RFP Activity Bus Purchase.docx

GILMER COUNTY SCHOOLS

Dr. Brian Ridley/Superintendent

Request for Proposal

134 Industrial Boulevard Ellijay, GA 30540-4436 706-276-5000 (phone) 706-276-5005 (fax) www.gilmerschools.com

Activity Bus Purchase

Request for Proposal #: 2025-07-01

MATERIAL OR SERVICE: Activity Bus Purchase

DUE DATE: July 29th 1:00pm (Time/Date Stamp)

OPENING LOCATION: Gilmer County Board of Education Administration & Technology Office 134 Industrial Boulevard Ellijay, GA 30540

PRE-BID CONFERENCE DATE: N/A

This solicitation may be obtained from our website at www.gilmerschools.com. Any interested bidders without internet access may obtain a copy of this solicitation during regular business hours at Gilmer County Schools Administration & Technology Office, 134 Industrial Blvd., Ellijay, GA 30540. If you experience any problems receiving this solicitation, please call (706) 276-5000 or email Thomas Griffith Chief Operating Officer at thomas.griffith@gilmerschools.com.

Bid Responses Due: July 29th 1:00pm (Time/Date Stamp

Bids will be received at: Gilmer County Schools Administration & Technology Office 134 Industrial Boulevard Ellijay, GA 30540

Bids Received will be opened at: Gilmer County Schools Administration & Technology Office, Conference Room 134 Industrial Boulevard Ellijay, GA 30540

Instructions:

Bids for the material or services specified will be received by Gilmer County Schools, at the above specified location, until the time and date cited. Bids received by the correct time and date will be opened and the bidders’ pricing will be publicly read.

All other information contained in the Bid shall remain confidential until award is made. If you need directions to the Administration & Technology Office, please call (706) 276-5000.

Bids shall be in the actual possession of the Gilmer County School System, at the location indicated, on or prior to the exact time and date indicated above. Late Bids will not be considered.

Bids must be submitted in a sealed envelope with the Bidder’s name and address clearly indicated on the envelope and the following statement in the lower left hand corner of the envelope: RFP # 2025-07-01 Activity Bus Purchase. All Bids must be written legibly in ink or typewritten. Additional instructions for preparing a Bid are provided herein.

1 bid copy is required. Mark the bid as original. Questions, please call Thomas Griffith at (770) 324-2368 or email questions to thomas.griffith@gilmerschools.com. All bids must be either typed, written, or filled in with a pen. Bids must be signed in ink by an officer or employee of the firm who has the authority to bid for the company or firm. Any changes or exceptions must be initiated by the authorized agent of the firm.

Bids cannot be modified after the closing date/time.

Bidders must provide all documents required by the RFP.

The bid conveyed by this RFP shall remain open/valid pending award for a period of 90 days from the date of opening.

Bidders must specify the manufacturer and/or brand name on each of the items bid. If an item has a specified manufacturer and/or brand name and the words “or equal” do not follow, substitutions will not be accepted.

GCSS reserves the right to amend this RFP prior to the due date.

The Gilmer County School System reserves the right to waive technicalities, to accept or reject any and all bids and to waive any irregularity in bids received, to award the entire bid to one bidders or to multiple bidders or to make awards by group or location, whichever is in the best interest of the Gilmer County School System; hereafter referred to as “GCSS”, except where noted for clarity.

BIDDERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSAL, INSTRUCTIONS, AND THE TERMS AND CONDITIONS ON THE ATTACHED SHEETS. FAILURE TO ADHERE TO THESE INSTRUCTIONS AND TERMS AND CONDITIONS MAY RESULT IN REJECTION OF BID.

Thomas Griffith Chief Operating Officer Gilmer County Schools

GILMER COUNTY SCHOOLS

Request for Proposal

Activity Bus Purchase

RFP # 2025-07-01

CLOSING DATE: July 29th , 2024

CLOSING TIME: 1:00 P.M.

________ OPEN MARKET ________ REGULAR

________ AGENCY CONTRACT __X__ SEALED

BID TO BE RETURNED TO:

Gilmer County Schools Thomas Griffith, Chief Operating Officer Administration & Technology Office 134 Industrial Boulevard Ellijay, GA 30540 706-276-5061 (Main) 706-276-5005 (Fax)

Bidders are cautioned to carefully read the instructions and the terms and conditions on the attached sheets. Failure to adhere to these instructions and terms and conditions may result in rejection of bid.

INTRODUCTION

The Gilmer County School System has issued this Request for Proposal; hereafter referred to as “RFP”, except where noted for clarity, for the purpose and intent of obtaining bid responses from licensed, qualified firms to:

1. The immediate purchase of 2 new- 14 passenger GM MFSAB activity buses

2. Buses to be delivered on or before August 5, 2024

The Gilmer County School System reserves the right to waive technicalities, to accept or reject any and all bids and to waive any irregularity in bids received, to award the entire bid to one bidders or to multiple bidders or to make awards by group or location, whichever is in the best interest of the Gilmer County School System; hereafter referred to as “GCSS”, except where noted for clarity.

The Gilmer County School System is an equal opportunity employer.

All questions concerning this RFP should be directed to Thomas Griffith, Chief Operating Officer, Gilmer County School System. All inquiries must be in writing and emailed to thomas.griffith@gilmerschools.com

MINIMUM QUALIFICATIONS

· A verifiable history and references for projects of similar scope and nature.

· Bidders must illustrate that their firm has the stability, suitability, and experience to perform the work described in this RFP.

· Each bidder should provide evidence of a current, valid Georgia Business License with each bid submittal. A photocopy of your business license is acceptable.

· Bidders shall also submit the completed “Georgia Security and Immigration and Compliance Act OCGA 13-10-90” document.

· Proposer shall purchase and maintain in force the following kinds of insurance for operations under the contract as specified. Insurance certificates, in the minimum amounts specified and under the conditions noted, shall be provided to the Gilmer County School District before the commencement of any work:

1. Commercial/Comprehensive General Liability

a. $1,000,000 bodily injury per person

b. $2,000,000 bodily injury aggregate limit

c. $500,000 property damage per occurrence

d. $1,000,000 property damage aggregate limit

2. Comprehensive Automobile Liability

a. $1,000,000 property damage per occurrence

3. Workmen’s Compensation and Employers’ Liability

a. $500,000 bodily injury per person

4. Umbrella or Excess of Loss Coverage

a. $10,000,000 per occurrence

CALENDAR OF EVENTS

Mandatory Pre-Bid Meeting: N/A

Bid submission deadline July 29th, 2024 1:00pm (Time/Date Stamp

Bid Opening/Evaluation Period July 29th, 2024 1:00pm (Time/Date Stamp

Notice to Proceed July 30, 2024 (Recommendation to BOE)

STANDARD TERMS AND CONDITIONS

Acceptance/Rejection of Proposal

· The contract may be awarded to the qualified proposer whose proposal is determined by the Gilmer County School District to be most advantageous to Gilmer County School District. The committee’s evaluation of submitted criteria and other factors will be taken into consideration.

· The Board of Education reserves the right to reject any and all bids in whole or in part and/or to accept the bids that in its judgment will be in the best interest of the system. It is expressly stipulated that the school system may award bids on individual items or on a lump sum basis.

· This Request for Proposal does not commit Gilmer County School District to contract for any requirements for this solicitation.

· A written award or contract furnished to the successful proposer, within the time for acceptance specified in the proposal, shall be deemed to result in a binding contract without further action by either party.

· In competitive sealed proposals, prices will not be divulged at opening. Proposals will be reviewed by the selection committee privately and recommendations made to the Gilmer County Board of Education.

· Proposer agrees to waive any claims it has or may have against the Gilmer County School District, its Board employees, agents, members, representatives and legal counsel, arising out of or in connection with the (1) administration, evaluation, recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

Contract

· This contract will be for the immediate purchase of 2 new- 14 passenger GM MFSAB activity buses. (White paint) to be delivered on or before August 5, 2024.

· Award. It is the full intent, assuming that satisfactory proposals are received, to award a contract.

· In the event that the successful bidder or bidders are unable to perform as required, and the system has to secure services from an alternate vendor the bidder shall be responsible for payment of any additional cost for services.

· Assignment. No contract or its provisions may be assigned, sublet, or transferred without written consent of Gilmer County School District.

· Termination/Cancellation. Gilmer County School District reserves the right to cancel the contract upon thirty (30) days written notice to the Proposer, with or without cause.

· Payments. Payment for services received will be made upon satisfactory delivery and approval. After approval the invoice will be forwarded for payment. Payment shall be made no later than thirty (30) days after approval of the submitted invoice. The Gilmer County School District is exempt from all state sales tax and federal excise tax and these taxes must be deducted from any proposal.

· Purchases of Gilmer County BOE are not subject to State sales tax.

· If any changes occur during the contract period, the supplier must notify;

Thomas Griffith, Chief Operating Officer Gilmer County Board of Education thomas.griffith@gilmerschools.com 770-324-2368

SELECTION CRITERIA

Evaluation of Proposals

· Committee. Evaluation of proposals submitted in response to the solicitation will be conducted by officials of the Gilmer County School District.

Gilmer County Board of Education reserves the right to make its vendor selection based on what it deems to be in the best interest of the school system. The Bid neither obligates the Gilmer County Board of Education to award a contract nor commits the Board to pay any cost which might be incurred by any company, entity, or individual in responding to this request.

· Criteria for Evaluation of Submittal

Company Address Company Phone

Accepted and Signed :

Dr. Brian Ridley Superintendent Gilmer County Schools

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