CRFQ SWC2700000005 SPECIFICATIONS for SBUS27.pdf

REQUEST FOR QUOTATION

CRFQ 0212 SWC2700000005

SCHOOL BUSES

(CMA SBUS27)

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Department of Education to establish an Open-End Statewide Contract for School Buses. The Contract may be utilized by West Virginia State agencies and all political subdivisions of the State in all 55 counties in accordance with West Virginia Code 5A-3-11e.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Desired Item” or “Desired Items” means the list of buses identified on the pricing pages.

2.2 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals attached hereto as Exhibit_A and used to evaluate the RFQ.

2.3 “RFQ” means the official request for quotation published by the Purchasing Division and identified as CRFQ SWC2700000005 (SBUS27).

3. GENERAL REQUIREMENTS:

3.1 Desired Items and Mandatory Requirements: Vendor provide the Agency with the

Desired Items listed on the pricing pages on an open-end and continuing basis. Desired Items must meet or exceed the mandatory requirements as shown below.

3.1.1 Site Visits:

3.1.1.1 The State of West Virginia and/or County Boards of Education reserve the right for representatives to visit production facilities of successful bidders prior to and/or during construction of the units for the purpose of observing production and quality control.

3.1.1.2 School bus manufacturers will construct a pilot unit for each bus type

(conventional, transit and special needs) and provide expenses for approval by the Director or WVDE representative, Office of School Transportation and the WVDE designated inspector to visit the factory or dealership location prior to assembly line production of West Virginia school buses 2027. (This location is subject to change in the year 2028). When such dealership location is visited by WVDE Director, or its representative and the designated inspector, a factory representative must be present during the rest of the pilot inspection to offer answers and clarification to questions and any concerns that may be brought up during the inspection.

3.1.2 Line Setting Tickets:

3.1.2.1 Line setting tickets shall be furnished by the manufacturer for all vehicles.

3.1.3 Application for Title:

3.1.3.1 Successful bidder will issue application for title at least 20 working days prior to the anticipated delivery date of completed units. A 5-day advance notification to the ordering agency must be given prior to the actual delivery date.

3.1.4 School Bus Requirements - Commodity Line Items 1 through 100

3.1.4.1 School buses must conform to:

3.1.4.1.1 WEST VIRGINIA MINIMUM REQUIREMENTS FOR

DESIGN AND EQUIPMENT OF SCHOOL BUSES

REGULATIONS, PROCEDURES, AND SPECIFICATIONS

FOR THE DESIGN AND EQUIPMENT OF SCHOOL

BUSES (see Attachment_A).

3.1.4.1.2 WEST VIGINIA MINIMUM, REQUIERMENTS FOR

DESIGN AND EQUIPMENT OF ELECTRIC SCHOOL

BUSES (see Attachment_B).

3.1.4.1.3 AND the Attachment_C (to amend Attachment_A and

Attachment_B).

NOTE: Any component supplied by a bidder as an equivalent (where equivalent is permitted in the Minimum Requirements) must have prior approval, in writing, from the Executive Director or WVDE representative, Office of School Transportation. All requests must be presented to the Purchasing Division directly via email to mark.a.atkins@wv.gov prior to the Question Deadline. Responses shall be issued by formal addenda.

mailto:mark.a.atkins@wv.gov

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Desired Items. This is a multiple award; the Contract shall be awarded to the Vendor(s) that provides the Desired Item(s) meeting the required specifications.

Bids shall be accepted from all bidders who shall then be awarded contracts if they meet the state board’s “Minimum Standards for Design and Equipment of School Buses” (see Attachment_A, Attachment_B, and Attachment_C). County Boards of Education may select from those bidders who have been awarded contracts and shall pay the difference between the state aid formula amount and the actual cost of bus replacement.

Any or all bids may be rejected.

4.2 Pricing Section: Vendor should complete the Pricing Section by completing the unit price of each of the commodity line items listed in the pricing pages. Vendor should complete the Pricing Section in their entirety as failure to do so may result in Vendor’s bids being disqualified.

The Pricing Section contain a list of Desired Items. The Estimated quantity is 250 – 300 units. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

4.3 Vendors who wish to respond to the Request of Quotation (CRFQ) online may submit information through the State’s WVOASIS Vendor Self Service (VSS). Vendors should download the EXHIBIT_A – SBUS27 Pricing Pages that is attached separately to the CRFQ and published in VSS. Vendors should complete this form with their prices information and include it as an attachment to their online responses.

If unable to respond online, Vendors must submit the EXHIBIT_A – SBUS27 Pricing Pages with your bid prior to the scheduled bid opening and time.

Notwithstanding the foregoing, the Purchasing Division may correct errors at its discretion. Vendor should type or electronically enter the information into the Pricing Pages to prevent errors in the evaluation. The Pricing Pages were created as a word document and Vendor can request an electronic copy for bid purposes by sending an email request to the following address: mark.a.atkins@wv.gov mailto:mark.a.atkins@wv.gov

5. ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders by regular mail, facsimile, e-mail, or any other written forms of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Any on-line ordering system must have the capability to restrict prices and available items to conform to the Catalog originally submitted with this RFQ. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

5.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia. Payment in advance is not permitted under this Contract.

Vendor is not required to accept the State of West Virginia Purchasing Card as payment in the resulting contract.

Payment by counties to the successful bidders will be made upon acceptance of completed units by county boards of education. (Acceptance means when a county has determined that ALL manufacturer responsibilities have been met.)

6. DELIVERY AND RETURN:

6.1 Delivery Time: Vendor shall deliver standard orders within 365 calendar days after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.4 Return of Unacceptable Items: If the Agency deems the Desired Items to be unacceptable, the Desired Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. The vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7. MISCELLANEIOUS:

7.1 No Substitutions: Vendor shall supply only Desired Items submitted in response to the

RFQ. Vendor shall not supply substitute items without Purchasing Division approval.

7.2 Vendor Supply: Vendor must carry sufficient inventory of the Desired Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Desired Items contained in its bid response.

7.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

7.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract.

Contract Manager: _________________________ Vendor’s Name: ____________________________ Vendor’s FEIN: ____________________________ Vendor’s Address: __________________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________