RFP Document

188 KB Posted Mar 9, 2022

Attached to: School Buses for Transportation Department
Solicitation number: 22-016-076
Issued by: Georgia

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Written by GovTribe AI · Jul 28, 2026

Request for Proposals Summary

This is a Request for Proposals (RFP) issued by Fayette County Public Schools (FCPS) Purchasing Department for the procurement of school buses for the Transportation Department. FCPS maintains a fleet of approximately 250 buses and seeks to regularly replenish vehicles that have reached end-of-service life. The solicitation requests proposals for either 48/54-passenger or 72-passenger school buses equipped with comprehensive specifications including Cummins engines, Allison transmissions, advanced safety features, wheelchair lifts, video surveillance systems, and climate control. Questions regarding the solicitation are due by 10:00 AM on Tuesday, March 15, 2022, with proposals due by 10:00 AM on Wednesday, March 23, 2022. Proposals may be submitted electronically, by mail, or hand-delivered to the LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, Georgia 30214. The contract term extends from the date of award through June 30, 2022, with options to renew for four additional terms (fiscal years). FCPS anticipates purchasing approximately 15 buses annually, though quantities are subject to change based on budget allocations and school system needs. Delivery must be made to the FCPS Goza Road Operations Center located at 939 Goza Road, Fayetteville, Georgia 30214.

Pricing shall be submitted separately and include line-item costs for each proposed bus with a grand total, with costs to the delivery point covering all expenses of receipt by FCPS and excluding applicable federal or state taxes that can be eliminated for boards of education in Georgia. Proposers must provide pricing for both standard configurations and optional extended warranties for air conditioning, engine, transmission, chassis, and body systems. Responses must include minimum three letters of recommendation from clients dated within the previous two calendar years, manufacturer certifications, warranty documentation, product data, and technical specifications complying with Georgia Department of Education standards. The evaluation committee will assess proposals using a rating system of "Excellent" (4 points), "Good" (3 points), "Fair" (2 points), or "Poor" (0 points) based on qualifications, experience, technical proposals, and pricing. The evaluation committee reserves the right to reject any or all proposals and conduct post-proposal interviews at its discretion. Final contract approval requires authorization from the Superintendent and/or Board of Education. This solicitation permits cooperative purchasing by other Fayette County government entities and local municipalities at the same quoted prices during the contract term.

Text of this file

Fayette County Public Schools Purchasing Department Request for Proposals 22-016-076 School Buses for Transportation Department

Fayette County Public Schools (hereinafter FCPS) is soliciting proposals via this Request for Proposals (hereinafter RFP) from interested and qualified proposers to provide school buses, as specified within this solicitation, for the FCPS Transportation Department.

As is more fully explained in this RFP, an award, if made, will be made to the responsible and responsive proposer who provides the best solution to the described need, taking into consideration multiple evaluation factors as determined by FCPS and defined herein.

It is the proposer’s responsibility to address all elements of this RFP. Any proposer failing to meet the terms and conditions herein may suffer a reduction in their evaluation score up to a complete rejection of their proposal.

Responses to this request for proposals are due no later than the date and time specified in the timeline of events either physically or electronically to the FCPS Purchasing Department located at the LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, GA, 30214. Proposals received after the specified date and time will not be considered.

Instructions to Proposers

1) Designated Representative

a) The FCPS Purchasing Department has designated the following staff member as the representative of the Department and District during the solicitation process: Matthew D. Roberts, Purchasing Manager, roberts.matthew@fcboe.org

2) Schedule of Events RFP Released Wednesday, March 9, 2022 Questions Due Before 10:00 AM, Tuesday, March 15, 2022 Addenda Issued (if applicable) Wednesday, March 16, 2022 Responses Due Before 10:00 AM, Wednesday, Mar 23, 2022

School Buses for Transportation Department (RFP 22-016-076) mailto:roberts.matthew@fcboe.org

3) Georgia Open Records Act Compliance (O.C.G.A. § 50-18-70)

a) This solicitation and any resulting responses, evaluations, contract, agreement, or purchase orders are subject to the Georgia Open Records Act and may be released publicly.

b) Pursuant to the act, for any records or documents marked as “confidential” or “trade secrets” the respondent must submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets according to O.C.G.A. § 10-1-761.

i) Failure to attach such an affidavit will result in the record being considered public and subject to release under the Georgia Open Records Act.

ii) If FCPS determines that the specifically identified information does not constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order.

iii) In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing.

iv) If the agency determines that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure.

4) Proposer Registration

a) Proposers are encouraged to register with the designated representative listed above via email after reviewing this solicitation.

Proposers who register will automatically receive an email update with additional documents such as addenda and be notified of award issuance, even if they choose not to submit a proposal.

5) Solicitation Documents and Forms

a) Documents and forms required for submission as part of this RFP can be found on the FCPS Purchasing Department website.

b) Failure to include required submissions listed herein may result in a rejection of the proposal.

c) A list of required forms is contained herein and additional submissions may be required per the specifications contained herein.

6) Proposal Delivery

a) Proposals should be sent to the FCPS Purchasing Department and must be received before the proposal due date and time specified in the solicitation.

School Buses for Transportation Department (RFP 22-016-076) https://advance.lexis.com/api/document/collection/statutes-legislation/id/61XD-TBX1-JN6B-S0Y8-00008-00?cite=O.C.G.A.%20%C2%A7%2050-18-70&context=1000516 http://www.open.georgia.gov/ http://www.open.georgia.gov/ https://advance.lexis.com/api/document/collection/statutes-legislation/id/61XD-TBV1-F06F-244V-00008-00?cite=O.C.G.A.%20%C2%A7%2010-1-761&context=1000516 https://www.fcboe.org/Page/2707

b) Proposals may be submitted electronically, by mail, or hand-delivered to the LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, Georgia 30214, Attention: Purchasing Department.

c) No faxed or telephone proposals will be accepted or considered.

d) Proposals may be emailed to the designated representative if meeting the following guidelines:

i) Emailed proposals must be in a consistent, clear, readable format, and complete. (Adobe PDF format is preferred)

ii) All proposal documents should be bound in one document.

Multiple separate documents may result in evaluation score reductions.

7) Attachments

a) Any specification listed with “Must Include Attachment” should include a document within the proposal conforming to standards set forth.

b) All attachments must be clearly marked and labeled using the following format: Attachment #, Solicitation Reference, Proposer Name, Solicitation Title, and Number.

8) Proposal Format Requirements

a) The proposal should be typed and legible using a Sans-based font in 12 point size or greater as well as formatted to comply with accessibility standards (see ADA and Section 508 compliance below).

b) The solicitation document has been carefully organized. All sections, specifications/requirements, and appendices are numbered; therefore proposals should be organized in the same manner referencing the solicitation document when necessary.

c) Proposals must be submitted with the following sections clearly identified and delineated:

i) Letter of Interest

ii) Technical Proposal

iii) Qualifications and Experience

iv) References

v) Price/Cost

9) Multiple Proposals from the Same Proposer

a) Proposers may submit more than one proposal when offering multiple alternatives.

b) Proposals must be separate and each should conform to all terms and conditions within the solicitation.

c) Proposals must be labeled separately so as to easily identify different proposals from the same proposer.

Scope of Work and Specifications

1) Background and Project Overview

a) The FCPS Transportation Department is responsible for the efficient and safe transportation of students to and from school and

School Buses for Transportation Department (RFP 22-016-076) extracurricular activities. With a fleet of approximately 250 buses, it is necessary for the department to regularly replenish vehicles that have reached their end-of-service life.

2) Design/Technical Requirements and Specifications

a) All proposers must read, complete, and return Appendix A: 48/54

Passenger School Bus Minimum Specifications and Appendix B: 72 Passenger School Bus Minimum Specifications.

i) Failure to complete either document may result in a complete rejection of response.

b) Georgia Department of Education School Bus Specifications

c) Substitutions and Alternates: Alternatives to specifications are acceptable if in compliance with all requirements of these specifications and are of the same or better quality.

i) Vendor must provide substantiation that proposed substitution or alternate meets the same specifications contained herein.

Evaluation of Proposals

1) Evaluation Committee

a) All proposals deemed responsive will be evaluated by a review committee composed of project administrators and end-users.

b) Criterion based on qualifications and experience, submitted technical proposal, and price/cost will be used in the evaluation process.

2) Evaluation Methodology

a) The committee will perform a complete evaluation and verification process on a rating system of required proposal components contained herein based on an “Excellent”, “Good”, “Fair”, or “Poor” rating.

i) Excellent ratings will be issued four (4) points.

ii) Good ratings will be issued three (3) points.

iii) Fair ratings will be issued two (2) points.

iv) Poor ratings will be issued zero (0) points.

3) Interviews and Presentations

a) Post-proposal interviews and presentations may be required, in person at the committee’s direction or desire.

b) Submission of a proposal does not guarantee an interview or presentation.

c) Selection for interviews and presentations is at the sole discretion of the evaluation committee.

4) Contract Award and Negotiations

a) The evaluation committee will issue a recommendation to award following the outcome of its evaluation process.

b) The committee reserves the right to reject any or all bids.

c) A recommendation to award does not guarantee a contract. Final approval from the Superintendent and/or Board of Education may be required.

School Buses for Transportation Department (RFP 22-016-076) https://www.gadoe.org/Finance-and-Business-Operations/Pupil-Transportation/Pages/School-Bus-Specifications.aspx

i) Following a recommendation to award, the Superintendent or their designee may engage in final negotiations with the selected proposer.

General Terms and Conditions The FCPS General Terms and Conditions are posted on the Purchasing Department website under the heading of Vendor Terms, Conditions, and Forms and attached to this solicitation. By submission of a proposal, the proposer acknowledges they have read and understood these General Terms and Conditions as well as any terms and conditions contained herein.

Special Terms and Conditions

1) Contract Incorporation:

a) This solicitation will be incorporated into any resulting contract.

i) When this solicitation and any resulting contract are in conflict, Fayette County Public Schools will determine the controlling method.

ii) Only the Superintendent or his direct designee may sign or enter into a contract on behalf of Fayette County Public Schools.

2) Term

a) The proposal term will begin from the time of award through June 30, 2022, with an option to renew for four (4) additional terms.

i) Terms are defined as the fiscal year from July 1st to June 30th of each calendar year.

3) Cooperative Purchasing

a) This solicitation allows for other Fayette County, Georgia government entities, including local municipalities, to purchase from the awarded contract at the same prices quoted during the effective term pending an agreement between the awarded proposer(s) and the government entity.

4) Substitutions and Alternates

a) Products similar to or other than specified may be acceptable if in compliance with all requirements of these specifications and are of the same or better quality.

b) The proposer must provide substantiation that proposed substitution or alternate does not violate any other manufacturer's patents, patents allowed, or patents pending and that the alternate proposed meets the same specifications contained herein.

c) The FCSD shall be the sole determiner of specification compliance and alternate acceptability.

i) No pre-proposal approval will be given for a proposed alternative.

School Buses for Transportation Department (RFP 22-016-076) http://www.fcboe.org/Page/2707

5) Insurance Requirements

a) Proposers are required to submit a current and valid Certificate of

Insurance (COI) per the General Terms and Conditions and any specification contained herein.

b) Should the proposer choose to utilize subcontractors for installation or other matters, the proposer must provide a valid COI for the subcontractor per the requirements of the General Terms and Conditions.

6) Delivery

a) Delivery of new buses must be made to the FCPS Goza Road

Operations Center located at 939 Goza Road, Fayetteville, GA 30214.

i) Alternate delivery methods may be approved at the sole discretion of the FCPS Bus Shop Supervisor.

7) Quantities and Purchasing Schedule

a) The FCPS Transportation Department maintains a purchase/refresh rate of fifteen (15) new buses each year.

i) Buses vary in passenger size and specifications depending on school system needs.

ii) Quantities are not guaranteed and are subject to change based on budget allocations and school system needs.

Required Forms and Submissions

1) Required Proposer Submissions

a) Product Data: Fayette County School District must receive all product data that pertains to solicitations work scope, this includes but is not limited to;

i) Product Certification: Submit manufacturer’s certification that products and materials comply with the requirements of the specifications.

b) Submit manufacturer's catalog cuts, material safety data sheets (MSDS), brochures, specifications;

c) Preparation, maintenance, and installation instructions and recommendations;

d) Storage, handling requirements, and recommendations.

e) Warranties: Submit warranty documents according to specifications (if applicable).

i) Include any and all manufacturer’s warranties for each item.

2) Cost Proposal

a) All proposers must include a separate cost proposal.

b) The cost proposal should be separated from the proposal as outlined in point 3 of Proposal Format Requirements above.

c) Pricing not entered in the cost proposal form will not be considered.

d) If pricing variations exist for different finishes/materials/options the proposer must include an attachment describing variations and associated costs.

e) Costs should be in line-item format detailing all costs applicable to the proposed solution and a grand total cost to execute the proposed solution fully.

3) Letters of Recommendation

a) The proposer must include a minimum of three (3) letters of recommendation dated within the previous two (2) calendar years.

b) Letters must be from clients/customers who have engaged the proposer in previous services and must include details such as a description/scope of work, timeline and budget parameters, and assessment of the proposer’s ability to complete work/service as specified.

c) Each letter must contain contact information including organization/firm, contact name, telephone, and email.

d) Letters from organizations and projects similar to the scope and size of Fayette County Public Schools are preferred.

4) Solicitation Response Form

a) Proposer must complete a Solicitation Response Form attached hereto and available online at the Purchasing Department website.

b) This form must be placed on top, or as the first page of your proposal.

c) Failure to attach could result in a reduction in score or rejection of your proposal.

Response Submission Form Place this form on top of your response.

RFP 22-016-076: School Buses for Transportation Department

Company Name:

Point of Contact:

Street Address:

City:

State:

Zip Code:

Telephone:

Email:

Website:

Authority to Act The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the products/services in accordance with the terms and conditions herein.

Terms, Conditions, and Specifications Through the submission of response and signature below, the respondent verifies that their solution complies fully, or complies with an exception, to all stated general and special terms, conditions, and specifications. See the FCSD General Terms and Conditions for further information and directions on notating exceptions to stated specifications.

Addenda Through the submission of response and signature below the respondent verifies that they have read and understood any addenda issued for this solicitation.

Signature: ___________________________ Date: _______________________

Appendix A: 48/54 Passenger School Bus Minimum Specifications In the line to the left of each specification number, please list a page number from your proposal where those specifications can be found.

1. Body and Chassis

1.1. Size: Proposal meets or exceeds the minimum for 48-54 passenger designed capacity (shell size).

1.2. Batteries and Alternator: The proposal includes two (2) 900amp Group 31 batteries with a minimum 275amp Delco alternator with remote sense.

1.3. Chassis Electrical: Proposal includes an exterior electrical access door with power access block; interior power supply/charger port.

Minimum requirement of the door with lock and 545 key.

1.4. Lighting and Safety: Proposal includes full LED lighting with activity light, strobe, and stop sign. Excludes head-lamp assemblies.

1.5. Reflector: Proposal includes screw or rivet mounted reflector.

1.6. Driver’s Sun Visor: Proposal includes a driver’s side window sun visor.

1.7. Door and Warning Light Switches: Proposal includes a panel mounted three (3) position door switch; as well as separate override and warning light switches.

1.8. Stop Sign and Cross Gate: The proposal includes a stop sign and cross gate that are air operated and have LED lighting.

1.9. Rear Door Sign: Proposal includes an LED lighted rear door sign.

1.10. Headlights: The proposal includes a warning alarm for headlights left on.

1.11. Exterior white loading LED light above the entrance door

1.12. Forward and aft handrails.

1.13 Chrome grille and headlight trim, if available.

2. Engine

2.1. Engine Manufacturer: Proposal includes a Cummins, six (6) cylinder engine.

2.2. Horsepower: The proposal includes an engine with a minimum of 210 available horsepower. (Respondent must notate horsepower rating on submitted proposal.)

2.3. Coolant: Proposal includes extended life coolant for the submitted engine.

2.4. Exhaust: The proposal includes an exhaust system routed through the rear bumper. (Respondent must notate exhaust route on submitted proposal.)

3. Paint and Numbering

3.1. Roof Paint: Proposal includes white roof paint.

3.2. Bus Numbering: The proposal includes reflective type numbering located on the front bumper.

4. Doors

4.1. Entrance: Proposal includes a minimum 33.5-inch opening electric entrance door with electric controls, all units keyed alike with 545 key, and a three (3) position door switch.

4.2. Emergency: Proposal includes an emergency door with lock; all units keyed alike with 545 key.

5. Transmission

5.1. Proposal includes an Allison transmission, 2500 series.

5.2. Proposal includes an extended transmission warranty and fluid.

6. Axle and Suspension

6.1. Proposal includes 10,000 lbs or greater front axle with oil-filled hubs.

6.2. Proposal includes 19,000 lbs or greater rear axle with air-ride suspension

6.3. Proposal includes differential gear with ratio to provide for minimum 70 mph top road speed.

7. Air Brakes

7.1. Proposal includes air-operated brakes with outboard drums.

7.2. Proposal includes a Bendix air dryer, model number AD9.

7.3. Proposal includes a Bendix intelipark brake.

8. Wheels and Tires

8.1. Proposal includes 11R, 22.5 balanced tires as follows:

8.1.1. Michelin 22.5 XZE

8.1.2. Goodyear G661

8.1.3. Bridgestone R260

8.2. Proposal includes hub piloted wheels.

9. Seating

9.1. Proposal includes a diagram of the proposed bus showing/indicating the following:

9.1.1. Seating

9.1.2. Exits

9.1.3. Wheelchair Lift

9.1.4. Wheelchair Placement

9.2. Proposal includes an air-operated dual shock driver’s seat with wall mount adjustable lap/shoulder belt. (Respondent must indicate the seat manufacturer and model number.)

9.3. Proposal should include seats that are brown in color.

9.4. Proposal should include two (2) integrated booster-style seats with two (2) booster places per seat. (Respondent must indicate the seat manufacturer and model number.)

9.5. Proposal includes seats that are bolted in place.

9.6. Proposal includes two (2) track seats and two (2) barriers located in the front left and right wheelchair spaces.

10. Heater

10.1. Proposal includes a rear heater with metal pump with 3/4 turn ball valves at heater hose connection both inside and out.

11. Interior

11.1. Proposal includes a floor black in color.

11.2. Proposal includes an entrance door tread with a pebble finish manufactured by Koraseal or an acceptable alternate. Spray coating is acceptable.

11.3. Proposal includes an overhead storage bin to the left of the driver with lock (prefer 545 key), light, and hold-open door.

11.4. Proposal includes an inside noise reduction package for the full length of the bus.

11.5. Proposal includes wipers with an intermittent setting with a preferred two-motor system with separate switches.

11.6. Proposal includes the following gauges:

11.6.1. Tachometer

11.6.2. Hour Meter

11.7. Proposal includes an AM/FM PA radio with four speakers and a separate but connected PA system.

11.8. Proposal includes tilt-wheel steering with cruise control.

12. Roof Hatch

12.1. Proposal includes a Valeo Smart Hatch with internal mounting and no alarm/buzzer.

13. Mirrors

13.1. Proposal includes side mirrors that are remote control, heated, super nickel, and Mirror Lite type. (Respondent must indicate the manufacturer and model number.)

13.2. Proposal includes crossover mirrors that are cat-eye style, on a one

(1) inch post arm, heated, with black headlight trim and Mirror Lite type.

(Respondent must indicate the manufacturer and model number.)

13.3. Overhead mirror shall have a backup camera system with an adjustable locking bracket (maybe lever lock type).

14. Video System

14.1. Proposal includes a 247 Security Zeus ten (10) camera 1080p DVR video system with:

14.1.1. 2TB minimum hybrid hard drive

14.1.2. On screen light indicators

14.1.3. Event marker

14.1.4. Mini tracks GPS

14.1.5. Dome Cameras (5 each)

14.1.6. Windshield Camera (1 each)front and rear

14.1.7. Drive-By Cameras (2 each)

14.1.8. One (1) right-side exterior bus stop camera.

15. Wheelchair Positions and Lift

15.1. Proposal includes a Ricon wheelchair lift located mid-bus with a 1,000 lbs capacity. (As required in item nine (9) above, location should be notated on the submitted diagram.)

15.2. Proposal should include three (3) track-type wheelchair positions with two (2) being in the left front and one (1) in the right front of the bus.

(As required in item nine (9) above, location should be notated on the submitted diagram.)

15.3. Proposal includes a wheelchair lift door lock that is keyed identically to the other doors if key is needed; lever-style is acceptable.

15.4. Proposal includes three (3) wheelchair tie-downs manufactured by Q-Straint that are retractable in nature.

15.5. Proposal includes one (1) fire blanket.

16. Air Conditioning

16.1. Proposal includes air conditioning system with the following minimum specifications:

16.1.1. Bulkhead mount, separate front, and rear

16.1.2. 120,000 BTU each

16.1.3. Manufactured by: ACC Valeo

17. Glass

17.1. Proposal includes body glass that is roped in style and tinted.

18. Miscellaneous

18.1. Proposal includes max capacity between-rail fuel tank. (Respondent must notate maximum capacity in gallons.)

18.2. Proposal includes ignition switches keyed alike on all buses.

18.3. Proposal includes access panel locks that are keyed alike, preferably with the same 545 key.

18.4. Proposal includes a child check system meeting Georgia

specifications manufactured by Child Reminder System or Child Check Mate.

19. Warranty

19.1. Proposal includes a minimum three (3) year chassis warranty covered bumper to bumper. (Respondent must include a copy of warranty documentation with submission.)

19.2. Proposal includes a minimum three (3) year body warranty covered bumper to bumper. (Respondent must include a copy of warranty documentation with submission.)

19.3. Proposal includes optional extended warranties listed as an additional cost for each of the following separately:

19.3.1. Air Conditioning System

19.3.2. Engine (10 years preferred)

19.3.3. Transmission (10 years preferred)

19.3.4. Chassis (bumper to bumper)

19.3.5. Body

20. Documentation

20.1. Proposal includes documentation in either CD, manual, or website access (respondent must indicate format) of the following:

20.1.1. Parts

20.1.2. Engine Repair

20.1.3. Chassis Repair

20.1.4. Chassis Electrical

20.1.5. Engine Electronics

20.1.6. ABS

By signature below respondent verifies that their proposal has met all specifications listed above as a minimum standard. Respondent also verifies that their response includes the requested information above such as manufacturer names, diagrams, capacities, weights, restrictions, or limits.

If proposing an alternative to any specification, the respondent must include a detailed description including manufacturer’s information and specification sheets.

Failure to do so may result in an evaluation score reduction or rejection of the response.

Signature Date

Appendix B: 72 Passenger School Bus Minimum Specifications In the line to the left of each specification number, please list a page number from your proposal where those specifications can be found.

1. Body and Chassis

1.1. Size: Proposal meets or exceeds the minimum for 72 passenger designed capacity (shell size).