11-02. Specific Terms and Conditions - SB-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

School Bus Bodies & Chassis SB-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide school bus bodies and chassis for the Cherokee County School District. In the best interest of CCSD, this RFP may be awarded to multiple proposers.

2. All questions regarding the SB-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, October 23, 2025. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly

Bonfire) portal. RFP proposals must be submitted in the portal on Thursday, October 30, 2025, by 9:00 a.m.

Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The Twelve (12) month term for the School Bus Bodies & Chassis RFP will be December 1, 2025 through November 30, 2026. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration. All prices submitted must be firm for the duration of the term as well as any subsequent renewals.

5. Proposers may provide pricing for any or all locations included in this RFP. Proposers must provide pricing for a complete turn-key solution, including all aspects of the scope of work outlined in this RFP.

All pricing options and applicable charges must be listed to ensure comparisons are fair and equitable. It is the proposer’s responsibility to provide all available pricing options and list all applicable charges. All information requested on the CCSD proposal form must be provided for analysis purposes.

Pricing quoted should include all delivery, freight, shipping, and installation charges.

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc.

& Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in CCSD General Terms and Conditions (General Term #30-32).

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers, including any persons affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. Awarded proposer must provide two (2) sets of manuals: one hardcopy version and a digital version which includes online access for multiple users per state specifications under the Georgia State Specification Manual on page 22.

9. Proposer must submit a floor plan for wheelchair position (Attachment A). The seating capacity bus floor plans will be approved by CCSD Transportation Department prior to any purchase.

10. The proposer must submit lead time for deliveries. CCSD prefers the lead time to be a maximum of one (1) year.

11. Any substitution or changes made to product model number or brand after the award is made will require advance written notification to the Supervisor of Purchasing prior to shipment. The notification will require an explanation for the changes and are subject to rejection.

12. The awarded proposer must supply three (3) sets of keys, per vehicles, for each bus purchased.

13. The proposer must submit all warranty information that must include detailed warranty procedures. All standard state-specified items must carry a five (5) year warranty and include items installed on the bus that exceed the standard bus warranty. Any and all repairs provided by CCSD will be billed to the awarded proposer including labor and parts, while under said warranty by manufacturer.

It is the awarded proposer’s responsibility to handle all contact with the manufacturer for warranty repair or replacement issues. All fees associated with service repairs or replacement for items under warranty will be incurred by the vendor.

Awarded proposer must provide information on items installed on the bus that warranty exceeds standard bus warranty (i.e. Doran monitor boards, Strobe lamp power packs, etc.)

14. The proposer must provide a copy of the company’s Return Policy and Procedures.

15. The proposer must provide a copy of the company’s Back Order Policy and Procedures.

16. The proposer must provide a contact list of the nearest service center and/or parts distributor in the metro area.

17. The proposer must provide item specification sheets for all items proposed. Specification sheets must show the same product as listed on the proposal form. Failure to do so may result in the rejection of the proposal.

18. The proposer must provide a direct contact person to handle all invoicing and billing issues.

19. Payment for completed buses will be made within thirty (30) days of receipt, upon inspection and acceptance of complete units by CCSD Transportation Department. Invoices must be sent to jim.georges@cherokeek12.net once the job is complete and in proper working order.

20. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

21. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

mailto:jim.georges@cherokeek12.net

22. The services being sought under this RFP are professional in nature. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 40 points Customer Service (Before & After Sale)

• 35 points Price/Warranty

• 25 points References