RFP 2024_2 Diesel School Bus Engine.pdf

January 11, 2024

REQUEST FOR PROPOSAL

To: All Vendors

The Gordon County School System(“GCSS”) requests your proposal to provide all equipment, labor, materials, and incidentals necessary to install a remanufactured Max Force DT diesel engine for a 2008 Navistar International School Bus. Prices shall remain firm for the entire proposed period. Offers that do not guarantee prices through this period shall be considered “non-responsive” and will not be considered.

Deadline for questions is no later than January 19, 2024, 12:00 pm EST. Responses to questions shall be emailed to the vendors no later than January 25, 2024 12:00 pm EST.

Responses to this Request for Proposal shall be submitted in a sealed envelope marked “RFP 2024-2 Diesel School Bus Engine.” Proposals may be mailed to the Gordon County School System, Purchasing Department, 7300 Fairmount Hwy, Calhoun, Georgia 30701, or hand delivered to the purchasing department prior to the time of closing.

Proposals will be received up to 2:00 PM EST at the Central Office located at 7300 Fairmount Hwy, Calhoun, Georgia 30701 on February 5, 2024. Interested parties are required to use the enclosed proposal form and instructed to carefully read all terms and conditions in this letter and the attached pages before completing their offer.

RFP shall be reviewed carefully and awarded in an equitable manner as specified in this document. Information shall be provided to the board for their final approval.

The Gordon County School System reserves the right to accept or reject all offers, or to waive any irregularity in proposals received, whichever is in the best interest of Gordon County School System.

Additionally, the Gordon County School System may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the contractor to fulfill the contract obligations in any respect.

Your interest and participation are solicited and appreciated.

Sincerely, Michelle Steward

Purchasing Agent

General Terms and Conditions

1. Three (3) letters of reference to similar structures (such as schools, colleges, and universities) shall be included with the proposal. References shall include the complete name of the institute, address, contact person, phone number and e-mail address, if available.

2. Indicate if you have ever defaulted on a contract or been denied a proposal due to non-ability to perform. If so, provide the facts and circumstances.

3. Proposals must be on the form provided within this Request for Proposal sealed in an envelope marked as shown in the cover letter. Three (3) copies are requested (1 original, 2 copies). Please use the checklist at the end of this document to make sure all required components are included.

4. The vendor shall include a detailed outline for cost, service, and products to complete the project.

5. The vendor must provide all specific or special warranties or guarantees of materials, equipment, and incidentals, as required to complete the bus engine installation.

6. The vendor shall be responsible for the payment of any required taxes or fees associated with the contract.

7. All vendors shall provide a copy of their business license along with any other professional license pertinent to the specifications.

8. The vendor warrants to the GCSS, that all materials and equipment furnished under this contract shall be of excellent quality, free from faults and defects to ensure quality results and performance for the completion of the bus engine installation

9. The solicitation (RFP) shall only be modified by a solicitation addendum.

10. The contract will be awarded to the responsible vendor whose proposal is determined to be the most advantageous and of the best value to the GCSS.

11. By the submission of this proposal, the vendor agrees not to assign the contract to others unless specifically authorized in writing by the GCSS.

12. No awards of any kind are made at the time of closing. A copy of the tabulations and/or the awards will be available upon request for any who submitted an offer. This information may be obtained after the offer has been awarded.

13. Final acceptance for the GCSS will depend on their governing board's approval.

14. Neither the GCSS nor any party submitting a response will be bound until a written contract, mutually accepted by both parties, is negotiated. The GCSS reserves the right to waive non-compliance with any requirements of this RFP and to reject any or all proposals submitted.

The selection committee will evaluate proposals based on the evaluation criteria detailed in this RFP. The committee will determine the proposal(s) in the best interest of the GCSS (if any is so determined).

15. Request for Proposals are subject to the Georgia Open Records Act. You should consult your attorney on how to protect proprietary data submitted in proposals if you wish. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the final award.

16. A primary contact person shall be assigned to the GCSS for all communication relating to services provided by the successful proposer. This is essential to retaining a professional and successful relationship.

17. All billings shall be done in a timely and correct manner. Payments shall be applied to invoices as detailed on remittance.

18. Any materials or supplies provided by the service provider and found not in accordance with specifications shall be rejected at no cost assigned to the GCSS.

19. All services requested shall be complete and to the satisfaction of the GCSS before payment is made.

20. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during this proposal period.

21. The GCSS also reserves the right to negotiate with proposers prior to the award for the purpose of obtaining the best and final offers. All proposers will be given an opportunity to participate in negotiations and submission of a best and final offer if deemed necessary. The GCSS shall not disclose the contents of proposals to competing proposers during the negotiations. Reference O.C.G.A 36-91-21 for regulations for best and final offers.

SPECIFICATIONS

“RFP 2024-2 Diesel School Bus Engine”

VIN: 4DRBUAAN28B479837

ENGINE: INTL DT466 210HP/2600 GOV

MAKE: INTERNATIONAL

MODEL: INTEGRATED CE S BUS

REMOVAL OF CURRENT ENGINE

• Remove current engine

• Remove current exhaust system and after treatment devices

• Remove all engine related wiring and plumbing

• Remove all engine mounting brackets and attaching parts

• Clean and inspect engine compartment and frame rails

• Remove clean and inspect the radiator for reuse

• Remove clean and inspect the alternator for reuse

• Remove clean and inspect the charge air cooler for reuse

• Remove clean and inspect the air filter system

• Remove and recalibrate the transmission controller

• Remove and recalibrate the body controller

INSTALLATION OF REMANUFACTURED ENGINE

• Install remanufactured engine wiring harness, and chassis wiring as needed

• Install remanufactured engine mounts and bushing

• Install a remanufactured Maxx Force DT466 engine

• Install a remanufactured engine that has a certified emission exhaust after treatment system

• Install inspected alternator for reuse

• Install the cleaned and inspected radiator

• Install the cleaned and inspected charge air cooler

• Install new fuel lines as needed

• Install new piping from the engine to the charge air cooler

• Install new piping from the charge air cooler to the engine

• Install new air intake piping

• Install the recalibrated transmission controller

• Install the recalibrated body controller

• Road test the bus and certify the unit is ready to be put back in service

• Towing: Your proposal must include all necessary towing of bus

WARRANTY

•To Include

• Engine Warranty

• Parts Warranty

• Mileage Warranty

• Labor Warranty

• Warranty provided by

• Start & End of Warranty

GORDON COUNTY SCHOOL SYSTEM

PROPOSAL FORM

The undersigned vendor in compliance with the request for “RFP 2024-2 Diesel School Bus Engine” having examined related documents along with the specifications, terms, and conditions, hereby proposes to furnish all equipment as described in the specifications, terms, and conditions. No additional cost will be paid by the GCSS.

ITEM: Remanufactured Diesel School Bus Engine

A. Proposal Price for Bus Engine $____________________ B. Proposal Price for Parts $____________________ C. Proposal Price for Labor $____________________ D. Proposal Price for Towing $____________________

TOTAL COST: $__________________________

WARRANTY INFORMATION SUBMITTED WITH BID. _____YES _____NO

PROJECTED COMPLETION DATE: _____________________________________

COMPANY NAME: ____________________________________________________

ADDRESS: ____________________________________________________________

CITY: __________________STATE: ____________ZIP CODE: ________________

EMAIL ADDRESS: _____________________________________________________

TELEPHONE NUMBER: ________________________________________________

SIGNATURE: _____________________________TITLE_______________________

DATE: ________________________________________________________________

VENDOR APPLICATION

Type or print legibly in ink. All signatures must be in ink and original. Signature stamps are not acceptable.

Vendor Name: ___________________________________________________________

Federal Tax ID No: ______________________________Social Security No._________________ (If Company) (If individual)

Regular mailing address: Remit to address:

Phone: ____________________________ Fax: ___________________________

Email Address_______________________________________________________________ Previous Vendor Name(s) and Address:

Have you ever done business with the GCSS under any of the above names?

Yes________ No________ If yes, which ones?

Names and signatures of persons authorized to sign proposals and contracts:

Name Title Signature

Have you ever been bonded? ________________ If yes, give the name and address of the Bonding Company.

Have you ever had a bond revoked? ________If yes, briefly state the reason:

Is any litigation pending against you or your company? ___________________ If yes, briefly state the reason why:

Is your inventory stocked in the State of Georgia? ___________ If not, where is it stocked?

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date

VENDOR DECLARATION

The offeror understands, agrees and warrants:

That the offeror has carefully read and fully understands the full specifications.

That the offeror can successfully undertake and complete the responsibilities and obligations in said proposal.

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to February 5, 2024, at 2:00 PM Eastern Time but may not be withdrawn after such date and time.

That the GCSS reserves the right to reject any or all offers and to accept that offer which will, in its opinion, best serve the public interest. The GCSS reserves the right to waive any technicalities and formalities in the proposal.

By submitting this proposal, the vendor acknowledges that the GCSS has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the vendor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this proposal.

OFFEROR:

Name Title

Name Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows:

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry, or disability. The successful vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry, or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the vendor’s non-compliance with this nondiscrimination clause, the contract may be canceled or terminated- by the GCSS. The vendor may be declared, by the GCSS, ineligible for further contracts with the GCSS until satisfactory proof of intent to comply shall be made by the vendor.

The vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

COMPANY

SIGNATURE

TITLE

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the proposal:

STATE OF

COUNTY OF

Owner, Partner, or Officer of Firm

Company Name, Address, City and State being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the offeror to submit the attached proposal. Affidavit further states as offeror, that they have not been a party to any collusion among offerors in restraint of competition by agreement to propose at a fixed price or to refrain from submitting; or with any office of the GCSS or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between offerors and any official of the GCSS or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed proposal for:

FIRM NAME: __________________________________________

SIGNATURE: __________________________________________

TITLE: __________________________________________

Subscribed and sworn to before me this_____ day of 20__.

NOTARY PUBLIC

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE PROPOSAL

GEORGIA PROMPT PAY ACT: The Georgia Prompt Pay Act was enacted by the General

Assembly in 1994 and took effect January 1, 1995. This act requires owners to pay contractors within 15 days of receipt of a pay request by the owner or the owner’s representative. If payment is not made the owner shall pay the contractor 1% per month interest on the delayed payment. Additionally, the contractor must pay subcontractors within 10 days of receipt of payment from the owner.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4)

Firm Name: ______________________________________________________________

Signature: _______________________________________________________________

Title: ___________________________________________________________________

Subscribed and sworn to before me this________ day of _________________, 20______

Notary Public

EVERIFY

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 (Gordon 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 Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, _____, 20____ 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 ______ DAY OF _________________

NOTARY PUBLIC

My Commission Expires:

SUBMISSION CHECKLIST

“RFP 2024-2 Diesel School Bus Engine”

The following are required items. Please make sure all the following proposal documents are submitted with your proposal package. If any documents are excluded, your proposal will not be considered. One (1) original and two (2) copies of the following proposal documents shall be submitted with your proposal package:

• Vendor Declaration

• Georgia Security and Immigration Compliance E-Verify Form

• Certificate of Non-Discrimination

• Non-Collusion Affidavit

• State of Georgia Prompt Pay Act

• All Certificates, Licenses and Requirements specified in the RFP

• Proposal Form

• Reference Letters (3)

• Vendor Application

• W-9

• Bid, Payment & Performance Bonds (if applicable)

• Warranty Information

• Timeline

PROPOSAL SELECTION EVALUATION

The services being sought under the RFP are considered professional in nature.

Consequently, the evaluation of the proposals will be based upon consideration of the demonstrated qualifications and capabilities of the proposers, which will result in an award that is in the best interest of the GCSS.

1. The Services in the proposal comply with RFP specifications. (20 Points)

2. Qualifications of the firm. (10 points)

3. Responsiveness of the proposal. Clearly stating and understanding the specifications, including all required forms are complete, signed and notarized. (20 points)

4. Previous experience of the firm and documentation of the firm’s experience with school districts. (10 points)

5. Overall cost of the proposal (40 Points)

Evaluations will be performed by a committee appointed by the superintendent. Following completion of the initial evaluations, if deemed necessary by the committee, firms best qualified may be granted an opportunity to appear before the evaluation committee to make an oral presentation and submit to an interview. Committee evaluations will be reviewed by the Superintendent for her consideration of a recommendation. Recommendation for the award shall be presented to the board by the superintendent. Areas to be evaluated are listed above. The committee reserves the right to follow up with proposers, to get further clarification of items specifically mentioned in the proposal.

A local proposer shall be given 10 additional points, when all other factors are equal, and their pricing is within five percent (5%) of the lowest proposal. “Local” for the purposes of this policy, shall mean a provider with a recognized physical point-of-sale in Gordon County, Georgia.