6-26DB20-3 Air Conditioner Retrofit School Buses - 12.18.2025.docx

INVITATION FOR BID

A/C RETROFIT OF SCHOOL BUSES

SOLICITATION # 26DB20-3

BID DUE

Tuesday January 13, 2026 2:00 p.m. MST

QUESTIONS DUE

Thursday January 08, 2025 2:00 p.m. MST

Purchasing Department Auxiliary Services Building 7905 South Redwood Road West Jordan, Utah 84088-4601

A/C RETROFIT OF SCHOOL BUSES

Invitation for Bid # 26DB20-3

You are invited to submit bids to the Jordan School District relating to A/C Retrofit of School Buses. The bid will be awarded to the lowest responsive and responsible bidder(s). Responsiveness to the bid will be established only if the bid meets the following requirements:

All information requested must be completed and submitted by Tuesday January 13, 2026, at 2:00 p.m. (MST). If the required information is not submitted in a timely manner, the bid will be deemed non-responsive.

All inquiries relative to this bid need to be submitted by Thursday January 08, 2026, at 2:00 p.m. (MST), and will be answered though U3P Bonfire.

The preferred method of submitting your bid is electronically through Utah Public Procurement Place (U3P) Bonfire at utah.bonfirehub.com. Neither faxed nor emailed bids will be accepted.

Vendors must respond in each and every area as specified in the bid documents (such as pricing, etc.) and the bid must be returned in its entirety.

The agreement shall commence on the date of bid acceptance and continue for one (1) year. Each bid must include an option whereby the Jordan School District, at its sole discretion, can extend the contract up to two (2) annual renewals on the same terms, prices, and conditions set forth in the bid for a total of three (3) maximum contract years. Requests for price adjustment must include sufficient documentation supporting the request. Any adjustment or amendment to the contract will not be effective unless approved by the Jordan School District Purchasing Department. The negotiation may only occur within sixty (60) days before the contract renewal.

Any early payment discounts offered to the Jordan School District are encouraged. Discounts shown may be evaluated as part of the bid award. Discounts offered for fewer than ten (10) working days will not be acceptable.

The Jordan School District Purchasing Department reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal in the best interest of the Jordan School District.

Results of the bid evaluation will be available on our website, purchasing.jordandistrict.org, and on U3P Bonfire.

TAX EXEMPT FORMS

Please note that sales made to Utah School Districts are exempt from sales tax according to Utah Code 59-12-104. Bidders must use the Tax Exemption Certificate form TC-721G when purchasing construction materials for Jordan School District projects. A tax-exempt form will be provided upon request.

LIABILITY INSURANCE

The Bidder shall purchase and maintain such insurance as will protect them from claims under Workers’ Compensation Acts and other employee benefit acts; from claims for damages because of bodily injury, including death; and from claims for damages to property which may arise out of or result from the Bidder’s operations under this contract, whether such operations be by themselves or by any subcontractor or anyone directly or indirectly employed by any of them. This insurance shall be written for not less than any limits of liability specified as part of this contract or required by law, whichever is greater, and shall exclude contractual liability insurance as applicable to the Bidder’s obligations.

BIDDER REQUIREMENTS

The Bidder must have a minimum five (5) years of experience. The Bidder shall supervise and direct all work, using their best skill and attention. The Bidder shall be solely responsible for all means, methods, techniques, sequences, and procedures and for coordinating all portions of the work under the contract.

Unless otherwise specifically noted, the Bidder shall provide and pay for all labor, materials, equipment, tools, machinery, and services necessary for the proper execution and completion of the work.

The Bidder warrants to the owner that all materials and equipment incorporated in the work will be new unless otherwise specified, and that all work will be of good quality, free from faults and defects, and in conformance with the bid documents. All work not conforming to these standards may be considered defective.

JSD STANDARD CONTRACT TERMS AND CONDITIONS,

EXCEPTIONS, AND NEGOTIATIONS

A contract or purchase order(s) that result from this IFB will include Jordan School District’s Standard Terms and Conditions (“Standard Terms and Conditions”). It is the responsibility of the Bidders to review the Standard Terms and Conditions, whether attached to this IFB (see Attachment A) or at purchasing.jordandistrict.org.

PRICE GUARANTEE PERIOD

All pricing must be guaranteed for one (1) year. Following the guarantee period, any request for price adjustment must be for an equal guarantee period.

Requests for price adjustment MUST include sufficient documentation supporting the request that demonstrates a logical mathematical link between the current price and the proposed price. If price adjustments can be linked to a specific index, please list the index.

Any adjustment or amendment to the contract will not be effective unless approved by the JSD Purchasing Director. JSD will be given the immediate benefit of any decrease in the market or allowable discount.

WORK SCOPE

· Estimate of 15 to 20 buses to be retrofitted with A/C per year

· A/C retrofit on the following brands of buses of years 2012 through 2024

· International Front Engine model IC

· Blue Bird Rear Engine All American

· Thomas Rear Engine C2 and HDX models

· Jordan School District will drop off and pick up buses

· Technician will install per BCC kit instructions

· Controls for A/C units will be attached to the front dashboard

· The units will be adequately sealed to prevent any leaking per sealant in BCC kit

· Warranty of two (2) years for parts and labor

· A/C needs to be in working order to be accepted

· Only Bus Climate Control A/C units and controls will be accepted

· Acceptable BCC unit Model numbers for 33-foot buses:

· Thomas AC-6W4R1

· Blue Bird 12W1W1R3

· International 12W1W1R3

· Acceptable BCC unit Model numbers for 40-foot buses:

· Thomas AC-1313

· Blue Bird AC-1313R3

· International AC-1313R3

· Required systems for retrofit of 33-foot buses with one (1) A/C unit:

· Bus Climate Control (BCC) brand of A/C unit

· HVAC Roof Mount System

· Electrical requirement tied into the noise suppression system

· BCC controls brand

· Required systems for retrofit of 33-foot buses with two (2) A/C units:

· Bus Climate Control (BCC) brand of A/C unit.

· HVAC Roof Mount System

· One (1) Front unit and one (1) Rear unit

· Electrical requirement tied into the noise suppression system

· BCC controls brand

· Required systems for retrofit of 40-foot buses with one (1) A/C unit:

· Bus Climate Control (BCC) brand of A/C unit

· HVAC Roof Mount System

· Electrical requirement tied into the noise suppression system

· BCC controls brand

· Required systems for retrofit of 40-foot buses with two (2) A/C units:

· Bus Climate Control (BCC) brand of A/C unit

· HVAC Roof Mount System

· One (1) Front unit and one (1) Rear unit

· Electrical requirement tied into the noise suppression system

· BCC controls brand

COST SHEET

A/C Retrofit of School Buses:

Service provider will retrofit any of the three (3) brands of JSD school buses with A/C.

Name of Bidder:

The undersigned, having carefully examined the contract documents, hereby proposes and agrees to provide A/C Retrofit of School Buses for Jordan School District.

This bid shall be valid for a period of thirty (30) days after the date set for receipt of bids.

Submitted by:

Vendor Name

Authorized Signature

Name and Title

Date

A/C Retrofit of School Buses

IFB # 26DB20-3

Due: January 12, 2026, at 2:00 p.m. MST image1.wmf