BDP25-011 Bus, Auto Fleet Inspection, Preventive Maintenance and Repair.pdf

DEER PARK UNION FREE SCHOOL DISTRICT – PURCHASING DEPARTMENT

1881 Deer Park Avenue DEER PARK, NY 11729

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

MAINTENANCE AND REPAIR

BID NO. BDP25-011 Page - 1 -

NOTICE TO BIDDERS

Notice is hereby given that the Board of Education of Deer Park Public Schools, Deer Park, New York, hereby invites the submission of sealed or electronically submitted bids. Bids will be received for:

RFB NO. BDP25-011 BUS/AUTO FLEET INSPECTION, PREVENTIVE MAINTENANCE AND

REPAIR

To be received until Thursday April 24, 2025 at 11:00 A.M. Eastern Standard Time by DeDe Bertelle, Purchasing Agent, at which time bids will be publicly opened at the address listed below. All bid documents may be downloaded from the Empire State Purchasing Group website, located www.BidNetDirect.com. Bids may be submitted electronically at www.BidNetDirect.com or by mail or overnight delivery. If submitting by mail or overnight delivery, please note the delivery address below.

Whether submitting electronically or at the below address, all bids MUST be received by the designated date and time. The Deer Park UFSD strongly encourages all interested bidders to submit their bids electronically. The Board of Education reserves the right to reject all bids. All bids submitted will be binding for forty-five (45) days subsequent to the due date of the bids.

Delivery address for bids to be mailed or sent via overnight delivery:

DeDe Bertelle

Deer Park UFSD

Purchasing Office

1881 Deer Park Avenue

Deer Park, NY 11729

BOARD OF EDUCATION

DEER PARK UNION FREE SCHOOL DISTRICT

1881 DEER PARK AVENUE

DEER PARK, NEW YORK 11729

COUNTY OF SUFFOLK

Dated April 7, 2025

DeDe Bertelle

Purchasing Agent mailto:bertelle.d@deerparkschools.,org http://www.bidnetdirect.com/

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 2 -mailto:bertelle.d@deerparkschools.,org

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 3 -

GENERAL CONDITIONS

BIDS

1. All proposals shall be made upon forms furnished by the

Purchasing Agent for the Deer Park Union Free School District and shall be contained in sealed envelopes addressed to the Purchasing

Agent Deer Park UFSD, 1881 Deer Park Avenue, Deer Park, NY

11729, or submitted electronically at www.bidnetdirect.com.

2. Form of proposal as issued by the School Purchasing Agent shall be completely filled in, in black or blue ink or typed on original bid form. No photocopies will be accepted. No bid will be accepted which contains any changes, additions, omissions or erasures, unless otherwise stated.

3. Bidder must submit with bid detailed specifications, circulars and all necessary data on items he proposes to furnish. This information must show clearly that the item offered meets all detailed specifications herein. The Purchasing Agent reserves the right to reject any bid if its compliance with the specifications is not clearly evident. If item offered differs from the provisions contained in these specifications such differences must be explained in detail, and bid will receive careful consideration if such deviations do not depart from the intent of these specifications and are to the best interests of the Deer

Park UFSD as interpreted by the Purchasing Agent of the Deer Park

UFSD.

4. All prices quoted must be "per unit" as specified; e.g., do not quote "per case" when "per dozen" is requested; otherwise, bid may be rejected.

5. Bidder must insert the price per unit and the extensions against each item in this bid. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices shall be extended in decimals, not fractions. If a price is written in numbers and alpha - the alpha will govern.

6. The prices submitted shall be exclusive of Federal and State taxes and must not include any tax for which the bidder may claim exemption because of doing business with the School District.

7. Prices shall be net, including transportation and delivery charges fully prepaid by the successful bidder to destination indicated in the proposal. If award is made on any other basis, transportation charges must be prepaid by the successful bidder and added to the invoice as a separate item. In any case, title shall not pass until items have been delivered and accepted by the School District.

8. The School District reserves the right to award in whole or in part based on the lowest responsible bid.

9. Where a bidder is requested to submit a bid on individual items and/or on a total sum or sums, the right is reserved to award bids on individual items or on total sums.

10. All bids received after the time stated for the opening in the

Notice to Bidders may not be considered and will be returned unopened to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the School

District. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified.

11. In all specifications, the words "or equal" are understood after each article giving manufacturer's name or catalog reference, or on any patented article. The decision of the School District as to whether an alternate or substitution is in fact "equal" shall be final. If bidding on items other than those specified, bidder must in every instance give the trade designation of the article, manufacturer's name, and detailed specifications of item he proposes to furnish, otherwise, bid will be construed as submitted on the identical item as specified.

12. The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, material, or equipment required and a representation that the bidder can furnish the supplies, materials, or equipment satisfactorily in complete compliance with the specifications.

13. If two or more bidders submit identical bids as to price, the decision of the School Board to award a contract to one of such identical bidders shall be final. (General Municipal Law, Sec. 103.

sub. 1)

14. It is the responsibility of the bidder to offer a product that meets the specifications of the manufacturer model as listed.

The bidder must submit with his bid detailed specifications, circulars and all necessary data on the commodity to be furnished. If the commodity offered differs from the provisions listed, such differences must be explained in detail. Failure to submit any of the above data may result in rejection of the bid. The School District, however, reserves the right to request any additional information deemed necessary for the proper evaluation of bids.

15. See attached insurance requirements.

Liability, workers compensation and disability coverage statements are required of all bidders. Automobile coverage is required from those who provide delivery. Bidders who use common carriers for delivery do not need automobile coverage statements.

16. In the event satisfactory bids are not received, the Board reserves the right to consider alternative proposals containing deviations from Board specifications. Bidders shall explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued.

17. Bidder must fill in all applicable spaces on bid form. All lines must have an indication of bidder's response whether it be "0", "N/A", "--", or a dollar figure. All lines must be filled in to indicate bidder's acknowledgment of the request.

Bids that do not have all applicable lines filled in on bid sheet may be disqualified as a non-responsive bid. We cannot assume there is "no charge" when lines are left empty.

18. The following two items will automatically render a bid unacceptable to the Deer Park School District:

a. Failure to sign bid proposal page.

b. Failure to include necessary bid deposit (as required).

It shall be fully understood that any deviations from the inclusion of the above items will be grounds to see the bid as non-compliant and will not be considered for award.

19. Faxed bids will not be accepted.

20.The School District reserves the right to purchase items included in these specifications on New York State, Suffolk County, BOCES Contracts, or any other means legally available.

SAMPLES

21. Samples, when required, must be submitted strictly in accordance with instructions, otherwise, bid may not be considered.

If samples are requested subsequent to bid opening, they shall be delivered within ten (10) days of the request, or as directed, for bid to have consideration. Samples must be furnished free of charge and must be accompanied by descriptive memorandum invoices indicating

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 4 -if the bidder desires their return and specifying the address to which they are to be returned provided they have not been used or made useless by tests. Award samples may be held for comparison with deliveries. The School District will not be responsible for any samples destroyed or mutilated by examination or testing. Samples shall be removed by the bidder at his expense. Samples not removed within fifteen (15) days after written notice to the bidder will be regarded as abandoned and the School District shall have the right to dispose of them as its own property.

AWARD

22. The School Board Board reserves the right to reject any and all bids not deemed for the best interest of the School District and to reject as informal such bids, as in their opinion, are incomplete, conditional, obscure, or which contain irregularities of any kind including unbalanced bids. By an unbalanced bid, it is meant one in which the amount bid for one or more separate items is substantially out of line with the current market prices for the materials and/or work covered thereby.

23. The School Board reserves the right to waive any informality or to reject any or all bids.

24. Awards will be made to the lowest responsive, responsible bidder, as will best promote the public interest, taking into consideration the reliability of the bidder, the quality of the materials, equipment, or supplies to be furnished, their conformity with the specifications, the purposes for which required, and the terms of delivery.

25. No contract hereunder shall, either in whole or in part, be assigned, transferred, conveyed, sublet or otherwise disposed of to any other person, company or corporation unless approval is first obtained in writing from the School Purchasing Agent.

26. Should the successful bidder fail to meet a delivery date required by the specifications, the School Purchasing Agent may, at her discretion, cancel the order and terminate the contract. In such event, the School District will assume no responsibility for any expense or loss to the successful bidder because of such cancellation or termination.

27. Should any material or equipment delivered fail to meet the specifications, the Purchasing Agent may, at her discretion require the vendor to replace the same with material or equipment which does meet the specifications and, at the vendor's expense, to remove the rejected material or equipment from wherever delivered or stored and in the event that such proper replacement and removal is not made by the vendor within 30 days, to cancel the order and terminate the contract, in which event the School District will assume no responsibility for any expense or loss to the vendor because of such cancellation or termination.

28. If the successful bidder fails to deliver within the time specified, or within reasonable time as interpreted by the School

District, or fails to make replacement of rejected articles, when so requested, immediately or as directed by the School District, the

School District may purchase from other sources to take the place of the item rejected or not delivered. The School District reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases the successful bidder agrees to reimburse the School District promptly for excess costs occasioned by such purchases. Should the cost be less, the successful bidder shall have no claim to the difference. Such purchases will be deducted from contract quantity.

29. A contract may be canceled at the successful bidder's expense upon non-performance or poor performance of contract on ten-calendar days written notice to the successful bidder.

30. Payments cannot be processed by School District facilities until contract items have been delivered in satisfactory condition and the contractor has submitted a properly completed invoice to the ordering agency.

31. The Deer Park School District may require the successful bidder to confirm in writing, within ten days of the School District's request, that said bidder will perform the contract in accordance with its bid. The failure of the bidder to so confirm may result in the cancellation of the contract by the School District in its sole discretion.

32. Any errors in the bid award, which are the fault of the School

District, must be forwarded, in writing, to the Deer Park Union Free

School District Purchasing Agent within five (5) working days of the notification of award. No corrections will be made beyond that date.

If errors on the part of the School District are discovered too late to be corrected we will issue a "no award" on those affected items and rebid or quote at a later date.

33. If a successful vendor back orders or delays deliveries the

Deer Park UFSD reserves the right to rescind their award and to disqualify them from future bidding.

34. Any and all awards resulting from this bid shall be final and shall be for the complete term of the contract. No rescinding of awards will be made because of bidder error or inability to supply them.

35. Title shall not pass until items have been delivered to the

School District and accepted by the requesting Department.

36. Executory Clause. It is understood by the parties that this agreement shall be executory only to the extent of the monies available to the Deer Park Union Free School District and appropriated therefore, and no liability on account thereof shall be incurred by the

School District beyond the monies available and appropriated for the purpose thereof.

37. The Deer Park School District reserves the right to extend the term of this contract for any length of time up to one year beyond the time herein specified as the expiration date of this contract at identical terms and conditions. Written notice will be given to the contractor.

38. The Deer Park School District reserves the right to cancel this contract on 30 days written notice to the contractor(s).

DELIVERY

39. Delivery must be made in accordance with the instructions to bidders and specifications. If delivery instructions do not appear on order, it will be interpreted to mean prompt delivery. The decision of the Purchasing Agent as to reasonable compliance with delivery terms shall be final.

40. The School District must be notified twenty-four (24) hours in advance of delivery. The School District reserves the right to deny acceptance of delivery if this notice is not given, at no cost to the

School District.

41. The Purchasing Agent will not accept any deliveries on

Saturdays, Sundays or legal holidays, except commodities required for daily consumption or where the delivery is for an emergency.

42. Items shall be securely and properly packed for shipment, storage and stocking in shipping containers and according to acceptable commercial practice, without extra charge for packing cases, baling, or sacks.

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 5 -

43. The successful bidder shall be responsible for delivery of items in good condition at point of destination. He shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices. The Receiving Department will note for the benefit of successful bidder when packages are not received in good condition. Carton shall be labeled with purchase order or contract number, successful bidder's name and general statement of contents. Failure to comply with this condition shall be considered sufficient reason for refusal to accept the goods.

44. Unless otherwise stated in the specifications, all items must be delivered into and placed at a point within the building as directed by the shipping instructions or the Purchasing Agent. The successful bidder will be required to furnish proof of delivery in every instance.

45. Unloading and placing of equipment and furniture is the responsibility of the successful bidder, and the School District accepts no responsibility for unloading and placing of equipment. Any costs incurred due to the failure of the successful bidder to comply with this requirement will be charged to him. No help for unloading will be provided by the School District, and suppliers should notify their truckers accordingly.

46. All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain the following information for each item delivered:

Contract Number and/or Purchase Order Number

Name of Article

Item Number (if applicable)

Quantity

Name of the Successful Bidder

47. Successful bidder may be requested to acknowledge, in writing, receipt of order.

48. No items are to be shipped or delivered until receipt of an official purchase order from the Deer Park School District Purchasing

Agent.

INSTALLATION OF EQUIPMENT

49. The successful bidder shall clean up and remove all debris and rubbish resulting from his work from time to time as required or directed. Upon completion of the work, the premises shall be left in a neat, unobstructed condition, and the buildings broom cleaned, and everything in perfect repair or order. Old materials are the property of the successful bidder unless otherwise specified.

50. Equipment, supplies, and materials shall be stored at the site only on the approval of the Purchasing Agent and at the successful bidder’s risk. In general, such on-site storage should be avoided to prevent possible damage or loss of the material.

51. Work shall be progressed so as to cause the least inconvenience to the School District and with proper consideration for the rights of the other successful bidders or workmen. The successful bidder shall keep in touch with the entire operation and install his work promptly.

52. Bidders shall acquaint themselves with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the locations required.

53. Equipment for trade-in shall be dismantled by the successful bidder and removed at his expense. The condition of the trade-in equipment at the time it is turned over to the successful bidder shall be the same as covered in the specifications, except as affected by normal wear and tear from use up to the time of trade-in. All equipment is represented simply “as is”. Equipment is available for inspection only at the delivery point unless otherwise specified.

GUARANTEES BY THE SUCCESSFUL BIDDER

54.The successful bidder guarantees:

(a) His products against defective material or workmanship and to repair or replace any damages or marring occasioned in transit.

(b) To furnish adequate protection from damage for all work and repair damages of any kind for which he or his workmen are responsible, to the building or equipment, to his own work, or to the work of other successful bidders.

(c) To carry adequate insurance to protect the School District from loss in case of accident, fire, theft, etc.

(d) That all deliveries will be equal to the accepted bid sample.

(e) That the equipment delivered is standard, new, latest model of regular stock product or as required by the specifications; also that no attachment or part has been substituted or applied contrary to manufacturer’s recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from date of delivery. If during this period such faults develop, the successful bidder agrees to replace the unit or the part affected without cost to the School District. Any merchandise provided under the contract, which is or becomes defective during the guarantee-period shall be replaced by the successful bidder free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment. The successful bidder shall make any such replacement immediately upon receiving notice from the School District.

SAVING CLAUSE

55. The successful bidder shall not be held responsible for any losses resulting if the fulfillment of the terms of the contract shall be delayed or prevented by wars, acts of public enemies, strikes, fires, floods, acts of God, or for any other acts not within the control of the successful bidder and which by the exercise of reasonable diligence he is unable to prevent.

ADDENDA AND INTERPRETATIONS

56. No verbal interpretation of the intent of any of the specifications or other Contract Documents will be made before receipt of bids. Requests for interpretations prior to receipt of bids must be presented, in writing, to the Purchasing Agent via email, at bertelle.d@deerparkschools.org and to be given consideration must be received by the Purchasing Agent at least five (5) business days prior to the date set for the opening of bids.

57. Any interpretation, and any additional information or instruction will, if issued, be in the form of a written Addendum and uploaded to the Empire State Purchasing Group website at www.bidnetdirect.com.

58. Failure of any bidder to receive any Addenda shall not relieve such bidder from any obligation under this bid as submitted.

All Addenda so issued shall become a part of the Contract Documents.

mailto:bertelle.d@deerparkschools.org

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 6 -

QUALIFICATIONS OF BIDDERS

59. The School District reserves the right to make such investigation as it may deem necessary or advisable to determine any bidder's ability to do the work, and the bidder shall furnish to the

District, on request, all data and information pertinent thereto. The

District reserves the right to reject any bid if such investigation fails to satisfy the School District that the bidder is fully qualified to do the work. Financial instability of a bidder may be cause for non-award.

60. Conditional bids will be considered informal and may be rejected.

EXCEPTIONS TO GENERAL CONDITIONS

61. All of the above statements shall hold true to all bids unless superceded by specific information included in the General

Specifications or Product Specifications in the bid document.

NON-DISCRIMINATION

62. The bidder agrees to comply with the Deer Park School

District Non-Discrimination Policy. There shall be no discrimination because of race, creed, color, national origin, ancestry, age, sex, physical appearance, marital status, disability, arrest or conviction record, political belief, or sexual orientation in the employment of persons for work under this contract, whether performed by the

Contractor or any subcontractor. Neither shall the Contractor or subcontractor or any person acting on behalf of the Contractor or subcontractor discriminate in any manner against or intimidate any employee hired for the performance of work under this contract on account of the items listed herein.

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 7 -

INSURANCE REQUIREMENTS – MAINTENANCE, REPAIR AND SERVICE PROVIDERS

1. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the contractor hereby agrees to effectuate the naming of the District as an additional insured on the contractor's insurance policies, with the exception of workers' compensation and N.Y. State Disability insurance.

2. The policy naming the District as an additional insured shall:

a. Be an insurance policy from an A.M. Best A- rated or better insurer, licensed to conduct business in New York State. A New York licensed and admitted insurer is required. The decision to accept non-licensed and non-admitted carriers lies exclusively with the District and may create significant vulnerability and costs for the District.

b. State that the organization's coverage shall be primary and non-contributory coverage for the

District, its Board, employees and volunteers with a waiver of subrogation in favor of the District for all coverages including Workers Compensation.

c. Additional insured status shall be provided by standard or other endorsements that extend coverage to the District for ongoing operations (CG 20 38) or equivalent and completed operations

(CG 20 37) or equivalent. The decision to accept an endorsement rests solely with the District. A completed copy of the endorsements must be attached to the Certificate of Insurance to include

General Liability, Auto Liability and Umbrella/Excess coverages.

d. There will be no coverage restrictions and/or exclusions involving New York State Labor Law statutes or gravity related injuries.

e. No policies containing escape clauses or exclusions contrary to the Owner’s interests will be accepted.

3. a. The certificate of insurance must describe the services provided by the maintenance, repair or service provider that are covered by the liability policies.

b. At the District's request, the maintenance, service or repair provider shall provide a copy of the declaration page of the liability and umbrella policies with a list of endorsements and forms. If so requested, the maintenance, service or repair provider will provide a copy of the policy endorsements and forms.

4. The maintenance, repair or service provider agrees to indemnify the District for applicable deductibles and self-insured retentions.

5. Required Insurance:

a. Commercial General Liability Insurance

$1,000,000 per occurrence/ $2,000,000 general and products/completed operations aggregates.

$2,000,000 Products and Completed Operations

$1,000,000 Personal and Advertising Injury

$100,000 Fire Damage

$10,000 Medical Expense

The general aggregate shall apply on a per-project basis.

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 8 -

b. Automobile Liability

$1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles.

c. Workers' Compensation, Employers Liability and NYS Disability Insurance

Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB-

120.1) for all employees (per NYS WC and Disability laws). Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board.

ACORD certificates are not acceptable. A person seeking an exemption must file a CE-200

Form with the state. The form can be completed and submitted directly to the WC Board online.

d. Excess Insurance

$3,000,000 each Occurrence and Aggregate coverage.

$10,000,000 each Occurrence and Aggregate for high risk construction, work at elevation

(>1story or 10 feet) and/or for service work values greater than $1,000,000.

Umbrella/Excess coverage shall be on a follow-form basis or provide broader coverage over the

General Liability and Auto Liability coverages.

e. Garage Liability & Garagekeepers Insurance (where applicable) $1,000,000 limit for garage operations; minimum of $75,000 per vehicle for Garagekeepers liability. The policy shall include coverage for all garage operations of the service provider, including premises and operations, products and completed operations and Garagekeepers liability coverage.

6. The maintenance, repair or service provider acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the District. The maintenance, service or repair provider is to provide the District with a certificate of insurance, evidencing the above requirements have been met. The failure of the District to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any rights held by the District

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 9 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 10 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 11 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 12 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 13 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 14 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 15 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 16 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 17 -

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 18 -

DEFINITIONS

School District Shall be the legal designation of the District. Also referred to as the District, Deer Park UFSD, Deer Park Union Free School District, Deer Park School District

NYSED New York State Education Department

Notice to Bidder A formal statement which, when issued by the School District, constitutes an invitation to bid on the material, supplies, services and equipment described by the specifications.

Notice to Proposer A formal statement which, when issued by the School District, constitutes an invitation to propose on the material, supplies, services and equipment described by the specifications.

Board The Board of Education of the Deer Park Union Free School District.

Bid/Proposal An offer to furnish materials, supplies, services and/or equipment in accordance with the invitation to bid, the general conditions, special instructions and the specifications.

RFP Request for Proposal

Bid Response Sheet The form on which the bidder submits his bid.

Form of Proposal The form on which a proposer submits his proposal

Bidder/Vendor/ Any entity, including but not limited to, an individual, partnership, company, Contractor corporation, agency, municipality, or government, submitting a bid or proposal.

Contract A notice to the successful bidder by the issuance of a Purchase Order; also all documents relating to the transaction, including but not limited to, the bid of the successful bidder, notice to bidders, general information, general conditions, special instructions, specifications, notice of award, bid proposal certifications; also a formal document signed by the successful bidder and the School District representative.

Successful Vendor Any Vendor to whom an award is made by the School District.

Specifications Descriptions of services, materials, supplies and equipment and the conditions pertaining to their provision.

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 19 -

BIDDER’S CHECK LIST

A Bid Deposit in the amount of $5,000 as required in the Invitation to Bid

A Performance Bond for 100% of the estimated cost for one school year as required in the Invitation to

Bid

Notarized Affidavit of Non-Collusion as required by NYS Law

As per specifications, the Deer Park UFSD requires a current insurance certificate, with the Deer Park

UFSD listed as additional insured, to be on file in the Purchasing Department. You will be given five (5) business days from notice of award to supply this form or the bid will be rescinded. Please note if the excess/umbrella clause is required.

Iranian Energy Sector Divestment Certification

Vendor Information Sheet

Reference Form

Certificate of Equipment Form

Assumed Name Certification

Authorized Signature on Proposal Form on Page 33

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 20 -

AFFIDAVIT OF NON-COLLUSION

I hereby attest that I am the person responsible within my firm for the final decision as to the prices(s) and amount of this bid or, if not, that I have written authorization, enclosed herewith, from that person to make the statements set out below on his or her behalf and on behalf of my firm.

I further attest that:

1. The price(s) and amount of this bid have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition with any other contractor, bidder or potential bidder.

2. Neither the price(s), nor the amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder on this project, and will not be so disclosed prior to bid opening.

3. No attempt has been made or will be made to solicit, cause or induce any firm or person to refrain from bidding on this project, or to submit a bid higher than the bid of this firm, or any intentionally high or non-competitive bid or other form of complementary bid.

4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from any firm or person to submit a complementary bid.

5. My firm has not offered or entered into a subcontract or agreement regarding the purchase of materials or services from any other firm or person, or offered, promised or paid cash or anything of value to any firm or person, whether in connection with this or any other project, in consideration for an agreement or promise by any firm or person to refrain from bidding or to submit a complementary bid on this project.

6. My firm has not accepted or been promised any subcontract or agreement regarding the sale of materials or services to any firm or person, and has not been promised or paid cash or anything of value by any firm or person, whether in connection with this or any project, in consideration for my firm’s submitting a complementary bid, or agreeing to do so, on this project.

7. I have made a diligent inquiry of all members, officers, employees, and agents of my firm with responsibilities relating to the preparation, approval or submission of my firm’s bid on this project and have been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act or other conduct inconsistent with any of the statements and representations made in this affidavit.

The person signing this bid, under the penalties of perjury, affirms the truth thereof.

_________________________________________ SWORN TO BEFORE ME THIS

Signature & Company Position

_________________________________________ ____________DAY OF_____________ 20____

Type Name & Company Position

Company Name NOTARY PUBLIC

Date Signed

Federal I.D. Number

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 21 -

IRANIAN ENERGY SECTOR DIVESTMENT CERTIFICATION

The below signed bidder affirms the following as true under penalties of perjury:

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of

Section 165-a of the state finance law.

Corporate or Company Name________________________________________________________

By: ___________________________

Signature

Title

Sworn to before me this

_____day of ________, 20_____

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 22 -

VENDOR INFORMATION SHEET

VENDOR NAME: _______________________________________________________________

ADDRESS: _______________________________________________________________

CONTACT: _______________________________________________________________

TELEPHONE: ___________________FAX: _____________________EMAIL: _______________________

TYPE OF ENTITY:CORP. __________ PARTNERSHIP _________ INDIVIDUAL__________

FEDERAL EMPLOYEE ID #: _____________________

OR SOCIAL SECURITY #: _____________________

DATE OF ORGANIZATION: _____________________

IF APPLICABLE: DATE FILED: _____________________

STATE FILED: _____________________

If a non-publicly owned Corporation:

CORPORATION NAME: ___________________________________

LIST PRINCIPAL STOCKHOLDERS: (5% of outstanding shares)

LIST OFFICERS AND DIRECTORS:

NAME TITLE

If a partnership:

PARTNERSHIP NAME:________________________________________

LIST PARTNERS NAMES:

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 23 -

REFERENCE FORM

All bidders will be required to complete this form providing three (3) references of past performance. References should involve projects and/or service situations of similar size and scope to this bid. References must have had dealings with the

Bidder within the last thirty-six (36) months. The School District reserves the right to contact any or all of the references supplied for an evaluation of past performance in order to establish the responsibility of the Bidder before the actual award of the bid and/or contract. Completion of the reference form is required.

The Deer Park School District or any of its departments may be listed as an additional reference, but may not be substituted for any of the three required references.

1) Reference Name: ___________________________________________________________________

Address: ___________________________________________________________________

Telephone: __________________ Contact Person: __________________________________

Contract Date: _________________ Amount of Contract ____________________________

Type of work ___________________________________________________________________

2) Reference Name: ____________________________________________________________________

Address: ____________________________________________________________________

Telephone: __________________ Contact Person: ___________________________________

Contract Date: _________________ Amount of Contract _____________________________

Type of work ____________________________________________________________________

3) Reference Name: ____________________________________________________________________

Address: ____________________________________________________________________

Telephone: __________________ Contact Person: ___________________________________

Contract Date: _________________ Amount of Contract _____________________________

Type of work ____________________________________________________________________

Name of Bidder: ______________________________ Printed Name: _______________________

Signature: ______________________________ Title: _______________________________

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 24 -

CERTIFICATE OF EQUIPMENT

I, _______________________________________________________________, hereby certify that ________________________________________________________________ is the owner or leasee of the equipment necessary for the execution of this Contract, and further certify that is fully prepared with the necessary capital, material and machinery to conduct this work as herein specified.

The equipment available for the execution of this contract is listed below:

NAME OF BIDDER WITNESS

BY DATE

TITLE

List of Equipment

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 25 -

The undersigned bidder has carefully examined the Contract Documents and will provide all necessary items as called for in the said Contract Documents in the manner prescribed therein and in said Contract, at the priced listed on the attached

Bid Proposal Form.

If the bidder is an individual, the bid must be signed by that individual; if the bidder is a corporation, the bid must be signed by an officer of the corporation, or other person authorized by resolution of the board of directors, and in such case a copy of the resolution must be attached; if a partnership, by one of the partners or other person authorized by a writing signed by at least one general partner and submitted with the bid documents.

The submission of this constitutes a certification that no District Officer has any interest therein. (Note: In the event that any District Officer has any such interest, the full nature thereof should be disclosed below. It is not forbidden that individuals employed by the Deer Park School District or other school districts bid on contracts, but only that such interest be revealed when they do bid.)

The undersigned hereby acknowledges receipt of the following Addenda (if none were issued please write N/A below):

Addendum No. Dated Addendum No. Dated

INSURANCE STATEMENT

FAILURE TO PROVIDE SPECIFIED INSURANCE SHALL DISQUALIFY BIDDER.

Bidder agrees as follows - please mark appropriate box:

Insurance Certificate as requested is attached.

I certify that I can supply insurance as specified if awarded the bid.

I certify that I can supply Performance Bond as specified if awarded the bid.

ASSUMED NAME CERTIFICATION

If the business is conducted under an assumed name, a copy of the certificate required to be filed under the New York general business law must be attached.

PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 26 -

1. SCOPE OF WORK

1.1. Bidder shall provide inspection services, maintenance and repair for the Deer Park Union Free School District bus fleet and other vehicles owned by the District.

1.2. The work shall include but is not limited to inspection of working parts, preventive maintenance and repairs as needed on buses, non-pupil transportation vehicles and associated wheelchair lifts. Bidder shall provide all transportation, towing and roadside services when requested. All work shall be performed as specified.

1.3. For the purpose of this bid, the inspection and preventive maintenance schedule for the Deer Park Union Free

School District bus fleet is broken into 3 Sections: School Buses (44-66 Passenger), Vans (up to 29 Passenger) and Non-D.O.T. Vehicles.

1.4. The maintenance provider takes total responsibility upon delivery or pick up and ends when vehicle is returned to the control of the Deer Park School District Transportation Department.

1.5. Service Facility is required to meet the following qualifications with the equipment located in the shop:

a. NY State D.O.T. Inspection Center, including facilities for School Bus Inspection

b. Electronic Diagnostic Scope

c. Anti-freeze Recycle Machine

d. Air Conditioner Recycle Machine

e. Additionally, the shop must have the equipment and repair personnel to perform minor body repairs, such as; repair and repaint rust spots and minor dents, door controls and seal replacements.

1.6. Preventive Maintenance for D.O.T. inspections must be completed within 72 hours.

1.7. Any vehicle transported to the shop before 10:00 A.M. that requires minor repairs such as: lubrication, oil change, complete tune-up, brake adjustment, wheel balancing, etc., shall be completed and returned by 1:30 P.M. of the same day.

1.8. Towing/Road Service: To provide towing within one-half hour of the request if the bus is located in Western

Suffolk County. For Nassau County or Eastern Suffolk County, services shall be provided within (1) hour.

Vendor is responsible for the cost of towing within a 50-mile radius from the Transportation bus yard. For locations outside the 50-mile radius, the bidder may subcontract towing services with the prior consent of the

Deer Park UFSD.

1.9 Vehicle Maintenance and Inspection as per Attachment A (Vehicle List).

1.10 All access to the District compound is when the transportation staff is on duty (6:00 AM – 6:00 PM). In the event that access is necessary outside of these hours, the successful bidder will contact the Transportation

Supervisor for access.

1.11 Bus Fleet Inspection, Preventive Maintenance and Repair shall include the following:

(A) Engine – Parts and labor for hoses, belts, clamps, exhaust manifold gaskets, valve cover gaskets, crankshaft seals and oil pan gaskets

(B) Tune Ups –All parts and labor

(C) Bulbs, Lens and Wipers – All labor (includes wiper blades)

(D) Transmissions – All parts and labor associated with the maintenance of transmissions including fluids, with the exception of a replacement transmission

(E) Alignments and Rotation of Tires – All labor

(F) Diagnostic Time – One (1) hour on each individual repair

(G) Towing Services – Within a 50-mile radius

(H) All Road Calls – Within a 25-mile radius

(I) Brakes (Drums, Pads, Lines, Shoes) – All parts and labor as part of preventive maintenance, which includes annual brake inspection. Does not include repair and/or replacement of the following brake related parts: brake calipers, brake hoses, master cylinder, wheel cylinders, hydroboost, brake emergency cables, brake rotors, proportioning valve, antilock brake sensors, valves and brake booster.

(J) Oil Changes – All parts and labor

(K) Minor Repairs – All labor for minor repairs of emergency exits, lights, doors, mirrors, tightening of handles, PHONE: 631-274-4037 / EMAIL: bertelle.d@deerparkschools.,org

BID NAME: BUS/AUTO FLEET INSPECTION, PREVENTIVE

BID NO. BDP25-011 Page - 27 -nuts, screws, bulbs, seat belt extension and locking – all to ensure proper operation within D.O.T. guidelines

1.12 The Deer Park School District has a separate contract for automotive and bus replacement parts. Parts will be purchased by the District for all non-included bid repairs, wherever possible.

1.13 Annual brake inspection

1.14 Awarded vendor is responsible for ensuring parts are at garage and vehicle repaired by the required time of 1:30

PM.

2. MINIMUM REQUIREMENTS

2.1. Vendor shall have 7 years experience in the maintenance and repair of heavy duty buses to be awarded the bus portion of the bid. Bidder must have experience servicing bus fleets with twenty (20) or more heavy duty buses to be awarded the bus portion of the bid. Bidders must submit the completed Reference Form (see page 20) with their bid.

2.2. To be awarded the bus portion of the bid, Vendor shall have a lift on site to accommodate the specified buses for exterior, interior and under carriage inspection, maintenance, and/or repairs.

2.3. Vendor shall have indoor repair facilities and personnel available six (6) days a week (Monday through Saturday) excluding national holidays. (Bidder shall provide emergency service 7 days a week, 24 hours a day).

2.4. Vendor shall keep accurate and timely records for each vehicle, listing the repairs and/or maintenance performed on each vehicle, the time spent on each repair, the parts used for each repair and the cost of parts (prior to mark-

up) used to make the repair, if parts are not supplied by the School District. This information is to be provided on all invoices for maintenance and repair and, upon termination of the agreement, must be immediately provided as requested to the School District Transportation Department if these records are kept separately. Invoices should be generated for all work performed on vehicles, even if all the work provided is included in the maintenance and at no charge.

2.5. Warranty work to be performed only as approved by the Authorized Representative of the School District.

2.6 Vendor must attach all original parts invoices to the Vendor’s repair invoices, for parts purchased by the School

District and delivered to the Vendor. Invoices are to be submitted on a weekly basis along with the corresponding parts invoices to the Transportation Department.

2.7. If parts are not provided by the School District, Vendor must provide proper documentation to include copies of original invoices from their parts supplier. These parts invoices will be attached to Vendor’s repair invoices.

2.8 Winning bidder is responsible for picking up all parts at parts vendors facilities if not delivered by parts vendor in time for repair. The Deer Park UFSD does not pay for cores, so Vendor is responsible for getting receipt for all cores picked up by parts vendors and submitting said receipts to the Deer Park UFSD

Transportation Department. Vendor is to keep a copy of the receipts for their records.

2.9. The Authorized Representative of the School District will supply the successful bidder with the starting maintenance schedule and mileage of each vehicle covered under the Contract.

2.10. Tires will be supplied either by the successful Bidder or the School District on a vehicle by vehicle basis. Tires supplied by the School District must be stored by the successful bidder as determined by the Authorized

Representative of the School District.

2.11. Vendor must include markup over vendor’s cost on page 29 for all subcontracted works including parts not supplied by the…