3-P26-07 Bus Installation Services.pdf

RFP P26-07

Bus Installation Services

March 27, 2026

To: All Proposers

The Forsyth County School System’s Purchasing Department would like you to supply us with a Proposal for Bus Installation Services. Pricing shall remain firm for one year after award. The Forsyth County School System is tax-exempt.

The RFP Closing is: # P26-07 April 17, 2026 3:00 PM

(RFP #) (DATE) (TIME)

This RFP will close on the date and time specified.

Respectfully, Brad Richardson Director of Procurement Services

PURCHASING DEPARTMENT

2150 Keith Bridge Rd Cumming, GA 30040

Phone: 770-781-6603 / Fax: 770-888-0222 www.forsyth.k12.ga.us http://www.forsyth.k12.ga.us/

FORSYTH COUNTY SCHOOL SYSTEM

Purchasing Department

SPECIAL TERMS AND CONDITIONS

1.0 PURPOSE AND OBJECTIVE

Forsyth County Schools (FCS) is accepting proposals for as-needed bus installation services as outlined in this proposal and accompanying documents. FCS is seeking qualified and experienced contractor(s) that meet the specifications, terms and conditions herein and perform requested services by providing all labor, materials, equipment, and services as assigned by this solicitation Price will not be the sole determinant of award, as FCS will consider non-cost elements to include qualifications, experience, past performance, references, and methodologies.

The objective of this proposal is to create a contract that FCS can utilize for the installation of a variety of products and equipment in our school bus fleet, to include radios, GPS, lighting, etc. FCS is seeking a time and material structure that can be the basis of quoting future projects where the scope of work could potentially change from project to project. This contract will provide FCS a fixed pricing structure for twelve months and be compliant with all insurance, immigration, and procurement policies and procedures.

2.0 BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS

2.1 Evaluation- Award will be made based upon the evaluation criteria published in this RFP. It is also known that FCS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendors, pre-proposal, or during the evaluation as it relates to the published evaluation criteria.

2.2 Award Conditions

i. Period- Awarded contract(s) will be valid for one-year from the date of award. Contract may be renewed up to four additional one-year periods if mutually agreeable to both parties.

ii. Pool of Contractors- FCS may award to one or more contractors based upon the elements of this RFP. FCS may decide to create a “pool” of qualified and contracted companies from which to use to perform the services herein.

iii. Use of Contracted Vendors- Acceptance of award does not guarantee work during the contract term (FCS will make selections based upon workload, performance, and value).

2.3 Price Modification- Prices must remain firm for the entire contract period. Contractor is responsible for understanding all elements of this work and incorporating them within the cost portion of the contract. FCS will not consider any change orders unless they are a direct result of a change in the SOW dictated by FCS Transportation.

2.4 Contractor Identification System- FCS requires the employees assigned to any FCS contract to register through our Safety-Check Contractor Identification System. Any representative of your organization, before beginning work on FCS property, must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement, or failing to pass the check, will not be allowed on FCS property. Contractors will be issued a badge, which they are required to wear at all times on FCS property. Anyone found without a badge will be asked to leave the property immediately. Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen.

2.5 O.C.G.A 13-10-91- Contractor must comply with all relevant codes pertaining to O.C.G.A 13- 10-91, including the submission of a Contractor Affidavit as included in this solicitation.

2.6 Tobacco/Alcohol/Drugs- All FCS property shall be free from any tobacco products (smoking or smokeless), alcohol, and illegal drugs. This includes vehicles and personal items. Failure to adhere may result in contract termination without remedy and/or criminal prosecution to the fullest extent of the law. Any vehicle or personal property (lunch box, bag, box, etc.) is subject to search at any time by FCS personnel without probable cause.

(Employee of Contractor must submit to immediate drug/alcohol screening in the case of an accident on school grounds at the contractor's expense)

2.7 Safety and Security- At all times, the Contractor (all employees) shall exercise exceptional caution to protect FCS students, personnel, or visitors from any and all hazards associated with the execution of this contract. Contractor personnel shall exercise extreme caution to not harm or remove any property not owned by Contractor. FCS employs video surveillance and will prosecute criminal activity to the fullest extent of the law. Contractor shall not interact with any non-contractor personnel while on FCS property unless directly associated with the performance of the contract. Personnel shall not, under any circumstances, converse or interact in any manner with FCS students or staff. Contractor shall refrain from vulgar language, obscene gestures, and any behavior deemed inappropriate for the K-12 environment.

2.8 Uniform and Identification of Personnel- All contractor personnel shall wear proper uniforms and identification at all times. ID issued by FCS must be worn and be visible at all times.

2.9 Damage by Contractor- Any damage done to any part of any FCS property shall be replaced to the satisfaction of FCS, at no cost to FCS.

2.10 Workmanship- All work shall be done in a professional manner and must comply with all Federal, State, and Local codes. All work requiring licensed mechanics by code or regulation shall be done only by employees having met such criteria.

2.11 Inspection of Work- Under this contract, the Contractor has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by FCS personnel shall in no way affect said responsibility of Contractor; nor shall the failure of any of the foregoing to discover or to bring to the attention of the Contractor the existence of any work not in accordance with said specifications.

2.12 Correction of Work- Any work deemed unsuitable per contract standards, as determined by FCS, shall be corrected within 24 hours. Any corrected work shall be at no additional cost to

FCS.

2.13 Interaction with FCS Students, personnel, and visitors should be limited to business pertaining only to the performance of this contract.

2.14 Insurance- Proof of insurance must be submitted with the proposal response and available at any point during the life of the contract. All insurance requirements shall comply with FCSS General Terms and Conditions and applicable provisions of Georgia law.

Workers’ Compensation Insurance - Contractor shall maintain Statutory Workers’ Compensation Insurance in accordance with the requirements of the Official Code of Georgia Annotated (O.C.G.A.), including Employer’s Liability coverage as required by law.

Additional Insurance - Contractor shall obtain and maintain, at its own expense, all insurance coverage required by the solicitation and contract documents, with limits and terms as specified therein, to protect FCSS against claims for bodily injury, property damage, or other losses arising out of or related to the Contractor’s performance of the contract.

Proof of Coverage - Contractor shall furnish FCSS with a Certificate of Insurance evidencing required coverage prior to the start of work. Certificates should be submitted electronically during the submission of the solicitation. Failure to maintain required insurance shall constitute a material breach of contract.

Commercial General Liability Insurance:

Contractor shall maintain Commercial General Liability Insurance with limits of at least $1,000,000. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

Limits of Liability (Primary Policy):

• $1,000,000 each occurrence

Forsyth County School District must be named as an additional insured on all applicable policies.

Commercial Automobile Liability Insurance:

Contractor shall maintain Commercial Automobile Liability Insurance covering owned, non-owned, and hired vehicles.

Limits of Liability:

• $1,000,000 Combined Single Limit per accident for bodily injury and property damage.

Umbrella / Excess Liability Insurance:

Contractor shall maintain Umbrella or Excess Liability Insurance in excess of the Commercial General Liability and Commercial Automobile Liability policies described above, with limits of not less than:

• $2,000,000 per occurrence

• $2,000,000 aggregate

The Umbrella/Excess Liability policy shall be follow-form and provide coverage for both General Liability and Automobile Liability.

Acceptability of Insurance Companies - All insurance shall be written by insurance companies licensed to do business in the State of Georgia and having an A.M. Best rating of A- or better.

2.15 Terms and Conditions- FCS expects the terms and conditions of this RFP, and all FCS related documents, to be the prevailing contract agreement. FCS will not sign any contract document that forfeits control or supersedes this contract. If you request different or supplemental contract language to be incorporated into this contract, please provide it with your initial submission. FCS will consider all reasonable requests and will attempt to negotiate in good faith to provisions offered in good faith. However, if mutually accepted language cannot be reached, FCS may deem your offer non-responsive. In addition, any document that materially alters the terms and conditions of this agreement or places undue burden on FCS may be deemed non-responsive and removed from consideration.

a) Any contract language that you request MUST be provided with initial response, as it will not be possible to supplement contract language later. If you submit supplemental contract language, it is the responsibility of the vendor to detail differences in contractual language at the time of response.

b) Preference may be given to an organization whose offer complies with all FCS terms and conditions herein.

c) The provisions made for negotiation herein deal with contractual language governing the legal elements of this contract. It does not pertain to mandatory contract specifications such as scope of work, cost, delivery, customer service, etc.

3.0 CONTRACTOR QUALIFICATIONS

Contractor must submit the following requested information that will be utilized in the evaluation of your proposal.

3.1 Contractor Questionnaire Form

3.2 Mandatory Requirements Form

3.3 References Form

4.0 SPECIFICATIONS AND SCOPE OF WORK

4.1 Overview- Contractor will provide all labor, material, equipment, and services to complete future work projects in accordance with the terms of this RFP. Any work performed under this contract must be approved by FCS (Transportation Director or designee) before the project begins.

4.2 Scope of Work & Specifications – The scope of work under this contract includes the installation of equipment in school buses as needed when requested by FCS. The types of work may include, but are not limited to:

a) Two-Way Radios

b) Cameras

c) GPS Systems

d) Lighting/Lamps/Strobes

e) Monitors/Tablets

f) Speakers

g) Equipment Repairs

4.3 Work Type- Projects associated with this contract can range in size and scope from small repair work to large-scale installations for a 300-plus bus fleet.

4.4 Price/Billing/Payment

i. Labor- FCS will pay for work herein based upon a time plus material structure. Any quote provided to FCS for projects needed shall be audited back to an hourly labor rate.

Hourly rates must be itemized per person to include all wages, taxes, insurance, trucks, basic tools and equipment, overhead, permits, profit, and all other incidental costs.

ii. Billable Hours of Labor- FCS will only pay for productive hours on FCS property.

Time spent for transportation of workers, material acquisition, handling, and delivery of equipment shall not be charged directly, but is overhead which shall be included in the hourly cost for labor.

iii. Equipment Labor- If applicable, provide a list of company-owned equipment beyond the basic tools and equipment. Specifically list each piece of equipment and the labor rate for each.

iv. Material- All material shall be billed at a “percentage” over cost. The cost of material must be able to be documented, and documentation must be submitted with the invoice.

(This percentage over cost is one of the criteria that will be evaluated for award.)

• FCS reserves the right to supply material for specialty work, or in instances deemed to be in the best interest of the district, although this should not constitute a significant portion of work performed under this contract.

v. Rental Equipment- Equipment that may be required to complete the work that is outside the normal scope of tools required for basic restoration work shall be billed at a “percentage” over cost. The cost of equipment must be able to be documented, and documentation must be submitted with the invoice. The use of rental equipment must be approved by FCS, which reserves the right to supply the rental equipment at its own cost.

(This percentage over cost is one of the criteria that will be evaluated for award)

• NOTE: FCS expects that rental equipment be used ONLY in the event that the contractor does not own the equipment required to perform the work. FCS will consider equipment capabilities as a consideration for award. Therefore, it expects the use and availability of the equipment cited and proposed on the attached “proposal form”.

vi. Other Equipment- List any equipment discounts that may be available to FCS, such as radios, GPS, etc., that your company may offer.

4.5 Itemized Billing- All invoices must be submitted fully itemized, showing all elements that make up the final cost. Cost for parts or equipment must be accompanied by a copy of the original invoice for audit purposes.

4.6 Per Job Completed- Unless otherwise agreed upon, FCS will pay per job, upon completion, inspection, and sign-off by FCS personnel. The invoice will not be forwarded to the Finance Department for payment until receipt of a fully itemized invoice, including all supporting documentation, to include purchase order number and/or work order number.

5.0 PROPOSAL EVALUATION

5.1 Organization and Completeness of Proposal

Proposal must provide straightforward, concise proof of the offeror’s capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be labeled, and any additional documents provided by the vendor must reference the appropriate section of the RFP. All requested information must be included, and all forms must be completed in their entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

5.2 Evaluation Procedures – Review of Proposals

A committee will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, and the estimated cost of the engagement. Cost will not be the sole determining factor in the award. Each proposal will be reviewed for completeness to ensure that all mandatory requirements are addressed satisfactorily. The committee will determine any areas requiring additional clarification/information and request this information from the responding vendor. The committee will evaluate the quality and completeness of each response as it addresses each requirement of the RFP. All non-cost related areas of the response are evaluated during this phase.

The selection of Contractors will be based on the review of several key elements in the proposals submitted.

Final score will be the sum of the non-cost elements as specified and the cost.

Cost Evaluation Formula:

(Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points

=Score.

6.0 COST EVALUATION – Attached is a bid form for providing cost details.