RFP - Trucks 2025.pdf

Bay City Public Schools 601 Blend Street

Bay City, MI 48706

(989) 686-9700

Request for Proposal

Work Truck(s)

September 12, 2025

GENERAL CONDITIONS

The Bay City Public Schools (BCPS) is soliciting proposals for up to two (2) Work Trucks (GMC, Chevrolet or alternative brand) for Bay City Public Schools. See specifications included in this document.

The following Request for Proposal (RFP) is being provided to you for your consideration. To be considered, your Company must meet the qualifications and satisfy the requirements set forth in this RFP.

Grant Hegenauer, Superintendent Bay City Public Schools

601 Blend Street Bay City, MI 48706

989-686-9700 hegenauerg@bcshools.net

Completed proposals must be received at the address noted above by 1:00 PM on Wednesday, October 1, 2025. Proposals must be submitted in a sealed envelope that is clearly marked Work Truck. Proposals submitted by facsimile or email will not be accepted. All proposals will be opened at the specified time and will be read aloud. The public is welcome to attend this bid opening. All proposals received after the date and time specified in the will be returned to the proposer unopened.

Although the cost will be an important factor in awarding the contract, the school district is not obligated by any statute or regulation to award solely on the basis of cost. Accordingly, the school district reserves the right to evaluate all proposals objectively and subjectively and to accept or reject any or all proposals or portions thereof. Additionally, the district reserves the right to negotiate changes in services with the firm determined to have submitted the proposal that is in the best interest of the district.

It is to be understood that this RFP constitutes specifications only for the purpose of receiving proposals for the product and does not constitute an agreement for that product. It is further expected that each bidder will read these specifications with care. Failure to provide requested information or meet certain specified conditions may invalidate the proposal(s). Each proposer by its submission of its proposal releases BCPS, its Board of Education, employees, and agents from any claims arising out of, or in any way related to, the RFP process and the selection of the provider. An alternative may be offered if deviations from the specifications are minor and provided that deviations are clearly specified. Failure to outline such deviations may be grounds for the rejection of the proposal. BCPS will retain sole authority for determining what constitutes as an acceptable deviation from the specifications/requirements.

The proposer is responsible for any and all costs incurred by it or others acting on its behalf in preparing or submitting a proposal or otherwise responding to the RFP, or any negotiations incidental to its proposal for the RFP.

The information contained herein is believed to be accurate but is not to be considered in any way as a warranty.

Any errors, omissions, or discrepancies in the specifications discovered by a proposing entity must be brought to the attention of BCPS immediately. Such errors shall be promptly corrected for proposing entities and no proposing entity shall be permitted to take advantage of or suffer harm from these errors.

Any decision made by BCPS, including the selection of a provider, shall be final. Protests regarding the bid award must be submitted in writing and received by Patrick Tobin, Assistant Superintendent not more than fourteen (14) days after the bid award notification is issued.

All questions and correspondence should be directed to Patrick Tobin via email at tobinp@bcschools.net. In order to assure consistency of information provided regarding this RFP, contact with Bay City Public Schools personnel other than Patrick Tobin is discouraged and may be grounds for elimination from the selection process.

mailto:tobinp@bcschools.net

WITHDRAWAL OF PROPOSALS:

Proposals shall remain valid for a period of thirty (30) days after submission. Modifications to proposals will not be accepted by the district, except as may be mutually agreed upon following the acceptance of the proposal.

TIME TABLE:

1. Release of RFP on or about September 12, 2025

2. Proposals due at 1:00 p.m. on Wednesday, October 1, 2025

3. Sealed Proposals will be opened at 1:05 p.m. on October 1, 2025

4. Presented to the Board of Education for approval on October 14, 2025

5. Notification to all Companies as soon as possible after October 14, 2025

REQUIREMENTS:

All proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and/or any employee of the proposer or any member of the Board of Education or Superintendent of Bay City Public Schools, a copy of which Familial Disclosure Affidavit is attached to this RFP. Bid proposals that do not include this sworn and notarized Familial Disclosure Affidavit will not be considered or accepted by the Board of Education.

METHOD OF EVALUATING PROPOSALS

Proposals will be evaluated with a strict emphasis on quality of service and delivery of product. After the technical qualities have been evaluated, cost and other considerations will be evaluated. Once all factors have been evaluated, the vendor(s) that is/are most qualified and reasonable in cost will be selected for recommendation to the Board of Education.

NOTICE OF NONDISCRIMINATION

The Bay City Public Schools does not discriminate on the basis of race, color, national origin, sex, age, religion, height, weight, marital status r disability in its programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Grant Hegenauer, Superintendent Bay City Public Schools

601 Blend Street Bay City, MI 48706

(989) 686-9700

PROPOSAL FORM

Please complete and return this proposal form with any additional information you feel is necessary to help us evaluate. Seeking bids for up to two work trucks that are adequate for commercial use, including plowing. Trucks may be ordered but an estimated delivery date is required, along with the exact specifications (and pricing). Alternates will be considered so long as they meet minimum specifications and would be reasonably considered a work truck. The proposal form should be the first page of the submitted vendor documentation. Proposals are due by 1:00 PM on Wednesday, October 1, 2025

Product requested:

• Up to two (2) Work Trucks – example GMC or Chevrolet 2500HD

• Required specifications:

o Four-wheel drive o Equipped to affix snowplow equipment

• Following specifications preferred:

o Regular (single) cab o Long bed

• Include freight and delivery with delivery being as soon as possible

• Vehicle may be ordered with proper specifications and pricing o Delivery date may be a factor in the successful bi

Deliverables:

• Proposal Form

• Specification List

• Attached Required Forms

Tax Exempt (Education)

Cost of Product: $______________________________

Name of Company: _______________________________

Address: _______________________________

Telephone: _______________________________

Email Address: _______________________________

(Please Type or Print) Name Title

Signature Date

Familial Disclosure Form

The undersigned, the owner or authorized officer of _____________________________ (the “Proposer”), pursuant to the familial disclosure requirement provided in the Bay City Public Schools (BCPS) Request of Proposals and Specifications, hereby represent and warrant, except as provided below, that no familial relationship exist between bidder(s) or any employee of BCPS, and any member of the Board of Education of the School District or the Superintendent listed in the Request for Proposal.

List any Familial Relationships:

Dated: __________________________ PROPOSER: ______________________________

By: ______________________________________

Its: ______________________________________ State of Michigan ) County of _______ )ss:

This instrument was acknowledged before me on the _____ day of _________________, 20__, by

_________________________________(Signature) __________________________________(Printed) Notary Public, ______________ County, Michigan My Commission Expires: ____________________ Acting in the County of ______________________

Assurances and Certifications

Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion

The prospective contractor certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for from participating in this transaction by any Federal department of agency. Where the prospective contractor is unable to certify to any of the statements in this certification, such prospective contractor shall attach an explanation to this proposal.

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

The applicant hereby agrees that it will comply with all federal and Michigan laws and regulations prohibiting discrimination and, in accordance therewith, no person, on the basis of race, color, religion, national origin or ancestry, age, sex, marital status or handicap, shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any program or activity for which it is responsible or for which it receives financial assistance from the U.S. Department of Education or the MDE.

Assurance Regarding Access to Records and Financial Statements

The applicant hereby assures that it will provide the pass-through entity, i.e., Bay City Public Schools, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with Section 400 (d)

(4) of the U.S. Department of Education Compliance Supplement for A-133.

Iran Economic Sanctions Act

The prospective contractor certifies that its organization, by submission of this proposal, is not an Iran Linked Business.

Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions. Bay City Public Schools as a Michigan public entity is required to follow Public Act 517 of 2012.

Dated: __________________________ PROPOSER: ______________________________

By: ______________________________________

Its: ______________________________________ State of Michigan ) County of _______ )ss:

This instrument was acknowledged before me on the _____ day of _________________, 20__, by

_________________________________(Signature) __________________________________(Printed) Notary Public, ______________ County, Michigan My Commission Expires: ____________________ Acting in the County of ______________________