FY27 Refrigerated Box Truck IFB _27_102.pdf

Invitation for Bid IFB #27-102 Refrigerated Box Truck

Solicitation Notice

The Griffin-Spalding County School System (GSCS) is conducting a needs assessment and soliciting proposals for the purchase of one (1) new Refrigerated Box Truck to support operations at designated locations throughout the school system. Qualified vendors interested in providing this vehicle are invited to submit a bid proposal in accordance with the requirements outlined in this Invitation for Bid (IFB).

Prospective vendors are encouraged to carefully review all documents and materials contained in this solicitation prior to submitting a proposal. It is the responsibility of each respondent to fully understand the specifications, requirements, terms, and conditions associated with this procurement. Submission of a bid proposal shall constitute acknowledgment that the respondent has examined and understands all requirements and affirms its ability to provide the requested vehicle and related services.

Qualified vendors with demonstrated experience in supplying commercial refrigerated vehicles are invited to respond to this IFB. Respondents shall provide complete and detailed information addressing each requirement and question contained herein and submit their proposals in accordance with the instructions and deadlines specified in this solicitation.

Sealed proposals shall be submitted to:

Carol Y. Tims Budget and Procurement Analyst Griffin-Spalding County School System 216 South 6th Street Griffin, GA 30224

All responses must be received by 12:00 p.m. on Thursday, July 23, 2026 in order to be considered. All IFBs received after that time will not be opened nor considered. All responses should be clearly marked “IFB #27-102 Refrigerated Box Truck Enclosed” on the outside of a sealed envelope. Responses must be received in the following formats:

1. One (1) original

2. Seven (7) copies

3. One (1) electronic version emailed to procurementdocs@gscs.org

Proposals will be opened at 10:00 a.m. on Wednesday, July 29, 2026 at 216 South 6th Street, Griffin, GA 30224. The Griffin-Spalding County School System reserves the right to reject any or all proposals, waive informalities and technicalities, and accept the proposal deemed to be in the best interest of the school system.

mailto:procurementdocs@gscs.org

Invitation for Bid IFB #27-102 Refrigerated Box Truck

Furthermore, time is of the essence to ensure the recommendation(s) can be presented for review and approved at the Board of Education meeting scheduled for Tuesday, August 25, 2026, so incomplete proposals are apt to be discarded.

The effective date of service will be for the 2026 - 2027 school year.

IF YOUR COMPANY WILL BE PARTICIPATING IN THIS RFP, PLEASE EMAIL CAROL Y. TIMS

AT procurementdocs@gscs.org. ALL QUESTIONS WILL BE ANSWERED AND DISCLOSED TO EACH PARTICIPATE VIA THE DISTRICT’S WEBSITE, www.gscs.org, UNDER THE

MENU/DEPARTMENTS/FINANCE SECTION.

IF NEEDED, SCHOOL SYSTEM DATA WILL BE SENT TO YOU VIA EMAIL ONCE YOU HAVE

NOTIFIED US OF YOUR PARTICIPATION IN THIS RFP.

IFB Technical Specifications

The Griffin-Spalding County School System (GSCS) is conducting a needs assessment and soliciting proposals for the purchase of one (1) new Refrigerated Box Truck to support food distribution operations at all twenty-one (21) cafeteria sites throughout the district. The selected vendor shall work collaboratively with School Nutrition staff to ensure that the vehicle and all related components meet the operational requirements and specifications outlined in this Invitation for Bid (IFB).

To ensure the vehicle adequately supports the district's transportation and temperature-controlled delivery needs, the refrigerated box truck shall meet or exceed the minimum technical specifications described herein. Vendors are encouraged to provide detailed information regarding the proposed vehicle, including standard features, available options, warranties, and any deviations from the stated specifications. The following specifications represent the School System's minimum requirements for a model year 2026 refrigerated box truck:

1. Vehicle Chassis Specifications

● GVWR: Typically no more than 26,000 lbs (Non-CDL) or higher if a CDL-rated vehicle is required.

● Engine: Diesel or Gas, minimum horsepower as required for the load (e.g., 220–260

HP).

● Transmission: 6-speed automatic.

● Brakes: Compressed-Air-Brake System with ABS.

● Fuel Capacity: Single tank, typically 50+ gallons.

http://www.gscs.org

Invitation for Bid IFB #27-102 Refrigerated Box Truck

● Safety Features: Backup camera system and audible reverse alarm.

2. Refrigerated Box (Body) Specifications

● Dimensions: Common lengths range from 14 to 26 feet. Typical interior height is 7–8 feet.

● Insulation: High-density spray foam (minimum 3"–5" thickness).

● Interior Lining: Seamless Fiberglass Reinforced Plastic (FRP) or food-grade aluminum for easy cleaning.

● Floor: Anti-skid inverted "T" aluminum floor for maximum air circulation.

● Cargo Management: E-track system installed on three sides at specific heights (e.g., 24" and 48" from the floor).

● Lighting: Interior LED dome lights with cab-mounted indicator switches.

3. Refrigeration Unit (Reefer) Specifications

● Temperature Range: Must be capable of maintaining 0°F (frozen) or 35°F (chilled) in ambient temperatures up to 100°F.

● Power: Truck-engine driven with an Electric Standby option (e.g., 115V or 208-230V 3-phase) to run while parked.

● Controls: In-cab microprocessor controller to monitor and adjust temperatures while driving.

● Defrost: Automatic hot-gas defrost system.

4. Liftgate and Rear Access

● Rear Door: Insulated roll-up door (e.g., Whiting TempGuard) or swing doors with heavy-duty seals.

● Liftgate Type: Tuck-away or rail-style with a minimum 2,500–3,000 lb capacity.

● Liftgate Platform: Minimum 36" x 89" steel or aluminum platform with a tapered ramp for hand-cart access.

Invitation for Bid IFB #27-102 Refrigerated Box Truck

5. Administrative Bid Requirements

● Warranty: Minimum 3-year/36,000-mile bumper-to-bumper and specific reefer unit warranty.

● Compliance: Must meet all 2026 Federal Motor Vehicle Safety Standards (FMVSS) and local emissions regulations (e.g., EPA or CARB).

● Delivery: Specify a maximum lead time (e.g., 180 days after receipt of order).

● Documentation: Bidders must include descriptive literature, warranty statements, and a list of authorized service centers.

Sealed IFBs from vendors will be received by the Griffin-Spalding County School System, 216 South 6th Street, Griffin, GA 30224 until 12:00 p.m. on Thursday, July 23, 2026. All IFBs received after that time will not be opened nor considered.

IFBs may not be withdrawn for a period of sixty (60) days after the date of receipt of bids. IFB documents may be obtained at www.gscs.org under the Menu/Departments/Finance section. The Griffin-Spalding County School System reserves the right to reject any or all bids; any part or parts of a bid, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or all of the contract in a manner that is in the best interest of the Griffin-Spalding County School System.

Qualifications should be presented on the school district questionnaire (attached).

All questions regarding this IFB shall be submitted to the Budget and Procurement Analyst, Carol Y. Tims, at procurementdocs@gscs.org no later than 12:00 p.m. on Friday, July 10, 2026.

Questions received after this date will not receive a response. All questions will be answered and disclosed to each participant via the district’s website, www.gscs.org, under the Menu/Departments/Finance section.

Invitation for Bid IFB #27-102 Refrigerated Box Truck

Vendor Information and Background

1. Name of

Vendor: __________________________________________________________

2. Principal business address: __________________________________________________

3. Telephone/ fax number: _______________________________________________________

4. Website address: _________________________________________________________

Process/Services

1. Describe your experience supplying refrigerated box trucks to school districts, municipalities, or government agencies.

2. Describe the refrigeration system and temperature capabilities of the proposed vehicle.

3. Identify any deviations from the specifications listed in the IFB.

4. Explain the manufacturer’s warranty and refrigeration unit warranty.

5. Describe your local service capabilities and expected response times for repairs.

6. Provide an estimated delivery schedule from the date of award.

7. Describe any operator training or orientation included with delivery.

8. Provide three references from organizations with similar vehicle requirements.

9. Describe any additional features or value-added services included with your proposal.

10.Explain why your proposal represents the best overall value to Griffin-Spalding County School System.

Invitation for Bid IFB #27-102 Refrigerated Box Truck

Fees and Expenses

1. Provide a detailed price proposal for the refrigerated box truck and liftgate, including all standard equipment and features specified in the RFP.

2. Provide a line-item breakdown of all costs associated with the vehicle, including but not limited to:

● Chassis

● Refrigerated body

● Refrigeration unit

● Liftgate

● Installation and upfitting

● Delivery charges

● Documentation or administrative fees

● Any additional accessories or options

3. Identify any costs not included in the base proposal that may be incurred by GSCS during the life of the vehicle.

4. Describe all warranty-related costs, including any deductibles, exclusions, or expenses for travel, labor, or replacement parts that may not be covered under warranty.

5. Provide the cost and availability of extended warranty options for the chassis, refrigeration unit, and liftgate.

6. Identify any annual, recurring, or subscription fees associated with telematics, GPS, refrigeration monitoring systems, or other installed technology.

7. Describe any charges for delivery, vehicle preparation, pre-delivery inspection, or operator training.

8. Provide an estimated schedule of preventive maintenance costs for the refrigeration unit and liftgate during the first five years of operation.

9. Describe the availability and pricing structure for replacement parts and consumables commonly required for the refrigeration system and liftgate.

10.Identify any surcharges, fuel charges, freight charges, tariffs, or other market adjustment fees that may affect pricing after contract award.

Invitation for Bid IFB #27-102 Refrigerated Box Truck

11.State the length of time the proposed pricing will remain firm and identify any circumstances under which pricing may be adjusted.

12.Describe your payment terms, including any discounts available for prompt payment.

13.Provide information regarding financing or leasing options, if available, including associated fees and terms.

14.Identify any charges associated with title processing, tag fees, or registration assistance, if applicable.

15.Confirm whether all costs necessary to furnish, deliver, and place the refrigerated box truck with liftgate into service are included in the proposed price. If not, identify and explain any exclusions.

16.Certify that the pricing submitted represents the vendor's complete cost proposal and that no additional fees, surcharges, or expenses will be invoiced to GSCS unless specifically requested and approved in writing.

Invitation for Bid IFB #27-102 Refrigerated Box Truck

General Information

Please provide the name(s), title(s), address(es), telephone and fax number(s), and e-mail address(es) of the individual(s) responsible for responding to this request.

Invitation for Bid IFB #27-102 Refrigerated Box Truck

I, ____________________________________________, an authorized representative of

___________________________________, do hereby certify that the qualifications and information specified in this Griffin-Spalding County School System Refrigerated Box Truck questionnaire are accurate and complete.

Signature ____________________________________________________________

Name (Please print) _________________________________________________

Title _________________________________________________________________

Date

Subscribed and sworn to before me this ___ day of _______________, 20___

_____________________________ seal

NOTARY PUBLIC