5-26-37 - Bid Specs - Large Equipment Parts Service.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-37

DATE PUBLISHED:

September 2, 2025

GOODS / SERVICE AREA:

Large Equipment Parts & Service - Grounds

BID OPENING:

Date: September 16, 2025 Time: 3:00 PM (CST) Location:

MEETING ID PHONE PIN:

meet.google.co m/rnn-snmv-kuf

(US)+1 402-

986-3240

713 944 207#

CONTRACT PERIOD:

One (1) 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 (District) is seeking bids, from factory authorized service centers, to provide Grounds Department large equipment parts and service, to be ordered on an “as needed basis”, as required throughout the term of the contract, under a blanket purchase order agreement.

The District estimates that during the term of this agreement it will spend approximately $35,000 for a twelve (12) month period. This is not a guarantee but is listed for vendor guidance in estimating a discount. The District does not guarantee any quantities that it will purchase as a result of this invitation for bid.

The initial term of the contract will be twelve (12) months. Vendors have the opportunity to offer the district multi-year proposals in item number two of the vendor signature section.

Qualified vendors choosing to bid must be an authorized dealer and have a parts counter (if bidding parts supply) and/or service center (if bidding service) located in the Metropolitan St. Louis area.

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 right to award in whatever manner serves the best interests of the District.

https://meet.google.com/rnn-snmv-kuf?hs=122&authuser=0 https://meet.google.com/rnn-snmv-kuf?hs=122&authuser=0 tel:+1-402-986-3240 tel:+1-402-986-3240

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 is to use 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. 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.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. 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

6. 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.

7. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

8. PRICING SHEET

The vendor shall complete the Bonfire BT-34JX bid table.

9. QUESTIONAIRE

The vendor shall complete the questionnaire (Q-27KR).

SB-5 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-6 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-7 ORDERING PROCEDURE:

Releases from the blanket purchase order will be made as needed. A list of Parkway personnel authorized to release orders will be made available to the successful vendor(s). Prior to any expenditure in excess of $100 the appropriate supervisor of the department concerned shall be contacted for approval.

The person placing an order must provide to the vendor the department blanket purchase order number or an individual purchase order number. Packing slips are required with each shipment. The purchase order number must appear on the invoice, packing slip, and all cartons.

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-11 PROCUREMENT TIMELINE:

*all times are CDT

Action Date* Bid Published September 2, 2025 11:00 AM Q&A End September 9, 2025 2:00 PM Parkway response to vendor questions September 11, 2025 4:00 PM Intent to bid September 16, 2025 2:30 PM Bid Close September 16, 2025 3:00 PM Vendor Notified of Award (Tentative) September 23, 2025 4:00 PM https://parkwayschools.bonfirehub.com/