RFP - NEW MULTIFUNCTION SCHOOL ACTIVITY BUS - FY24.pdf

ADVANCED TECHNOLOGY ACADEMY

NEW MULTIFUNCTION SCHOOL ACTIVITY BUS RFP

FY 2023-24

SECTION 1

REQUEST FOR BIDS

Reference: NEW MULTIFUNCTION SCHOOL ACTIVITY BUS RFP – FY24

Bid Due: March 15, 2024 at 1:00 p.m.

Advanced Technology Academy 4801 Oakman Boulevard Dearborn, MI 48126

Invitation to Bid:

The Advanced Technology Academy will accept sealed bids for a new multifunction school activity bus (or pre-owned as an alternative bid) as described below in the Request for Proposal, Instructions to Bidders, and General Requirements contained within this bidding package entitled: NEW MULTIFUNCTION

SCHOOL ACTIVITY BUS RFP – FY24

Instructions to Bidders:

Bids must be submitted on attached forms and shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the Academy and/or any employee of the bidder and any member of the Board of Education/CAO of Advanced Technology Academy. All proposals must also include the executed form certifying the bidder’s status as a non “Iran Linked Business” as defined by Michigan Public Act 517 of 2012. Proposals that do not include these statements will not be considered or accepted by the Board of Education

Bids must be labeled “NEW MULTIFUNCTION SCHOOL ACTIVITY BUS – FY24”

Advanced Technology Academy Attn: Danielle Corbeil 4801 Oakman Boulevard Dearborn, MI 48126

Bids must be received by March 15, 2024 at 2:00 p.m. At that time, the bid proposal received on or before the Due Date will be opened and read aloud in the Academy’s board room. Below is the meeting info to join the bid opening remotely:

ATA - New Multifunction School Activity Bus - FY 24 Bid Opening Friday, March 15 · 1:00 – 1:30pm Time zone: America/Detroit Google Meet joining info Video call link: https://meet.google.com/erh-aipn-yft Or dial: 2242-491-(US) +1 724 PIN: 310 141 574# More phone numbers: https://tel.meet/erh-aipn-yft?pin=3053529739031

Bid packs/specifications will be available Friday, February 23, 2024, on the State of Michigan SIGMA Vendor Self Service website, as well as on Advanced Technology Academy’s website:

https://www.atafordpas.org/Budget.html > 2023-24 Bid Documents > NEW MULTIFUNCTION SCHOOL

ACTIVITY BUS – FY24

https://meet.google.com/erh-aipn-yft https://www.atafordpas.org/Budget.html

SECTION 2

GENERAL REQUIREMENTS

2.1 Proposals shall be submitted only on the forms provided within this RFP. All designations and prices shall be fully and clearly set forth on the forms provided.

2.2 Advanced Technology Academy’s Representatives reserve the right to reject any and all bids either in whole (or in part) to reject a Bid which is in any way incomplete or irregular, and to waive informality or wave any part thereof.

2.3 THE BIDS SHALL BE ON THE BASIS OF A GUARANTEED SUM. BIDDERS SHALL NOT ADD

ANY CONDITIONS OR QUALIFYING STATEMENTS, NOR SHALL THE PROPOSAL CONTAIN

ANY ADDED RECAPITULATION OF THE WORK TO BE DONE, OR THE PROPOSALS MAY

BE DECLARED IRREGULAR. Oral, telegraphic, or telephonic modification of the work will not be considered.

2.4. Advanced Technology Academy will clarify or correct any questions by issuance of an Addendum to all Bidders.

2.4.1 Addenda are written graphic instruments issued prior to the contract, which modify or interpret the bidding documents, drawings, and/or specification, by additions, deletions, clarifications, or corrections. The Request for Proposal and all Addenda will become part of the contract documents when the installation contract is executed.

2.4.2 Any explanations for the RPF shall be issued in the form of an addendum.

2.4.3 All addenda issued during the bidding time shall become part of the specifications. A copy of each addendum shall be sent to all Bidders. No verbal statement by Advanced Technology Academy or the Bidder shall be considered authoritative.

2.4.4 Each Bidder shall ascertain, prior to submitting a bid that he/she has received all addenda issued and acknowledges receipt on the Proposal Form.

2.5 Questions are to be submitted in writing no later than March 5, 2024 by 5pm to:

Danielle Corbeil Veritas Accounting, LLC daniellec@veritasacctg.com mailto:daniellec@veritasacctg.com

2.6 Respondents may inspect the Academy’s current multifunction activity buses prior to submitting a proposal to determine all requirements associated with this Request for Proposal. Failure to do so shall not relieve the successful vendor from the necessity of furnishing and installing, without additional costs to the Academy, any material and equipment or performing any labor that may be required to carry out the intent of the resulting contract.

2.7 NO PLEA OF IGNORANCE OF CONDITIONS THAT EXIST, TIME, FACILITES THAT ARE

AVAILABLE OR ANY OTHER RELEVANT MATTER CONCERNING THE WORK TO BE

PERFORMED WILL BE ACCEPTED AS AN EXUSE FOR FAILURE TO FULFILL EVERY DETAIL

OF ALL THE REQUIREMENTS OF THE CONTRACT DOCUMENTS.

2.8 VARIANCE & PRICES

Any variance from the specifications shall be fully explained in writing by the bidder and all prices quoted shall be on the unit price basis.

2.9 WITHDRAWAL OF BIDS

Any bidder may withdraw his/her bid at any time prior to the scheduled time of opening the bids, upon presentation of proper identification. After the opening of bids, no proposal shall be withdrawn for a period of 60 days.

2.10 SIGNATURES

The signatures required on this form shall be in longhand, in ink, by an authorized representative and submitted with the bid. Bids in non-compliance with this request will be subject to rejection.

2.11 PRODUCTS/SERVICES SPECIFICATIONS

It is the intent of the specifications to define the minimum quality of equipment and services acceptable. The product line or service must be of a known quality from a nationally recognized manufacturer(s) who regularly advertises, promotes, and distributes catalog products to the school market.

2.12 MANUFACTURER SUBSTITUTIONS

Any substitutions from the specified products, equipment or services by the manufacturer is acceptable at no additional cost to Advanced Technology Academy. Advanced Technology Academy reserves the right to refuse any and all manufacturer substituted products, equipment or services.

2.13 FEDERAL, STATE AND MUNICIPAL TAXES

Each proposal submitted shall include, and the vendor shall pay, all taxes, which are levied by the Federal, State, and Municipal Governments, on labor and for materials entering the work. The owner reserves the right to require evidence of such taxes prior to final payment. In compliance with the regulations of the Michigan Sales Tax Commission, no sales tax is to be included in the proposal. The Academy is exempt from Federal Excise and Sales taxes. All property or services furnished must comply with all applicable federal, state, and local codes and regulations.

2.14 RFP TIMELINE

The Academy’s anticipated timeline for this RFP is as follows:

Issuance of the RFP February 23, 2024 Deadline for written questions March 5, 2024 (5:00pm) Due date for Proposals March 15, 2024 (1:00pm) Bid Opening March 15, 2024 (1:05pm) Academy’s Consideration of Proposals March-April 2024 Award Approval by Board of Education April 17, 2024 Required Delivery & Invoice of Bus by Vendor June 14, 2024

Please note: This is an anticipated timeline. The Academy reserves the right, in its sole and absolute discretion, to make modifications to the RFP timeline.

SECTION 3

QUALIFICATIONS OF BIDDERS

3.1 The respondent to this RFP must include:

• Company Name

• Representative’s Name and Title

• Office Address

• Telephone Number

• Fax Number

• E-Mail Address

3.2 The respondent will provide the location of Corporate Headquarters

3.3 The respondent will provide the location of sales, service, and support office(s)

3.4 The bidder will provide a brief, but complete history of the company:

3.5 All respondents to this Request for Proposal must submit with their proposal a list of current and past clients where similar products have been purchased. References should include name, address, telephone number and contact information.

SECTION 4

SPECIFICATIONS AND PRICING

4.1 CURRENT VEHICLES

Currently, the school owns two (2) 14-passenger multifunction school activity buses, Ford E-350, model year 2008, that transports students to activities multiple times a week. These buses are not used for student pick-ups and drop-offs.

As a reference, below is a current snapshot of one of the Academy’s multifunction school activity buses. The Academy is looking to add a new vehicle to its existing fleet.

4.2 MINIMUM SPECIFICATIONS:

Purchase Description: For the purchase and delivery of one new or used (30,000 miles or less) 14 Passenger Multifunction School Activity Bus (MFSAB) similar to the E-350 Ford Series. No wheelchair accessibility is required. Needs to meet school activity bus required specifications, of which a CDL is not required to drive.

Technical Specifications:

• Model year: either o 2023 or newer, or o Pre-Owned with 30,000 miles or less (list as alternate bid)

• Series: Ford E-350 (or equivalent)

• Exterior color – white

• Exterior wording – lettering and numbering per school’s request

• Body – complete underbody and chassis rust proofing

• Engine – gasoline engine

• Cab – heater, defroster, air-conditioning

• Seating – three-point retractable locking seat belt and shoulder harness

• Seating Capacity – 14 passenger

• Warranty – three-year/36,000 mile bumper-to-bumper warranty and five-year/100,000 mile power train warranty

• Safety Standards - meets Federal Motor Vehicle Safety Standards applicable to the construction and sale of school buses and for all seating positions in that vehicle and meets standards defined under the State of Michigan School Bus Inspection Manual

Other Specifications:

• Dealer will include with delivery a copy of the parts and service manual for all components of the vehicle

• Dealer will include with delivery of vehicle, a line sheet that will accurately reflect all components/parts of the bus

• Dealer agrees to arrange for warranty repairs and pay for any costs involved in transportation to a repair facility

• Vehicle must be delivered and invoiced no later than June 14, 2024.

The Academy welcomes solutions vendors propose to enhance safety features for transporting students on a 14-passenger multifunction school activity bus. However, it is requested that the vendor demonstrate how its proposal will be effectively supported and be the most cost-effective solution.

FY 2023-24

4.3 PRICING & SUBMISSION REQUIREMENTS

Bids submitted in response to this RFP are to follow the outline described below and must address all requested information. Failure to address any item may result in disqualification of any part or the entire response to proposal.

1. Pricing Sheet

Complete and attach the excel Pricing Sheet included with the RFP package. The spreadsheet must be completed entirely for all specifications that are bid by the vendor:

a) Description – if the specification description differs from the proposed specifications description, the vendor should change and highlight the new description.

b) Bus Price

c) Delivery Costs

d) Include the costs for warranty.

e) Delivery Date

2. Include a detailed specification sheet describing, in detail, each school bus the vendor is submitting a bid for.

3. Include a detailed timeline of expected deliver of the bus(es) being quoted

Total Base Bid: (Total must match the total from the spreadsheet)

Section 4.3 Base Bid Total: $ __________________

Section 4.3 Alternate Bid Total: $ __________________

I have examined the specifications and instructions included herein and agree, provided I am awarded a contract within 60 days of the bid due date, to provide the specified items form the sum shown in accordance with the terms stated herein. All deviations from specifications and terms are in writing and attached hereto.

Company Name:

Address:

Name/Title

Authorized Signature:

Email Address:

Phone Number:

Date: