Vehicle Purchase RFP.pdf

Vendor’s Competitive Bid Request

To Whom It May Concern:

Our school is accepting competitive bids from vendors for the item(s)/service(s) as detailed below. Please accept this letter as a request for your company to participate in the bid process. All interested vendors should email their intent to submit a bid within ten (10) business days of the date of this letter to be considered. Failure to respond within ten (10) business days will indicate your lack of desire to participate in the competitive bid process. All written bids will be required to be e-mailed to within nineteen (19) business days of the date on this letter to be considered. I can be contacted at the information below if you have any questions. Thank you for your consideration.

Sincerely, [Monique Cheeks] [mcheeks@battle-creek.k12.mi.us]

Today’s Date: 11-27-2023

Deadline To Submit Interest:

December 11, 2023 @ 3:00 PM EST

Deadline To Submit Written Bid by Email:

December 22, 2023 @ 3:00 PM EST

School’s Name:

Battle Creek Public Schools

School’s Address:

3 West Van Buren Battle Creek, MI 49017

Contact’s Phone #:

269-965-9482

Details Of Requested Bid

Request for Proposal: BCPS Vehicle Purchase Release Date: November 27, 2023 Deadline for submitting bid: December 22, 2023 @ 3:00 PM EST

Who Are We?

Famously referred to as "Cereal City", Battle Creek Michigan is home to Battle Creek Public Schools (BCPS).

Although relatively small in terms of enrollment for a medium-sized district, the district has a number of demographics and academic disparities that mirror those of large urban areas. With a little over 4,500 students enrolled in three PK-2nd grade buildings, two 3rd through 5th grade buildings, two PK through 5th grade buildings, three middle schools (grades 6-8), and two high schools, the challenges associated with larger urban environments are very present in BCPS. More than 70% of the student population qualifies for free/reduced lunch;

over 50% of the students represent minority groups; and more than half of the students live in single-parent or no-parent households. Add to this the fact that truancy is over five times higher for students in the Battle Creek Public Schools than neighboring districts, and it is easy to see that barriers exist.

Although challenges exist, our priority is to focus on the teaching and learning processes that are proven through research and data to be successful with our diverse student population. To accomplish this task, we seek to implement a long-range plan for ambitious improvement and rapid transformation; aligned to our strategic plan that will guide both our thinking and actions while also aligning with our commitment to providing each and every one of the students we serve with a world-class college, career and culture ready education.

What is Our Work?

Due to our limited resources, it is essential that we effectively and efficiently align our efforts to achieve our goals.

Our priority is to focus on the teaching and learning processes that are proven through research and data to be successful with our diverse student population. We also understand that we must have a long-range plan for ambitious improvement and rapid transformation - a strategic plan guiding both our thinking and actions.

To accomplish this, a Strategic Planning Steering Committee was formed with members from throughout our community; all of whom worked diligently to develop a plan for the future of our district. Our plan, entitled "Six Goals for Greatness" is included below.

1. Goal 1: High Academic Achievement - Prepare all students for global citizenship and success at the university level as well as in the career field of their choice.

2. Goal 2: Healthy Organization Culture: Create an organizational culture that is reflective, nurturing of all students and staff, transparent, results oriented and continuously improving.

3. Goal 3: Human Capital Strategy - Recruit, retain, develop and support a diverse high quality staff that is fully committed to Battle Creek Public Schools, its students and families.

4. Goal 4: Effective and Efficient Use of Resources - Ensure a balanced budget each year that prioritizes and fully funds the academic work outlined in this strategic plan.

5. Goal 5: Active Partnerships with Our Community Strengthen - partnerships with students and families, community and businesses and increase collaboration to support student achievement.

6. Goal 6: World Class Infrastructure - Develop and sustain state of the art, efficient, safe and welcoming infrastructures that have a positive impact on the broader Battle Creek community.

BCPS Vehicle Purchase Services/Equipment:

To support the additional needs of our students, Battle Creek Public School seeks to purchase a 7-8 passenger vehicle, van preferred and we will accept bids for a sports utility vehicle that meets the specifications listed.

We are looking for local bids. Vehicle is preferred to be new (or never titled vehicle and meet or exceed the specifications listed. The vehicle will have a minimum five (5) year/60,000 mile bumper to bumper and ten (10) year/100,000 engine and transmission factory standard warranty. Will accept bids for a certified used vehicle with a warranty that fits the specifications listed below

These specifications require any components needed to produce the whole unit of vehicle and equipment described by these specifications. All things essential to the production and delivery of the vehicle and equipment which these specifications are intended to describe, including those which may not be expressly mentioned, are required and must be furnished by vendor.

Factory window sticker with the manufacturer's suggested retail price (MSRP) must be included. The base pricing and options items for any vehicle shall not exceed the MSRP. This is to include any and all factory price lists. Prior to delivery, vendor shall provide a list of the vehicle identification numbers. Upon delivery, the vehicle shall be accompanied by the Manufacturer's Certificate of Origin, Sales Invoice, Signed Title Application, Odometer Statement, and Operator’s Manuals.

Technical Specifications of Vehicles The vehicle shall include, at a minimum, the features listed. Minimum Vehicle Equipment List:

V‐ 6 gas engine - Automatic Transmission ‐ Air Conditioning ‐ Power Door Locks/Windows ‐ AM/FM Radio - Bluetooth enabled ‐ Dark Interior -Cruise Control ‐ ABS ‐ LED Headlights - Full Size Spare Tire - Power Outlet

Background: The statewide dilemma of lack of transportation at school districts, specifically gaps in school bus transportation options, it is necessary that the district seek an alternative option for student transportation and purchase a vehicle to support the additional needs of our homeless (McKenny Vento) and at -risk students. This compounded with an increase in the homeless/displaced population has created a need that an additional school district vehicle could support. Additionally chronic absences of homeless students has heightened and additional transportation options can support the initiatives to decrease these absences.

Contingency BCPS reserves the right to consider additional needs and services identified by vendors or BCPS which were not originally included in the RFP, but relate to its original intent.

Intellectual Property BCPS is the sole owner of all content and materials developed under this RFP. BCPS retains distribution rights to all content and materials to exercise as it deems necessary.

Proposal Requirements Given the collaborative nature of the contractual work, all applicants must have demonstrated the ability to work seamlessly with teams to identify and leverage knowledge and resources. This section details the submission documents that are expected to be transmitted by the applicant to BCPS in response to this RFP. The submission will become the basis on which BCPS will judge the applicant's ability to perform the required services as laid out in the RFP. The proposal must communicate an understanding of the scope and deliverables of the RFP, describe how the tasks are to be performed, and identify potential problems in meeting the deliverables as well as methods to identify and solve such problems.

A proposal response to this RFP should contain three components as outlined below. Please note that proposals will be scored on each of the following sections. If there are any conflicts, the proposal will be rejected without scoring. This proposal must not exceed 25 double-spaced pages using [Arial or Calibri], 12 point font. It may contain digital links to work samples. Please provide an electronic copy to the provided email address as stated on the cover letter.

Requirements:

The proposal submitted in response to this RFP must include the following documents:

1.Technical Proposal:

Organize and label the sections accordingly

A. Cover Page: including company name, contact information, company biography and proposal summary, signed by the respondent.

B. Equipment: detailed description of equipment required for the project.

2. Cost Proposal:

The Financial Criteria portion of the RFP will be scored based upon the itemized list of estimated expenses and the grand total, with points awarded based on cost efficiency.

The costs should include the following components:

● Cost broken out

● Other.

Battle Creek Public Schools is a tax exempt local unit of government.

Proposal Submission

Email electronic copies of the proposals to [Monique Cheeks] [mcheeks@battle-creek.k12.mi.us]

The proposal must be received by December 20, 2023 @ 3:00 PM EST

If submitting hard copies, please ensure each of the documents and work samples are enclosed in separate envelopes that are clearly labeled. A print version may be US Mailed or delivered to:

ATTN: [Monique Cheeks] BCPS Vehicle Purchase

Battle Creek Public Schools Administration Building

3 Van Buren West Battle Creek, MI 49017

Questions about this RFP should be submitted in writing to [Monique Cheeks] at [mcheeks@battle-creek.k12.mi.us] on or before December 1, 2023 by 3:00p. A response can be expected on or before December 8, 2023.

Please use the subject line BCPS Vehicle Purchase on all communications.

Timeline: RFP Process Schedule

Activity Date

Release of RFP November 27, 2023

Questions Submitted December 1, 2023

Responses to Questions Sent December 8, 2023

Bidders will be notified of all bidders via email December 22, 2023

Applicants notified of status/next steps by January 22, 2024

RFP Award Announced by January 22, 2024

Selection Criteria

Selection of Contractor will be based on the following criteria:

● Contractor’s commitment to Work Scope

● Narrative response describing the Contractor’s competence to perform the required services as indicated by the training, education and experience of the Contractor’s personnel, especially the training, education, and experience of the employee(s) who would be assigned to perform the services

● Narrative response describing how Contractor would use its expertise to meet the deliverables and objectives outlined in the RFP

● Evidence of successful implementation of services or provider of equipment similar to those outlined in this RFP and provided within the last 12 months

● Sample plans and ability to meet goals of project

● A demonstrated familiarity with the Battle Creek, MI community, its history, current challenges and how the work in BCPS will impact its future success

● References: Past performances as reflected by the projects for previous clients with respect to factors such as control of costs, quality of work and meeting of deadlines; and other similar factors.

● Overall cost of products/services

Additional considerations:

mailto:mcheeks@battle-creek.k12.mi.us

● At its discretion, BCPS is not required to select the Contractor that submits the lowest cost proposal for providing the services. Instead, BCPS intends to select the Contractor submitting the proposal deemed by the BCPS to be in BCPS’ best interest.

● In making its selection, BCPS may consider any other information, including information not requested in this RFP or not included in the proposals received.

● In the event BCPS is unable to negotiate a satisfactory contract with the top ranked Contractor, BCPS may terminate negotiations with that Contractor and enter into negotiations with the Contractor submitting the proposal ranked next best.

● In the event that BCPS or the contractor determines it is in the best interest to sever the partnership, either party may do so with 60 days written notice prior to separation of relationship.

● In the event that the needs of the district change over the course of the contract, the specifications of said contract may be renegotiated at any time.

● In the event that the needs of the district change over the course of the contract, the specifications of said contract may be renegotiated to meet the district’s needs.

Notification

All applicants will receive notification of the awarded contract by January 22, 2024.

Notification will be sent to the primary contact by email.

Battle Creek Public Schools reserves the right to modify partnership requirements based on funding changes and/or change in district needs.

The District requires that the following attached disclosures are completed: Familial Relationship and Iran Economic Sanctions Act.

Battle Creek Public School reserves the right to reject any and all proposals where the contractor fails to meet the terms and conditions of the RFP including standards, specifications, requirements, and cost limitations as specified in the RFP.

Submissions to Battle Creek Public Schools will be subject to the Freedom of Information Act in accordance with Federal Law.

The Battle Creek Board of Education reserves the right to reject any or all bids, as well as waive any irregularities and to accept the bid that meets its requirements most satisfactorily.

BATTLE CREEK PUBLIC SCHOOLS

Communications Services

DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the vendor/contractor and any member of the Battle Creek Public Schools Board of Education or the Battle Creek Public Schools Superintendent must be accompanied with the bid/proposal.

Bids and Proposals without this disclosure statement will not be accepted.

The members of the Battle Creek Public Schools Board of Education are: Catherine LaValley, Nicole Standback Perry, Patty Poole-Gray, Dr. Elisha Johnson, Art McClenney, Nathan Grajek and Charlie Fulbright. The Battle Creek Public Schools Superintendent is Kimberly Carter.

□ The following are the familial relationship(s):

Owner/Employee Name Related to: Relationship

1. ________________________________________________________________

2. ________________________________________________________________

3. ________________________________________________________________

4. ________________________________________________________________

Attach additional pages if necessary to disclose all familial relationships.

□ There are no familial relationships that exist between the owner and any employee of the vendor/contractor and any member of the Battle Creek Public Schools Board of Education or the Battle Creek Public Schools Superintendent.

The undersigned, the owner or authorized representative of bidder (insert name) ______________________does hereby represent and warrant that the disclosure statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

STATE OF ________________)

) ss

COUNTY OF ______________)

This instrument was acknowledged before me on the _____ day of ________________, _______, by

________________________________________ , Notary Public _________________County, _______________ (State)

My commission expires: ____/____/____ Acting in the County of: _____________

BATTLE CREEK PUBLIC SCHOOLS

Communications Services

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner and or authorized officer of the below named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Battle Creek Public Schools, (the “School District”) Request For Proposals Communications Services, (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economics Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

Name of Representative

Title

Date

STATE OF _____________)

) ss

COUNTY OF ______________)

This instrument was acknowledged before me on the _____ day of ________________, _______, by

________________________________________ , Notary Public _________________County, _______________ (State)

My commission expires: ____/____/____ Acting in the County of: _____________