HAWAII STATE DEPARTMENT OF EDUCATION

PROCUREMENT AND CONTRACTS BRANCH

AUGUST 3, 2026

INVITATION FOR BIDS

Number IFB D27-009

SEALED BIDS

TO

FURNISH AND DELIVER NEW CARGO VANS

FOR THE HAWAII STATE DEPARTMENT OF EDUCATION

SCHOOL FOOD SERVICES BRANCH

will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov/welcome.html until 4:30 p.m., Hawaii Standard Time (HST) on

AUGUST 18, 2026

Offerors interested in responding to this electronic solicitation must be registered on the HIePRO (https://hiepro.ehawaii.gov/welcome.html) in order to participate in this procurement. Registration is free.

Once registered, Offerors can login to view and respond to the HIePRO solicitation.

Questions relating to this solicitation may be directed to Albert Perry, Procurement and Contracts Support Specialist, at telephone (808) 675-0130, via facsimile (808) 675-0133, or via email at albert.k.perry@k12.hi.us.

https://hiepro.ehawaii.gov/welcome.html https://hiepro.ehawaii.gov/welcome.html mailto:albert.k.perry@k12.hi.us

FURNISH AND DELIVER NEW CARGO VANS FOR THE

HAWAII STATE DEPARTMENT OF EDUCATION

SCHOOL FOOD SERVICES BRANCH

IFB D27-009

OFFER PAGE OF-1

Exact Legal Name of Offeror, including “dba” or “division” of a corporation (furnish the exact legal name of the entity under which an awarded contract, if any, will be executed):

Address:

Principal Place of Business (may not be a P.O. Box):

Mailing Address (only if different):

Payment Address (only if different)

Offeror’s Primary Contact Person:

Name Title

Telephone Number Fax Number

Email Address

Federal Tax Identification Number:

State of Hawaii General Excise Tax License Number:

Type of Business Entity (check one):

Sole Proprietor Partnership Corporation Joint Venture Limited Liability Company Other

Names of all Offeror’s parent, affiliate and subsidiary organizations:

Offeror is either:

A Hawaii business incorporated or organized under the laws of the State of Hawaii; OR

A Compliant Non-Hawaii business incorporated or organized under the laws of the State of on (date) _____________, and, if applicable, registered with the State of Hawaii Department of Commerce and Consumer Affairs Business Registration Division to do business in the State of Hawaii.

The undersigned has carefully read and understands the terms and conditions specified herein and hereby submits the following offer to provide the goods and/or perform the work specified herein, all in accordance with the true intent and meaning thereof, and further that the Offeror shall comply with all terms, conditions and requirements of the solicitation. The undersigned further understands and agrees that by submitting this offer, 1) the undersigned is declaring the undersigned’s offer is not in violation of Chapter 84, Hawaii Revised Statutes, concerning prohibited State contracts, and 2) the undersigned is certifying that the price(s) submitted was (were) independently arrived at without collusion.

Authorized (Original in ink) Signature Name (printed)

Title Date

IFB D27-009 OF-1

The following offer is hereby made:

GROUP A - DELIVERY TO THE ISLAND OF OAHU

Item Number

Quantity (A)

SCHOOL Year, Manufacturer, and Model Number Unit Bid Price

(B) Total Bid Price

(A) times (B)

1 3 Anuenue School -$ $ -

2 2 Kaimuki High School -$ $ -

3 1 Kalihi Waena Elementary School

4 3 Henry J Kaiser High School

5 1 August Ahrens Elementary School

6 3 Kapolei Elementary School

7 1 Manana Elementary School

8 3 Pearl City High School -$ $ -

9 3 Waianae Intermediate School

10 2 Nanakuli High and Intermediate School

11 3 Aiea Intermediate School -$ $ -

12 3 Makalapa Elementary School

13 3 Mililani High School -$ $ -

14 1 Waialua High and Intermediate School

15 1 Hauula Elementary School

16 3 Kahuku High and Intermediate School

17 1 Keolu Elementary School -$ $ -

18 1 Governor Samuel Wilder King Intermediate School

19 1 Waiahole Elementary School

TOTAL

GROUP A

39 TOTAL SUM BID PRICE GROUP A (ITEMS 1 through 19) $ -

OFFEROR:

IFB D27-009 OF- 2

GROUP B - DELIVERY TO THE ISLAND OF HAWAII-HILO

Item Number

Quantity (A)

SCHOOL Year, Manufacturer, and Model Number Unit Bid Price

(B) Total Bid Price

(A) times (B)

1 3 Hilo High School -$ -$

2 1 Waiakea High School -$ -$

TOTAL

GROUP B

4 TOTAL SUM BID PRICE GROUP B (ITEMS 1 through 2) -$

IFB D27-009 OF- 3

GROUP C - DELIVERY TO THE ISLAND OF HAWAII-KONA

Item Number

Quantity (A)

SCHOOL Year, Manufacturer, and Model Number Unit Bid Price

(B) Total Bid Price

(A) times (B)

1 1 Kealakehe Intermediate School

2 1 Kohala High School -$ $ -

3 2 Konawaena Elementary School

4 2 Konawaena High School -$ $ -

5 1 Kau High and Pahala Elementary School

TOTAL

GROUP C

7 TOTAL SUM BID PRICE GROUP C (ITEMS 1 through 5) $ -

IFB D27-009 OF- 4

GROUP D - DELIVERY TO THE ISLAND OF MAUI

Item Number

Quantity (A)

SCHOOL Year, Manufacturer, and Model Number Unit Bid Price

(B) Total Bid Price

(A) times (B)

1 1 Samuel Enoka Kalama Intermediate School

2 1 Pomaikai Elementary School

TOTAL

GROUP D

2 TOTAL SUM BID PRICE GROUP D (ITEMS 1 through 2) -$

IFB D27-009 OF- 5

GROUP E - DELIVERY TO THE ISLAND OF KAUAI

Item Number

Quantity (A)

SCHOOL Year, Manufacturer, and Model Number Unit Bid Price

(B) Total Bid Price

(A) times (B)

1 2 Kapaa High School -$ $ -

2 1 Kilauea Elementary School

3 2 Waimea High School -$ $ -

TOTAL

GROUP E

5 TOTAL SUM BID PRICE GROUP E (ITEMS 1 through 3) $ -

IFB D27-009 OF- 6

SPECIFICATIONS

1. GENERAL SPECIFICATIONS

In addition to the Technical Specifications listed herein, these requirements shall apply to all equipment and attachments unless otherwise specified.

The vehicles furnished shall be new and of the best quality of its respective kind and shall be completely assembled and free from defects which may render it unfit or undesirable for use.

The vehicles shall include and comply with all Federal Motor Vehicle Safety Standards and the Code of Federal Regulations, Title 40, Part 85: Control of Air Pollution from Mobile Sources.

The vehicles shall include any other standard features not listed below but detailed in manufacturer's brochure(s) and deemed necessary for the proper and safe operation of vehicles.

A. Safety Requirements – The vehicles shall meet all applicable safety requirements of the Federal and local governments.

Certificates Required – The CONTRACTOR shall provide the following valid and current certificates with the vehicles at the time of delivery:

1. Hawaii Safety Inspection Certificate (in duplicate) and decal;

2. Application for Registration of Passenger Carrying Motor Vehicle, Form #DF-L-1 (latest revision);

3. Odometer Certificate;

4. Vehicle Scale Weight Slip; and

5. Notarized Certificate of Bill of Sale (not required for Oahu dealerships).

These certificates are essential for the proper registration and licensing of the new vehicles.

Therefore, acceptance of and payment for the vehicles delivered will not be made without submittal of the necessary certificates and application listed above. The STATE, Department of Education shall be responsible for registering and licensing of these vehicles; this procedure shall be conducted in the City & County of Honolulu. The CONTRACTOR shall provide temporary license plates to be used during the interim period prior to acquisition of the State of Hawaii license plates by the STATE, Department of Education.

B. Warranty – The CONTRACTOR shall provide warranty as stated herein. The warranty shall cover parts and labor and shall protect the STATE against defects resulting from the use of defective or inferior materials, against defects resulting from negligent workmanship, and against all design and manufacturing defects. The warranty period shall be from the date the vehicles are accepted.

IFB D27-009 S-1

2. TECHNICAL SPECIFICATIONS

Item Description

Model Year New 2027 or current year production model extended length Cargo Van

Model Ford Transit 250 Extended Cargo Van with High Roof, Ram ProMaster 3500 Cargo Van High Roof Extended Length or equal

Cargo Height Minimum 6 feet; Maximum 8 feet

Engine Minimum 3.5 Liters, Minimum 6 Cylinder gasoline

Drive System Rear-Wheel Drive (RWD), All-Wheel Drive (AWD) or Front-Wheel Drive

(FWD)

Transmission Automatic or equal

Wheel Base Minimum 148 inches

Suspension Axles, Springs and Shock Absorbers must meet manufacturer’s and Federal Gross Axle Weight Rating (GAWR) requirements for the Gross Vehicle Weight (GVW) submitted

Brakes 4-wheel antilock, 4-wheel disc or equal

Gross Vehicle Weight Rating (GVWR) Minimum 9150 pounds

Seating Capacity Minimum of 2

Cab Interior

Installed partition between the seats and cargo area must be windowless and comply with all Department of Transportation (DOT), National Highway Traffic Safety Administration (NHTSA), and Federal Motor Vehicle Safety Standards (FMVSS) specific to the cargo van model.

Cargo Interior

• Install E-tracks at approximately 2 feet and 4 feet heights along the interior cargo walls.

o 4 pairs of tie-down belts shall be provided for use with the installed

E-tracks.

• The floor must be a one-piece, polished high-density polyethylene composite with heavy-duty scuff plates at all cargo doors.

• Include a 1,100 pounds capacity remote-controlled tailgate lift (Tommy

Gate V2 Series or equivalent) featuring a 47 inches by 49 inches platform and a 9 inch tapered ramp.

Doors and Windows

• Minimum 5 doors: driver, passenger, sliding door on right side and 2 rear doors

• Power windows, driver and passenger

• No windows in cargo area, preferred

Mirrors Adjustable mirrors, driver, passenger, and rear view.

IFB D27-009 S-2

Item Description

Exterior Color White or similar

Safety Requirements

• Front and side air bags, driver and passenger

• Minimum standard reverse or rear view camera

• Back-up reverse alarm

Warranty

• Bumper to Bumper: 3 years or 36,000 miles, whichever comes first

• Powertrain: 5 years or 60,000 miles, whichever comes first

• Corrosion Perforation: 5 years with unlimited miles o No Perforation required on aluminum panels

• Safety Restraint: 3 years or 36,000 miles, whichever comes first

Miscellaneous

• The vehicle must comply with all Federal and State of Hawaii safety requirements and include all standard equipment, components, and accessories necessary for a complete operating unit, as per manufacturer specifications, whether explicitly listed or not.

• Bid price will be inclusive of all fees, taxes and delivery to listed school locations.

3. DELIVERY

CONTRACTOR shall contact the Contract Administrator (CA) and/or Point-of-Contact (POC) or their designated representative to coordinate specific delivery arrangements. The CONTRACTOR shall be responsible for the vehicles until delivered and accepted by the authorized STATE personnel.

All vehicles under the Contract shall be delivered to the below specified address on or before September 30, 2027. Representatives from both the CONTRACTOR and the STATE shall be present at the delivery site for purposes of visual inspection and if necessary, for instructions on use of the vehicle.

Delivery address is as follows:

Island Number of Vehicle(s) School Address School Point of Contact and

Phone Number

Group A Oahu

Oahu 3 Anuenue School 2528 10th Avenue

Honolulu, Hawaii 96816

Steve Sakima 808-733-8478

Oahu 2 Kaimuki High School 2705 Kaimuki Avenue Honolulu, Hawaii 96816

Rayburn Awaa Lincoln 808-733-4908

Oahu 1 Kalihi Waena Elementary School

1240 Gulick Avenue Honolulu, HI 96819

Carmen Matsumoto 808-832-3215

Oahu 3 Henry J Kaiser High School 511 Lunalilo Home Road Honolulu, HI 96825

Christian Tomita 808-394-1200 extension 2323

Oahu 1 August Ahrens Elementary School

94-1170 Waipahu Street Waipahu, Hawaii 96797

Scott Akamina 808-307-7250

Oahu 3 Kapolei Elementary School 91-1119 Kamaaha Loop Kapolei, Hawaii 96707

Scotty Sagon 808-305-8752

IFB D27-009 S-3

Island Number of Vehicle(s) School Address School Point of Contact and

Phone Number

Oahu 1 Manana Elementary School

1147 Kumano Street Pearl City, Hawaii 96782

Nick Garces 808-307-5317

Oahu 3 Pearl City High School 2100 Hookiekie Street Pearl City, Hawaii 96782

Ross Inamine 808-307-5591

Oahu 3 Waianae Intermediate School 85-626 Farrington Highway Waianae, Hawaii 96792

Leichelle Iokia 808-305-2770

Oahu 2

Nanakuli High and Intermediate School

89-980 Nanakuli Avenue Waianae, Hawaii 96792

Bryanna Cafa 808-668-5860

Oahu 3 Aiea Intermediate School 99-600 Kulawea Street Aiea, Hawaii 96701

Sheldon Faria 808-483-7233

Oahu 3 Makalapa Elementary School 4435 Salt Lake Boulevard Honolulu, Hawaii 96818

Greg Honma 808-307-6540

Oahu 3 Mililani High School

95-1200 Meheula Parkway Mililani, Hawaii 96789

Gloria Pilar 808-307-4185

Oahu 1

Waialua High and Intermediate School

67-160 Farrington Highway Waialua, Hawaii 96791

Lahela Moeaveave 808-307-2442

Oahu 1 Hauula Elementary School

54-046 Kamehameha Highway Hauula, Hawaii 96717

Cheryl Subiono 808-293-8929

Oahu 3 Kahuku High and Intermediate School

56-490 Kamehameha Highway Kahuku, Hawaii 96731

Rosalind Saizon 808-305-7493

Oahu 1 Keolu Elementary School

1416 Keolu Drive Kailua, Hawaii 96734

Edita Montgomery 808-210-0273

Oahu 1

Governor Samuel Wilder King Intermediate School

46-155 Kamehameha Highway Kaneohe, Hawaii 96744

Alivia Fredericks 808-233-5739

Oahu 1 Waiahole Elementary School 48-215 Waiahole Valley Road Kaneohe, Hawaii 96744

Darryl Chun 808-293-3118

TOTAL GROUP A 39

Group B Hawaii-Hilo

Hawaii - Hilo 3 Hilo High School

556 Waianuenue Avenue Hilo, Hawaii 96720

Jaclyn Andrade 808-313-5676

Hawaii - Hilo 1 Waiakea High School 155 W. Kawili Street Hilo, Hawaii 96720

Edwin Naboa 808-974-4832

TOTAL GROUP B 4

IFB D27-009 S-4

Island Number of Vehicle(s) School Address School Point of Contact and

Phone Number

Group C Hawaii-Kona

Hawaii - Kona 1 Kealakehe Intermediate School

74-5062 Onipaa Street Kailua-Kona, Hawaii 96740

Trina Kahihikolo 808-327-4663

Hawaii - Kona 1 Kohala High School

54-3611 Akoni Pule Highway Kapaau, Hawaii 96755

Indigo Mathewson 808-889-7130

Hawaii - Kona 2 Konawaena Elementary School

81-901 Onouli Road Kealakekua, HI 96750

Derrick Henning 808-323-7569

Hawaii - Kona 2 Konawaena High School

81-1043 Konawaena School Rd Kealakekua, Hawaii 96750

Pearl Muraki 808-323-4573

Hawaii - Kona 1

Kau High and Pahala Elementary School

96-3150 Pikake Street Pahala, Hawaii 96777

Reginald Higa 808-313-4151

TOTAL GROUP C 7

Group D Maui

Maui 1

Samuel Enoka Kalama Intermediate School 129 Makani Road

Makawao, Hawaii 96768

Don Saito 808-727-5852

Maui 1 Pomaikai Elementary School

4650 South Kamehameha Avenue Kahului, Hawaii 96732

Linda Seto 808-873-3415

TOTAL GROUP D 2

Group E Kauai

Kauai 2 Kapaa High School 4695 Mailihuna Road Kapaa, Hawaii 96746

Matthew Woods 808-821-4409

Kauai 1 Kilauea Elementary School

2440 Kolo Road Kilauea, Hawaii 96754

Kainoa Woodward 808-828-0338

Kauai 2 Waimea High School 9707 Tsuchiya Road Waimea, Hawaii 96796

Dayne Arbilera 808-339-6820

TOTAL GROUP E 5

IFB D27-009 S-5

SPECIAL CONDITIONS

GENERAL INFORMATION

1. Addenda and Interpretations

Discrepancies, omissions, or questions related to this solicitation shall be communicated in writing to the Hawaii State Department of Education, Procurement and Contracts Branch (PCB) via facsimile at (808) 675-0133 or e-mail to albert.k.perry@k12.hi.us for interpretation and must be received no later than seven (7) calendar days prior to the date fixed for the close of bids.

Interpretation(s), if any, and any supplemental instructions will be in the form of written addenda that will be made available to all HIePRO registered Offerors prior to the date fixed for the close of bids. Failure of any Offeror to receive any such addenda or interpretations shall not relieve the Offeror of any obligation under this solicitation. All addenda issued shall be incorporated into the resulting contract.

2. Scope

Work under this agreement shall consist of Furnishing and Delivering New Cargo Vans for the Hawaii State Department of Education School Food Services Branch and shall be in accordance with these Special Conditions, the attached Specifications, and the State of Hawaii’s General Conditions AG-008 (latest revision).

3. Federal Guidelines

U.S. Department of Agriculture (USDA) is an equal opportunity provider and employer.

3.1. In addition to other required provisions, the following provisions are included as applicable.

(A) Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be effected and the basis for settlement.

(C) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141- 3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, SPECIAL CONDITIONS SC-1

IFB D27-009

mailto:albert.k.perry@k12.hi.us https://www.govinfo.gov/link/uscode/41/1908 https://www.govinfo.gov/link/uscode/40/3141 https://www.govinfo.gov/link/uscode/40/3141 https://www.govinfo.gov/link/uscode/40/3141 https://www.govinfo.gov/link/uscode/40/3146 https://www.ecfr.gov/current/title-29/part-5 https://www.ecfr.gov/current/title-29/part-5 https://www.govinfo.gov/link/uscode/40/3145 https://www.ecfr.gov/current/title-29/part-3 completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.

(D) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.

Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

(E) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

(F) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C.

1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

(G) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

(H) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.

SPECIAL CONDITIONS SC-2

IFB D27-009

https://www.govinfo.gov/link/uscode/40/3701 https://www.govinfo.gov/link/uscode/40/3702 https://www.govinfo.gov/link/uscode/40/3702 https://www.govinfo.gov/link/uscode/40/3704 https://www.ecfr.gov/current/title-29/part-5 https://www.ecfr.gov/current/title-29/part-5 https://www.govinfo.gov/link/uscode/40/3702 https://www.govinfo.gov/link/uscode/40/3704 https://www.ecfr.gov/current/title-37/section-401.2#p-401.2(a) https://www.ecfr.gov/current/title-37/part-401 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/33/1251 https://www.govinfo.gov/link/uscode/33/1251 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/33/1251 https://www.govinfo.gov/link/uscode/33/1251 https://www.ecfr.gov/current/title-2/section-180.220 https://www.ecfr.gov/current/title-2/part-180 https://www.ecfr.gov/current/title-2/part-180 https://www.federalregister.gov/executive-order/12549 https://www.govinfo.gov/link/uscode/31/1352 https://www.govinfo.gov/link/uscode/31/1352

4. Procurement of Recovered Materials

A non-Federal entity that is a state agency or agency of a political subdivision of a state and its CONTRACTORS must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

[78 FR 78608, Dec. 26, 2013, as amended at 79 FR 75885, Dec. 19, 2014]

5. Contract Administrator

For purposes of this Contract, Anneliese Tanner, Administrator or the Administrator’s successor, is designated Contract Administrator (CA). The CA can be contacted by telephone at (808) 784-5503, via facsimile at (808) 735-6262, or via e-mail at anneliese.tanner@k12.hi.us.

The CA is responsible for:

5.1. the terms, conditions, quantities, specifications, scope of services, other contract terms, and all decisions relating to the Contract;

5.2. monitoring the CONTRACTOR’s work, documenting that CONTRACTOR maintains the required insurance coverage (if applicable), resolving contract disputes and discrepancies, evaluating the work of the CONTRACTOR, assuring the services or goods are delivered as required in the Contract, and processing payment for services rendered; and

5.3. notifying the Hawaii State Department of Education, PCB in the event of change in scope of work, change in the performance period, increase or decrease in total compensation, and/or changes in any other contract terms.

Notwithstanding the responsibilities set forth hereinabove, any coordination of services falling outside those articulated above shall remain with the head of the purchasing agency, as set forth in the attached General Conditions (see General Conditions, paragraph 1, entitled "Coordination of Services by the

STATE.").

The CA has designated Jason Ono as Point-of-Contact (POC) for this Contract. As such, the POC, or their successor, should be the initial contact on all matters related to this Contract. The POC can be contacted by telephone at 808-784-5512, via facsimile at 808-735-6262, or via e-mail at jason.ono@k12.hi.us.

6. Contract Period

This Contract shall commence upon full execution of the Contract and shall end on September 30, 2027, subject to availability of funds as specified in the General Conditions.

OFFEROR INFORMATION

7. Offeror’s Authority to Bid

The STATE will not participate in determinations regarding an Offeror’s authority to sell a product or perform a service. If there are any questions or doubts regarding an Offeror’s right or ability to obtain and sell a product or to render a service, the Offeror should resolve those issues prior to submitting a bid. If the Offeror’s offer meets specifications and is acceptable and the bid price submitted is the lowest bid, the Contract will be awarded to that Offeror.

SPECIAL CONDITIONS SC-3

IFB D27-009

mailto:anneliese.tanner@k12.hi.us mailto:jason.ono@k12.hi.us

8. Offeror Qualifications

In addition to meeting legal and any other requirements of this solicitation, Offeror must meet these qualifications to be considered for award.

8.1. Authorized Distributor or Dealer

At the time of bidding, Offeror shall be either a manufacturer or manufacturer-authorized distributor or dealer of the vehicles offered. As evidence of this, Offeror may be requested to provide documentation from the manufacturer which verifies Offeror’s status as an manufacturer-authorized distributor or dealer.

8.2. License

Offeror shall have any and all current and valid license(s) required by law to properly and legally effectuate and/or conduct the sale and/or transfer of the vehicles subject to this invitation for bid and any resulting contract. Offeror shall provide all necessary documentation (example, copy of license(s)) to substantiate compliance with this requirement. This shall include any requirements under HRS Chapter 437, as amended, which provides for the regulation and licensing of motor vehicle manufacturers and distributors and their branches and representatives, motor vehicle dealers, salespeople, auctions and auctioneers and any other persons engaged in the business of selling or purchasing motor vehicles in the State of Hawaii. Therefore, all prospective Offerors who are interested in selling vehicles to the State of Hawaii shall provide proof that they meet and satisfy the licensing requirement set forth in said statute by listing their license number in the space provided on Exhibit A.

Chapter 437-2(e) provides that, notwithstanding any provisions of Chapter 437, the authority of any State agency to purchase motor vehicles for State use from any dealer licensed under that chapter shall not be limited or conditioned. Any dealer licensed under that chapter may sell vehicles to any State agency notwithstanding Section 437-2(b).

“Motor vehicle” includes any vehicle, motor vehicle, or truck, as defined in HRS Sections 249-1 and 249-2, as amended, except for tractors, trailers and amphibious vehicles.

8.3. Office Location

At the time of bidding and throughout the Contract and warranty period, Offeror shall have an office in the State of Hawaii from where business is conducted and from where the company is accessible to telephone calls for complaints or requests that need immediate attention. An answering service is not acceptable.

8.4. Authorized Service Facility

At the time of bidding and throughout the Contract and warranty period, Offeror shall have a service and repair facility on each island where the vehicles are located. Each service facility shall have at least one (1) manufacturer-trained technician, able to service and repair the subject vehicles. Offeror must have access to an inventory of parts for the repair and maintenance of the subject vehicles.

If Offeror does not have servicing and repair capabilities, Offeror shall arrange with a third-party provider of said services to provide the STATE with maintenance and repair services. This third-party provider must have trained personnel based on each island where the vehicles are located.

The third-party provider must have access to an inventory of parts for the repair and maintenance of the vehicles offered.

The STATE reserves the right to inspect and evaluate the Offeror’s service facility or the service facility of Offeror’s chosen third-party service provider to determine acceptability under this requirement.

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8.5. Personnel

Offeror shall designate at least one (1) employee as the STATE point-of-contact (POC) for this Contract. This individual shall be based in Hawaii and available during regular business hours, 7:45 a.m. to 4:30 p.m. Hawaii Standard Time (HST), Monday through Friday excluding holidays, and shall have the knowledge, experience and authority to answer questions, resolve problems, and provide follow-up assistance regarding and relating to the sale, warranty servicing, maintenance and repair of the subject vehicles.

Failure on the Offeror's part to meet these requirements may result in rejection of bid. These requirements must remain in effect during the entire contract period. Failure to maintain these requirements may result in cancellation of award.

9. Responsibility of Offerors

Offeror is advised that if awarded a contract under this solicitation, Offeror must furnish proof of compliance with the requirements of HRS § 103D-310(c), as a pre-requisite to receiving a contract:

9.1. Chapter 237, General Excise Tax Law;

9.2. Chapter 383, Hawaii Employment Security Law;

9.3. Chapter 386, Workers’ Compensation Law;

9.4. Chapter 392, Temporary Disability Insurance;

9.5. Chapter 393, Prepaid Health Care Act; and

9.6. Chapter 103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State of

Hawaii.

Offeror should refer to the “Contract Execution” provision for further information regarding the above-mentioned requirements.

BID PREPARATION

10. Offer Page OF-1.

Offeror is requested to submit the bid under the company’s exact legal name as registered with the Department of Commerce and Consumer Affairs, if applicable, and to indicate exact legal name in the appropriate space on Offer Page OF-1. Failure to do so may delay proper execution of the Contract.

The authorized signature on the hard copy Offer Page OF-1 shall be an original signature in ink. Ink signatures are not required for electronic submission of a bid on HIePRO. The submission of the bid on HIePRO shall indicate the Offeror’s intent to be bound.

11. Taxable Transaction

Unless the HRS exempts a person from paying the applicable general excise tax, work to be performed under this solicitation is a business activity taxable under Chapter 237, HRS and Chapter 238, HRS, where applicable. Both out-of-state and Hawaii-based companies are advised that the gross receipts derived from this Contract are subject to the general excise tax imposed by Chapter 237, HRS, at the current rate and, where applicable, to tangible property imported into the State of Hawaii for resale, subject to the applicable use tax imposed by Chapter 238, HRS.

Information on the Hawaii State Taxes administered by the Department of Taxation is available online at http://tax.hawaii.gov.

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http://tax.hawaii.gov/

12. Tax Exempt Transaction

If, however, an Offeror is a person exempt by the HRS from paying the general excise tax and therefore not liable for the taxes on this solicitation, Offeror shall state its tax-exempt status and cite the HRS chapter or section allowing the exemption.

For evaluation purposes, pursuant to HRS § 103D-1008, a tax-exempt bid submitted in response to a solicitation shall be increased by the applicable retail rate of general excise tax and the applicable use tax. Under no circumstance shall the dollar amount of the award include the aforementioned adjustment.

13. Bid Price

Unit Bid Price shall include labor, equipment, materials, transportation, shipping, delivery, overhead, profit, all applicable taxes and any other incidental and operational expenses incurred in the performance of all obligations hereunder. Unit Bid Price shall be the all-inclusive cost to the STATE and no other charges will be honored. In case of error in extension of Bid Price, Unit Bid Price shall govern.

14. Year, Manufacturer and Model

Offeror shall provide the exact year, name of the manufacturer and model, and/or other identifier(s) of the vehicles offered. Failure to do so or indicating remarks such as “as specified” shall be sufficient grounds for rejection of the offer.

If additional space is needed to provide complete product identification, Offeror may attach a separate sheet for that purpose.

If any of the called-for elements of product identification are missing on the Offeror page, the STATE will be unable to determine acceptability of the vehicles offered and whether the Offeror is responsive for the vehicles offered. Offeror shall not be allowed to clarify the vehicle identification after the bid opening.

This is to ensure all offers are submitted under the same conditions with no opportunity for one Offeror having an advantage over another Offeror after exposure of offers.

15. Brochures and/or Specifications Literature

Upon request, Offeror shall provide the manufacturer's brochures and/or specifications literature for the vehicles offered. Brochures and specifications literature may be submitted to: Hawaii State Department of Education, Procurement and Contracts Branch, 94-275 Mokuola Street Room 200, Waipahu, Hawaii, 96797, Attention: Albert Perry or emailed to albert.k.perry@k12.hi.us within three (3) working days from the STATE’s request. Failure to comply with these requirements may result in rejection of bid.

The burden of proof as to the comparative quality and suitability of the offered vehicles shall be upon the Offeror. Vehicles offered shall comply with Specifications. The STATE shall be the sole judge of the acceptability of vehicles offered, and its decision shall be final.

16. Authorized Distributor or Dealer

Offeror shall provide documentation from the manufacturer which verifies Offeror’s status as a manufacturer-authorized distributor or dealer. The documentation shall be attached to Exhibit A and shall be provided to the STATE within three (3) working days from the STATE’s request.

17. Offeror Information

Offeror shall provide information regarding its office location, authorized service facility, and STATE’s point-of-contact on the Exhibit A. Exhibit A shall be provided within three (3) working days from STATE’s request.

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mailto:Albert.K.Perry@k12.hi.us

18. License

License number shall be provided on the Exhibit A. Offeror shall also submit a copy of their license with the Exhibit A. Exhibit A shall be provided to the STATE within three (3) working days from STATE’s request.

19. Liability Insurance

Work included under this agreement requires the provision of liability and property damage insurance, to remain in full force and effect during the life of this Contract. Offeror shall refer to the Liability Insurance clause for additional information regarding this requirement. Accordingly, Offeror should consider these insurance requirements when preparing their offer.

20. Offer Guaranty

An offer guaranty (bid bond) is not required for this IFB.

BID SUBMITTAL

21. Submission of Bid

Offers will be received through the State of Hawaii eProcurement System (HIePRO) Public Procurement Notices Website at https://hiepro.ehawaii.gov/welcome.html no later than the date and time stated on the HIePRO.

Submission of a bid shall constitute an incontrovertible representation by the Offeror of compliance with every requirement of this IFB, and that the IFB documents are sufficient in scope and detail to indicate and convey reasonable understanding of all terms and conditions of performance of the work.

Before submitting a bid, each Offeror must:

21.1. examine the solicitation documents thoroughly for defects and questionable or objectionable material. Solicitation documents include this IFB, any attachments, plans referred to herein, and any other relevant documentation. Comments must be submitted in writing and received by the Hawaii State Department of Education, PCB no later than seven (7) calendar days prior to the date fixed for the close of bids. This will allow for issuance of addenda, if necessary.

21.2. become familiar with state, local, and federal laws, ordinances, rules, and regulations that may in any manner affect cost, progress, or performance of the work.

All bids shall be made through the HIePRO (https://hiepro.ehawaii.gov/welcome.html) on the solicitation document(s) available on the HIePRO. Offers shall be completed in accordance with the solicitation instructions, and addenda, if any.

The Specifications, Special Conditions, General Conditions and other documents referenced in or attached to the offer shall be considered a part of the offer submitted, whether or not attached to the offer at the time of submission. Such documents shall not be altered in any way; any alterations so made by the Offeror may result in rejection of the offer.

Offers will be received only until the hour and date set for the close of bids. Unless otherwise stated, Offeror shall submit only one (1) offer. If more than one offer is submitted, all offers shall be rejected for that item.

Hard copies of ALL ORIGINAL OFFER PAGES AND ANY OTHER APPLICABLE DOCUMENTS AS STATED IN THE SOLICITATION must also be received by the Hawaii State Department of Education, Procurement and Contracts Branch, 94-275 Mokuola Street, Room 200, Waipahu, Hawaii 96797, within five (5) working days after the bid closing date.

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22. Confidential Information

If an Offeror believes that any portion of Offeror’s proposal contains information that should be withheld as confidential, then the Hawaii State Department of Education, PCB should be so advised in writing.

Offeror shall request in writing nondisclosure of designated trade secrets or other proprietary data to be confidential. Such data shall accompany the bid, be clearly marked, and shall be readily separable from the bid in order to facilitate eventual public inspection of the non-confidential portion of the bid.

Pursuant to Hawaii Administrative Rules (HAR) § 3-122-58, the head of the purchasing agency or designee shall consult with the Department of the Attorney General and make a written determination in accordance with Hawaii Revised Statutes (HRS) Chapter 92F. If the request for confidentiality is denied, such information shall be disclosed as public information, unless the Offeror appeals the denial to the Office of Information Practices in accordance with HRS § 92F-42(12).

23. Certification of Independent Cost Determination

By submitting a bid in response to this solicitation, Offeror certifies as follows:

23.1. The costs in this IFB have been arrived at independently, without consultation, communication, or agreement with any other Offeror, as to any matter relating to such costs for the purpose of restricting competition.

23.2. Unless otherwise required by law, the costs which have been quoted in this IFB have not been knowingly disclosed by the Offeror prior to award, directly or indirectly, to any other Offeror or competitor prior to the award of the Contract.

23.3. No other attempt has been made or will be made by the Offeror to solicit or implore any other person or firm to submit or not to submit a bid in response to this IFB for the purpose of restricting competition.

24. Acceptance of Bid

Acceptance of bid, if any, will be made within sixty (60) calendar days after the close of bids and the prices quoted by the Offeror shall remain firm for the (60) sixty-day period.

BID EVALUATION

25. Disqualification of Offers

Any one or more of the following causes will be considered as sufficient for disqualification of the offer:

25.1. Hard copy offer not signed by an authorized individual.

25.2. More than one offer from an Offeror under the same or different names.

25.2.1. Legally distinct Offerors such as subsidiaries or jointly-owned companies may submit offers and these offers may be accepted for evaluation and award if such Offerors submit with their offer a certificate of non-collusion which affirms that the offer is made freely and without collusion with another Offeror.

25.2.2. Legally distinct Offerors such as subsidiaries or jointly-owned companies shall submit business registration information indicating that the entities were not created after the IFB was released.

25.3. Evidence of collusion among Offerors or prices obviously unbalanced, lack of responsibility and cooperation as shown by past work, being in arrears on existing contracts with the State of Hawaii, or defaulting on previous contract(s).

25.4. Lack of proper equipment and/or sufficient experience to perform the work contemplated.

25.5. Offer received after specified deadline for close of offers.

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25.6. Evidence of any noncompliance with any applicable law, any unauthorized additions or deletions, of submission of conditional offer, incomplete offer, or irregularities of any kind which may make the offer incomplete, indefinite, or ambiguous as to its meaning.

26. Method of Award

Award, if made, shall be to the responsive, responsible Offeror submitting the lowest Total Sum Bid Price per Group.

Offeror is not required to bid on every group to be considered for award. However, Offeror must submit an offer on all items within a group to be considered for that group award.

In case of error in the extension of the Total Sum Bid Price, the Unit Bid Price shall govern.

27. Protest

Pursuant to HRS § 103D-701 and HAR § 3-126, “Legal and Contractual Remedies”, an actual or prospective offeror who is aggrieved in connection with the solicitation or award may submit a protest.

Any protest shall be submitted in writing to the Hawaii State Department of Education’s Chief Procurement Officer, c/o the Procurement Office at the Waipahu Civic Center, 94-275 Mokuola Street, Room 200, Waipahu, Hawaii 96797.

A protest shall be submitted in writing within five (5) working days after the aggrieved person knows or should have known of the facts giving rise thereto; provided that a protest based upon the content of the solicitation shall be submitted in writing prior to the date set for receipt of offers. Further provided that a protest of an award or proposed award shall be submitted within five (5) working days after the posting of award.

The award(s), if any, resulting from this solicitation shall be posted on the HIePRO and shall be posted on the Hawaii Awards and Notices Data System (HANDS) website at https://hands.ehawaii.gov/hands/awards.

CONTRACT EXECUTION

28. Contract Award

CONTRACTOR receiving award(s) of $25,000 or more shall be required to enter into a formal written contract. Performance bonds are not required for this IFB. Upon execution of Contract, the Hawaii State Department of Education will issue a fully executed copy to the CONTRACTOR. No work will be undertaken by the CONTRACTOR prior to the commencement date specified on the Contract. The STATE is not liable for any work, contract costs, expenses, loss of profits, or any damages whatsoever incurred by the CONTRACTOR prior to official starting date.

29. Responsibility of CONTRACTOR

CONTRACTOR shall furnish proof of compliance with these requirements of HAR § 3-122-112:

29.1. Chapter 237, General Excise Tax Law;

29.2. Chapter 383, Hawaii Employment Security Law;

29.3. Chapter 386, Workers’ Compensation Law;

29.4. Chapter 392, Temporary Disability Insurance;

29.5. Chapter 393, Prepaid Health Care Act; and

29.6. One of the following:

29.6.1. That CONTRACTOR is registered and incorporated or organized under the laws of the State of Hawaii (hereinafter referred to as a “Hawaii business”); or

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29.6.2. That CONTRACTOR is registered to do business in the State of Hawaii (hereinafter referred to as a “compliant non-Hawaii business”).

The CONTRACTOR may demonstrate compliance by submitting an original consolidated CERTIFICATE OF VENDOR COMPLIANCE issued via the online system, “Hawaii Compliance Express.” Detailed information about the system and regarding this online application process can be viewed at:

http://vendors.ehawaii.gov.

30. Hawaii Compliance Express.

A Certificate of Vendor Compliance may be obtained through the Hawaii Compliance Express (HCE).

This service allows CONTRACTORs to register online through a simple wizard interface at http://vendors.ehawaii.gov . The Certificate of Vendor Compliance provides current compliance status as of the issuance date, satisfies requirements of HRS § 103D-310(c), and is therefore acceptable for contracting purposes. CONTRACTORs that elect to use HCE services are required to pay an annual registration fee of (at least) twelve dollars ($12.00).

31. Timely Submission of All Certificates

The above certificates should be applied for and submitted to the Hawaii State Department of Education, PCB as soon as possible. If a valid certificate is not submitted on a timely basis for award, an offer otherwise responsive and responsible may not receive the award.

32. Failure to Execute Contract

Normally, award shall be made within sixty (60) calendar days after the close of bids but in no case will award be made until all necessary investigations are made. After award is made, failure on the CONTRACTOR’s part to execute a contract as required within ten (10) calendar days (or such further time as the Superintendent may allow) after the Offeror has received the Contract for execution shall be just cause for the annulment of the award. The Superintendent reserves the right to cancel or reject this solicitation or all offers in whole or in part when it is in the best interest of the STATE or to award the Contract to the next lowest Offeror or may publish another call for tenders, if the lowest bid is non-responsive to the STATE’s needs.

33. Availability of Funds

This Contract is subject to the availability of funds. Pursuant to HRS § 103D-309, except in certain circumstances, no contract entered into by the STATE and the CONTRACTOR shall be binding or of any force unless the Chief Financial Officer (CFO) certifies that there is an available unexpended appropriation or balance of an appropriation over and above all outstanding contracts sufficient to cover the amount required by the Contract.

If the Contract requires for performance and/or payment in more than one fiscal year (July 1 to June 30), the CFO may certify only that portion of the total funds allocated to satisfy the STATE’s obligations for payments in the current fiscal year. In such event, the STATE will not be liable for the unpaid balance beyond the end of the current fiscal year, and the availability of funds in excess of the amount certified shall be contingent upon future appropriations or special fund revenues. All partially-funded contracts shall be enforceable only to the extent that funds are certified as available. The STATE agrees to notify the CONTRACTOR of such non-allocation at the earliest possible time. The STATE shall not be penalized in the event this provision is exercised. This provision is not meant to permit the STATE to terminate the Contract to acquire similar goods or services from a third party.

34. Liability Insurance

The CONTRACTOR shall maintain in full force and effect, during the life of this Contract, liability and property damage insurance.