Bid Invitation _ Requirements.pdf

B-2618BM New Vehicle Emergency Equipment Invitation & Requirements

Gwinnett County Public Schools (GCPS) is soliciting competitively sealed bids from qualified suppliers for the purchase of New Vehicle Emergency Equipment. GCPS is the largest school system in Georgia with over 140 schools and enrollment of over 182,000 students.

Communication Individuals, firms, and businesses seeking an award of a Gwinnett County Public Schools contract may not initiate or continue any verbal or written communications regarding a solicitation. Bid submissions will be received digitally until Monday, May 18, 2026 at 9:00 AM EST, through Euna Procurement (formerly Bonfire) located at https://gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org. A list of submitting firms will be available the following business day on our website.

All communications concerning the Bid must be submitted in writing to the Gwinnett County Public School’s Purchasing Department via Euna Procurement (formerly Bonfire) under the “Message Center” section of the bid. No response other than written communication by the Purchasing Department will be binding upon Gwinnett County Public Schools. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm, or business may be disqualified from consideration for award. The Purchasing Department, in its discretion, may call upon user departments for clarification in their area of expertise. All questions or commentary must be received in Euna Procurement (formerly Bonfire) under the “Message Center” section no later than Monday, May 11, 2026 at 9:00 AM EST to allow for appropriate and timely responses.

Term The term of this contract is effective July 27, 2026, or upon award, through July 26, 2027. GCPS reserves the right to renew this contract for a maximum of four (4) additional one-year periods for a total potential term length of five (5) years with the approval of the Gwinnett County Board of Education. Renewals will be approved in one-year increments. Pursuant to O.C.G.A. Section 50-5-64, this contract shall not be deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

Award will be made to the supplier(s) submitting the lowest responsive and responsible bid. GCPS reserves the right to reject any or all bids to waive technicalities, and to make an award deemed in its best interest.

Bids may be split or awarded in entirety. GCPS reserves the option to negotiate terms, conditions, and pricing with the lowest responsive, responsible bidder(s) at its discretion. All companies submitting a bid will be notified in writing of award.

Approximate Quantities Anticipated annual quantities are estimated for bid purposes only and not to be construed as a commitment to order a specific quantity. Items will be ordered as needed. The expected quantity per year is 15-17 vehicles.

Cost It is GCPS’s expectation that your firm submits its best pricing at the time of the solicitation. The District understands that external factors may impact your firm’s ability to hold pricing for the term of the contract. GCPS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace, or acts of God. This option will only be exercised if it is deemed in the District's best interest.

o The supplier may request an adjustment in the unit prices/total cost in the event of a cost escalation of the unit price/total cost if such items/materials are subject to circumstances in the economy, marketplace, or acts of God or materially impacted by a tariff that arises after the supplier’s response was submitted to GCPS. The existence and timing of such unit prices/total cost escalation must be fully documented by the supplier and shall be subject to the following conditions:

http://www.gcpsk12.org/Page/24587 o The supplier must provide written notice to GCPS of any anticipated cost escalation within ten (10) days of becoming aware of such escalation;

o The supplier must submit detailed documentation, including supplier quotes or other evidence reasonably acceptable to GCPS, to substantiate the increased costs;

o GCPS shall have the right to verify the cost escalation through independent means;

o Any adjustment to unit prices/total cost shall be limited to the actual increase in costs incurred by the supplier and shall not include any additional overhead, profit or fee; and o The supplier shall undertake all reasonable efforts to mitigate the impact of price/cost escalations, including, without limitation, seeking and/or proposing alternative suppliers or materials where feasible and ordering materials in advance.

o In such case, GCPS and the supplier shall negotiate in good faith to agree on the appropriate adjustment to the unit prices/total cost. If after execution of the price/cost Amendment a tariff or other market condition is subsequently reduced or removed or prices of impacted materials are reduced, supplier must provide written notice to GCPS within ten (10) days of supplier becoming aware of such removal or reduction. GCPS and the supplier shall then negotiate in good faith to agree on the appropriate reduction to the prices/cost, which shall be formalized through a revised award letter in accordance with the terms of the Agreement.

Addenda & Opening of Proposals/Bids It is the ultimate responsibility of the supplier to ensure that they have all applicable addenda prior to submitting a response. Addenda will be posted on Euna Procurement (formerly Bonfire): www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

The opening of solicitations will be conducted electronically through Euna Procurement (formerly Bonfire). Only the names of the submitting companies will be made publicly available by the close of business the following business day on our website. To view the list of respondents, suppliers must log-into Euna Procurement (formerly Bonfire) located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

Bid Requirements

The supplier(s) shall provide GCPS with the following services and meet the following requirements:

• Service provider will have location, affiliate, or subcontractor capable of installing equipment within 60 miles of 600 Old Snellville Highway Lawrenceville, GA.

• All labor and installation costs should be included in the unit price; this bid is for the purchase and installation of all requested equipment. All items should be bid. The award will go to ONE vendor.

• Approved orders should be completed within 72 hours of pick-up of vehicle unless otherwise approved in writing by GCPS.

• No substitutions of equipment or specifications are permitted.

• Coordinate with designated GCPS personnel throughout the entire procurement, delivery, and post-sale cycle.

• A weekly report outlining the status of all pending orders.

• The supplier must assign GCPS an account manager and a central contact for billing purposes.

• Gwinnett County is tax-exempt from state and local taxes. Billing should not include taxes.

• Supply at least 3 references of similar projects within the last 5 years of a similar scope and size.

NOTE: Gwinnett County Public Schools requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract may be sufficient cause for Gwinnett County Public Schools to declare bid non-responsive.

http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities

Transportation: GCPS does not normally allow contractor(s) to drive district vehicles, however, due to the short timeframe, GCPS may allow service provider(s) to drive vehicles.

Service provider(s) must meet the following requirements:

1. Driver(s) must hold at a minimum a valid type C license. (Awarded supplier(s) will be required to provide copies of driver’s license and proof of insurance)

2. Service provider(s) are responsible for any accidents, damage, and injuries sustained while vehicles are operated by the contractor(s).

3. Service provider(s) must follow the laws that pertain to vehicles.

In the event of a mechanical breakdown to and/or from the service provider(s) location, the service provider(s) will contact the GCPS Fleet representative for guidance. The service provider(s) will bill GCPS on a separate invoice for the approved cost associated with a breakdown (tow, roadside service, etc.).

Warranty All listed items must include both a workmanship warranty and a product warranty. The workmanship warranty must be a minimum of one (1) year. Warranty details shall be provided in the Questionnaire with your submission.

Approximate Quantities Quantities are estimated for bid purposes only and not to be construed as a commitment to order a specific quantity.

Items will be ordered as needed.

Discontinued/Replacement Parts Discontinued/replacement parts will only be considered when the manufacturer has discontinued the product, the product is obsolete, or the producer/manufacturer is having difficulties in the manufacture and delivery of the product. The awardee is required to notify GCPS that the manufacturer’s item awarded is scheduled to discontinuance and will no longer be available for purchase. The awardee is required to notify GCPS and must provide an approved replacement at the originally awarded price (OR) a price reduction based on technological advances in the marketplace or manufacturer of the item being replaced. The district reserves the right to compare pricing with other suppliers. If such comparisons reveal that other suppliers are selling the same replacement product for less, the district may re-award the item(s) to the supplier with the lowest cost to ensure GCPS remains within current market conditions.

Supplier requests to offer replacement models for any item originally awarded on this bid shall be submitted in writing to the Purchasing Department Buyer: Betsy McCurry,Betsy.McCurry@gcpsk12.org, along with the following documentation:

• Proof that the manufacturer has discontinued the item and it is no longer available.

• Complete technical specifications for the replacement model for consideration and approval by the district.

The district must issue written acceptance before the supplier ships any replacement product. Circumstances may warrant verbal acceptance by the Purchasing Department as needed with written acceptance thereafter.

mailto:Betsy.McCurry@gcpsk12.org

Car Details/ Graphics:

Approximate Quantities