RFP: Transportation Fluids

Gilmer County Board of Education is requesting proposals for diesel exhaust fluid (DEF), transmission fluid, motor oil, and antifreeze to supply approximately 70 buses and 50 white-fleet vehicles including cars, trucks, tractors, mowers, ATVs, and generators, with sealed proposals due June 21, 2023 at 10:00 a.m. and opening at 10:30 a.m. at 134 Industrial Boulevard, Ellijay, Georgia. Local vendors from Waycross or Gilmer County must provide valid city and/or county business licenses.

The scope specifies Motor Oil 15W40 Rotella (Low Soot), Transend transmission fluid, Extended Life Universal Formula antifreeze, and DEF, with delivery scheduled by mutual agreement. Proposers must carry comprehensive insurance including $1 million bodily injury per person, $2 million bodily injury aggregate, $500,000 property damage per occurrence, $1 million property damage aggregate, $1 million comprehensive automobile liability, $500,000 workers' compensation, and $10 million umbrella coverage. An Emergency Plan of Action detailing backup fuel supply capabilities—specifically a permanently fixed natural gas generator allowing independent facility operation—is required.

The contract runs for one year beginning July 1, 2023, with options to renew for four additional one-year periods. Gilmer County School District is exempt from state sales tax and federal excise taxes, which must be deducted from all proposals. Evaluation prioritizes price and the proposer's ability, facilities, location, and number of facilities. Proposers must submit pricing on Attachment A with a copy of an OPIS sheet; monthly invoicing and payment within 30 days of invoice approval apply. The district reserves the right to reject any or all proposals without cause and has no obligation to purchase minimum or maximum quantities during the contract period.