77-20251113081706 DCS.pdf

DESOTO COUNTY SCHOOLS

5East South Street • Hernando, Mississippi 38632

662-429-5271 •fax 662-429-4198•Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

BID NOTICE

To: Prospective Bidder

From: Jenifer Hale DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7268

Issue Date: November 4, 2025

Notice of Bid/Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: December 4, 2025 Time: 9:00 am, CST Location: DeSoto County Schools

Date: December 11, 2025 Time: 9:00 am, CST Location: DeSoto County Schools

Central Services Central Services 5 East South Street 5 East South Street Hernando, MS 38632 Hernando, MS 38632

Bid Items Bid Number: #380-VEH-DCS26 Description: Vehicles for DeSoto County Schools Procurement Schedule:

Public Notice to Newspaper November 11, 2025

Advertisement Publication Dates November 13 and November 20, 2025

Release of Bid November 13, 2025

Deadline for Questions/Clarifications November 28, 2025, Noon CST

Unpriced Bid Proposals December 4, 2025, 9:00 am CST

Reverse Auction for Approved Bidders December 11, 2025, 9:00 am CST

Anticipated Board Approval January 8, 2026

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer http://www.desotocountyschools.org/

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of the Unpriced Proposal Form, nor placing it in the mail by this date will meet legal requirements. All Unpriced Proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The DeSoto County School Board of Education reserves the right to reject any and/or all Unpriced Proposals received and to waive any and all informalities.

1. If submitting a paper Unpriced Proposal, it shall be typed. Any changes made must be initialed. Changes shall not be allowed after the Unpriced Proposals are opened. The DeSoto County School District (hereafter, the District) shall not be responsible for any errors or omissions. Unpriced Proposals may be hand delivered, mailed, or submitted electronically. Paper Unpriced Proposals must be submitted in a sealed 8” x 10” or larger envelope. Please label the envelope or shipping package as follows or the bid may be rejected:

Attn: Jenifer Hale Vehicles for DeSoto County Schools

#380-VEH-DCS26

December 4, 2025 Name of company or person submitting bid

2. Any Unpriced Proposal received after the opening date or time shall be refused and marked “Late Unpriced Proposal” and returned to the bidder unopened. For this purpose, the official time for the Unpriced Proposal opening shall be based upon the time as indicated by the Purchasing Department. It is solely the responsibility of the bidder to ensure Unpriced Proposals are received prior to the opening date and time.

3. Unpriced Proposals may be modified or withdrawn by written notice from the bidder, if received by the Purchasing Department prior to the date and time set forth in the BID NOTICE. In order to modify an Unpriced Proposal, the bidder must submit a new Unpriced Proposal with the words “Modified Unpriced Proposal” shown in the lower left corner of the sealed envelope or shipping package. The original Unpriced Proposal remains the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an Unpriced Proposal, all documents shall remain the property of the District.

4. The District shall issue a written addendum if substantial changes, which impact the technical submission of proposals, are required. A copy of the addenda will be given to all vendors that are known to have requested bid documents. In the event of a conflict with the original contract documents and the addenda, the addenda shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

5. All items contained in this Unpriced Proposal are to be per specifications unless otherwise specified. All specifications for any vehicle being submitted must be included.

6. All bids shall be submitted exclusive of all taxes. Documentation of tax exemption will be furnished when necessary.

7. Both paper Unpriced Proposals and electronic Unpriced Proposals shall be submitted on the supplied Unpriced Proposal Form. Electronic Unpriced Proposals shall be submitted online at www.centralbidding.com. Should the bidder’s response not be submitted on the supplied Unpriced Proposal Form, the District reserves the right to reject the bid.

http://www.desotocountyschools.org/ http://www.centralbidding.com/ http://www.centralbidding.com/ http://www.centralbidding.com/

8. If the District’s Superintendents Office is closed for any reason, including but not limited to inclement weather, an emergency situation or any other act of nature, for which closure prevents the opening of bids at the originally advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the District’s Superintendents Office shall be open for business at the previously advertised time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be advertised. Any vendors that have been invited to participate in the reverse auction will be notified of such changes. DeSoto County Schools shall not be held responsible if invited vendor fails to comply or misses reverse auction due to no fault of the District.

9. If any Bidder contemplating submitting an Unpriced Proposal under this bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must submit a written request for clarification by the date and time designated in the Procurement Schedule by email to www.dcs.purchasing@dcsms.org. The District will respond to all inquiries and render an official interpretation of the question in writing via addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its acknowledgement of the addendum/clarification by noting in space provided on the Vendor Information & Agreement Form and returning it with their Unpriced Proposal.

Qualification of Bidders:

Unpriced Proposals will be evaluated by staff of the District. All bidders submitting acceptable required paperwork and alternate specifications (if applicable) will be invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date, if necessary, to complete the pre-qualification process.

New Vendors:

A New Vendor Packet has been included for any bidder that has not previously worked with DeSoto County Schools. This bid packet includes a Vendor Registration Form and a Conflict-of-Interest Disclosure Form. The bidder shall complete the packet and submit along with any other required documents due with the Unpriced Proposal.

Method of Bidding:

Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and time of December 11, 2025, at 9:00 am, CST. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the approved vendor must complete the free registration at: https://www.centralauctionhouse.com/ registration.php to participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/or bidding process, please call Central Bidding at 225-810-4814.

Accounting Practices:

The DeSoto County School District requires that Purchase Orders be issued before any items are ordered or delivered. The DeSoto County School District shall not be responsible for any products delivered without an approved Purchase Order and/or without a signed acknowledgement of receipt by a District employee at time of delivery. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District.

The awarded bidder agrees to receiving payment within 45 days from date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods and/or services by DeSoto County Schools, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

Budgetary/Funding Constraints:

The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.

http://www.dcs.purchasing@dcsms.org/ https://www.centralauctionhouse.com/registration.php

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for the resolution of any dispute shall be DeSoto County, Mississippi. The bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the bidder.

W-9 Form:

The DeSoto County School District requires the attached W-9 Form to be completed and included in your bid submission.

Insurance Requirements:

The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance coverage of $1,000,000 and workers’ compensation insurance coverage of $500,000 per occurrence and listing the District as the certificate holder for each policy. This certificate must be presented to the District prior to approval of the awarded bidder by the DeSoto County Board of Education. The policy must remain in effect during the entire term of the bid.

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

Vehicles for DeSoto County Schools

Bid #380-VEH-DCS26

The DeSoto County School District (DCSD) is seeking bids for fleet vehicles. The specifications are for four new 2026 trucks.

Please bid the total for all four trucks during the reverse auction. Each vehicle will be delivered to DCSD central services by the winning vendor and the price is required to stay the same until the date listed in the specifications. Specifications for any vehicle being submitted with unpriced proposals must be included.

• Shipping and handling (if any) must be included in the bid price.

• Vehicles will be paid via PO on a NET 45 basis.

• The reverse auction will include the total cost for each vehicle. This is a line-item bid. Each line item will be the cost for one vehicle. Vendors do not have to participate in every line item. If a vendor bids and wins a line item and is not able to provide the vehicle, DCSD will go to the next lowest bidder for that line item.

• Upon completion of the reverse auction, the winning vendor must provide an itemized price breakdown for each item listed in the bid for purchase order entry purposes.

• Vendors are responsible for delivery of every vehicle at no additional cost to the DCSD.

• Vehicles must have less than 500 miles upon delivery and considered new.

• Price to stay the same until December 31, 2026.

• Payment will not be processed until all vehicles have been delivered and are in acceptable condition per the DCSD.

• Deadline for any vendor questions regarding this bid is November 28, 2025, by 12pm, CST. All questions must be addressed to dcs.purchasing@dcsms.org.

• The following items need to be completed and included in bidder’s Unpriced Proposal submitted through Central Bidding, in person or by mail by the submission deadline of December 4, 2025, by 9am, CST:

Vendor Information & Agreement form Unpriced Proposal Forms along with specifications for each vehicle you will be bidding. This includes specifications for the requested model.

Specifications New Vendor Packet (if applicable) W-9 Proof of insurance coverage (Acord Form) per the guidelines listed in the Instructions and Terms for Reverse

Auction.

If any information is not included by the bidder in their Unpriced Proposal submission, the DCSD reserves the right to not invite the bidder to participate in the reverse auction scheduled for December 11, 2025, at 9:00 am, CST.

SIGNATURE DATE

PRINTED NAME TITLE

Specifications mailto:dcs.purchasing@dcsms.org mailto:purchasing@dcsms.org http://www.desotocountyschools.org/

UNPRICED PROPOSAL FORM FOR

PLANT MAINTENANCE

QTY ITEM DESCRIPTION

4 2026 Ford or Chevrolet 1/2 ton trucks

Please check all that apply

5.0L V8 gas engine Keyless Entry, 2 keys

Non Carpeted floorboards Tilt

White Exterior Power Steering Trailer Tow Package Cruise Control

Air conditioning Standard front bumper, heavy duty step type rear bumper

2 wheel Drive Tinted glass Crew Cab Radio Power Windows and door locks Automatic Transmission

Power brakes 6 foot bed with spray in bed liner

Cloth seats Underbody Spare Tire Full Size Spare

Full specifications must be included whether the requested vehicle or an alternate vehicle is being submitted.

NAME OF AUTHORIZED REPRESENTATIVE (printed) TITLE

SIGNATURE TODAY’S

DATE

QUOTE EXPIRATION (If date not given, expires in 60 days)

Vendor Information & Agreement Form

Vehicles for DeSoto County Schools December 4, 9:00 am, CST

Bid #380-VEH-DCS26

I/We propose to furnish and deliver the items on the Unpriced Proposal Form according to your specifications.

I/We further agree not to request permission to withdraw our bid after the bids have been opened.

This bid consists of the (A) Bid Notice, (B) Bid Instructions and Terms, (C) the Required Specifications, and (D) the Unpriced Proposal Form.

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Unpriced Proposal was requested by the DeSoto County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:

Addendum 1 Addendum 2 Addendum 3 Addendum 4

Return with your Unpriced Proposal paperwork due December 4, 2025, by 9am, CST

• Completed Vendor Information & Agreement Form

• Completed Unpriced Bid Proposal Forms

• Insurance Accord Form

• Completed W-9

• Specification Sheet

• Specs for ALL VEHICLES

• Completed New Vendor Packet (Vendor Registration Form & Conflict-of Interest Disclosure Form), if

Applicable http://www.desotocountyschools.org/