RFP FLEET MANAGEMENT.pdf

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BRONSON COMMUNITY SCHOOLS

BRONSON, MICHIGAN

REQUEST FOR PROPOSAL

FOR: FLEET MANAGEMENT, PREVENTIVE MAINTENANCE AND REPAIR

RFP DUE DATE: Friday, April 10, 2026 12:00 p.m. (EDT)

Bronson Community Schools Business Office 501 East Chicago Street Bronson, MI 49028

GENERAL CONDITIONS AND SPECIFICATIONS FOR VEHICLE MANAGEMENT

AND MAINTENANCE FOR BRONSON COMMUNITY SCHOOLS

Sealed proposals for instituting a Fleet Management and Maintenance Operation for Preventive Maintenance and Repair of the Bronson Community Schools fleet will be received at the Business Office until 12:00 p.m., Friday, April 10, 2026. The office is located in the Bronson Community Schools Administration Office, 501 East Chicago Street, Bronson, MI 49028.

All proposals must be received on or before that time to be considered and all proposals must be plainly marked on the exterior of the envelope:

"SEALED PROPOSAL – FLEET MANAGEMENT AND MAINTENANCE OPERATION"

ONLY SEALED BIDS WILL BE ACCEPTED. FACSIMILE OR EMAILED BIDS WILL NOT

BE ACCEPTED. LIKEWISE, LATE BIDS WILL NOT BE ACCEPTED BUT WILL BE

RETURNED UNOPENED.

Copies of this RFP and related forms are available online at www.bronsonschools.org

GENERAL CONDITIONS

All bids are to be submitted on the forms provided, and no other bids will be considered. Any information that the bidder wishes to present in addition to that required may be placed on a separate piece of paper and attached to these forms.

It is understood and agreed that any person in the office of Bronson Community Schools will be absolved from responsibility for the premature opening of any proposal not properly labeled.

Bronson Community Schools reserves the right to reject any or all bids. All bidders must agree

2 | P a g e to conform to all of the conditions and specifications herein mentioned.

QUALITY OF MATERIALS - All items upon which a proposal is offered shall meet or exceed original equipment manufacturer (OEM) specifications.

BID EVALUATION

The bid is invalid if it has not been received at the designated location prior to the time and date set forth or as amended by addendum and such invalid bid will not be opened.

The bidder acknowledges the right of the Owner to reject any and all proposals, to waive any irregularity in a bid or part thereof and to accept such a bid that is in the best interest of Bronson Community Schools.

PROPOSAL FORM

Enclosed with the specifications are two proposal forms which the bidder may submit and also retain a copy for their own records.

TERM OF BIDS

All Proposals submitted in response to this Request for Proposal must be held firm for ninety

(90) days.

RFP/Proposal Information Controlling.

Each bidder shall prepare its proposal based only on the information contained in this RFP, notwithstanding any information that may have been previously provided to, or alternately obtained by, a bidder. A bidder noting any inconsistency between the information contained in this RFP and any information previously or alternately obtained should submit a question to Bronson Community Schools. No information communicated verbally or in writing to or from a bidder shall be effective unless confirmed in writing in this RFP, an addendum to this RFP, a request for clarification response, or other another written response.

Release of Claims.

Each bidder submitting its bid releases Bronson Community Schools from any and all claims arising out of, and related to, the RFP process and the selection of a contractor.

QUESTIONS

Any questions regarding the Specifications or Proposal Requirements should be addressed to Kate wall, Superintendent, at wallk@bronsonschools.org. All questions and answers will be shared with all bidders via email.

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TABLE OF CONTENTS

BRONSON COMMUNITY SCHOOLS INTENT

1. STATEMENT OF WORK

1.1 Facilities

1.2 Management Capabilities

1.3 Cost Section

1.4 Fleet Assessment

1.5 Days/Hours of Service

1.6 Security

2. PREVENTIVE MAINTENANCE

2.1 Annual State of Michigan Bus Inspection

2.2 Routine Maintenance and Repairs

2.3 Scheduling

2.4 Performance

3. REPAIRS

3.1 Repair Limitations

3.2 Road Calls

3.3 Quick Fix

3.4 Warranty

3.5 Re-Work

3.6 Outside Repairs

3.7 Vehicle Preparation and Disposal

3.8 Accidents

4. PARTS

4.1 Parts Supply

4.2 Inventory

5. REPORTING

5.1 Files

5.2 Annual Performance Report

5.3 Invoices

6. OTHER SERVICES

6.1 Emergencies

6.2 Investigations

6.3 Waste

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6.4 Purchases

6.5 Fuel

6.6 Misc. Services

7. STAFFING PROVISIONS

7.1 Contractor’s General Manager

7.2 Contractor Benefits

8. RIGHT TO REQUIRE PERFORMANCE

9. INSURANCE

9.1 Mandatory Insurance Requirements

9.2 Policy Cancellation

9.3 Certificate Holder

10. WORKING CONDITIONS

11. JOB SAFETY COMPLIANCE

12. TERMS

12.1 Definitions

12.2 Contract Term

12.3 Contractor’s Relationship to Bronson Community Schools

13. COSTING METHODOLOGY

13.1 Contract Cost Proposal

13.2 Personnel Costs

13.3 Overhead Expenses

14. ADJUSTMENTS TO THE CONTRACT PRICE

14.1 Changes in the Size or Composition of the Fleet

14.2 Unusual Cost

15. NON-CONTRACT COSTS

15.1 Capital Expenditures

15.2 Indemnification

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TABLE OF CONTENTS

ATTACHMENTS TO REQUEST FOR PROPOSAL

CERTIFICATE AND NON-COLLUSION STATEMENT

PROPOSAL FORM

ATTACHMENT A (Proposal Requirements)

ATTACHMENT B (Proposal Criteria)

ATTACHMENT C (Agreement and Certification of Compliance with Federal Laws and Regulations)

ATTACHMENT D (Proposal Transmittal Letter Requirements)

ATTACHMENT E (Vehicle List)

ATTACHMENT F (Iran Economic Sanctions Act Certification)

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REQUEST FOR PROPOSAL

BACKGROUND

Bronson Community Schools currently operates a total fleet of 17-20 vehicles (see Attachment E for subject list of vehicles). The fleet management and maintenance is currently provided by Legendary Diesel.

This Request for Proposal (RFP) is intended to secure the services of an experienced Contractor to provide the district fleet management and maintenance services for Bronson Community Schools.

INTENT

It is the intent of Bronson Community Schools to procure the services of an experienced Contractor who will assume responsibility for the management of Bronson Community Schools school bus and support fleet preventive maintenance and repair operation, acquire the current useable parts inventory and continue to manage the inventory for Bronson Community Schools fleet maintenance and repair, and to perform other functions routinely associated with the efficient management of the fleet.

The goals of this procurement include:

Control overall fleet maintenance cost.

Control vehicle availability.

Control overall fleet operating efficiencies to include a reduction in capital expenditures for fleet assets.

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BID PACKAGE

Substantial deviations from the minimum requirements of this RFP and the Statement of Work may cause disqualification from further consideration at the discretion of Bronson Community Schools.

1. STATEMENT OF WORK

The Contractor shall provide scheduled preventive maintenance, remedial repairs, parts inventory acquisition and management, and other associated School Bus fleet management services required to ensure the continuity of effective and economical operation of Bronson Community Schools vehicles and equipment listed in Attachment E.

The Contractor will furnish all necessary supervision, labor, supplies and sub-contract work required to maintain the fleet in a state-of-repair and service consistent with generally accepted industry fleet practices and as more specifically defined in this RFP.

The Contractor shall work with the transportation supervisor and/or the business manager on any issues or questions that may arise with regard to school transportation.

In addition, the Contractor will provide and maintain a permanent, detailed, automated record system for each vehicle and vehicle category in order to provide a basis for optimum fleet management and provide detailed maintenance and operating information for Bronson Community Schools.

Respondents are encouraged to offer suggestions and recommendations in the course of making their proposals for ways to economize without affecting quality. Examples would include benchmarking, fuel economy programs, a tire replacement program, possible exemption of sales tax purchases, etc. If such proposed items are in conflict with the requested items contained in this RFP, the bidder is advised to make such recommendations in the form of an Alternate proposal.

1.1 FACILITIES

All equipment added during the term of the Contract, and approved by Bronson Community Schools prior to acquisition, will become the property of Bronson Community Schools. The cost of special equipment purchase or lease, approved by Bronson Community Schools through a written notice, shall not be included in the Contract cost and will be billed to Bronson Community Schools with the monthly invoice.

In addition, Bronson Community Schools will provide the Contractor with access to and use of the district’s radio system for purposes of providing services to the district. The Contractor shall be required to adhere to the district’s acceptable use policy regarding radio transmissions.

I t is anticipated by this Request for Proposal that the Contractor will supply or have a

8 | P a g e source for its own computer software, hardware, and systems (engine analyzers, Work Order programs, Inventory Control Programs, email communications system, etc. for the purposes of performing under the Contract unless expressly outlined in the RFP response and agreed to by the district.)

1.2 MANAGEMENT CAPABILITY

Respondent must provide narrative describing the Contractor’s ability to provide qualified school bus and support vehicle fleet management and maintenance services for Bronson Community Schools. Narrative should include, but not be limited to, qualifications and experience of key personnel and a description of experience. All mechanics whose services will be provided in fulfillment of services shall possess minimum qualifications consisting of a minimum of a high school diploma or GED, three years’ relevant experience, and Certification as required by Section 4 of the Motor Vehicle Service and Repair Act (MCL 257.1304) for facilities performing repairs. In addition, the mechanics must possess a valid driver’s license including a CDL with the “S” Endorsement. (Endorsements may be obtained after contract award at Contractor cost.)

1.3 COST SECTION

With respect to the operating budget and management service fee proposed, Bronson Community Schools shall not be responsible for payment of any amounts in excess of the amounts set out in the proposal. In the event that the Contractor incurs costs in excess of the proposed amounts, the Contractor will be responsible for such costs, provided, however, this will not limit in any way other amounts specifically provided for elsewhere in the RFP.

1.4 FLEET ASSESSMENT

Within four (4) months of the start of the contract, the Contractor shall perform a Preventive Maintenance (PM) on every vehicle in the fleet and correct or identify any deficient conditions. Deficient vehicles are those identified as not meeting the fleet standards. Major component failures during this initial four-month period shall be considered non-contract work, and therefore, costs are not to be included in the bidder’s Contract price. Major components are identified as engine, transmission and drive train.

Any additional costs incurred under this section of the contract will require prior written approval of the Business Manager. Bronson Community Schools reserves the right to have any deficiencies corrected by a qualified third party vendor of Bronson Community Schools choice at Bronson Community Schools expense.

1.5 DAYS/HOURS OF SERVICE

The repair facility will be open and operating every scheduled student attendance day, plus additional days in the summer for a total of 200 days. Regular daily hours will be 5:00a.m.- 11:00p.m., including an on-site technician from 5:30a.m.-8:00a.m. and 2:00p.m.-4:30p.m., and personnel or a plan in place to respond to emergencies on

9 | P a g e weekend trips. The transportation supervisor will coordinate with the Contractor for breakdowns and emergency situations.

1.6 SECURITY

The Contractor shall also provide for security of Bronson Community Schools vehicles and equipment while in the Contractor’s possession for maintenance or repair. The Contractor agrees to keep any and all access codes, security codes, etc. as site personnel shall be required to possess strictly confidential.

Presently, certain buses are ‘garaged’ at bus driver homes. The potential exists for other buses to be garaged at alternative sites (for example, a school building) for the purposes of reducing dead head miles. It shall be understood that from time to time it may be necessary for Contractor to tow school buses from these locations and/or perform mechanical services at those sites.

2. PREVENTIVE MAINTENANCE

A preventive maintenance (PM) program will be established for all vehicles and equipment that are the responsibility of the Contractor. The PM program will be designed in accordance with recognized industry standard fleet management practices and will meet the terms and conditions necessary to comply with the original equipment manufacturers (OEM) specifications, state guidelines for school buses, or other specific warranties and recommendations. At a minimum, the Contractor must perform a preventive maintenance inspection on each vehicle and piece of equipment every 4,000 miles or four months of service, whichever occurs first, except for special classes of vehicles which must be noted in the Contractor’s Proposal.

2.1 ANNUAL STATE OF MICHIGAN BUS INSPECTIONS

The School Bus fleet will be inspected on an annual basis by the State of Michigan.

Inspections shall be performed by the State of Michigan Vehicle Inspector. The Contractor will be required to inspect and prepare school buses and assist the Vehicle Inspector during this process. The Contractor will record all inspection results and prepare a detailed report to Bronson Community Schools upon completion of the inspection.

2.2 ROUTINE MAINTENANCE AND REPAIRS

Perform repairs as required, road test and correct deficiencies. Categorized below are specific repairs for which the Contractor assumes responsibility under this contract.

Contractor may include a program of replacement for certain items based upon a schedule rather than failure under a PM program provide this is clearly outlined, understood, and agreed to by the District. This is a representative list and is not intended to limit the Contractor’s services.

- Repair or replacement of assemblies, sub-assemblies and components if damaged or failed.

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- Brake repairs as necessary to ensure safe vehicle operation. Repairs include cleaning, adjustment and replacement of worn or damaged items (linings, pads, rotors, calipers, drums, etc.). At a minimum, brake repairs and adjustments will ensure against brake failure prior to the next scheduled PM inspection. All replacement brake parts and materials will meet OEM specifications.

- Electrical repairs including the charging system-battery, cables, connectors, alternator/generator, voltage regulator; the ignition system starter motor, solenoid switches; wiring for gauges, lights and switches; lights, instrument panel; safety alarms, backup alarms, kill switches and other alarms/ warning devices (overheating, low pressure, window and roof hatch).

- Fuel system repairs and components such as fuel lines, carburetor, injectors, fuel pump, regulator, electric motors, transfer pumps, filters, tanks, valves, vent pipes and shut-off switches.

- Cooling and Heating system repairs including engine cooling components – radiator, fans, hoses, belts, thermostat, water pump, valves, thermo switches;

heaters – hoses, heater core, thermostat, blower motor, auxiliary heaters; air conditioning systems (R-12 and R-134a) - condenser, evaporator, micro switches, electrical components, blower motor, compressor and clutch, auxiliary A/C units;

transmission cooler; engine oil cooler; after cooler (turbos).

- Engine repairs. Repairs encompass cylinders, valves, pistons, crankshaft, flywheel, connecting rods and all associated hardware, valve jobs – push rod, camshaft, rocker arms, timing gears and chain/belt, cam followers or lifters, crossheads.

- Transmissions, clutch and driveline repairs: manual clutch – flywheel, pilot bearing, discs, pressure plate, intermediate plates, release bearing, clutch fork, slave cylinder, pedal and linkage, rod, spring tensioner, lining and all associated hardware; transmissions (auto and manual) – shifters, shift linkage, auxiliary transmissions, power take-offs and all associated hardware; drivelines – universal joints, constant velocity joints, drivelines, midship bearings, 2 (or more) piece drive shaft, slip yokes and all associated hardware; transfer cases.

- Differential and drive axle repairs: Light and heavy differentials. Drive axles – full floating and semi-floating, front axle lock for 4-wheel drive, power take-off lever, and electronic shift controls.

- Exhaust system repairs encompassing the emission control system; muffler system; exhaust manifold; superchargers, turbochargers; plus any associated heat exchangers or after coolers; catalytic converter; exhaust pipes, gaskets and pipe hangers.

- Chassis, suspension, steering and alignment repairs to meet DOT standards, including light chassis and frame; heavy chassis and frame; suspension – springs, bushings; mechanical and power assisted steering – power clutch, sway bar, ball joints, shock absorbers, tie rods, idler arms, rack and pinion, power steering pump and struts.

- Tire repairs and replacement which includes replacing damaged or worn tires when inspection reveals that the remaining tread depth is less than the replacement criteria specified in the standards of serviceability. Arrangements shall be made by the Contractor through the district designated vendor.

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2.3 SCHEDULING

PM activities should interfere minimally with the operator’s normally required work schedule. Therefore, vehicle and equipment inspections should be scheduled at times mutually agreed upon by the Contractor and Bronson Community Schools. The Contractor shall develop and provide a PM schedule to the Transportation Supervisor with sufficient lead-time. PM schedule notification shall be provided in writing to the Transportation Supervisor.

2.4 PERFORMANCE

The timely performance of preventive maintenance is incumbent upon the Contractor for all fleet vehicles. The Contractor shall schedule, notify, perform and properly document the scheduled preventive maintenance.

3. REPAIRS

The Contractor shall make specific repairs to vehicles that are identified through PM, by users, and by breakdown or malfunction. Repairs shall be made as required, limiting the nature and extent of repairs to that which are consistent with the age, mileage, and cost to repair criteria of good fleet maintenance.

3.1 REPAIR LIMITATIONS

Repairs estimated to exceed $1,000.00 must be analyzed by the Contractor to determine the repair's cost effectiveness and be specifically approved by Bronson Community Schools through written notice. When equipment replacement appears to be more cost effective than repair, such recommendation shall be presented in writing by the Contractor to Bronson Community Schools.

3.2 ROAD CALLS

The Contractor shall provide emergency road service calls, for vehicles in Bronson Community Schools fleet. The Contractor shall have persons on call to expeditiously handle vehicle breakdowns. It is understood that in the event of an emergency the District shall retain the right to contact such on-call personnel directly. The Contractor shall provide the district with a list of on-call personnel including contact information.

It is further understood that such service calls may be necessary on weekends or non-school days due to field trips and athletic events.

3.3 QUICK FIX

The Contractor shall provide a Quick Fix function for minor repairs of less than one-hour duration. Vehicles repaired under Quick Fix are to be moved to top priority. Example quick fix repairs include fluid replenishing, windshield wiper service, and headlight

12 | P a g e replacement. PMs will not be conducted as a Quick Fix function.

3.4 WARRANTY

The Contractor shall administer all warranties, both for vehicles and parts, associated with management of this fleet. A record shall be maintained for all claims and the status of all warranties, and such record shall be available to the district at all times.

3.5 RE-WORK

The Contractor shall track and identify multiple repairs for the same deficiency on the same vehicle (re-work).

3.6 OUTSIDE REPAIRS

The Contractor shall be responsible for arranging and managing the conduct of outside repairs that cannot be performed economically in-house; and shall be responsible for continued review of the need for specific outside repairs as opposed to performing in-house repairs. These outside repairs may include bodywork and painting, glass replacement, transmission sealing and repair, and such other work that can be utilized at minimum cost to Bronson Community Schools. The Contractor's plan for outside repairs shall be stated in the proposal and included in the contract price with exceptions as noted in the document. The plan shall be periodically and informally reviewed by Bronson Community Schools and the Contractor to ensure that the outside repair versus in-house repair decision remains justified. All responsibility (paperwork, invoicing, quality control, vehicle movement, vehicle security, etc.) shall be that of the Contractor.

The district must approve all subcontractors.

3.7 VEHICLE PREPARATION AND DISPOSAL

The Contractor shall prepare newly acquired vehicles for service. Preparation may include inspections, installation of special equipment (video systems) and radio installation. The cost to install special equipment shall be included in the Contract price.

Vehicles to be sold by Bronson Community Schools shall be prepared for disposal by the Contractor. Preparation shall include removal of tags, decals and special equipment, and other paper work. When a vehicle is sold, policies and practices of Bronson Community Schools shall be adhered to. Contractor may assist Bronson Community Schools with the conduct of vehicle auctions. Preparation of sold vehicles shall be included in contract price.

3.8 ACCIDENTS

Accident investigation and insurance claims shall remain the responsibility of Bronson Community Schools. In all cases of accidents involving damages to the fleet, the

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Business Manager must be contacted prior to any repairs. Repair costs due to accidents will be segregated according to body work and mechanical repair. The Contractor shall be responsible for processing accident repairs including appraisals, estimates, obtaining repair bids, repair quality and timeliness. The Contractor shall obtain at least two (2) competitive quotes or estimates for each accident repair, unless otherwise approved by Bronson Community Schools Business Manager. Accident repairs and towing costs shall not be included in the Contract Price. This clause in no way waives the Contractor’s responsibility for any and all claims arising from improper repairs giving rise to the accident and such coverage must be provided under Garage keeper’s insurance and outlined later.

4. PARTS

4.1 PARTS SUPPLY

Bronson Community Schools shall be responsible for all parts and supplies necessary to maintain and repair vehicles and equipment. The Contractor will follow Bronson Community Schools purchasing policy to procure all parts and supplies orders. Parts installed by the Contractor shall meet OEM specifications.

Parts installed on vehicles and equipment shall be identified by part number and cost on the work order for the appropriate assignment.

Material Safety Data Sheets must be obtained for all parts supply and must be readily available on-site at the Transportation Center for access by both Contractor and District personnel at all times.

4.2 INVENTORY

A complete physical inventory will be taken by representatives of Bronson Community Schools and the Contractor prior to the beginning of the Contract. Upon completion of the inventory, the Contractor will be totally responsible for parts accountability and security.

A fleet management information system shall be used to monitor the parts inventory and track parts usage on Bronson Community Schools fleet. At a minimum, the electronic system shall be capable of generating a complete inventory by part number and part cost, and a usage rate history for each part normally stocked. Proposers shall describe their program for inventory control in their Proposals to Bronson Community Schools.

In addition, throughout the contract term, Bronson Community Schools will coordinate with the Contractor on all impending vehicle retirements, so that arrangements can be made in sufficient time to dispose of parts in inventory that are unique to such vehicles prior to their removal from the fleet.

5. REPORTING

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To enable Bronson Community Schools to comply with its reporting obligations under the Michigan Public School Employees Retirement Act, 1980 PA 300, as amended, Contractor: (1) shall promptly notify the District in writing of the identity of any individual employed or assigned by Contractor to perform services at the District that is a retirant from the Michigan Public School Employees Retirement System (MPSERS); and

(2) shall provide information on a pay period basis regarding any such individual’s wages or amounts paid and hours of service under the Contract, as necessary for the District to report on a schedule and in such manner as may be determined from time to time by

MPSERS. MCL 38.1342(6).

The following minimum requirements for reporting and record keeping will be in effect for the term of the contract. Proposers are asked to submit, as part of their Proposals to Bronson Community Schools, any additional reporting methodologies they would recommend enacting in the best interest of Bronson Community Schools and the management of Bronson Community Schools fleet.

The Contractor will supply the Business Office with work orders on each bus repair with labor times and parts used. Parts will be recorded as they are purchased and used.

Bronson Community Schools can generate any and all necessary reports from the vehicle history school software currently in use.

5.1 FILES

The Contractor shall maintain a complete file of service manuals, service bulletins, lubrication charts and other information needed to properly service and repair the school bus fleet of Bronson Community Schools.

A hard copy history folder shall be maintained by the Contractor for each vehicle. This folder will contain, in chronological order, all work orders generated on the vehicle and will be available to Bronson Community Schools Representatives. The folder shall also contain the vehicle’s make, model, year and serial number.

Contractor further acknowledges that as public records, such information may be subject to the Freedom of Information Act and the Records Retention policies applicable to public schools in Michigan. Contractor expressly agrees to comply with these requirements.

The Contractor shall make available at any time to Bronson Community Schools all maintenance and repairs records related to Bronson Community Schools vehicles.

5.2 INVOICES

At the commencement of the Contract, the Contractor will submit an invoice to Bronson Community Schools for an amount equal to 1/12th of the annual contract amount.

Following the first month of services, the Contractor will invoice Bronson Community Schools by the first of each month. Invoices will be paid by the fifteenth of each month or

15 | P a g e will be considered late. If payment is not received by the thirtieth day of the month, the Contractor may exercise the right to terminate the contract with thirty days written notice.

6. OTHER SERVICES

6.1 EMERGENCIES

The Contractor shall mobilize the shop and provide repair and maintenance services for the duration of emergency situations. (Examples of emergency situations would consist of multiple buses becoming unavailable for one reason or another and we are unable to run regular routes, such as vandalism, windows broken, tires slashed, etc.) Such service shall include adequate staffing up to the Contractor’s maximum staffing level to ensure continued vehicle operations at a level determined to be required by Bronson Community Schools. Costs of emergency situations are to be included in the Contract Price.

6.2 INVESTIGATIONS

The Contractor shall support Bronson Community Schools with technical investigations related to the fleet. Such investigations may support accidents, fire, or other issues of a technical nature.

6.3 WASTE

The Contractor shall be responsible for and shall propose/retain vendors for the disposal of wastes generated during the course of the Contract. Any fees associated with the disposal of wastes shall be the responsibility of the Contractor and accordingly should be included in the Contractor’s proposal. The Contractor shall maintain records on all hazardous chemicals and other hazardous waste. The records shall contain the materials' origin, use, transportation, and ultimate distribution and disposal. All disposals shall be in accordance with current Bronson Community Schools, State and Federal laws and EPA regulations. The Contractor shall provide training and management for employees working with and handling hazardous materials, in accordance with laws and EPA regulations. The Contractor will provide a written Hazard Communication Program. The Contractor agrees to expressly hold Bronson Community Schools free of liability for all actions of the Contractor relating to waste handling, temporary storage, and/or disposal.

Proposers should include in their Proposals to Bronson Community Schools a description of their qualifications to handle waste streams generated as a part of normal fleet maintenance

6.4 PURCHASES

The Contractor shall assist Bronson Community Schools in preparing purchase specifications for additional or replacement vehicles and service equipment as needed. In addition, the Contractor shall assist Bronson Community Schools with inspections and assessments of used vehicles and equipment under consideration for purchase or lease.

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The Contractor shall identify and nominate for Bronson Community Schools purchase, other equipment that will reduce the cost of maintenance and/or improve the quality of vehicular services.

6.5 FUEL

In the normal course of business, Bronson Community Schools will fuel all vehicles.

However, from time to time it may become necessary for Contractor personnel to fuel a vehicle. Contractor agrees to follow all fueling policies and procedures of Bronson Community Schools and to protect the confidentiality of all access codes and passwords.

Maintenance, management, repair, or replacement of Bronson Community Schools Fuel Management System, if required, shall not be the responsibility of the Contractor.

6.6 MISCELLANEOUS SERVICES

Proposers may include in the Proposals other services that may improve Bronson Community Schools efficiency, lower operating costs, and/or lower capital costs.

7. STAFFING PROVISIONS

In the performance of services mentioned herein, Contractor (and its agents, contractors, and employees) shall be regarded at all times as performing services as independent contractors of Bronson Community Schools, but at no times as agents of the district.

Notwithstanding the foregoing, Bronson Community Schools reserves the right to take appropriate action regarding the behavior of any Contractor employee whose performance or actions are obviously detrimental to the program. Such actions may include requests for reassignment or dismissal of the Contractor employee. Contractor acknowledges that as a public school, Bronson Community Schools holds its employees and contractors to the highest moral and ethical standards and it is expected that Contractor employees will adhere to those same standards, The Contractor shall have the responsibility for selecting personnel to perform the services to be provided hereunder.

From time to time, the Contractor employees may interact with students and parents. It is acknowledged and expressly understood by the Contractor that all personnel shall keep all information about students confidential in accordance with the Federal Education Rights and Privacy Act (FERPA).

The Contractor agrees that it shall not assign any of its employees, agents or other individuals to perform any services under this RFP if such person has been convicted of any of the following offenses:

A. Any “listed offense” as defined under Section 2 of the Sex Offenders Registration Act, MCL 28.722; or B. Any offense enumerated in Sections MCL 380.1535a or 380.1539b of the Revised School Code, MCL 380.1535a; 380.1539b; or

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C. Any felony. Provided, that with prior written approval of the Superintendent of the District and of its Board of Education an individual who has been convicted of a felony (other than a “listed offense” as defined above) and who is regularly and continuously providing services under the Contract at Bronson Community Schools’ facilities or program sites may be permitted to perform such services when, in the judgment of the Superintendent and Board of Education of the District, that individual’s presence will not pose a danger to the safety or security of the District students or employees; or D. Any misdemeanor conviction involving sexual or physical abuse as those terms are defined in Sections 1230(10) and 1230a(8) of the Revised School Code.

E. Any offense of a substantially similar enactment (to those enumerated in A-D, above) of the United States or another State; or F. Any other offense that would, in the judgment of Bronson Community Schools create a potential risk to the safety and security of students serviced by Bronson Community Schools or to employees of Bronson Community Schools.

Bronson Community Schools reserves the right to refuse Contractor’s assignment of any individual, agent or employee of Contractor where the criminal record history of that individual (including any pending felony charges) indicates, in the District’s judgment, unfitness to perform services.

The Contractor agrees that the individuals it assigns to Bronson Community Schools will abide by those policies of the district which are applicable to the services mentioned within this RFP. The Contractor also will be responsible for answering, defending and/or resolving any and all claims arising from the assignment and performance of its employees or agents to carry out the services mentioned herein.

7.1 CONTRACTOR’S GENERAL MANAGER

Contractor’s General Manager shall have proven managerial experience managing and maintaining School fleets and/or fleets of similar composition. Nominee(s) for General Manager shall be presented to Bronson Community Schools for specific approval.

7.2 CONTRACTOR BENEFITS

Contractor shall pay all salaries, wages, benefits, pension or retirement contributions, payroll and other taxes to or on account of its employees or agents arising out of or resulting from services performed mentioned within this RFP. Bronson Community Schools shall not be liable for the payment of any such salaries, wages, benefits, pension or retirement contributions, payroll or taxes thereon for or on behalf of any Contractor employee or agent. Contractor employees and agents are not entitled to receive any compensation, benefits or other amenities in any form from Bronson Community Schools, including, but not limited to, mileage, conference fees and other expenses.

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7.3 CONTRACTOR DRUG TESTS

The Contractor shall conduct or cause to be conducted tests that are designed to determine the presence of illegal drugs, controlled substances, or alcohol. Such tests shall be administered to all employees providing services on behalf of Proposer under the Contract. Proposer shall not assign an individual who fails to test negative for illegal drugs, controlled substances, or alcohol to provide services under the Contract.

8. RIGHT TO REQUIRE PERFORMANCE

Bronson Community Schools failure at any time to require performance of any provisions thereof by the Contractor shall in no way affect the right of Bronson Community Schools thereafter to enforce same. Nor shall any waiver by Bronson Community Schools of any breach of any provision hereof be taken or held to be waiver of any succeeding breach of such provision or as a waiver of any provision itself.

9. INSURANCE

9.1 MANDATORY INSURANCE REQUIREMENTS

Prior to the commencement of the Contract, the Contractor shall obtain and keep in full force and effect until the termination of the Contract, the following insurance with an insurance company licensed and qualified to do business in the State of Michigan, as evidenced by a Certificate of Insurance and/or certified copies of the insurance policy(ies).

9.1.1 Worker Compensation - Statutory minimum limits as required by state and federal law.

9.1.2 Garage Keeper’s Legal Liability

Minimum Limits - $1,000,000 per occurrence and $2,000,000 aggregate Minimum Limit - $250,000 of legal liability

9.1.3 Additional Insured

Bronson Community Schools shall be named as an additional insured on all liability policies.

9.2 POLICY CANCELLATION

Sixty (60) days written notice of cancellation or of any material change in the policy(ies) is required.

9.3 CERTIFICATE HOLDER

Bronson Community Schools, 501 East Chicago Street, Bronson, MI 49028.

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10. WORKING CONDITIONS

Working conditions are the responsibility of the Contractor; however, conditions must comply with applicable Federal or State laws.

11. JOB SAFETY COMPLIANCE

Job safety compliance is the responsibility of the Contractor. They must comply with all the provisions applicable to the Occupational Safety and Health Act as enforced by the U.S. Department of Labor and to require all employees to comply with this law and all regulatory State or local laws affecting job safety.

It shall be the Contractor’s responsibility to maintain throughout the Contract period a safety and accident prevention program that meets requirements of Federal, State and local codes, Bronson Community Schools’ board policies, and all other authorities having jurisdiction over this work.

12. TERMS

12.1 Where the following terms occur herein, the intent and meaning shall be as follows:

Contractor

Contractor shall mean the individual, partnership, or corporation (or legally authorized representative if the context so requires) who or which agrees, for a stipulated sum, to perform the work or service, or to furnish materials or equipment, or both, as set forth in a contract with the Bronson Community Schools, Bronson, MI 49028.

Contract

Contract shall mean an agreement executed by Bronson Community Schools and the Contractor for the performance of the work and services, and the furnishing of materials or equipment, or both, as set forth in this Request for Proposal. The documents that will form the Contract include this "Request for Proposal," all attachments hereto, the winning Respondent’s "Proposal," and the subsequent "Contract Agreement."

Contracting Officer(s)

Contracting Officer(s) shall mean the designated representative(s) of Bronson Community Schools with the authority to direct and modify the Contract Agreement with the Contractor.

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Fleet

Fleet shall mean all of the units listed in Attachment E as well as units that may be added to or deleted from Bronson Community Schools fleet, subject to agreement by the Contractor.

Downtime

Downtime shall mean the percentage of time a piece of equipment is unavailable for use due to a need for repair or preventive maintenance work. Downtime is calculated as follows:

Number of hour’s unit is not available for use, divided by 24 Hours per Day

Downtime begins when a unit is brought to the garage for authorized repair work, or upon receipt of notification that a unit requires towing to the garage for authorized repair work. Downtime ends when the department to which the unit is assigned is notified that the unit is available for service. Downtime does not include the time to make repairs necessary as a result of vehicle abuse, accidents, warranty, vandalism, or Acts of God.

12.2 CONTRACT TERM

District desires to enter into a two (2) year contract provided performance in the initial year is satisfactory. The duration of the Contract will be from July 1, 2026 to June 30, 2028 for Twenty-four (24) months. Further, this Contract may be renewed, expanded and extended by mutual agreement for renewal periods of one (1) year each ongoing, provided that Bronson Community Schools Superintendent determine that such an action is in the district’s best interest. It is at the sole discretion of Bronson Community Schools, on an annual basis, to re-bid this contract at any time beyond its two (2) year initial term.

The Contractor shall agree that any contract entered into in accordance with this RFP shall be subject to termination by Bronson Community Schools for cause or breach of terms upon thirty (30) days written notice.

Further, the Contractor shall agree that this contract may be mutually terminated upon Ninety (90 days written notice by either party.)

12.3 CONTRACTOR’S RELATIONSHIP TO BRONSON COMMUNITY

SCHOOLS

Contractor as Independent Contractor It is expressly agreed and understood that the Contractor is in all respects an Independent Contractor as to the work, and that the Contractor is in no respect an agent, servant or employee of Bronson Community Schools. This Contract specifies the work to be done by the Contractor, but the method utilized to

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Subcontracting

Contractor may subcontract services to be performed hereunder with the prior written approval of Bronson Community Schools. No such approval will be construed as making Bronson Community Schools party of, or to, such subcontract, nor shall approval be construed as subjecting Bronson Community Schools to liability of any kind to any Subcontractor. All subcontractors will be required to complete a form certifying their liability coverage as a subcontractor.

Inspection of Work

The Contractor shall furnish Bronson Community Schools or authorized representative(s) with every reasonable opportunity to determine whether or not the work is performed in accordance with the requirements of the Contract.

Bronson Community Schools may appoint qualified persons to inspect the Contractor’s operations and equipment, and Contractor shall permit these authorized representative(s) to make such inspections at a reasonable time and place.

13. COSTING METHODOLOGY

13.1 Contract Price Proposal

The Contract Price proposal, which shall be the Contractor’s operating budget for each year of this contract, shall be included in the Contractor’s Proposal using the attached Price Proposal Forms and shall include a detailed breakdown for the following cost items:

a. Personnel costs

b. Overhead expenses

This is a firm fixed Contract Price.

13.2 Personnel Costs

Personnel costs will include wages, salaries, fringe benefits, payroll taxes, mechanic and management incentives, overtime costs. Labor costs shall be included in the fixed Contract price.

13.3 Overhead Expenses

Overhead expenses will include such items as office and shop supplies, uniforms, safety equipment, training, certifications, shipping, copying costs, taxes, insurance, truck, fuel, and cell phone. Overhead costs will be included in the fixed

22 | P a g e contract price. Contractor understands that as proposed in this RFP, sales tax on supplies will be the Contractor’s responsibility.

14. ADJUSTMENTS TO THE CONTRACT PRICE

14.1 Changes in the Size or Composition of the Fleet

The contract price will be adjusted on a prorated basis upward or downward, if the number of vehicles covered by the contract at the beginning of the contract shall increase or decrease by three or more vehicles. The contract amount will be adjusted on the 1st of the month following the date of the increase or decrease.

Example: September 1- 22 covered vehicles

February 15- 25th vehicle is added

On March 1st the contract price would be increased by 3/22. The March billing becomes 1/12 of the new contract price. The new baseline for the number of covered vehicles changes on March 1 as well.

14.2 Unusual Costs

The Contractor may petition Bronson Community Schools for an adjustment to the approved budget at reasonable times on the basis of unusual changes in the Contractor’s cost of doing business. For purposes of this section, “unusual costs” shall mean items not covered by this contract, which occur through no fault of the Contractor. The term shall not include price increases arising in the ordinary course of business. The amount of any adjustment pursuant to this paragraph shall be determined by mutual agreement. An example of an unusual cost might be a change in State or Federal law mandating seatbelts. Labor to retrofit would be considered an “unusual” cost. Bronson Community Schools is under no obligation to approve such a petition or reimburse the Contractor for the unusual costs.

15. NON-CONTRACT COSTS

15.1 Capital Expenditures

Any and all Bronson Community Schools approved capital expenditures of the Contractor for equipment or other capitalized items (i.e., engine analyzer), in connection with the services and work to be provided by the Contractor hereunder, shall not be included in the approved contract price.

15.2 Indemnification

The Contractor shall hold harmless and indemnify Bronson Community Schools and its respective officers, agents, employees and from every claim or demand, including the cost of legal defense (including attorney fees), by reason of:

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Injury to the Proposer’s or District’s respective employees, and any injury to person or property sustained by the Proposer or by any person, firm, or corporation employed directly or indirectly by the Proposer in connection with the Proposer’s negligent or wrongful performance under the Contract.

Injury caused by the Proposer’s Employees and any injury to person or property sustained by any person, firm, or corporation, caused by an act, neglect, default, or omission of the Proposer, by any person, firm, or corporation directly or indirectly employed by the Proposer in connection to the Proposer’s negligent or wrongful performance under the Contract.

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ATTACHMENTS TO REQUEST FOR PROPOSAL

PROPOSAL FORM

ATTACHMENT A (Proposal Requirements)

ATTACHMENT B (Proposal Evaluation Criteria)

ATTACHMENT C (Equal Opportunity Compliance)

ATTACHMENT D (Proposal Transmittal Letter Requirements)

ATTACHMENT E (Vehicle List)

ATTACHMENT F (Iran Economic Sanctions Act Certification)

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The undersigned person duly authorized to represent respondent regarding this proposal, hereby certifies the information contained within this proposal to be true and complete to the best of his/her knowledge and belief.

The undersigned further certifies that neither he/she nor anyone employed by respondent has arranged for any person to solicit or procure any Contract from Bronson Community Schools, nor will anyone make any payment or agree to make any payment in connection with the procurement of this Contract.

BY

NAME & TITLE

(RESPONDENT)

ADDRESS

COUNTY OF )

STATE OF )

Subscribed and sworn to before me this day of , 20 .

My commission expires:

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PROPOSAL TO PROVIDE FLEET MANAGEMENT AND MAINTENANCE SERVICES

FOR BRONSON COMMUNITY SCHOOLS

Pursuant to your Request for Proposal, the respondent identified herein submits this proposal to provide fleet management and maintenance services to Bronson Community Schools.

1. Respondent is (circle one): An Individual

A Partnership A Corporation

2. The name and position of the person duly authorized to represent respondent regarding this proposal, including negotiation of Contract if respondent is selected, is:

3. The name and position of the person duly authorized to execute Contracts on behalf of respondent is:

4. If respondent is an Individual, complete the following:

Respondent is an individual doing business under the name(s) of at in the City of , in the County of , in the State of .

The following is a complete and accurate list of the names and addresses of all persons interested in this proposal, or who may represent respondent regarding this proposal.

NAME ADDRESS

5. If respondent is a Partnership, complete the following:

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Respondent is a (general) or (limited) Partnership, doing business under the name of

At City of , County of , in the State of .

The Partnership was formed on , and the Partnership is recorded in the County of , State of .

The following is a complete and accurate list of the names and addresses of the Partners:

NAME ADDRESS

6. If the respondent is a Corporation doing business under the name of at in the City and State of

The Corporation was organized on , and existing under the laws of the State of , in the County of . .

Mailing address, if different from above, for correspondence pertaining to this proposal is

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7. References - Financial Responsibility:

NAME OF BANK ADDRESS AND TELEPHONE NUMBER

DUNS NUMBER:

OTHER CREDIT REFERENCES (Please provide a minimum of three):

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PROPOSAL TO PROVIDE SCHOOL BUS FLEET MANAGEMENT AND

MAINTENANCE SERVICES FOR BRONSON COMMUNITY SCHOOLS

To: Bronson Community Schools 501 East Chicago Street Bronson, MI 49028

We, the undersigned, propose to furnish School Bus and Support Fleet Management and Maintenance Services to Bronson Community Schools, pursuant to the Award of the Contract with the “Notice for Request for Proposal” for the amount of $ , as set out in the general categories below:

CATEGORY YEAR 1 YEAR 2

Labor Cost $ $ Overhead Expenses** $ $

TOTAL CONTRACT

PRICE

The price shall be required to be firm for the Contract period. The Award of the Contract will be made to the most qualified and responsible respondent as deemed to be in the district’s best…