3-ECPA RFP-School Bus and Auto Parts 2026.pdf

Request for Proposals for School Bus and Automotive Parts, Supplies and

Related Services for Indiana School Districts

Proposals Due/Public Opening: 10am ET, Thursday, November 12, 2026

Key Contact: Kelly Taylor; ktaylor@ciesc.org mailto:ktaylor@ciesc.org

BACKGROUND: Participating Indiana school corporations operate diverse fleets including full-size school buses, Type A buses, activity buses, vans, passenger vehicles, maintenance vehicles, trucks, trailers, and other fleet equipment. Fleet age, manufacturer, engine, drivetrain, body style, fuel type, and maintenance practices vary significantly.

CIESC has longstanding experience with cooperative school-bus procurement in Indiana. This RFP is intended to complement fleet purchasing by creating a robust parts and fleet-supply program focused on maintenance, repair, safety, lifecycle value, and vehicle uptime.

No minimum purchase volume, sales amount, market share, or exclusivity is guaranteed. An award establishes eligibility to compete for purchases; individual participating agencies determine their own needs and issue their own authorized purchasing documents.

PURPOSE OF SOLICITATION: CIESC/ECPA is soliciting competitive sealed proposals from qualified vendors to establish a statewide, multi-district cooperative purchasing contract for school bus and automotive parts, supplies, and related services for K12 schools across the State of Indiana.

The goals of this solicitation are:

• Obtain competitive statewide pricing and discounts

• Establish transparent pricing against published catalogs, manufacturer price lists, electronic catalogs, or other clearly defined price bases

• Provide broad coverage for IC/International, Blue Bird, Thomas/Freightliner, Ford, Chevrolet/GM, Collins, and other fleet applications

PROCUREMENT SCHEDULE:

• RFP Issued: Friday, October 2, 2026

• Questions Due: Friday, October 23, 2026

• Responses to Questions Issued: Wednesday, October 28, 2026

• Proposals Due: Thursday, November 12, 2026, at 10am ET

• Evaluation Period: November 12, 2026-December 4, 2026

• Board Approval: Wednesday, December 9, 2026

COOPERATIVE PURCHASING AUTHORITY: This procurement is conducted in strict accordance with the

Indiana Interlocal Cooperation Act (IC 36-1-7), allowing a governmental body to enter into an agreement with other governmental bodies to form a cooperative purchasing organization for establishing contracts for goods and services. This solicitation is issued by the Education Cooperative Purchasing Alliance in compliance with Indiana Public Purchasing Laws (IC 5-22).

LEAD AGENCY ROLE: The Educational Cooperative Purchasing Alliance (ECPA) is a collaborative alliance between eight Indiana education service centers dedicated to streamlining the purchasing process for Indiana’s school districts. Our procurement team, led by the Central Indiana Educational Service Center, actively works to remove barriers for schools by vetting top vendors, simplifying the procurement process while ensuring full compliance with state and federal regulations.

SCHOOL DISTRICT ROLE: Participating school districts will execute their own purchase orders, manage their own delivery schedules, and be billed directly by the vendor.

PUBLIC OPENING: Proposals will be publicly opened via Zoom at 10am ET on Thursday, November 12, 2026, but, pursuant to Indiana law, the contents of competing proposals will not be made available at that time. The name of proposing organizations will be read.

USE OF RESULTING CONTRACT(S): Contracts that are a result of this solicitation will be available to Indiana public school corporations, charter schools, private schools, and other non-profit entities.

CONTRACT TERM: Awarded contract(s) will be for three (3) years. The initial contract term will commence upon execution of the contract.

CONTRACT RENEWAL: With mutual agreement of the successful vendor, ECPA reserves the right to renew the prices and terms of the contract resulting from this procurement without additional competitive bidding for two (2) additional one-year terms. Such renewals would allow for the continuation of services and/or the extension of products and services to other locations or programs. Such renewals may be made so as

ECPA and the successful vendor(s) agree to the renewal. Price adjustments for renewal terms must be tied to the Producer Price Index (PPI) or a mutually agreed industry index, with a 60-day advance notice requirement.

ANTICIPATED AWARD: ECPA reserves the right to:

• Award to one or multiple suppliers

• Award by category

Awards shall be made to the most responsible vendor(s) determined to provide the best overall value for school districts.

GOVERNING LAW: This contract will be governed by the laws of the State of Indiana.

SCOPE OF PRODUCTS & SERVICES: Respondents may propose one, several, or all categories. ECPA may make multiple awards by category, manufacturer, geography, service capability, or overall best value.

• Preventative Maintenance & Filters

• Brakes & Air Systems

• Electrical/Starting/Charging

• Lighting & School Bus Safety

• Steering/Suspension/Wheel End

• Engine/Drivetrain/Emissions

• Cooling/Heating/HVAC

• Bus Body/Door/Glass/Mirrors

• Passenger/Driver Compartment

• Special Needs/Accessibility

• Automotive/Light Duty Parts

• Medium/Heavy Duty Truck Parts

• Fluids/Lubricants/Chemicals

• Shop/Fleet Supplies/Equipment

• Remanufactured Components

• OEM/OE-Equivalent Parts

• Related Services

PRODUCT QUALITY & EQUIVALENCY:

• All products shall be new unless remanufactured products are expressly permitted. Used, salvage, counterfeit, or second-quality parts are prohibited unless expressly authorized outside the evaluated market basket.

• Aftermarket and OE-equivalent products must meet or exceed applicable OEM form, fit, function, performance, and safety requirements.

• Private-label products must disclose the actual manufacturer when reasonably available and applicable warranty.

• An OEM reference number establishes the intended application/quality benchmark and does not require the OEM brand unless the item is designated OEM-only.

PRICING STRUCTURE: ECPA intends to evaluate pricing through both a Market Basket and a

Catalog/Category Discount Schedule. Pricing must be transparent enough for ECPA and participating agencies to independently verify the contract price.

• Any and all additional charges must be disclosed within the vendor’s proposal. Undisclosed charges will not be permitted.

• Respondents shall propose a clear price-change methodology. ECPA prefers a firm discount/markup and changes to underlying catalog prices only when supported by updated published documentation.

• Respondents shall identify comparable public-sector cooperative contracts for similar products.

ECPA may compare proposed pricing, freight, service levels, administrative fees, and price bases against public and cooperative benchmarks.

• Each participating school district is a tax-exempt government entity, so bid pricing must exclude

State Sales Tax and Federal Excise Tax.

EXCLUSIVITY: ECPA anticipates considerable activity resulting from this RFP award, however no commitment of any kind is made concerning actual quantities to be acquired. ECPA does not guarantee usage as usage depends on the actual needs of the school districts.

Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the purchaser.

PURCHASE AND DISTRIBUTION OF CONTRACT ITEMS: While ECPA is securing the master contract, the operational relationship exists directly between the awarded vendor(s) and the individual school districts.

• Purchase Order & Invoicing: Participating school districts will issue their own purchase orders directly to the awarded vendor(s).

REPORTING & ADMINISTRATIVE FEE:

• Vendor agrees to provide ECPA a quarterly report of the quantities sold, and sales dollars generated through this contract. Other sales reports may be requested throughout the duration of the contract.

• The vendor agrees to pay ECPA an administrative fee of 1.5% of all sales through the awarded contract. Payments will be made quarterly.

a. Under no circumstances may the administrative fee assessed by ECPA be charged to, passed through to, or otherwise recovered from participating school districts, either directly or indirectly.

PRODUCT AND SERVICE ADDITIONS: New products and/or services that are within the scope of this RFP may be added to the awarded contract at any time during the contract term by written amendment.

ACCEPTANCE OF RFP TERMS: A proposal submitted in response to the RFP shall constitute a binding offer.

Acknowledgement of this condition shall be indicated by the autographic signature of the organization legally authorized to execute contractual obligations. It is assumed by the organization’s response that it acknowledges all terms and conditions of this invitation for an offer. Organizations shall clearly identify any variations between its proposal and the ECPA RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

WITHDRAWAL OF PROPOSAL: No proposals may be withdrawn for a period of sixty (60) calendar days following the due date of such proposals.

UNRESPONSIVE SUPPLIERS: Proposals from unresponsive vendors will not be accepted. Vendors who have a history of inconsistent service and unreliability will not be considered by the ECPA to be a responsible proposer.

MODIFICATIONS: Modifications, additions, or changes to the terms and conditions of this RFP may be a cause for rejection of a proposal.

QUESTIONS: Questions regarding this RFP shall be submitted IN WRITING via e-mail or through the procurement software by the date referenced in the RFP timeline.

EXCEPTIONS: Vendors shall clearly identify any variations between their proposal and the ECPA RFP on the

EXCEPTIONS TO TERMS, CONDITIONS AND SPECIFICATIONS FORM. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

OPEN AND FREE COMPETITION: All ECPA procurement transactions shall be conducted in a manner that provides maximum open and free competition consistent with Title 7, Code of Federal Regulations (7 CFR) sections 3016 and 3019.

PROPOSAL GUIDELINES:

• ECPA will consider proposals from vendors to meet the minimum qualifications as outlined in the

RFP.

• The vendor signing and submitting the proposal must be authorized by and capable of binding the supplier(s) represented. The vendor shall be fully and ultimately responsible for the provision of all products and services per the requirements of the RFP.

• The vendor shall be the sole point of contact for all questions, problems, and warranty issues that may result from this proposal. The failure of Suppliers to act in no way relieves the full responsibility of the respondent for all requirements under this RFP.

• Proposal shall remain firm from the opening of this proposal through the completion of an awarded contract, unless otherwise specified.

REVIEW AND AWARD PROCESS: In order to allow ECPA the opportunity to evaluate each proposal thoroughly, ECPA requires that any response to this solicitation be valid and irrevocable for sixty (60) days after official opening date and time.

ECPA reserves the right to reject any or all proposals, to clarify items in a proposal, and to waive errors or corrections in a proposal. ECPA reserves the right to reject the proposal of any respondent who has previously failed to perform similar contracts with school districts and/or other eligible entities satisfactorily. The winning proposal will be recommended to the Governing Board for final approval.

PROTEST PROCEDURES: Vendor’s whose proposal has been timely filed and who is aggrieved by the award of a contract to another offeror may appeal the decision by filing a written notice of appeal. The notice must be filed within ten (10) business days of the date of award of the contract, exclusive of Saturdays, Sundays, and legal state holidays. The notice of appeal must clearly and fully identify all the issues being contested by reference to the page, and section of the solicitation document and/or award of contract. An appeal will be heard by the designated ECPA members unless the petitioner is not an aggrieved party, or a prior request by the same petitioner relating to the same contract award has been granted, or the request is capricious, frivolous, or without merit. The burden of proof lies with the petitioner. The evidence presented must specifically address and be limited to one or more of the following:

1. Violation of State or Federal law.

2. Irregularities creating fundamental unfairness; or

3. Arbitrary or capricious award.

ECPA will provide a written response within ten (10) business days after hearing the appeal and shall be the final decision on the matter.

INCURRING COSTS: ECPA is not liable for any cost incurred by offerors prior to the issuance of a procurement document.

NEGOTIATIONS: ECPA may conduct exclusive or concurrent negotiations with vendors deemed reasonably susceptible for award. Proposal details, including pricing, will remain confidential. Negotiations do not constitute a contract award or confer on any property rights. If negotiations do not progress, ECPA may terminate discussions and negotiate with the next most qualified vendor(s). ECPA may conduct interviews as part of the evaluation process but is not required to do so. Interview costs will not be reimbursed.

EVALUATION CRITERIA: ECPA’s procurement evaluation committee will review and evaluate all proposals and make a recommendation to the Board of Directors for award of contracts. Proposals will be evaluated by the following selection criteria:

CRITERIA POINTS POSSIBLE

Cost & Pricing Structure 40

Product Breadth and Quality 20

Distribution and Delivery 15

Customer Support and Warranties 10

Vendor Experience, Qualifications, References 10

Contract Implementation, Reporting, Value Adds 5

TOTAL 100

PROPOSAL SUBMISSION: Proposals must be submitted through the Indigo procurement portal by date and time specified. Late submissions will not be considered.

PROPOSAL REQUIREMENTS:

1. Technical Response: Vendor demonstrates their ability to meet the needs outlined in the RFP by addressing questions included in solicitation.

2. Pricing Response: Completed Excel pricing workbook

3. Required Procurement Forms: Signed documents provided with the solicitation

TECHNICAL RESPONSE:

Vendors shall upload a document that contains a full response to the questions outlined in each section.

Responses will be used to evaluate proposals as outlined above.

PRODUCT BREADTH & QUALITY

• Describe the overall breadth of your school bus, automotive, truck, and fleet parts offering.

• Identify the major product categories you offer relative to the scope of this RFP.

• What percentage of your products consist of:

o OEM parts o OES parts o Aftermarket parts o Private label parts

• Identify the major manufacturers and brands represented in your product offering.

• Describe your experience providing parts for both Type A and Type C/D school buses.

• Can you provide parts from multiple manufacturers for the same application?

• Can you provide both OEM and aftermarket alternatives when available?

• Explain how your company determines whether an aftermarket part is an acceptable replacement for an OEM part.

• Do you offer parts that meet or exceed OEM specifications? If so, describe how this is verified.

• Are product specifications, dimensions, certifications, and compatibility information available electronically?

• List the ways customers can search for desired parts with your company.

• How do you support customers when the VIN information is incomplete or difficult to determine?

• Describe your ability to cross-reference OEM and aftermarket part numbers.

• How are discounted parts identified?

• How do you handle superseded or replaced part numbers?

• Can your system identify the current replacement part when a manufacturer has discontinued an original part?

• Describe your company’s quality assurance program for aftermarket parts.

• How do you evaluate and approve aftermarket manufacturers before adding their products to your catalog?

• Describe any quality-control testing performed on aftermarket parts.

• Describe your process for handling defective or repeatedly failing products.

• How are product recalls communicated to customers?

• Can the district request a specific brand or manufacturer when multiple aftermarket alternatives are available?

DISTRIBUTION & DELIVERY

• Describe your distribution network and warehouse locations.

• Identify all distribution centers that would support Indiana school districts under this contract.

• What percentage of your parts are stocked locally, regionally, or nationally?

• What is your typical inventory availability rate for commonly requested parts?

• What is your current fill rate for orders?

• What percentage of orders are typically fulfilled from stock?

• How do you handle parts that are not currently in stock?

• What is your typical lead time for non-stock items?

• Describe your standard delivery service to Indiana school districts.

• What delivery options are available?

• What minimum order requirements apply to delivery?

• Are delivery charges included in quoted pricing?

• Identify any circumstances under which freight, delivery, handling, fuel surcharges, or other fees would be charged.

• Describe your delivery tracking capabilities.

• Can customers receive delivery notifications or tracking information electronically?

• How are partial shipments handled?

• Describe your emergency parts service for school districts experiencing vehicle breakdowns.

• Is after-hours emergency parts service and/or delivery available?

• Describe your process for locating hard to find parts needed to return a school bus to service.

• Can you source parts from manufacturers, distributors, or other locations outside your normal inventory?

CUSTOMER SUPPORT & WARRANTIES

• Describe your customer service model for school districts.

• Will participating school districts on this contract have a dedicated account representative? If so, please provide contact information.

• What methods can customers use to contact customer service?

• Describe the availability of customer service representatives.

• What is your average response time for customer inquiries?

• What escalation procedures are available for unresolved issues?

• Will customers have access to trained parts specialists or technicians?

• Are technical support services available at no additional charge?

• Describe the technical assistance available to school district maintenance personnel.

• Can customers provide VINS electronically for parts identification?

• Do you maintain records of previous purchases to assist with repeat orders?

• Can your representatives assist districts in identifying alternatives when a requested part is unavailable?

• Describe your return policy including the standard timeframe for returning unused parts.

• Are restocking fees charged?

• Who is responsible for return shipping costs when the vendors ships an incorrect or defective part?

• How quickly are credits issued following an approved return?

• Describe warranty coverage offered on aftermarket parts.

• Provide the standard warranty period by major product category.

• Identify any products that carry a lifetime warranty.

• Are warranty terms determined by the manufacturer or by your company?

• Describe the process for submitting a warranty claim.

• Are labor costs associated with installation/removal covered under any warranties?

VENDOR EXPERIENCE & QUALIFICATIONS

• Provide a brief history of your company.

• How many years has your company provided parts to public sector customers?

• Describe your experience working with K12 school districts in Indiana.

• How many K12 school districts in Indiana currently purchase parts from your company?

• Describe your experience supporting customers with multiple vehicle types and manufacturers.

• How many parts specialists are available to support Indiana K12 customers?

• How many delivery drivers are available to support Indiana K12 customers?

• Describe your company’s ability to maintain adequate inventory throughout the contract term.

• Describe the role of any proposed subcontractor or third-party supplier.

CONTRACT IMPLEMENTATION & VALUE ADDS

• Identify the steps required to transition existing school districts purchasing from your company to this awarded contract.

• Provide a proposed implementation timeline.

• Describe your process for establishing individual school district accounts.

• Can districts establish multiple delivery locations?

• Can districts establish purchase order requirements?

• Describe your online ordering capabilities.

• Can catalogs be customized for individual districts?

• Does your system display real time inventory availability?

• Does your system display estimated delivery dates?

• Does your system identify compatible or substitute products?

• Can customers see contract pricing before placing an order?

• Can customers track orders online?

• Can multiple users be established under one school district account?

• Does your system integrate with e-procurement systems?

• Can your system support punchout functionality?

• Describe your proposed strategy for marketing and driving awareness of this contract with K12 school districts in Indiana.

PRICING RESPONSE:

Vendors must complete the pricing workbook that outlines pricing and discount structure by category for K12 schools in Indiana. Please also include the top 75 items your company sells to similar public agencies. This must be uploaded into the procurement system. In addition, please address the following questions:

• Describe your proposed pricing methodology.

• Do you offer discounts from manufacturer list price, published catalog price, dealer cost, other?

• Identify any product categories, manufacturers or brands that will be excluded from the standard discount structure.

• Will K12 school districts that utilize this contract receive your lowest available public-sector pricing?

• Will contract pricing be at least as favorable as pricing offered to similarly situated public-sector customers?

• Describe your process for ensuring that contract pricing is correctly applied to every school district in Indiana.

• Are there any additional fees not included in your unit price?

Preference will be given to proposals that demonstrate meaningful cost savings for school districts.

Vendors are expected to submit their best and final proposal, including all pricing, discounts, and terms in response to this Request for Proposals.

• ECPA does not anticipate conducting negotiations or requesting revised pricing following the proposal submission deadline. Accordingly, vendors should not assume they will have an opportunity to modify, improve, or adjust pricing or other material terms after proposals have been submitted.

REQUIRED PROCUREMENT FORMS:

Vendors must complete all forms included in the file labeled “Required Procurement Forms” and upload into the procurement system.