

• Vehicles shall be equipped with all standard equipment/options as specified by the manufacturer for the vendor’s model being offered.

• All items shall be factory installed.

• V6 or V8 Gas Engines, V8 Preferred

• Automatic Transmission

• Keyless Entry, 2 keys

• Tilt/ cruise control

• Power Steering

• Power brakes

• Air conditioning

• Radio

• Power windows

• Power door locks

• 2 seats only, back open cargo

• Sliding passenger side door

• Windows-All-Around Fixed

• Keyless Entry, 2 keys

• Cloth seats

• Rubber floormats

• Spare wheel and tire

• Tinted Glass

• Exterior Body Color: White

• Interior Color: Space Gray, or a color option approved by the DCSD

• Manufacturer Warranty

• Price shall include title fee

• Hold vehicle and pricing for 30 days to provide sufficient time for the approval process and issuance of purchase order. DCSD’s anticipated time is by December 6th.

• Service Warranty Book

• New vehicle pre-delivery service inspection sheet

• Copy of vehicle warranty

• Window Sticker showing all factory installed options

7 (7) brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda 7 passenger mini vans (Per Manufacturer Standards) or approved equal.

Minimum Requirements:

• Vehicles shall be equipped with all standard equipment/options as specified by the manufacturer for the vendor’s model being offered.

• All items shall be factory installed.

• Gas engine

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• Automatic transmission

• Keyless Entry, 2 keys

• Tilt/ cruise control

• Air conditioning

• Radio

• Power windows and door locks

• Cloth seats and floormats

• Spare wheel and tire

• Tinted Glass

• Exterior Body Color: White

• Power brakes

• Power steering

• Interior Color: Space Gray, or a color option approved by the DCSD

• Manufacturer Warranty

• Price shall include title fee

• Hold vehicle and pricing for 30 days to provide sufficient time for the approval process and issuance of purchase order. DCSD’s anticipated time is by December 6th.

• Service Warranty Book

• New vehicle pre-delivery service inspection sheet

• Copy of vehicle warranty

• Window Sticker showing all factory installed options

2.3 Warranty

The manufacturer’s regular new vehicle warranty shall apply to all vehicles purchased. Proposed vehicles must have local access (within 30 miles from delivery point) for warranty repair. All emission-related components shall be warranted in compliance with Federal requirements. Your proposal must provide a complete warranty program.

2.4 Pre-Delivery Checklist

Each vehicle shall be completely inspected, serviced, and detailed by the delivering dealer prior to delivery. A copy of the pre-delivery service checklist shall be completed for each vehicle and delivered with the vehicles.

2.5 Delivery

Purchase order(s) will be issued for the vehicles. Vehicles shall be delivered from the dealer’s place of business. The dealer is required to deliver vehicles to the DCSD Central Office FOB Point. All RFP prices are freight prepaid by vendor. Responsibility and liability for loss or damage for orders will remain with the vendor until final inspection and acceptance by the DCSD. Delivery Point:

DeSoto County School District Central Office Attn: Sam Hall 5 E. South Street Hernando, MS 38632

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Delivery appointments are required in advance of delivery to the DCSD Central Office. Delivery appointments must allow sufficient time for DCSD to inspect and accept delivery.

Dealer acceptance documents are to be signed by the designated Executive Director of Financial Services.

Vehicles delivered from a dealer with more than 50 miles on the odometer will be charged DCSD’s current mileage rate of $.0655 for each mile exceeding 50 miles. This charge shall be deducted from the order price for each vehicle delivered against each order. Vehicles delivered with more than 500 miles on the odometer will not be accepted.

Time is of the essence. DCSD prefers vehicles to be available on the dealer’s lot and ready to be delivered upon issuance of a purchase order.

2.6 Inspection for Acceptance of Delivery

The vehicles furnished shall be exactly as specified in the order and shall be free from all defects in design, workmanship, and materials.

2.7 Term

This will be a 30–60-day agreement, based on vehicle availability.

2.8 Pricing for Orders

Pricing for orders will be based on the all-inclusive unit price of the awarded Vendors.

2.9 Invoicing

Upon order shipment and completion of service, a detailed invoice showing the purchase order number must be sent to the DCSD with complete details with descriptions, quantity of item, unit prices, and/or extensions.

2.10 Payment

Invoices are to be billed upon completion and sent to DeSoto County School District, Attn:

Shelly Carver, 5 E. South Street, Hernando, MS 38632 or emailed to pminvoices@dcsms.org. All billing will be in accordance with MS Code §31-7-305. Payments will be made to contractor within 45 days from the date the invoice is received at the district office, provided all is satisfactory based on the Agreement requirements. DCSD is exempt from sales and use tax. Exemption from sales tax is provided by statute of the law.

2.11 Governing Law

All RFPs and related documents submitted to the DCSD shall be governed under the laws of the State of Mississippi.

SECTION 3

PROPOSAL EXCEPTIONS

mailto:pminvoices@dcsms.org

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3.1 Exceptions

Please return the Proposal Exception Summary listed in Section 4 with all exceptions to items in any Section of this RFP listed and clearly explain any exceptions. If no Proposal Exception Summary is completed, the Vendor indicates no exceptions to any item in this RFP.

3.2 Unless specifically disallowed on any specification herein, the Vendor may take exception to any point within this RFP as long as the following are true:

3.2.1 The specification is not a matter of State law. The proposal still meets the intent of the RFP.

3.2.2 A Proposal Exception Summary is included with Vendor’s proposal.

3.2.3 The exception is clearly explained, along with any alternative or substitution the Vendor proposes to address the intent of the specification, on the Proposal Exception Summary Form.

3.3 Should DCSD and the Vendor reach a successful agreement, DCSD will approve adjacent to each exception which is being accepted or submit a formal written response to the Proposal Exception Summary responding to each of the Vendor’s exceptions. The Proposal Exception Summary, with those exceptions approved by DCSD, will become a part of any contract on acquisitions made under this RFP. An exception will be accepted or rejected at the sole discretion of the DCSD.

3.4 The DCSD desires to award this RFP to Vendors with whom there is a high probability of establishing a mutually agreeable contract, substantially within the standard terms and conditions of the RFP. As such, Vendors whose proposals, in the sole opinion of the DCSD, reflect a substantial number of material exceptions to this RFP, may place themselves at a comparative disadvantage in the evaluation process or risk disqualification of their proposals.

SECTION 4

RFP RESPONSE,

EVALUATIONS & AWARD

4.1 If Vendor uses Central Bidding to upload their proposal and have any questions related to the electronic bidding process, please call Central Bidding at 225-810-4814.

4.2 When hand delivering or mailing your Proposal, please submit:

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• One (1) “Original” in binder,

• One (1) digital copy on USB Flash Drive (readable PDF)

4.3 Binders and digital copy (USB Flash Drive or Electronic Upload) must identify each Tab

Section number and placed in the sequence as specified below. Failure to respond to all the points and in this order may be grounds for rejection, this includes proposals uploaded electronically. Likewise, failure to supply any information required to accompany the proposals may cause a rejection of the proposal as noncompliant. The DCSD reserves the right to request additional information and/or presentations, if necessary.

(1) Proposal Form: Provided for the Vendor in the RFP package. The provided Proposal Form must be completed, signed, and dated.

(2) Proposal Exceptions:

A. List and explain any exceptions to the RFP, including Amendments, and Specifications in the Proposal Exception Summary. Refer to Section 3.

Proposal Exception Summary (RFP, including Amendments and Specifications)

IDENTIFY DCSD RFP

REFERENCE

EXPLANATION OF

EXCEPTION

DCSD Approval (initial when accepted)

(List page, section, specification part #, and reference specific point to which exception is taken)

(Description of exception being made)

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

(3) Ability to Perform:

A. Vendor must provide a copy of or list detailed Technical Specifications of proposed make and model.

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B. Confirm that the specifications meet the minimum requirements and there are no exceptions. Yes____No____ If no and there are exceptions, all exceptions must be included above in the table in 2 (A).

C. Vendor must provide a copy of or a detailed statement of standard manufacturer warranty terms and conditions.

D. Can you hold the vehicles and pricing for 30-60 days after the RFP Due Date? Yes____No____

E. Detail any dealer services provided as added value.

F. Do you agree that the DCSD may inspect the proposed vehicles?

Yes____No____ G. Time is of the essence. Did you list how many days to be delivered upon receipt of the purchase order on the Proposal Form for each vehicle?

Yes____No____

H. If the dealership is not within 50 miles of the delivery point, what is your delivery method?

I. Do you confirm that the DCSD will charge $.0655 for each vehicle that exceeds 50 miles? Yes____No____

J. Do you confirm that vehicles delivered with more than 500 miles on the odometer will not be accepted? Yes____No____

(4) Expertise, Experience and Credentials:

A. The name of the Vendor and address of the Vendor's principal place of business. If different, the address of performance of the proposed contract.

B. Number of years of experience.

C. Will you provide a dedicated service account manager for the order?

Yes____No____ Provide name, their working location/address, and contact information.

D. Does your dealership have an onsite service department? Yes____No____ E. Is your dealership service department within 30 miles of the DCSD Delivery

Point? Yes____No____ If no, how many miles?

(5) References: Give at least five (5) local school districts of similar size and scope. List school accounts first. Preferably current accounts or within the last three (3) years.

Include the school’s name, contact name, address, telephone number, and email.

(6) Other Required Information / Documentation:

a. Completed, signed, and dated RFP Signature Form

b. Completed, signed, and dated Proposal Certification and Assurance Form

c. W-9

d. Copy of your MS Secretary of State Certificate of Good Standing

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4.4 Evaluation Procedure

4.4.1 Step One:

Proposals will be reviewed to assure compliance with the minimum specifications and requirements. Proposals that do not comply with minimum specifications and requirements may be grounds for rejection of the Vendor’s proposal. During proposal evaluation, the DCSD reserves the right to make reasonable inquiry to determine the responsibility of any Vendor. Requests may include, but not be limited to, financial statements, and credit ratings. Failure to respond to said request(s) will be sufficient reason to consider the RFP non-responsive.

(1) Responsive Vendor:

Vendors must submit a proposal, which conforms in all material respects to this Request for Proposals, as determined by the DCSD.

(2) Responsible Vendor:

A vendor must have the capability in all respects to perform fully the contract requirements and the integrity and reliability, which will assure good faith performance as determined by the DCSD.

4.4.2 Step Two:

Proposals that satisfactorily complete Step One will be reviewed and analyzed to determine the best value and if the proposal adequately meets the needs of the DCSD. Factors to be considered are as follows:

• Ability to Perform, Compliance with Specifications/Warranty/Support (26%)

• Expertise, Experience and Credentials (24%)

• Direct experience with the DCSD (10%)

• Cost (40%)

4.4.3 Step Three:

The DCSD will confirm that Vendor(s) will accept an award made to it as a result of the submission.

4.5 Award

It is the DCSD’s intent to award a contract to the lowest and best responsive Vendor(s) whose proposal is determined to be the most advantageous and best value to the DCSD taking into consideration price and the evaluation factors set forth in the Request for Proposal. The DCSD Board of Education shall be the sole judge of the contract award.

The decision by the DCSD Board of Education shall be final. In the event of any adverse

15 | P a g e decision by the DCSD Board of Education, no complaint shall be made against them.

4.6 Right to Award in Whole or Part

DCSD reserves the right to approve an award by individual items or in total, whichever is deemed to be in the best interest of the DCSD.

4.7 Notice of Intent to Award

Notice of Intent to Award, subject to approval of the DCSD Board of Education, shall be made to the participating bidders in writing as noted in the Procurement Schedule Timeline.

RFP SIGNATURE FORM

RPF #331-FLEET-DCS25

Purchase of Vehicles

We propose to furnish and adhere to the delivery requirements according to the Proposal and specifications. I/We further agree not to request permission to withdraw our proposal after the official opening date.

We understand that the Proposal Forms are to be signed and all required documentation is to be labeled and placed in the order as specified above; unless this has been done, our proposal may be considered incomplete and rejected.

I/We, the undersigned, do hereby understand and accept the RFP Instructions under which this proposal is being submitted.

Company Signature

Address Name (Typed)

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Title

Phone Fax

Date Email

ADDENDUM RECEIPT: The receipt of the following Addenda to the RFP Documents is hereby acknowledged:

ADDENDUM NO._ DATED , ADDENDUM NO. _DATED

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CERTIFICATIONS AND

ASSURANCES FORM

I/We make the following certifications and assurances as a required element of the proposal to which it is attached, of the understanding and that the truthfulness of the facts affirmed herein and the continued compliance with these requirements are conditions precedent to the award or continuation of the related contract(s) by signing below:

1. REPRESENTATION REGARDING CONTIGENT FEES

Vendor represents that it has not retained any person or agency upon an agreement or understanding for a commission, percentage, brokerage, fee, or other contingent arrangement to secure this agreement.

2. REPRESENTATION REGARDING GRATUITIES

Vendor represents that it has not violated, is not violating, and promises that it will not violate the prohibition against gratuities set forth in Mississippi Code Annotated § 97-11-53.

3. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

Vendor certifies that the prices submitted in response to the solicitation have been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other Vendor or competitor relating to those prices, intention to submit a proposal, or the methods or factors used to calculate price.

4. CONFLICT OF INTEREST

Vendor certifies that no involvement, financial or otherwise, that any member of the DCSD board of education, employee, officer, or agent of the DCSD may have in the Service Provider’s organization. Agreements shall be in accordance with Miss Code Ann. §37-11-27.

5. COMPLIANCE WITH FEDERAL LAW, REGULATIONS, AND EXECUTIVE ORDERS

Applicable upon purchases with Federal Funds. Vendor agrees to all applicable federal laws, rules regulations, including all requirements of Appendix II to 2 CFR Part 200.

Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards:

(Appendix II to Part 200)

Company Name:

Signature: Date:

Name/Title (printed):

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OFFICIAL PROPOSAL FORM

RFP# 331-FLEET-DCS25

PURCHASE OF FLEET VEHICLES

The proposed vehicle shall be supplied with all accessories as considered standard equipment for the make and model specified. The Total Purchase Price shall be all-inclusive and per the specifications (vehicle, warranty, title fee, and delivery).

VEHICLE NUMBER 1 Brand new 2024 or 2025 Ford F150s or Chevrolet ½ ton trucks (Per Manufacturer Standards) or approved equal Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color Interior Color, Space Gray (preferred) or color approved. List colors available

Warranty (Include w/ your Proposal) Yes____No____ This vehicle can be held for how many days after the RFP Due Date _________days

This vehicle can be delivered within how many days of issuance of the purchase order? _________days

PURCHASE PRICE

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VEHICLE NUMBER 2- Brand new 2024 or 2025 Ford F150s or Chevrolet ½ ton truck (Per

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VEHICLE NUMBER 3- Brand new 2024 or 2025 Ford F150s or Chevrolet ½ ton trucks (Per

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

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VEHICLE NUMBER 4- Brand new 2024 or 2025 Ford F150s or Chevrolet ½ ton truck (Per

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VEHICLE NUMBER 5-) brand new 2024 or 2025 Ford or Chevrolet ½ ton truck (Per Manufacturer Standards) or approved equal (6-foot bed) Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

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VEHICLE NUMBER 6-) brand new 2024 or 2025 Ford or Chevrolet ½ ton truck (Per Manufacturer Standards) or approved equal (6-foot bed) Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VEHICLE NUMBER 7- Brand new 2024 or 2025 Ford or Chevrolet ¾ ton truck (Per Manufacturer Standards) or approved equal (Aluminum Service truck bed with utility rack) Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

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VEHICLE NUMBER 8--Brand new 2024 or 2025 Ford or Chevrolet ¾ ton truck (Per Manufacturer Standards) or approved equal (Aluminum Service truck bed with utility rack) Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VEHICLE NUMBER 9- brand new 2024 or 2025 Ford Transit Cargo Van or Chevrolet 2500 Express Cargo Van 135” wheelbase (Per Manufacturer Standards) or approved equal.

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

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VEHICLE NUMBER 10- Brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda 7 passenger mini vans (Per Manufacturer Standards) or approved equal.

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VEHICLE NUMBER 11- Brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

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VEHICLE NUMBER 12- Brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VEHICLE NUMBER 13 - Brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

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VEHICLE NUMBER 14- Brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VEHICLE NUMBER 15- Brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

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VEHICLE NUMBER 16- Brand new 2024 or 2025 Dodge, Chrysler, Ford, Chevrolet or Honda

Indicate with an X to affirm:

MEETS OR

EXCEEDS

Model Year Manufacturer Model Miles on Odometer Vehicle Identification Number Engine Size Exterior Color

VENDOR NAME: ___________________________________________________________

VENDOR REPRESENTIVIE: __________________________________________________

SIGNATURE: _____________________________________DATE: ____________________

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URGENT!

SEALED PROPOSAL

DO NOT DELAY – DELIVER IMMEDIATELY LATE

PROPOSALS WILL NOT BE ACCEPTED

Vendor Name:

Vendor Address:

RFP Title: Purchase of Vehicles

RFP #331-FLEET-DCS2025

Open Date: November 18, 2024 Open Time: 9:00 am, CST

PLEASE CUT AND PLACE THE LABEL BELOW ON:

• SEALED ENVELOPE CONTAINING YOUR PROPOSAL

DESOTO COUNTY SCHOOLS

ATTN: Jenifer Hale 5 E. South Street

Hernando, MS 38632

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