Ford Transit Van for Fayette County Public Sc.pdf

Fayette County Public Schools Purchasing Department

205 LaFayette Ave., Building A, Fayetteville, GA 30214

(770) 460-3535 ext 1043

Ford Transit Van for Fayette County Public Schools Request for Quote No. 25-004-075 Georgia Procurement Registry Event No. PE-65615-NONST-2025-000000039

Objective

The Fayette County Public Schools Purchasing Department (hereinafter FCPS) invites you to participate in a request for quote (RFQ). This RFQ will consist of providing and delivering a Ford Transit Van within the school district. The most responsive and responsible respondent will provide a new car inspection upon delivery to each facility.

Responses Due

Responses to this request for quote are due no later than the date and time specified in the timeline of events either physically or electronically to the FCPS Purchasing Department located at Facilities Services, 939 Goza Road, Fayetteville, Georgia 30215. Quotes received after the specified date and time will not be considered.

Vendors are instructed to carefully read all items, conditions, terms, specifications, and attachments herein and referenced before completing their quote. Failure to comply with any requirements of the RFQ may be a cause for rejection.

Section A: Instructions to Respondents

1. Respondent Registration

1.1. Respondents are encouraged to register with the issuing agent, Jamie Marrero, by sending an email to marrero.jamie@fcboe.org after reviewing this solicitation. Respondents who register will automatically receive an email update with additional documents such as addenda and be notified of award issuance, even if they choose not to submit a response.

pg. 1 mailto:marrero.jamie@fcboe.org

Ford Transit Van for Fayette County Public Schools (RFQ 25-004-075)

2. Schedule of Events

2.1. RFQ Released: Monday, July 15, 2024

2.2. Respondent Questions Due: Friday, July 19, 2024

2.3. Addenda Issued (if applicable): Monday, July 22, 2024

2.4. Respondent Quotes Due: Before 10:00AM (EST), Wednesday, July 24, 2024

2.5. Anticipated Project Start: July 2024

3. Project Documents and Forms

3.1. Documents and forms required for submission as part of this RFQ can be found on the FCPS Purchasing Department website. Failure to include required submissions listed herein may result in a rejection of the response. A list of required forms is contained herein and additional submissions may be required per the specifications contained herein.

4. Response Delivery

4.1. Responses may be submitted electronically, by mail, or hand-delivered to Facilities Services, 939 Goza Road, Fayetteville, Georgia 30215, Attention:

Purchasing Department.

4.2. Quote openings will occur at the date and time specified at the address above.

4.2.1. No faxed or telephone responses will be accepted or considered.

4.3. Responses may be emailed to the issuing agent if meeting the following guidelines:

4.3.1. Emailed responses must be in a consistent, clear, and readable format and complete. (Adobe PDF format is preferred)

4.3.2. All response documents should be bound in one document. Multiple separate documents may result in evaluation score reductions.

5. Attachments

5.1. Any specification listed with “Must Include Attachment” should include a document within the response conforming to standards set forth.

pg. 2

5.2. All attachments must be marked and labeled using the following format:

Attachment #, Solicitation Reference, Respondent Name, Solicitation Title, and Number.

6. Response Format Requirements

6.1. The solicitation document has been carefully organized. All sections, specifications, requirements, and appendices are numbered; therefore responses should be organized in the same manner referencing the solicitation document when necessary.

6.2. All pages should be numbered and contain page headings or footers with the respondent's name and the solicitation title and number.

6.3. Multiple Response from the Same Respondent

6.3.1. Respondents may submit more than one response when offering multiple alternatives.

6.3.2. Responses must be separate and each should conform to all terms and conditions within the solicitation.

6.3.3. Responses must be labeled separately to easily identify differing responses from the same respondent.

Section B: Scope of Work and Specifications

7. Scope of Work

7.1. The purpose and intent of this Request for Quotation is to secure firm pricing to provide a new Ford Transit mid roof cargo van. This vehicle will be delivered to our Facilities Services Department, which is located at; 939 Goza Road, Fayetteville, Georgia 30215 (only if outside a 20 mile radius). Facilities Services will be responsible for the pickup of this vehicle within a 20 mile radius of the address listed above, which would not require a delivery charge on the vehicle invoice.

8. Technical Specifications

8.1. 2023 or 2024 NEW Ford Transit Van

8.1.1. Mid Roof Cargo RWD

8.1.2. 3.5L PFDI V6 (Gas)

8.1.3. 10-Speed Transmission

pg. 3

8.1.4. Exterior Color: White

8.1.5. Optional Equipment (Minimum Requirements)

8.1.5.1. 3.73 Non-Limited Slip Axle

8.1.5.2. Front License Plate Bracket

8.1.5.3. 9070 GVWR Package

8.1.5.4. 50 State Emissions

8.1.5.5. Reverse Sensing System

8.1.5.6. Cruise Control

8.1.5.7. 2 Additional Keys

8.1.5.8. Load Area Protection Package

8.1.5.9. E-85 Flex Fuel Capable

8.1.5.10. Safety Partition

8.1.5.11. Shelving

8.1.5.12. Power Inverter

Section C: General Terms and Conditions

FCPS’s General Terms and Conditions are posted on the Purchasing Department website under the heading of Vendor Terms, Conditions, and Forms at www.fcboe.org. By submission of a response, the respondent acknowledges they have read and understood these General Terms and Conditions as well as any terms and conditions contained herein.

Section D: Special Terms and Conditions

9. Quote Opening

9.1. Quotes will be opened at the date and time provided in the schedule of events. All results will be publicly posted on the FCSD website once an award recommendation is made.

9.2. Quote openings are open to the public.

9.3. Quotes must be marked with the RFQ number.

pg. 4 https://www.fcboe.org/Page/2707

9.4. Electronically delivered quotes will utilize the timestamp generated on the email.

9.5. Quotes must conform to the guidelines listed herein.

9.6. Quotes received late will be marked “non-responsive” and may not be considered at the sole discretion of the FCPS Purchasing Department.

10. Questions

10.1. All questions concerning this solicitation must be submitted in writing by email to the issuing agent.

10.2. No questions other than written will be accepted and only answers provided via addenda shall be binding.

11. Award Oversight

11.1. The awarded respondent will report to Mike Satterfield, Director of Facilities Services, or their designee.

12. Cooperative Purchasing

12.1. This solicitation allows for other Fayette County, Georgia government entities, including local municipalities, to purchase from the awarded contract at the same prices quoted during the effective term pending an agreement between the awarded respondent(s) and the third party.

13. Quote Evaluations

13.1. According to the Fayette County Board of Education policy, DJE “lowest price alone will not be the sole determining criteria in the selection process”.

13.2. Factors that may be used in evaluating responses may include but are not limited to, the following: price/cost, warranty, service guarantees or past performance, costs of ownership analysis, business capabilities analysis, delivery schedules and methods, and product-specific manufacturer/quality standards.

13.3. Respondents may inquire as to specific evaluation methods and may request in writing an explanation of evaluation methods used to determine an award.

See General Terms and Conditions regarding award protests.

14. Delivery

14.1. Delivery is expected on or about the date requested ARO.

pg. 5

14.2. Freight is FOB destination, freight prepaid (allowed).

14.3. The respondent must contact the end-user listed on purchase orders at least 24 hours before delivery to confirm the delivery date and time.

14.4. FCPS standard hours of operation are 6:00 AM to 3:00 PM (EST), Monday through Friday, except for school holidays.

14.5. Failure to deliver per the response could result in the awarded respondent being declared in default.

14.6. The awarded respondent shall be responsible for the delivery of items in good condition at the point of destination.

14.7. Respondent shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices.

14.8. Back Orders: Back orders may be made only when specifically authorized to do so by the project administrator. The necessity to back-order may be deemed a breach of contract.

15. Delivery & New Car Inspection

15.1. Vehicles outside of the 20 mile radius will need to be delivered to; Facilities Services, 939 Goza Road, Fayetteville, Georgia 30215. Facilities Services can accept deliveries between the hours of 6:30AM and 2:30PM (EST) Monday through Friday. Delivery must be scheduled 24 hours in advance with the Director of Facilities Services, Mike Satterfield. Vehicles will be inspected, upon delivery, prior to Facilities Services taking possession.

16. Cost Escalation/Price Change

16.1. The Purchasing Department recognizes that independent market factors may result or necessitate the need for price changes. Through the submission of a quote, the respondent agrees to the following:

16.2. All price increases must be based upon product cost ONLY, and documentation of the price increase is required.

16.3. Quote prices must be held firm for the term of the solicitation or December 31st of the issuing year, after which an escalator can be invoked.

16.4. The awarded respondent must provide the FCPS Purchasing Department written notification at a minimum of 30 days before a price escalation change.

pg. 6

16.5. Single changes of no more than 10% are allowed. There are exceptions only when market conditions dictate a revised escalator for a particular commodity.

16.6. FCPS reserves the right to accept or reject any price escalation. A rejection of a price escalation may result in the termination of any agreement, contract, purchase order, or other agreement without fault or obligation.

17. Quantities

17.1. Vehicles listed within this solicitation are not guaranteed to be purchased.

Purchase orders will be issued, as needed, for the term of this solicitation.

The Fayette County School District anticipates that this vehicle will be purchased. But, the approval will be determined by the available budget allotment.

18. Term

18.1. The term of this RFQ and resulting agreement is from the date of resulting award issuance until December 31, 2024, with no option to renew.

18.2. Per the General Terms & Conditions, should the Fayette County Board of Education fail to appropriate funding for each fiscal year beginning July 1st, this solicitation and resulting contract or purchase orders will be canceled with no-fault or obligation beyond products or services already received and properly invoiced.

18.2.1. FCPS may notify the awarded bidder in writing thirty (30) days prior to cancellation for non-appropriation.

19. Required Forms

19.1. The forms listed below are required for submission and included as attachments. They may also be located on FCPS’s Purchasing Department website at www.fcboe.org.

19.1.1. Respondent Information Form

19.1.2. Reference Form

19.1.3. Vehicle Window Sticker

19.1.4. Cost Proposal

pg. 7 https://www.fcboe.org/Page/2707

19.2. Failure to include any form may result in a reduction in evaluation scoring or the submitted quote being declared non-responsive at the sole discretion of the FCPS Purchasing Department.

19.3. This request for quote, any addenda, and the awarded quote will be incorporated into any resulting contract and/or purchase order.

pg. 8

Cost Proposal

Make: Ford

Model: Transit Cargo Van

Year: ____________

Trim Package: ___________

VIN: __________________________

Mileage: ___________

This vehicle meets the minimum requirements listed within this solicitation:

Yes No

Vehicle Cost: ____________________

Delivery Cost (If outside 20 mile radius): ______________

Total Vehicle Cost (Including tag, title, delivery, etc.): ________________________

Company Name Date

Printed Name Signature

pg. 9

Respondent Information Form

Place this form on top of your response.

Ford Transit Van for Fayette County Public Schools (RFQ 25-004-075)

Company Name:

Point of Contact:

Street Address:

City:

State:

Zip Code:

Telephone:

Email:

Website:

Authority to Act The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the products/services in accordance with the terms and conditions herein.

Terms, Conditions, and Specifications Through the submission of response and signature below, the respondent verifies that their solution, if applicable, complies fully, or complies with an exception, to all stated general and special terms, conditions, and specifications. See the FCPS General Terms and Conditions for further information and directions on notating exceptions to stated specifications.

Addenda Through the submission of response and signature below the respondent verifies that they have read and understood any addenda issued for this solicitation if issued.

Signature: _____________________________________Date: _______________________

Reference Form

Requested Information Response

Reference Name

Contact for Reference

Street Address

City, State, Zip

Phone Number

Email

Requested Information Response

Reference Name

Contact for Reference

Street Address

City, State, Zip

Phone Number

Email

Requested Information Response

Reference Name

Contact for Reference

Street Address

City, State, Zip

Phone Number

Email