DEF, Trans, Anitfreeze, Oil

Request for Proposal Bid #2023.05.03

The Gilmer County Board of Education is now accepting sealed Proposals for the provision of DEF, AntiFreeze, Motor Oil, Transmission Fluid for the Gilmer County Board of Education and its associated departments. Gilmer County Board of Education does not intend to eliminate any company from submitting a Proposal. However, there are certain specifications that are required to be met or exceeded.

The Gilmer County Board of Education reserves the right to reject any or all Proposals, with or without cause. Sealed Proposals accepted until 10:00 am on June 21, 2023 and Proposals opened on that date at 10:30 a.m. the office of the Director of Facilities / Maintenance, located at 134 Industrial Blvd., Ellijay, Georgia 30540. No late Proposals accepted. This will be a CLOSED bid opening. The Gilmer County School District will determine the Proposer whose Proposal is determined by the Gilmer County School District to be most advantageous to the District in the sole discretion of the District.

If you have any questions concerning this Proposal, you may call Samantha Kelley at (706) 276-5060 or email: samantha.kelley

Should your firm be interested in submitting a Proposal, please complete the attached forms, submit the sealed Proposal, marked “DEF, AntiFreeze, Motor Oil, Transmission Fluid”, and

PROPOSALS MAY BE DELIVERED (Hand deliver, express mail services, etc.) or mailed (certified mail) to:

Gilmer County Board of Education Thomas Griffith

134 Industrial Blvd.

Ellijay, Georgia 30540

SPECIFICATIONS

Background and Objective

The Gilmer County Board of Education has approximately __70__ buses and _50__ white fleet vehicles; this includes cars and trucks,tractors, mowers, ATV’s, generators in use. Fluid purchase volumes can and do vary.

Requirements

Fluids furnished under these specifications must meet or exceed the following requirements.

When specifications cannot be met, the Exception Form should be completed in detail.

Technical Specifications:

● Motor Oil 15x40 Rotella (Low Soot)

● Transmission Fluid- Transend

● Antifreeze Exteneded Life Universal Formula

● DEF

Fuel Availability

● Must create a mutually agreed upon delivery schedule.

Pricing

● Complete pricing information on “Attachment A.” Include copy of OPIS sheet with your Proposal.

Acceptance/Rejection of Proposal

● The contract may be awarded to the qualified proposer whose proposal is determined by the Gilmer County School District to be most advantageous to Gilmer County School District. The committee’s evaluation of submitted criteria and other factors will be taken into consideration.

● Gilmer County School District reserves the right to reject any or all proposals and to waive informalities and irregularities in proposals received.

● This Request for Proposal does not commit Gilmer County School District to contract for any requirements for this solicitation.

● A written award or contract furnished to the successful proposer, within the time for acceptance specified in the proposal, shall be deemed to result in a binding contract without further action by either party.

● In competitive sealed proposals, prices will not be divulged at opening. Proposals will be reviewed by the selection committee privately and recommendations made to the Gilmer County Board of Education.

● Proposer agrees to waive any claims it has or may have against the Gilmer County School District, its Board employees, agents, members, representatives and legal counsel, arising out of or in connection with the (1) administration, evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

Evaluation of Proposals

● Committee. Evaluation of proposals submitted in response to the solicitation will be conducted by officials of the Gilmer County School District. In the process of evaluation, the total Proposer’s proposal will be considered. However, particular attention will be paid to price, and ability of facilities, location and number of facilities.

Contract

● The contract will be for a one (1) year period, with an option to renew for an additional four (4), one year periods. The first contract period will run from July 1 -June 30. At any time during this period, if there is a breach of contract by the supplier, the supplier will be provided with a thirty (30) day written notice of contract termination.

● Award. It is the full intent, assuming that satisfactory proposals are received, to award a contract. If an award is made it will be for period of time described under “period of contract” and a fixed price, beginning on the date of the contract, with the ability of

Gilmer County School District to renew the contract for four (4) additional one-year terms. A termination for convenience provision will be included. Renewals will be made based upon the recommendation of the authorized representatives of Gilmer County School District and the Proposer.

● Assignment. No contract or its provisions may be assigned, sublet, or transferred without written consent of Gilmer County School District.

● Termination/Cancellation. Gilmer County School District reserves the right to cancel the contract upon thirty (30) days written notice to the Proposer, with or without cause.

● Payments. Payment for services received will be made on a monthly basis. After approval the invoice will be forwarded for payment. Payment shall be made no later than thirty (30) days after approval of the submitted invoice. The Gilmer County School District is exempt from all state sales tax and federal excise tax and these taxes must be deducted from any proposal.

● Insurance. Proposer shall purchase and maintain in force the following kinds of insurance for operations under the contract as specified. Insurance certificates, in the minimum amounts specified and under the conditions noted, shall be provided to the Gilmer County School District before the commencement of any work:

1. Commercial/Comprehensive General Liability

a. $1,000,000 bodily injury per person

b. $2,000,000 bodily injury aggregate limit

c. $500,000 property damage per occurrence

d. $1,000,000 property damage aggregate limit

2. Comprehensive Automobile Liability

a. $1,000,000 property damage per occurrence

3. Workmen’s Compensation and Employers’ Liability

a. $500,000 bodily injury per person

4. Umbrella or Excess of Loss Coverage

a. $10,000,000 per occurrence

● Gilmer County School District shall be named as an additional insured by endorsement on the Proposer’s policy as to the subject contract. A waiver of subrogation in favor of Gilmer County School District shall be incorporated in such policy.

● If any changes occur during the contract period, the supplier must notify;

, Director of TransportationSamantha Kelley

Gilmer County Board of Education samantha.kelley@gilmerschools.com 706-276-5060

Quantities

● Gilmer County Board of Education shall not be required to purchase any minimum or maximum quantities during the contract period.

mailto:samantha.amos@gilmerschools.com

Invoicing/Payment

● The amount due shall be paid within thirty (30) days of receipt of a correct invoice.

● Invoices should be submitted to:

Gilmer County Board of Education Attn: Accounts Payable 134 Industrial Blvd.

Ellijay, Georgia 30540

● Invoices should include, at the minimum, the following:

1. Product quantity, Price per gallon

2. Delivery Location

3. Delivery Fees

Please provide a sample of your invoice/billing with your Proposal packet.

Insurance Coverage

● Supplier must have insurance on all motor vehicles in their fleet in accordance with the State of Georgia, Federal and Local laws.

● Failure to maintain insurance coverage as required will be grounds for immediate termination of the contract.

● Prior to commencing work or services under this contract, the supplier must furnish Gilmer County Board of Education with Certificates of Insurance as evidence that policies provide the required coverage.

● Supplier will be held responsible for any damages caused to vehicles due to unacceptable/contaminated fuels. Gilmer County Board of Education will be held harmless of any liability resulting in the use of this system, which is located on private property.

● Supplier must be in compliance with all state and federal environmental laws, rules and regulations.

Emergency Plan of Action:

● The selected vendor will be the supplier for certain Gilmer County School, or possibly evacuation vehicles, so an emergency back-up solution is required in the event of a power outage. This will need to be a permanently fixed generator fueled by natural gas, and the entire facility have the ability operate independently of Electrical Power.

Specifics regarding the vendor’s Emergency Plan of Action must be detailed in Attachment C of the Proposal specifications.

ATTACHMENT A

Pricing

DEF Motor Oil 15x40 Rotella (low Soot)

Transmission Fluid Transend

Antifreeze Extended Life

Universal Formula

Total Per Gallon $ $ $ $

Copy of OPIS sheet must be submitted with Proposal

Fees associated with card use/issuance, if applicable:

ATTACHMENT C

Emergency Plan of Action

Please provide details regarding your company’s Emergency Plan of Action

EXCEPTIONS

Please include detailed information regarding any exceptions that apply. If no exceptions, leave blank.

Fees not otherwise disclosed:

Insurance coverage:

Emergency Plan of Action:

Other:

PROPOSAL

AUTHORIZATION

Sign below in ink in the space provided. Unsigned Proposals will be considered incomplete and will be subject to rejection.

IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND DELIVERY

OF THIS PROPOSAL REPRESENTS THE BIDDER’S ACCEPTANCE OF THE TERMS

AND CONDITIONS OF THE SPECIFICATIONS AND PROVISIONS, AND IF AWARDED

THIS PROPOSAL, WILL PERFORM IN ACCORDANCE WITH THIS AGREEMENT.

PROPOSAL SUBMITTED BY:

COMPANY NAME:

ADDRESS:

CITY, STATE, ZIP:

TELEPHONE:

FAX:

SIGNATURE:

PRINTED NAME:

TITLE:

DATE:

ADDITIONAL INFORMATION

Is any owner or officer of the proposing firm an employee of Gilmer County Board of Education or related as close as third cousin to a Gilmer County Board of Education Member?

YES NO

Local Vendors submitting a Proposal from Waycross or Gilmer County MUST have valid City and/or County business license.

Local Vendor: YES NO

City License #:

County License #:

Date of Issue:

Any Proposal not containing this information will NOT be considered.