P23_14 Propane and InfrastructureFINAL.pdf

RFP P23-14

Propane and Tank Infrastructure

December 19, 2023

To: All Proposers

The Forsyth County School System’s Purchasing Department would like you to supply us with a Proposal for

Propane. The Forsyth County School System is tax exempt.

The RFP Closing is: # P23-14 January 25, 2024 10:00 AM

(RFP #) (DATE) (TIME)

Responses to this Request for Proposal must be in a sealed envelope and must be marked with your company name, and RFP number. Please allow ample time for delivery. Proposals received late will not be considered.

For mailing purposes, please address to:

NOTE: FCS Offices will be closed between December 21, 2023 and January 2, 2024. Questions submitted during that time will archived and answered at some point after the 2nd. All Q&A will be posted on the FCS

Purchasing webpage.

FORSYTH COUNTY SCHOOL SYSTEM

Brad Richardson, Director of Procurement Services

RFP # P23-14

Procurement Services Distribution Center

2150 Keith Bridge Road

Cumming, GA 30040

RFP will close on the date and time specified; there will be no public opening or dissemination of information at that time due to the nature of the proposal evaluation process.

Respectfully, Brad Richardson

Director of Procurement Services

PURCHASING DEPARTMENT

Procurement Services Distribution Center

2150 Keith Bridge Road

Cumming, GA 30040

Phone: 770-781-6603 / Fax: 770-888-0222 www.forsyth.k12.ga.us

FORSYTH COUNTY SCHOOL SYSTEM

Purchasing Department

GENERAL TERMS AND CONDITIONS

1.0 PREPARATION OF PROPOSALS

1.1 Proposals must be on Forms furnished with this Request for Proposal. They must be submitted in a sealed envelope marked with your company name and “P23-14, Propane and Tank

Infrastructure” clearly marked on the outside of the envelope.

1.2 Vendors are instructed to carefully read all terms, conditions and specifications as set forth in the

Request for Proposal. Proposal forms must be completed in their entirety. Responses must be either typed or written in ink. Any correction made on the proposal form (white out or strike through) must be initialed by an authorized representative of the company submitting the RFP or the proposal may be rejected by FCS. Each vendor is required to furnish all information requested in the Request for Proposal.

1.3 Each vendor is responsible for having knowledge and understanding of any applicable State of

Georgia Code and FCS regulations or policies pertaining to FCS procurement.

1.4 FCS Purchasing Regulations are hereby acknowledged, understood, and agreed to by the both parties and are hereby fully incorporated into the RFP and Proposal Contract.

1.5 Conditional RFP’s- Proposals that in any way qualify or vary the terms and conditions and specifications of this RFP may be considered non-responsive and disqualified from consideration of award.

COMMUNICATIONS WITH FCS STAFF

2.1 All communications concerning this RFP must be submitted in writing to the FCS Purchasing

Department. Email to bradrichardson@forsyth.k12.ga.us is the preferred method of communication. Only written questions submitted via email or fax will be accepted. No response other than written, distributed by the Purchasing Department will be binding upon FCS.

User departments may be called upon for clarification in their area of expertise at the discretion of the Purchasing Department. Questions must be received by 3:00 P.M. January 11, 2024. All

Q&A will be posted on website for all vendors to see.

2.2 From the issue date of this Proposal until the completion of the selection process and the award notification is announced, vendors are not allowed to communicate with school system employees and/or contracted agents related to this RFP for any reason except as authorized by the

Purchasing Department. Violation of this provision may result in rejection of the vendor’s response.

2.3 It is the vendor’s responsibility to check the FCS Current Solicitations website for any addenda, responses to vendor questions, or other communications, which may be necessary during the solicitation period.

SUBMISSION OF PROPOSALS

3.1 The Original and Four Copies of the RFP must be received at the Forsyth County School

System, Attention: Purchasing Department, 2150 Keith Bridge Road, Cumming, Georgia 30040 no later than the date and time (determined by the date/time stamp of the FCS) set forth in the

Request for Proposal.

3.2 Responses are due by mail or hand delivery no later than the date and time (determined by the date/time stamp of the FCS Procurement Services Department) set forth in this Request for

Proposal.

3.3 Any proposal received after the designated time will be deemed late and will not be considered by the FCS. Telephone or fax quotations in lieu of RFP Form will not be accepted.

FCS cannot be responsible for lateness of receipt due to delivery delays.

3.4 Verify your quotation before submission as it cannot be withdrawn, corrected, or altered after submission. A responsible officer or employee must sign and all obligations assumed by such signature must be fulfilled.

SPECIFICATIONS

4.1 Any deviation from the specifications must be clearly identified in a letter accompanying the

RFP. The furnishing of cuts, catalogs or printed descriptions will not relieve the vendor of this requirement. FCS shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the Request for Proposal.

If FCS determines that the modifications or deviations from the specifications are not in compliance, the offer may be rejected.

4.2 A vendor’s failure to deliver any items/services according to specifications set forth in their RFP may result in cancellation of the purchase and permanent removal from the vendor’s list. If any items do not meet these specifications, the items will be picked up at vendor’s expense and removed from FCS property at the sole cost of the vendor.

4.3 For Goods: Unless specified otherwise, manufacturers listed, in the Invitation to Bid is to establish the general quality required. Items of other manufacturers of equal or better specifications may be considered. The FCS will be the sole determiner as to whether the substituted item is approved as an alternative

4.4 If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in RFP document as well as current industry standards. Replacement units must be made available to FCS for review and approved prior to the end of life of the awarded model. FCS reserves the right to accept or reject the replacement item.

4.5 All products and materials furnished must comply with all applicable federal, state, and local laws, codes and regulations.

PRICES QUOTED

5.1 Unless specified otherwise, prices must remain firm for a period of one year from the award date unless specified otherwise in the Special Terms and Conditions. The Forsyth County School

System reserves the option to renew the RFP annually if agreeable to both the successful vendor and the Forsyth County School System. RFP may be renewed up to four times annually.

5.2 Quantities/amounts shown on the Request for Proposal are estimates. Vendors are advised that the actual number purchased/required may vary from those on the proposal, depending upon the needs of the FCS and the availability of funds.

5.3 Proposals that contain minimum order amounts will not be accepted unless called for in the

Special Terms and Conditions.

5.4 Pricing must be submitted on Proposal Form as requested without conditions unless called for in

Special Terms & Conditions.

SAMPLES

6.1 When required, samples must be furnished at the vendor’s expense.

6.2 Samples not used or destroyed in testing will be returned to the vendor at vendor’s request and at vendor’s expense. If vendor does not arrange for pick-up of samples as defined in Special Terms

& Conditions, samples will become the property of FCS.

AWARDS

7.1 The FCS reserves the right to accept or reject any part of a submitted proposal (in whole or in part), to accept the entire proposal from one vendor, to accept portions of the proposal from several vendors, or to reject any and/or all proposals submitted or waive any minor irregularity.

7.2 The FCS reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

7.3 Award will be made to the responsive and responsible vendor based on price, availability, past vendor experience, references, and compliance with the proposal specifications and requirements as outlined in the evaluation criteria included in this solicitation. Award of proposal will be made in the best interest of FCS.

7.4 A determination of competitive range may be made after initial submission of proposal and after any additional revisions. Offerors not in the competitive range of being selected for award shall be eliminated from further discussion.

7.5 During the evaluation phase, discussions may be conducted with offerors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure full understanding of and responsiveness to the solicitation requirements. Offerors will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. FCS Purchasing may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. In all events, FCS reserves the right to re-solicit the item(s) involved.

7.6 Purchases by the FCS are not subject to Federal Excise Tax or State and Local Sales Tax. No taxes should be included in this RFP.

CONTRACT

8.1 THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE VENDOR AND

RETURNED WITH THIS PROPOSAL IN ITS ENTIRETY.

8.2 It is understood and expressly agreed that, upon proper acceptance of any or all items by the

Purchasing Department, a contract shall hereby be created.

8.3 Failure to observe any of the general or special terms of this contract may constitute for rejection of award and removal from bidders list.

8.4 Unless otherwise stated in the Special Terms and Condition, FCS requires that all prices quoted will be firm for 12 months from award of contract.

8.5 By signing of contract, vendor confirms responsibility as an authorized agent to sell, distribute all products and services as proposed. In addition, vendor confirms ability and responsibility to provide all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in the Special T&C.

8.6 Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party

8.7 Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Forsyth County, Georgia.

8.8 Entirety of Contract- All documents submitted in response to the RFP, including any attachments and appendices are incorporated into the contract between FCS and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the RFP Response by the Vendor conflicts with the language of the RFP, the language of the RFP shall govern and control for all purposes, unless consented and agreed to by

FCS in writing.

8.9 FCS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace or acts of God. This option will only be exercised if it is deemed in the best interest of the FCS.

SHIPPING

9.1 All prices are to include delivery to the location(s) specified in the Proposal or the Purchase

Order. All delivery for goods must be FOB destination, unless specified otherwise in the Special

Terms and Conditions, with delivery to the location specified by the FCS.

9.2 In the event of damage, shortage, or other loss resulting from shipment to any FCS facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter between vendor and the carrier.

9.3 FCS reserves the right to cancel the purchase of the bid items/services and/or any other pending purchase orders to the same vendor and/or permanently remove the vendor from the vendor list if the items/services have not been delivered/completed by the specified delivery date and no written extension of such delivery date has been granted by FCS.

INVOICING

10.1 Payment will be made by the FCS after final delivery and acceptance of all items/services.

However, final acceptance will not be made until after inspection and approval by the FCS authorized representative.

10.2 All accounts are paid on a current basis. Best effort will be made by FCS to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract.

Time will be computed from delivery (date of FCS signature) at destination or from the date a correct invoice is received, if later than the date of delivery.

10.3 Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable.

Invoices must not be altered in any way from the original by handwriting or by machine.

Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain the company name, the remit to address, and FCS purchase order number.

ASSIGNMENT, DELEGATION, OR SUBCONTRACT

11.1 Except as may be specifically permitted by the RFP, Vendor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of the work required under this Contract, or assign any of its rights or obligations hereunder, without written consent of FCS, which consent may be withheld at its sole discretion.

INDEMNIFICATION

12.1 The successful Vendor shall be liable for any injury, damage or loss occasioned by negligence of the successful Vendor, its agents, or any other person the successful Vendor has designated to visit FCS property and shall indemnify and hold harmless the Board, its officers, employees, agents, volunteers from any liability arising in the performance of this contract. Vendor’s obligation under this section shall not extend to any liability caused by the sole negligence of the

FCS, or its employees.

TERMINATION

13.1 Termination-If FCS or the successful vendor(s) wish to cancel this contract, written notice thirty

(30) days in advance will be required of either party. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving notice specifying the breach.

FCS reserves the right to terminate without warning in the event of critical and/or material breach of contract.

ADDENDUM

14.1 Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. Vendor is responsible for checking the webpage frequently during solicitation period for any potential addendums.

SPECIAL TERMS AND CONDITIONS

15.1 Should the General Terms and Conditions be in conflict with the attached Special Terms and

Conditions, the Special Terms and Conditions will control.

16.0 APPLICABLE FEDERAL LAW

16.1 If/where applicable, Vendor must comply with all Federal law including, but not limited to, “Infrastructure Investment and Jobs Act (IIJA)” and the “Build America, Buy America Act

(BABA)”

SPECIAL TERMS AND CONDITIONS

1.0 PURPOSE AND OBJECTIVES

The Forsyth County Schools (FCS) is accepting proposals for installation, and support Propane

Infrastructure for Bus use per the specifications of this document, all applicable federal, state, and local laws, and in accordance with industry “best practices.” FCS is seeking a qualified and experienced company to perform these services by providing all labor, materials, equipment, and services as assigned by this solicitation. FCS is seeking multiple options for both infrastructures, as well as payment options.

FCS will evaluate all options and anticipate the negotiation of terms with the Vendor whose offer(s) best fits both the current and future needs of the school system. FCS anticipates a propane fleet out of the

North shop of approximately 125-150 buses at maximum capacity. In FY 2023, the average bus fueled 6 times per month for diesel (approximately 130 buses).

1.1 All proposals shall align with best practices to ensure the installation and service of a safe, legal, and optimally efficient Propane infrastructure including but not limited to tank(s), pump(s), control system, dispensing system. All equipment shall be new, without defect, and compliant with commercial trade consistent with the needs and requirement of K-12 education.

1.2 The entire system shall be in compliance with all applicable Code including, but not limited to, Liquefied Petroleum Gas (LPG) Safety Ruse, National Fire Protection Association (NFPA:58) and all other applicable Federal, State, and Local Codes or regulations. This requirement shall cover all installation services including outsourced/third party contracting.

1.3 Infrastructure- FCS is seeking the following infrastructure with a proposed solution to ensure redundancy/uptime. Your proposal should highlight and be priced about main structure, but include supplemental written discussions pertaining to redundancy options with related costs.

1.3.1 Main Infrastructure- One 18,000-gallon ASME propane storage tank (250 psi working pressure) including all piping, valves, controls, motors, safety components, and all ancillary parts and supplies for turn-key installation.

1.3.2 Redundancy: With proposal, FCS is requesting the Bidder to discuss options to ensure redundancy/unimpeded continuation of operations. Unless corrected via the proposal, FCS is assuming one tank is still sufficient, but with redundant pumping systems. Please discuss these options along with a cost analysis, pro-con analysis etc.

1.3.3 Permits and Inspections: Contractor is responsible for all applicable permits and inspections leading to final turn-key results.

1.3.4 Site: Site location is behind the North Transportation Facility (Download attached Map entitled RFP P23 Location).

1.3.5 Site Preparation- FCS will coordinated with awarded Contractor on site requirements for a pad location estimated 25’X50’. FCS responsible for all site prep costs including any required concrete pad(s). FCS responsible for pulling all necessary utilities to the site pad. Contractor responsible for connection of all related utilities.

1.3.6 Dispensers: Please specify a minimum of two total dispensers.

1.3.7 Fuel Management- Installation package must include and support a digital fuel management system including all district level management tools.

1.4 Cost/Payment- For BOTH Tank Options, FCS is requesting cost breakdown in three distinct options

1.4.1 Equipment Lease- This cost model would bundle all equipment, installation, service, training, and support cost into one fixed cost tied to the direct purchase of Propane. Cost shall be fixed over third party indexed market cost of propane.

1.4.2 Equipment Purchase- Contractor shall install the same pre-determined system as negotiated herein but will distinguish fixed cost vs on-going (not including the purchase of propane). In this scenario, FCS will purchase (at completion and sign-off) all equipment, installation services, initial training, fuel management etc with the only anticipated variable/renewal cost being annual system support (preventative and as needed). In this scenario, FCS will own outright all equipment at completion, will pay for support/upkeep etc, and will purchase Propane as it deems in its best interest, which may come through another solicitation, applicable contract, or as needed being compliant with FCS Board Policy and Procedures.

1.4.3 Lease/Purchase Hybrid- This cost model blends the other two models into a hybrid where all installation related cost will be paid back in a predetermined number of months

(36-60) at the same fixed price over indexed Propane cost. At the end of the term, FCS will own outright all equipment and will pay for on-going service and support and will purchase Propone as it deems in its best interest at the time of need.

1.4.4 Service Level- Regardless of the option negotiated and awarded, FCS expects the same quality equipment, supported by the same exact level of support and service.

1.4.5 Multi-year lease- Should FCS and Vendor negotiate a contract exceeding more than one year, this agreement Must comply with State of Georgia Code OCGA20-2-506.

1.4.6 Non-OEM- FCS requires all applicable equipment to be universal as it relates to dispensing equipment and controls. Any components restrictive only to your solution should be identified in your initial proposal. Any components that would be required to convert to a universal system at any time must be highlighted before award and supported by all conversion costs (equipment and labor). If applicable, these costs will be included in the award decision.

1.5 Map and Site Visit- A Map entitled “P23 Site Location” is included in the RFP package and should be downloaded as a separate attachment. While it is not required for the Bidder to visit the site, it is recommended for information purposes. As detailed above, FCS is responsible for site prep, but the

Contractor should be knowledgeable of the area as/if pertains to any elements of the proposal.

1.6 Additional Specs- Section 4.0 will direct the Bidder(s) to expound upon these general expectations, which will be the basis for the non-cost evaluation. The purpose of Section 1.0 is to establish minimum standard and expectations, while the purpose of Section 4.0 is for the Bidder to present in written detail the specifics regarding these expectations. The responsiveness of Section 4.0 will be heavily weighted in the non-cost evaluation portion of the RFP process.

2.0 BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS

2.1 Evaluation- Award will be made based upon the evaluation criteria published in this RFP. It is also known that FCS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendor(s) pre-proposal or during the evaluation as it relates to the published evaluation criteria.

2.2 Award Period- Awarded contract will be valid for 12 months with options to renew annually up to four additional years unless a multi-year contract is negotiated within the terms of this RFP and compliant with State law. Renewals will be based on mutual interest from both parties and cannot materially alter the original operating agreement.

2.3 Price Modification-Prices must remain firm for entire contract period. Future renewals would be and may be considered if mutually agreeable to both parties. Vendor can request a price modification at the beginning of each new contract period, but it must be accompanied by documentation supporting the increase. FCS reserves the right to accept, negotiate, or deny and re-solicit any request for price escalation. FCS will not accept the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price during the contract term.

2.4 Clarification- FCS may seek written clarification at any point during the evaluation process.

Vendor is responsible to provide information to the best of their ability within the format and time parameters provided by evaluation committee.

2.5 Presentation/Meetings/Demonstrations- FCS, at its sole discretion may invite finalists for a verbal presentation, meeting, and/or conference call. FCS reserves the right to use any information obtained from vendor presentations in any part of the evaluation process.

2.6 Demonstration/Oral Interview- FCS may, at its sole discretion, request an interview/presentation at any point within the process. If applicable, information shared during the presentation is subject to be used in the scoring process.

2.7 Best and Final Offer (BAFO) - FCS may request a best and final offer from finalist if applicable.

2.8 Contractor Identification System- FCS requires the employees assigned to any FCS contract to register through our Safety-Check Contractor Identification System. Any representative of your organization, before beginning work on FCS property must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement, or failing to pass the check, will not be allowed on FCS property. Contractors will be issued a badge, which they are required to wear all times on FCS property. Anyone found without a badge will be asked to leave the property immediately. Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen. FCS not responsible for lost badges or for delays in work due to contractors being removed from property due to no ID.

2.9 Terms and Conditions- FCS expects the terms and conditions of this RFP, and all FCS related documents, to be the prevailing contract terms. If you request separate contract documentation to be incorporated into this contract, please provide with your initial submission. However, please know that any document that materially alters the terms and conditions of this agreement or placed undue burden on FCS may be deemed non-responsive and removed from consideration.

Agreement to FCS terms and conditions may be a primary factor in award selection; thus, any contract language that you request MUST be provided with initial response, as it will not be possible to supplement contract language later.

2.10 O.C.G.A 13-10-91- Contractor must comply with all relevant codes pertaining to O.C.G.A 13-

10-91 including the submission of Contractor Affidavit as included in this solicitation

2.11 O.C.G.A 20-2-506: Any multi-year agreements must comply with applicable State Law.

2.12 Insurance- Proof of insurance must be submitted with proposal response and at any point during the life of the contract.

Hazards-Compliant with 12.0 of the General Terms and Conditions

Workman’s Compensation- In accordance with Georgia Code

Other Insurance- The contractor shall obtain and maintain at his expense, insurance with minimum limits as prescribed below and shall protect the Contractor and Owner from any claims for property damage or bodily injury, including death, which may arise from the execution of this contract. The Contractor shall furnish to FCS Facilities the Owner

Certificates, policies and cancellation endorsements as shown below.

Contractor’s General Liability Insurance:

Split Limits of Liability:

Bodily Injury: Limits of $500,000 for each occurrence and $500.000 for the aggregate.

Property Damage: Limits of $300,000 for each occurrence and $500,000 for the aggregate of operations

Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined:

$500,000 each occurrence; $1,000,000 aggregate

Cancellation Endorsement- These insurance coverages shall not be canceled until at lest

30-days prior to written notice has be given to the Owner

Disposition- Certificate from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies)

Contractor’s Public and Automobile Insurance

Split Limits of Liability:

Bodily Injury: Limits of $250,000 for each person and $500.000 for each occurrence

Property Damage: Limits of $1,000 for each occurrence

Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined: $500,000 each occurrence

Cancellation Endorsement- These insurance coverages shall not be canceled until at least 30-days prior to written notice has be given to the Owner

Disposition- Certificate- from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies)

Acceptability of Insurance Companies- Insurance only written by a company licensed by the State Insurance Commissioner to do business in the State of

Georgia at the time of the policy issuance will be acceptable.

3.0 MANDATORY REQUIREMENTS

Mandatory requirements for the acceptance of your proposal. Please INITIAL in appropriate box.

REQUIREMENT

VENDOR

CAN

COMPLY

VENDOR

CANNOT

COMPLY

1) Contractor must be licensed to perform all elements of this contract in the State of Georgia. Contractor must also carry applicable insurance for this type of engagement in accordance with governing law and best practices.

2) Contractor must not currently be suspended or debarred from any governmental contract or have been so within the past five years

3) Contractor must prove that it meets all experience and responsibility requirements as detailed in Section 5.1 of the Special Terms and

Conditions

4) All equipment and system components shall be new, unused, and in optimal operating condition at start-up. Any components found not optimal shall be replaced before commencement and shall not be handled as typical “warranty” procedures.

4.0 PROPOSAL EVALUATION

4.1 Organization and Completeness of Proposal

Proposal must provide straightforward, concise proof of offeror’s capabilities to satisfy RFP requirements.

For ease of review, responses must be organized as stipulated in the RFP. Each section should be labeled, and any additional documents provided by the vendor must reference the appropriate section of the RFP.

All requested information must be included, and all forms completed in entirety. Proposals that do not include all required information may be considered non-responsive and disqualified.

4.2 Evaluation Procedures – Review of Proposals

A committee will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, as well as the estimated cost of the engagement. Cost will not be the sole determining factor in the award.

Final score will be the sum of the non-cost elements as specified and cost. Cost Evaluation

Formula: (Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points = Score.

4.3 Cost Evaluation- Since FCS is seeking multiple options for purchase, it is anticipated that cost may evolve during the negotiation process as actual needs and desires of system design, payment terms, and support are finalized. FCS encourages all participants to offer your most competitive pricing initially. While FCS may utilize a BAFO if prudent, initial cost(s) options may direct the ultimate path taken. FCS reserves the right to consider multi-year cost of ownership including, but not limited to, equipment and installation cost, on-going maintenance and support, fuel management costs, applicable rebates, and potential fuel guarantees. FCS will be the sole determinant of the final program, infrastructure, and payment methodology.

5.0 QUALIFICATIONS, SPECIFICATIONS AND SCOPE OF WORK EVALUATION

This section stipulates the elements of the RFP under evaluation. Please remember that your solution will be evaluated for content, thoroughness, and clarity of response to all criteria requested in this proposal. Respond precisely and concisely to each and all specific questions and/or topics by providing the requested information on separate pages, clearly labeled in your response (IE 5.1.2). Instructions to Bidder in Red Italics

Table of Contents- Your proposal should be consistent with these requests, as applicable, to ensure the committee’s ability to locate and evaluate your proposal. FCS not responsible for information mislabeled, missorted, or omitted outright.

• Please clearly outline and identify the material and responses by tab and page number

• Outline in sequential order the major areas of the proposal and clearly note attachments

• Tabs should be used to separate each major section

• All pages should be numbered as applicable, and content presented in the order requested within the format of this RFP.

5.1 Contractor Qualifications

5.1.1 In addition to the information requested below, Contractor must submit the document entitled “Contractor Questionnaire”. Information included in this document will be evaluated and utilized in award considerations. Tab and label with response

5.1.2 Firm Data- Tab and label with response

a) Basic Company Information including company ownership

b) Firm Name, Address, Phone, Fax, Key email addresses

c) Primary Contact Name and Contract Information

d) Number of Years in Business/Number of Years in Propane business

e) State of Incorporation

5.1.3 Firm History- Describe the history of your firm, specifically as it relates to the work to be performed under this contract. Information shall include background and history of your firm’s execution of work within context of the SOW of this contract. Tab and label with response

5.1.4 Labor/Staff- Contractor shall submit a statement pertaining to the labor/staff that will be utilized in the performance of this contract. This statement should include experience, qualifications, training, etc

• Single Point of Contact- Please identify and detail qualifications of the Single

Point of Contact from your company for this contract. While FCS may interact with multiple layers of staff, contractor must provide one point of accountability for all material aspects of the contract include installation, warranty, service, etc.

• Support Personnel- In addition to the Single Point of Contact, please submit a list of key personnel assigned to support this account including resume of relevant experience within their specific field of expertise.

Tab and label with response

5.1.5 Experience in K-12 Public Education and Institutional Projects- Firm should demonstrate experience in the implementation and support of public-school projects:

preferably in Georgia; preferably with the product you are submitting for consideration

Provide the following information for (at least) three (3) K-12 projects of similar size and scope of work.

a) Name of School/School System

b) Contact Name/Title and Contract Information (including email address and phone number)

c) Scope of Work and Length of Engagement

Tab and label with response

5.2 Scope of Work and Methodology- Contractor must include written response where asked and acknowledgement (via initial) where applicable to confirm comprehension and capability.

Instructions to Bidder in Red Italics

5.2.1 General Methodology Tab and label with response

a) Please provide comprehensive narrative statement that illustrates your approach and ability to implement the services detailed within this RFP

b) Please include a timeline for implementation assuming a contract commencement date of March 1, 2024.

c) Please provide a written statement regarding Safety protocols both in the design/implementation/installation, and within the dispensing system.

d) Certifications and Licenses- please label and provide all applicable certifications and licenses required to perform the services herein; as well as, any additional certifications and/or licenses that provide service/support above and beyond applicable requirements.

e) Please include any other relevant details that you are offering to ensure the most efficient and effective performance of this contract and why your firm would be the optimal “fit” for FCS within a highly competitive market.

5.2.2 Infrastructure Options Tab and label with response

Note: As Generalized in Section 1.0, please provide your answers to Infrastructure along with redundancy.

Primary Infrastructure: One 18,000-gallon tank with all related infrastructure for turn-key installation. Your proposal response should discuss options for redundancy

(unimpeded continuation of operation). Your proposal should itemize all material components including brand, size, specifications etc. It is suggested that Bidder include manufacturer specs/cut-sheets for material components.

5.2.3 Payment Methodology Options Tab and label with response

Note: As Generalized in Section 1.0, please address cost/payment questions within three distinct options. The Bid Form request distinct pricing options for these three methods of compensation for the goods and services to eventually be contracted through this agreement. For this section, please provide thoughts, distinctions and considerations in written format to allow FCS Evaluation Committee to analyze each option. FCS will be the sole determinant as to the option that is in the Best Interest of the District.

a) Payment Structure One: Traditional Lease- with the understanding that all related equipment, installation, and annual cost will be reflected in a fixed cost of index purchase of propane. Please include with your proposal the specifics of the service schedules and periodic emergency and non-emergency repairs that would be guaranteed under this option.

b) Payment Structure Two: Owner Purchase with the understanding that FCS would purchase and own outright all equipment. FCS would also pay all implementation, installation, start-up, and training in one lump sum once the system has been approved. FCS requests Vendor to supply a monthly cost to provide guaranteed up-time level service and support. Please include with your proposal the specifics of service schedules and periodic emergency and non-emergency repairs.

c) Payment Structure Three: Hybrid Lease to Own- Lease format as described in

5.2.3 (a) above but with a defined payback period of 3 years. This can be done through a fixed index over cost of propane, but should include a payoff amount so that both parties can know when the payback has been reached. Please use three-years as the benchmark with the understanding that it may be more or less based on actual usage. Service and support as detailed above should be included in the lease portion, but will shift to a month-to-month expense once payoff has been reached.

Please include any applicable service distinctions should they differ from what you have proposed in 5.2.3 (a) and (b)

5.2.4 Equipment Tab and label with response

a) Note: FCS has chosen to not specify all the components necessary (to the detail level) to perform the work herein. However, it is expected that each bidder provide a comprehensive turn-key installation not only compliant with all applicable laws and standards, but with the intent of installing the optimal system for use within the K-12 arena emphasizing quality, longevity, and safety.

b) Tank and Piping- please provide an itemized list of all material tank, pipe, and fittings you are proposing including brand, size, material, etc. as applicable. It is acceptable to provide options as long as they are clearly definable AND include a brief pro/con analysis.

c) Pumps, Valves, Pump Controls- please provide an itemized list of all pumps, valves and pump controls you are proposing including brand, size, material, etc as applicable. It is acceptable to provide options as long as they are clearly definable

AND include a brief pro/con analysis. Please include warranty information on components as applicable.

d) Dispensing Equipment-please provide an itemized list of all components that make up the dispensing system you are proposing including brand, size, material, etc as applicable. It is acceptable to provide options as long as they are clearly definable

AND include a brief pro/con analysis. Minimum of two dispensers, please discuss the ability add future dispensers if necessary.

e) Fuel Control System-please provide an itemized list of the fuel control system you are proposing including brand, size, material, etc as applicable. It is acceptable to provide options as long as they are clearly definable AND include a brief pro/con analysis. Information should include, but not limited to

i. Digital fuel system-including administrative tools, driver interface, reporting, etc.

ii. Off-site options- Please discuss if/how your fuel system might interact if

FCS vehicles need to fuel off site (IE: field trips, sporting events etc)

iii. “Offline” fueling capabilities- in the event the electronic system is inoperable or does not have proper power supply (storms etc)

f) Maintenance and Support- please provide detailed information regarding the following items as they relate to on-going (post installation) service and support

i. Routine Maintenance- of tank, pumps, dispensing equipment

ii. Emergency/Rapid Support- please detail how your offer guarantees on-site troubleshooting and maintenance for all components. Include proximity of closest servicing facility, number of personnel available, guaranteed response.

iii. Escalation- Please include escalation policies and procedures for service work. Please note if there are distinctive procedures for general service and emergency service.

iv. Warranty- Please provide all applicable warranty information included in your offer including equipment, components, labor etc.

g) Training- please provide a written narrative of the suggested training protocols for this type of engagement including but not limited to start-up, daily operation, safety protocols, driver interface (dispenser and fuel system). Note: FCS all training costs to be itemized but included in the final award. If there are “options” for the district to consider, please provide that analysis along with associated costs and it will be negotiated into the final award cost analysis.

h) Fuel Management (Supply and Support)

i. Please discuss protocols to ensure FCS tanks remain supplied with appropriate fuel level

ii. Please discuss guarantees of fuel availability and prioritization of account

iii. Please discuss Supply/Emergency Disruption protocols

iv. Please discuss on-demand requests for fuel (guaranteed response time)

i) Infrastructure Safety Protocols

i. Please discuss all applicable safety protocols/codes/standards that govern the installation and operation of the system that you are proposing

ii. Please discuss Emergency shut-off equipment and protocols

iii. Please discuss physical protections such as bollards etc.

iv. Please discuss safety signage and marking

v. Please discuss the use of explosion proof electrical components and connections where applicable

j) Other Considerations

i. Please discuss mobile-to-vehicle refueling capabilities

ii. Rebates- please discuss any applicable rebates that may be available

iii. Please discuss any other material elements that have not been requested within this RFP that FCS should know and/or consider when selecting a

Vendor

k) Value Added Please provide on a separate page and labeled any unique elements of your offer, not already specified, or proposed that you believe will bring value to this contract. FCS is the sole determinant regarding actual value-added propositions.

Tab and label with response

6.0 BID FORM AND COST NOTES

6.1 Cost and Fees- Please submit with your proposal a document entitled “Costs and Fees” which shall detail all cost related considerations that would apply for the Scope of Work as detailed herein. If there are “options” from which FCS could select, then please detail accordingly. This is your opportunity to detail ALL related costs and fees and FCS will analyze these costs within the cost portion of the RFP.

6.2 Options- Bidder should provide costs for all options requested in Section(s) 1.0 and 5.2.2 and all cost structures as detailed in Section(s) 1.0 and 5.2.3 Each option should be clearly labeled and itemized for clear comprehension by the FCS Evaluation committee. Tab and label with response

6.3 Since FCS will be considering multiple options and with the understanding that the final

Scope of Work may evolve: Once the final terms have been negotiated, all costs shall be clearly defined and understood as there will not be funding available for additional costs including surcharges, miscellaneous fees, etc.

THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE OFFEROR AND

RETURNED WITH THE PROPOSAL PACKAGE.

P23-14 - CONTRACT AGREEMENT

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing Propane Infrastructure to the Forsyth County School System and do agree to all terms and conditions by so signing this document.

Withdrawals, cancellations, etc., will not be accepted unless the Purchasing Coordinator gives authorization. In the event vendors fail to comply, they may be removed from the vendors’ list.

Company Name Representative’s Signature

(Must be signed in ink)

Address Representative’s Name

(Please type or print)

City, State, and Zip Code E-Mail Address

Date Telephone Number and Extension

Terms (If payment terms are not indicated, Fax Number will be determined to be net 30 days).

PLEASE INDICATE YOUR LEAD TIME UPON RECEIPT OF PURCHASE ORDER:

Signing the Contract Agreement affirms that the original RFP document has not been altered in any way.

Upon notice of Award, this page will become the prevailing Contract Agreement between your organization and the FCS.

RFP P23-14 Contractor Questionnaire (Section 5.1 of Special Terms and Conditions)

Questionnaire information will be utilized in the evaluation of this Bid. Vendors must include all information requested.

Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” .

Company Name:___________________________________________________________________________

Years in Propane Business_________________________________________________________

# of Permanent Employees:__________________________________________________________________

# of Employees Assigned to FCS for this Contract:______________________________________________

What is your response time for emergency servicing or corrections?_____________________________

How many Comparable Contracts do you currently have in Georgia?_____________________________

How many of these Contracts are: Government_________________________________

K-12 Education______________________________

Please list any School Systems with at least 20K Students that your company currently services:____________________________________________________________________________________

Where is the location of your nearest service facility? Please provide location and # miles from Cumming Ga)?

Has your company ever failed to comply with any contract awarded? (Explain if yes)?_____________________

Has your company ever lost a contract to any government entity based on poor performance or breach of contract

(Explain if yes)_____________________________________________________________________________

Is your company currently suspended or debarred from any government entity? (Explain if yes)______________

Are there any judgments, claims, legal proceeding or law suits pending or outstanding against your company of any of its officers (Explain if yes)_______________________________________________________________

Is your company currently in bankruptcy proceedings or has it filed for bankruptcy in the past five years?

(If Yes, please explain)_______________________________________________________________________

Do you perform Background Checks on the Service Techs that may be assigned to this contract, if so please detail the type of check (GCIC, NCIC etc)______________________________________________________________

Do you perform drug test on the Service Techs that may be assigned to this contract?(At Hire, Random, or Both)?

Please list any additional certifications, awards or recognitions that you feel would benefit FCS in the award and execution of this contract:______________________________________________________________________

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. §

13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (Forsyth County School System) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. §

13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (4-6 Digits, no letters)

Date of Authorization (of E-Verify authorization)

Name of Contractor

Name of Project/Contract Number/Purchase Order Number

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,202__.

NOTARY PUBLIC

My Commission Expires:

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A.

§ 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (_______________________) on behalf of

(Forsyth County School System) has

Name of Contractor registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any…