4-26-120 - Bid Specs - Bus Vehicle OEM Parts Service.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-120

DATE PUBLISHED:

May 5, 2026

GOODS / SERVICE AREA:

Bus & Vehicle OEM Parts & Service

BID OPENING:

Date: May 19, 2026 Time: 2:00 PM CST

Location:

MEETING ID PHONE PIN:

meet.google.com/ fbh-pysm-biy

(US)+1 252-

987-4080

615 153 999#

CONTRACT PERIOD:

Two (2) or more Years from Date of Award

See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District is seeking bids from qualified distributors to supply various OEM replacement parts for its bus fleet. Parts are to be ordered on an “as needed basis”, as required throughout the term of the contract, under a blanket purchase order agreement.

In addition, Parkway School District is inviting the submission of proposals from qualified LOCAL vendors to furnish material, labor and equipment in performing all operations necessary in connection with the repair of the District’s bus fleet.

The District anticipates considerable activity under contract(s) awarded as a result of this solicitation, however, no commitment of any kind is made concerning quantities actually acquired and that fact should be taken into consideration by the contractor. The quantities that may be reflected in the solicitation are estimates only. This is not a guarantee but is listed for vendor guidance in estimating a discount. The list of items and components contained within this bid package is not all inclusive. This list is just a sample of items that may be purchased but not limited to this list.

The initial term of the contract will be for twenty-four (24) months. Vendors will have the opportunity to offer the district multi-year proposals in item number two of the vendor signature section.

SB-2 BID AWARD METHOD:

It is the District's policy to award a bid based on the lowest or best bid. However, the district retains the https://meet.google.com/fbh-pysm-biy?hs=122&authuser=0 https://meet.google.com/fbh-pysm-biy?hs=122&authuser=0 tel:+1-252-987-4080 tel:+1-252-987-4080 right to award in whatever manner serves the best interests of the District.

SB-3 CONTACT PERSON

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-4 PROPOSAL FORMAT AND CONTENTS

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor uses company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. SAMPLE AGREEMENT/CONTRACT (if applicable) The vendor shall provide a sample agreement/contract with submission.

4. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

5. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

6. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

7. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

8. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

9. PRICING SHEET

The vendor shall complete the Bonfire 26-120 (BT-36JQ)

SB-5 INSURANCE REQUIREMENTS:

The vendor must indicate that they agree to the insurance requirements as indicated in the terms and conditions document - IB-21, indicating its ability to comply with minimum insurance requirements. The vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this proposal. The vendor shall carry sufficient insurance to protect it and the district from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided with the district named as an additional insured. This proof of insurance shall be submitted no later than ten (10) days after receipt of notice of intent to award the contract. If the vendor fails to maintain and keep the insurance coverage in force, as herein provided, the district shall have the right to cancel and terminate the established contract forthwith and without notice. The vendor shall bear full responsibility for all risk of loss from equipment damage, and money or product loss resulting from vandalism or theft. The vendor shall not in any manner penalize the district for any such losses.

Minimum Insurance Requirements The successful vendor will be required to provide to the district at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverage is provided by a commercial liability policy, the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by the Certificate of Insurance.

b. Fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 for any one person.

7. Parkway School District to be named as "Additional Insured".

SB-6 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. Equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-7 DELIVERY:

All bids MUST be F.O.B. to the Parkway Warehouse, located at 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be made to Parkway School District Receiving Warehouse, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be accepted

Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays and during inclement weather events the District is closed.

SB-8 WARRANTY:

The contractor must provide the standard manufacturer’s warranty. The warranty will commence upon written acceptance of the equipment by the Parkway School District or payment of such, whichever occurs first.

SB-9 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable material will be returned with no expense to the District.

SB-10 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-11 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-12 SPECIFICATIONS:

● See bid list on Bid Table 26-120 (BT-36JQ)

The vendor must provide an adequately manned, established professional facility with qualified personnel to accommodate District’s needs.

The vendor must have a reasonable stock of parts to accommodate chassis manufacturer bid and must be able to obtain all parts not in stock within a reasonable length of time (approximately three days).

SB-13 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published May 5, 2026 11:00 AM Question Due from Vendors May 12, 2026 2:00 PM Intent to bid May 19, 2026 1:30 PM Bid Close May 19, 2026 2:00 PM Vendor Notified of Award (Tentative) June 11. 2026 4:00 PM https://parkwayschools.bonfirehub.com/