RFP #CC542-20 12 PASSENGER VAN.pdf

Issue Date: 10/12/2020

125 College Drive, Casper WY 82601

REQUEST FOR PROPOSALS #CC542-20

Casper College

12 Passenger Van

NOTICE IS HEREBY GIVEN that Casper College is accepting sealed proposals for the above project.

SEALED PROPOSALS MUST BE IN THE POSSESSION OF THE CASPER

COLLEGE PROCUREMENT DEPARTMENT BY NO LATER THAN:

2:00 P.M. MTN Time on November 5, 2020.

Proposals will be opened at 2:00 pm November 5, 2020 in Room #310 of the Gateway Building on the Casper College Campus

Please provide one (1) original and one (1) copy in a sealed envelope(s).

Proposals received after the time and date specified will not be considered.

Sealed proposals must be sent or delivered to:

Casper College

125 College Drive

Casper, Wyoming 82601

Attention Shane Pulliam, Director of Procurement

Gateway Building Room #311

Please clearly mark the outside of your envelope:

“12 Passenger Van – RFP #CC542-20”

Telephone, fax, or email proposals will not be accepted

RFP #CC541-20

Casper College reserves the right to waive irregularities and informalities, even those that are shown as mandatory requirements, as long as it doesn’t give an advantage to the bidder submitting the proposal or disadvantages any competing bidders. The College may also accept or reject any and all proposals. Casper College does not bind itself to the lowest proposal, but rather the proposal that is felt to be in the best interest of the institution.

Although pricing is important, it will not be the only factor considered when evaluating proposals

(see page 5).

ITB/RFP POSTING & DOWNLOADING:

All Casper College ITB’s & RFP’s will be posted on the web-pages shown below.

Bidders are responsible for checking these sites for addendums prior to sending in their proposals.

www.caspercollege.edu/offices-services/purchasing

We also post on:

www.rockymountainbidsystem.com

Refer questions to (email is preferred):

Shane Pulliam shane.pulliam@caspercollege.edu

Ph 307-268-2633

Sincerely, Shane Pulliam

Director of Procurement http://www.rockymountainbidsystem.com/ mailto:shane.pulliam@caspercollege.edu

GENERAL

• Expenses incurred in proposal preparation, pre-bid meetings, site-visits, submission, presentations, demonstrations, etc. are the responsibility of the bidder and will not be reimbursed by the college.

• Awarded bidder(s) will not be reimbursed for expenses such as travel, mileage, rental car, meals, lodging, etc.

• All submittals in response to this request become public record and subject to public inspection. Any proprietary or confidential information must be clearly identified and can only be treated as such to the extent of the Open Records Act. Proprietary or confidential information is defined to be any information that is not generally known to competitors and which may provide a competitive advantage (pricing is not considered proprietary or confidential). Submittals in their entirety cannot be specified as proprietary or confidential.

• All materials submitted with regard to this solicitation become the property of the college.

The college will have the right to use any ideas contained in proposals received, with the exception of proprietary or confidential information.

• By submitting this proposal, the bidder certifies under penalty of perjury that he/she has not acted in collusion with any other bidder or potential bidder.

• Casper College does not make advance payments for orders.

• All bids shall be valid for a minimum of sixty (60) days from the bid due date.

• If your company is awarded this order nothing shall be shipped until your company receives an approved Purchase Order from the Casper College Procurement Department.

• The College Purchase Order Terms & Conditions will prevail.

• Use attached bid form. At our option, we may reject any proposals that are not submitted on our bid form.

• Please submit one original and one copy of the original proposal (and all associated literature, specifications, etc.) in a sealed envelope.

Note: Please do not return pages 1-6 of this RFP with your proposal.

The following designations are used interchangeably:

➢ Casper College, College and The College

➢ Evaluation Committee and Committee

➢ Proposal, Bid and Bid Proposal

➢ Bidder, Person, Vendor, Company, Manufacturer, Distributor, Dealer

➢ Request for Proposal and RFP

SPECIFICATIONS & SCOPE OF WORK

Description: 12 Passenger Full-Size Van (Prefer vans that have room behind rear seat for luggage)

Color: Prefer White

Quantity: One (1)

Specifications: These are preferred specifications, but we may consider variances.

We prefer new vans, but will consider a demo or late model used vans. If bidding other than new, we prefer low mileage vehicles

We prefer a Ford Transit or a comparable vehicle

We prefer the “low roof” model with the maximum length

2 Wheel Drive

12 passengers with space for luggage behind the last row of seats (preferably the 19’8” length van)

Gasoline Engine

HD Automatic Transmission

HD Radiator

HD Alternator

Trailer Towing Package with Trailer Wiring

4-Wheel Anti-Lock Disc Brakes

Largest available Fuel Tank

Air Conditioning – Manual (front and rear)

Speed Control

Tilt Wheel

AM/FM, CD & Clock

Wi-Fi capability

All-Season Tires

Steel Wheels

Full-Size Spare Tire & Wheel

Light Group

Cloth Interior

Rubber / Vinyl Floor Covering (carpet may be considered if not available)

Block Heater

Roll-Over Stability Control

Back-up Camera

Proximity alert system for lane changes and following to close

Notes:

• Proposed prices must be “all-inclusive” – this includes, but is not limited to;

all equipment, materials, labor, expenses, warranty, delivery of new units FOB Casper

College, etc.

• Bidders may propose more than one manufacturer, model, size, condition, etc.

• Explain the standard warranty and any optional warranties available including prices.

• Include information about service and the location of the nearest factory authorized technician(s).

• Include pictures and/or brochures of the actual unit(s) being bid.

• Indicate time required for delivery on bid form.

• Bidders are encouraged to submit several references.

CLARIFICATIONS / QUESTIONS

• All requests for clarifications must be emailed to shane.pulliam@caspercollege.edu by October 30, 2020 at 5:00 p.m. MTN time. The Procurement Department will respond by email or issue an Addendum if required (see below). Please do not contact any other College personnel directly.

ADDENDUMS

• All significant changes or corrections will be made by written addendum. In the event it becomes necessary to issue an addendum, it will be available on the bid posting web-sites noted on page #2. Bidders shall not rely on any other changes or corrections. Bidders are responsible for checking these sites before submitting a proposal.

MODIFICATION OR WITHDRAWAL OF PROPOSAL

• A proposal that is in the possession of the Purchasing Office may be altered or withdrawn by an email, fax, or letter bearing the signature or name of the person authorized for bidding, provided that it is received prior to the date and time set for the proposal opening. Telephone or verbal alterations or withdrawals of a proposal will not be accepted. Proposals may not be altered or withdrawn after the proposal opening.

NOTE: If the pricing portion of your proposal needs to be altered, you must resubmit the revised pricing in a sealed envelope and it must be received by our purchasing department prior to proposal opening.

• Erasures or changes on the proposal must be initialed by the person signing the proposal.

DEVIATIONS OR SUBSTITUTIONS

• Any deviation or substitution from the specifications shown must be noted in detail and attached to the proposal form. Complete specifications must be attached for any deviations or substitutions offered. In the absence of a specification deviation statement and accompanying specifications, the bidder shall be held accountable for full compliance with the RFP specifications. Failure to submit a specification deviation statement and accompanying specifications, if applicable, may be grounds for rejection of the item offered and or the entire proposal.

EVALUATION CRITERIA

Proposals will be evaluated on, but not limited to, the following criteria (not necessarily in priority order).

• Pricing: Although a concern, the bidder(s) with the most favorable pricing may not necessarily be awarded the order(s).

• Specifications: Proposed units substantially meet our specifications along with quality, reliability, safety, and other requirements.

• Reputation / Stability: Reputation and stability of the dealer and manufacturer they are representing and length of time they have been in business. Results of prior orders (if any) and information acquired from references.

• Parts/Service: Availability of parts, service, and warranty. Response time for parts and service calls.

mailto:shane.pulliam@caspercollege.edu

• Location: Is the proposed unit in town or nearby for viewing (used units)?

• Delivery: Time required for delivery of the unit.

• Timeliness: Time required for delivery of unit.

• Etc.: Other miscellaneous criteria.

AWARD OF ORDER

• If awarded, the award will be to the bidder(s) whose proposal(s) will be the most advantageous to Casper College, considering, but not limited to, the Evaluation

Criteria shown. Negotiations may also be a part of the award process. Consideration of the factors enumerated herein and the award of the order shall be at the sole discretion of Casper College.

INVOICING AND PAYMENT

• Invoices totaling $10,000 or more will be approved once each month at the Casper

College Board meeting. This meeting is normally held the third Tuesday of each month. Completed invoices must be in the possession of accounts payable the

Wednesday before the third Tuesday to be considered for payment. All invoices shall be forwarded to: Casper College, Accounts Payable, 125 College Drive, Casper, WY

82601. No late fees will be paid by the College.

Use attached proposal form.

Attach itemized pricing, additional options, specifications, literature, and warranty information to your proposal form.

Casper College - Bid Form 12 Passenger Van RFP #CC542-20

Item # Qty UOM Description Price Each Extended Price

Van 1 EACH 12 Passenger Van

TOTAL

Received Addendum # 1 _______ Addendum # 2 _______ Addendum # 3 _______ (initial only if addendums were issued)

Bidder Information: Comments:

Company Name:

Mailing Address:

City: State: Zip:

Phone Number: Fax:

Bidders Name (print):

Title:

Signature: Email Address:

* Signing this form indicates you are in agreement with all the conditions shown in this RFP, addendums (if any) and attachments.