6-JB27-303 IFB, School Bus non-engine Repairs Parts Specifications.pdf

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INVITATION FOR BID

GSD Purchasing Department on behalf of

GSD Transportation Department

2500 South State Street

Salt Lake City, UT 84115

No. JB27-303 IFB

School Bus Non-Engine Non-OEM Repair & Parts Contract

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NOTICE OF INTENT

Products and services awarded through this Invitation for Bid (IFB) must meet or exceed minimum industry standards as specified in this document, complying with all relevant federal, state, and local technical, environmental, and performance standards.

DEFINITIONS

For clarity within this IFB and any resulting contract, the following terms are defined:

Term Definition

U3P Utah Public Procurement Place.

Contract An agreement between the District and a Vendor resulting from this IFB, including all addenda, the Vendor’s bid, and District contract forms (e.g., written contract or purchase order).

GSD / the District Granite School District.

IFB Invitation for Bid (this document).

Proposer The person or firm submitting a bid in response to this IFB.

Project The Scope of Work outlined in this IFB for providing goods and services.

Proposal The documents a proposer submits to address the IFB’s scope and requirements.

Responsible Vendor

Vendor with adequate financial resources (or ability to obtain such resources), who can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the goods herein.

Responsive Proposal

A complete bid that meets all IFB requirements, qualifications, and demonstrates a history of satisfactory performance.

Vendor The individual(s) or entity/entities awarded a contract under this IFB.

General Terms Singular terms include the plural, and gender references apply to all genders.

NOTICE

Where the terms bid, bidder, bidding, or quote are mentioned in this solicitation, they should be interpreted as offeror, as defined in 63G-6a-103(30), and the terms RFP or Request for Proposals, as per 63G-6a-103(38). This procurement will adhere to the provisions set forth in 63G-6a-701 to 63G-6a-711.

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PURPOSE

The purpose of this Invitation for Bid is to enter into a firm fixed price contract with responsive and responsible vendor(s) to provide non-engine repairs on school buses for the Granite School District. The work would include, but is not limited to king pin replacement, steering and suspension repair/replacement, driveline and drive axle components repair/replacement, steer axle and component repairs/replacement, air conditioning repair/replacement, miscellaneous chassis, and OEM component/system repairs.

This Invitation for Bid (IFB) outlines the requirements for submitting a qualifying bid. Vendors are encouraged to include any additional helpful information. GSD is not responsible for any costs incurred in the preparation or submission of bids.

ELIGIBILITY REQUIREMENTS

To be considered for award, bidders must meet all of the following minimum requirements:

• Licensing- Be properly licensed to conduct business in the State of Utah.

• Repair facility must be within twenty (20) miles of Granite School District Transportation

Center at 3000 W. Parkway Blvd., West Valley City, UT 84119

• Repair facility must be sufficiently staffed with factory-trained technicians certified to perform the vehicle repairs as needed.

• Provide detailed written estimates within eight (8) hours of receiving the bus at the repair facility.

• Provide supplemental estimates as needed when additional repairs or costs are identified.

• Coordinate all repairs with the District’s Transportation Department at 385-646-4280.

• Whenever possible, diagnostic findings must be provided before repairs begin.

• Use only OEM parts unless approved otherwise in writing by the Transportation Department.

• All work needs to comply with Original Equipment, component manufacturer standards as well as Federal, State, and local school bus standards.

• Provide one-year warranty on all parts, labor and services provided.

• Retain all replaced parts for District inspection.

• Lock and secure all District buses while on the vendor’s premises.

• Provide a current price list or website address showing dealer cost for parts and supplies.

• Invoices must itemize all materials/parts, applicable material or parts discounts, and labor hours for auditing purposes.

• All invoices must reference the applicable Granite School District purchase order number.

• All shipments must be accompanied by a packing slip.

• Comply with all applicable federal, state, county, and city anti-discrimination laws.

Violations may be considered a material breach of contract.

SCOPE OF WORK

Buses will be delivered to the company for diagnosis and repair. After diagnosis and before any repairs are made, the company must call Granite School District Transportation Bus Mechanic

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Supervisor for approval to make the repair(s). After repair work is completed, the buses will be picked up by Granite School District.

Vendor must list all materials, materials discount, and number of hours for labor on invoices for auditing purposes. Provide a yearly report of all work performed including a breakdown of parts and labor costs for each bus.

Billing time will begin once the vendor has started work (travel time, meals are the responsibilities of the vendor and will not be paid by the District). No additional fees or charges will be passed on to the District unless they are specifically listed in the bid when submitted.

ESTIMATED USAGE

The District does not guarantee any specific volume of work under this contract. All quantities or service needs are good faith estimates and may vary.

ACCESSING BID DOCUMENTS

• Bid documents are available at:

https://utah.bonfirehub.com/portal/?tab=openOpportunities

• Vendors are encouraged to regularly check U3P for updates, questions, answers, and addenda.

QUESTIONS AND ADDENDA

• Submit all questions and communication through U3P. Answers and any updates will be posted there for everyone to see.

• If you’re unsure about any specs or conditions, ask through U3P before the deadline to get clarifications.

• Any changes to specifications, quantities, schedules, opening dates, corrections, clarifications, or other details will be issued as addenda on U3P. Bidders are responsible for obtaining all addenda, and submitting a bid means you acknowledge them. All addenda become part of the bid.

BID SUBMISSION AND COMMUNICATION

• For fairness, only contact the Granite School District procurement officer about this IFB. Do not contact other GSD staff or offer gifts—doing so could disqualify your bid.

• Hard copy bids must be delivered to:

2500 S. State Street, Salt Lake City, UT 84115

• Make sure to allow enough time for electronic and hard copy submissions. Late bids won’t be accepted.

Please carefully review all terms and use the provided Bidders Document Checklist to ensure a successful submission.

ACCEPTANCE/REJECTION OF BIDS

The District can reject any or all bids, in whole or in part, and may accept or reject specific items.

Bids may be rejected if they don’t meet requirements or include multiple items per line. The District decides which bids meet the specs and may choose equivalent products regardless of price.

https://utah.bonfirehub.com/portal/?tab=openOpportunities

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Results will be posted on U3P. Unrequested items, services, or incentives included in a bid won’t be considered.

BID SIGNATURES

All bids must include the company name and be signed by an authorized person who can legally bind the company to the bid terms.

WARRANTY

Vendors will provide all warranty information and literature pertaining to vendor-installed items. All parts and labor provided under this contract shall be warranted for a minimum of one (1) year from the date the repair is completed. If a warranted part or repair fails during the warranty period, the Vendor shall correct the repair and replace defective parts at no additional cost to the District, including associated labor.

PRICING

All pricing must include delivery charges (FOB Destination), with no fuel surcharges. Pricing is fixed for the initial one (1) year contract period.

After the first year, vendors may request price changes if there is a significant change in market conditions. Requests must include documentation to support the change.

Price increases or decreases must directly reflect changes in the market. All adjustments are subject to approval by Granite School District Purchasing. Once approved, pricing will remain in effect for the duration of the extension period.

Granite School District also reserves the right to receive the immediate benefit of any market-driven price decreases during the contract term or extension.

WRITTEN CONTRACT

The selected vendor will be required to enter into a written contract with Granite School District (GSD). Upon award, the GSD Purchasing contact will send the successful vendor a contract form to be finalized and executed.

CONTRACT PERIOD

The initial term of the contract shall begin on 12/01/2026 and continue for one (1) year. The District reserves the right to renew the contract annually for up to four (4) additional years, subject to mutual agreement. Renewals shall be under the same terms, conditions, and pricing, unless otherwise renegotiated and agreed upon in writing by the District Purchasing Agent. The District Purchasing Department will issue a contract amendment at least sixty (60) days prior to the expiration of the current term to initiate renewal. If the contract is not renewed, it will automatically expire at the end of its current term.

MULTI-YEAR EXTENSIONS

The contract will begin upon award and last for one year. Granite School District may choose to renew it each year for up to four more years, with the vendor’s agreement. Renewals will follow the same terms and pricing unless changes are agreed to in writing. The District will send a renewal amendment at least 60 days before the current term ends. If not renewed, the contract will expire at the end of its term.

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TERMINATION OF CONTRACT

If the vendor fails to deliver on time or meet contract requirements, Granite School District (GSD) may cancel the contract. Likewise, the vendor may cancel the contract if GSD fails to meet its obligations. Either party may terminate the contract with 30 days’ written notice.

PROCUREMENT CONTACT

Jess Brophy GSD Purchasing Department Email: jdhaws@graniteschools.org

All contract-related correspondence must go through the contact above.

STANDARD TERMS AND CONIDITIONS

All bidders should review the GSD Standard Terms and Conditions (attached in U3P), as they include important details not in this document. Any contract awarded must follow these terms fully.

CODE OF CONDUCT

Anyone involved in creating bid specifications or managing this contract must avoid any conflict of interest. No GSD employee, director, or agent may participate in awarding or overseeing the contract if a real or perceived conflict exists. This helps ensure fairness and transparency throughout the process.

PROTEST PROCEDURES

Refer to Utah Procurement Code 63G-6a-16. The protest contact is the Director of GSD Purchasing, 2500 S. State Street, Salt Lake City, UT.

RESPONSIVENESS

GSD may reject a proposal as nonresponsive for any of the following reasons:

• Incomplete submission, including missing documents listed in the Bidders Document Checklist.

• Submission of a proposal that deviates from the requirements, unless allowed by an amendment.

• Failure to meet minimum qualifications or any IFB requirements, including attachments.

• Submission of incorrect, misleading, or false information.

• History of unsatisfactory contractual performance.

PROTECTED INFORMATION

The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63- 2-304, provides in part that:

the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63-2-308 (Business Confidentiality Claims);

(2) commercial information or non-individual financial information obtained from a person if:

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(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in Section 63-2-308;

(6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed;

GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality.

To protect information under a Claim of Business Confidentiality, the offeror must:

1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the district, and

2. Include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63-2-308(1)).

3. Submit an electronic “redacted” (excluding protected information) copy of your proposal response. Copy must clearly be marked “Redacted Version.”

A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. An entire proposal may not be protected under a Claim of Business Confidentiality. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at:

http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc

To ensure the information is protected, the Department of Purchasing asks the offeror to clearly identify in the Executive Summary and in the body of the proposal any specific information for which an offeror claims business confidentiality protection as "PROTECTED".

AWARD

Granite anticipates awarding a contract for each of the following categories:

• Bluebird bus OEM repairs

• International bus OEM repairs

• Thomas bus OEM repairs

• Front end repairs

• All other non-engine repairs

The award will be based on the labor rate.

http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc

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Bids found to satisfy the minimum qualification requirements shall mean complete bids meeting all IFB instructions, conditions, and received by the due date and time. When the award is made, it will be posted on U3P. If the IFB is cancelled after the closing date, that information will be posted on U3P as well.

The award will commence on date of bid award. GSD reserves the right to reject the low bid if the products bid is not equal to or better than the items listed. The District reserves the right to make no award at all, reserves the right to reject any and all bids and to waive any irregularity or discrepancy associated with this bid.

This contract is not exclusive, and GSD reserves the right to go outside of this contract for unique products and volumes.

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PERFORMANCE RATING SYSTEM

A GSD stakeholder will be asked to periodically submit a scorecard for the awarded supplier’s performance. Scoring will be from 1-5 with the ratings listed below:

Rate the supplier with the following:

• 1 = Poor or Inadequate Performance

• 2 = Below Average

• 3 = Average

• 4 = Above Average

• 5 = Excellent

These scores will be applied to the following criteria:

Criteria Score

Timeliness of performance (order and delivery)

2 Customer Service (interaction between Vendor & GSD staff, timely response to complaints, inquiries

3 Condition of Delivery (condition of goods delivered including appropriate temperature, product boxes condition, organization of pallets)

4 Replacement of Damaged or Unacceptable Goods Delivered (frequency and response from Vendor in replacing goods, issuing credits)

5 Accuracy and Timeliness of Billing and/or Invoices (accuracy and timeliness of off invoices, and response to corrections)

MINIMUM PERFORMANCE RATING THRESHOLD

If the supplier scores a three (3) for each of the criteria, the total would be fifteen (15). Any total score of fifteen or higher with no individual score less than three (3) will be considered satisfactory.

PERFORMANCE RATING THRESHOLD PENALTY

A total score lower than fifteen (15) or an individual score less than three (3) will result in an email from the GSD Contract Manager. The performance issue will be documented in the file, accompanied by notes for the stakeholder. If a supplier has a total of three (3) project scores below fifteen (15) in a three (3) month period, it may result in a ten (10) day notice to cure or contract cancellation.

PERFORMANCE RATING FREQUENCY

The Performance Rating system will be used during the first year of the contract. The timing of the evaluations will be at the discretion of the GSD Contract Manager. Frequency for subsequent years will be negotiated by the supplier’s scores at the completion of the first year.

Granite School District

Contract Management