PURCHASING DEPARTMENT

Transcription

1 PURCHASING DEPARTMENT Support Services Warehouse 441 Canton Highway Cumming, GA Phone: / Fax: RFP P19-01 Bus AC Retrofit November 5, 2018 To: All Proposers The Forsyth County School System s would like you to supply us with a Proposal for BUS AC Retrofit.. Pricing shall remain firm until project completion. The Forsyth County School System is tax exempt. The RFP Closing is: # P19-01 December 14, :00 AM (RFP #) (DATE) (TIME) Responses to this Request for Proposal must be in a sealed envelope and must be marked with your company name, and RFP number. Please allow ample time for delivery. Proposals received late will not be considered. For mailing purposes, please address to: Mandatory Pre-Proposal: There will be a mandatory Pre-Proposal meeting at 10:00 A.M. on November 16, 2018 at the Transportation Department/North Bus Shop Matt Hwy Cumming GA, Brad Richardson, Director of Procurement Services RFP # P Canton Highway CUMMING, GA RFP will close on the date and time specified; there will be no public opening or dissemination of information at that time due to the nature of the proposal evaluation process. Respectfully, Brad Richardson Director of Procurement Services

2 2 GENERAL TERMS AND CONDITIONS 1.0 PREPARATION OF PROPOSALS 1.1 Proposals must be on Forms furnished with this Request for Proposal. They must be submitted in a sealed envelope marked with your company name and P19-01, Bus AC Retrofit clearly marked on the outside of the envelope. 1.2 Vendors are instructed to carefully read all terms, conditions and specifications as set forth in the Request for Proposal. Proposal forms must be completed in their entirety. Responses must be either typed or written in ink. Any correction made on the proposal form (white out or strike through) must be initialed by an authorized representative of the company submitting the RFP or the proposal may be rejected by FCS. Each vendor is required to furnish all information requested in the Request for Proposal. 1.3 Each vendor is responsible for having knowledge and understanding of any applicable State of Georgia Code and FCS regulations or policies pertaining to FCS procurement. 1.4 FCS Purchasing Regulations are hereby acknowledged, understood, and agreed to by the both parties and are hereby fully incorporated into the RFP and Proposal Contract. 1.5 Conditional RFP s- Proposals that in any way qualify or vary the terms and conditions and specifications of this RFP may be considered non-responsive and disqualified from consideration of award. COMMUNICATIONS WITH FCS STAFF 2.1 All communications concerning this RFP must be submitted in writing to the FCS Purchasing Department. to bradrichardson@forsyth.k12.ga.us is the preferred method of communication. Only written questions submitted via or fax will be accepted. No response other than written, distributed by the will be binding upon FCS. User departments may be called upon for clarification in their area of expertise at the discretion of the. Questions must be received by 3:00 P.M. December 5, All Q&A will be posted on website for all vendors to see. 2.2 From the issue date of this Proposal until the completion of the selection process and the award notification is announced, vendors are not allowed to communicate with school system employees and/or contracted agents related to this RFP for any reason except as authorized by the. Violation of this provision may result in rejection of the vendor s response. 2.3 It is the vendor s responsibility to check the FCS Current Solicitations website for any addenda, responses to vendor questions, or other communications, which may be necessary during the solicitation period. SUBMISSION OF PROPOSALS 3.1 The Original and Five Copies of the RFP must be received at the Forsyth County School System, Attention:, 441 Canton Highway, Cumming, Georgia no later than the date and time (determined by the date/time stamp of the FCS) set forth in the Request for Proposal. 3.2 Responses are due by mail or hand delivery no later than the date and time (determined by the date/time stamp of the FCS Procurement Services Department) set forth in this Request for Proposal.

3 3 3.3 Any proposal received after the designated time will be deemed late and will not be considered by the FCS. Telephone or fax quotations in lieu of RFP Form will not be accepted. FCS cannot be responsible for lateness of receipt due to delivery delays. 3.4 Verify your quotation before submission as it cannot be withdrawn, corrected, or altered after submission. A responsible officer or employee must sign and all obligations assumed by such signature must be fulfilled. SPECIFICATIONS 4.1 Any deviation from the specifications must be clearly identified in a letter accompanying the RFP. The furnishing of cuts, catalogs or printed descriptions will not relieve the vendor of this requirement. FCS shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the Request for Proposal. If FCS determines that the modifications or deviations from the specifications are not in compliance, the offer may be rejected. 4.2 A vendor s failure to deliver any items/services according to specifications set forth in their RFP may result in cancellation of the purchase and permanent removal from the vendor s list. If any items do not meet these specifications, the items will be picked up at vendor s expense and removed from FCS property at the sole cost of the vendor. 4.3 For Goods: Unless specified otherwise, manufacturers listed, in the Invitation to Bid is to establish the general quality required. Items of other manufacturers of equal or better specifications may be considered. The FCS will be the sole determiner as to whether the substituted item is approved as an alternative 4.4 If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in RFP document as well as current industry standards. Replacement units must be made available to FCS for review and approved prior to the end of life of the awarded model. FCS reserves the right to accept or reject the replacement item. 4.5 All products and materials furnished must comply with all applicable federal, state, and local laws, codes and regulations. PRICES QUOTED 5.1 Unless specified otherwise, prices must remain firm for a period of one year from the award date unless specified otherwise in the Special Terms and Conditions. The Forsyth County School System reserves the option to renew the RFP annually if agreeable to both the successful vendor and the Forsyth County School System. RFP may be renewed up to four times annually. 5.2 Quantities/amounts shown on the Request for Proposal are estimates. Vendors are advised that the actual number purchased/required may vary from those on the proposal, depending upon the needs of the FCS and the availability of funds. 5.3 Proposals that contain minimum order amounts will not be accepted unless called for in the Special Terms and Conditions. 5.4 Pricing must be submitted on Proposal Form as requested without conditions unless called for in Special Terms & Conditions.

4 4 SAMPLES 6.1 When required, samples must be furnished at the vendor s expense. 6.2 Samples not used or destroyed in testing will be returned to the vendor at vendor s request and at vendor s expense. If vendor does not arrange for pick-up of samples as defined in Special Terms & Conditions, samples will become the property of FCS. AWARDS 7.1 The FCS reserves the right to accept or reject any part of a submitted proposal (in whole or in part), to accept the entire proposal from one vendor, to accept portions of the proposal from several vendors, or to reject any and/or all proposals submitted or waive any minor irregularity. 7.2 The FCS reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof. 7.3 Award will be made to the responsive and responsible vendor based on price, availability, past vendor experience, references, and compliance with the proposal specifications and requirements as outlined in the evaluation criteria included in this solicitation. Award of proposal will be made in the best interest of FCS. 7.4 A determination of competitive range may be made after initial submission of proposal and after any additional revisions. Offerors not in the competitive range of being selected for award shall be eliminated from further discussion. 7.5 During the evaluation phase, discussions may be conducted with offerors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure full understanding of and responsiveness to the solicitation requirements. Offerors will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. FCS Purchasing may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. In all events, FCS reserves the right to re-solicit the item(s) involved. 7.6 Purchases by the FCS are not subject to Federal Excise Tax or State and Local Sales Tax. No taxes should be included in this RFP. CONTRACT 8.1 THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE VENDOR AND RETURNED WITH THIS PROPOSAL IN ITS ENTIRETY. 8.2 It is understood and expressly agreed that, upon proper acceptance of any or all items by the, a contract shall hereby be created. 8.3 Failure to observe any of the general or special terms of this contract may constitute for rejection of award and removal from bidders list. 8.4 Unless otherwise stated in the Special Terms and Condition, FCS requires that all prices quoted will be firm for 12 months from award of contract. 8.5 By signing of contract, vendor confirms responsibility as an authorized agent to sell, distribute all products and services as proposed. In addition, vendor confirms ability and responsibility to provide all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in the Special T&C.

5 5 8.6 Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party 8.7 Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Forsyth County, Georgia. 8.8 Entirety of Contract- All documents submitted in response to the RFP, including any attachments and appendices are incorporated into the contract between FCS and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the RFP Response by the Vendor conflicts with the language of the RFP, the language of the RFP shall govern and control for all purposes, unless consented and agreed to by FCS in writing. 8.9 FCS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, market place or acts of God. This option will only be exercised if it is deemed in the best interest of the FCS. SHIPPING 9.1 All prices are to include delivery to the location(s) specified in the Proposal or the Purchase Order. All delivery for goods must be FOB destination, unless specified otherwise in the Special Terms and Conditions, with delivery to the location specified by the FCS. 9.2 In the event of damage, shortage, or other loss resulting from shipment to any FCS facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter between vendor and the carrier. 9.3 FCS reserves the right to cancel the purchase of the bid items/services and/or any other pending purchase orders to the same vendor and/or permanently remove the vendor from the vendor list if the items/services have not been delivered/completed by the specified delivery date and no written extension of such delivery date has been granted by FCS. INVOICING 10.1 Payment will be made by the FCS after final delivery and acceptance of all items/services. However, final acceptance will not be made until after inspection and approval by the FCS authorized representative All accounts are paid on a current basis. Best effort will be made by FCS to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract. Time will be computed from delivery (date of FCS signature) at destination or from the date a correct invoice is received, if later than the date of delivery Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable. Invoices must not be altered in any way from the original by handwriting or by machine. Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain the company name, the remit to address, and FCS purchase order number.

6 6 ASSIGNMENT, DELEGATION, OR SUBCONTRACT 11.1 Except as may be specifically permitted by the RFP, Vendor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of the work required under this Contract, or assign any of its rights or obligations hereunder, without written consent of FCS, which consent may be withheld at its sole discretion. INDEMNIFICATION 12.1 The successful Vendor shall be liable for any injury, damage or loss occasioned by negligence of the successful Vendor, its agents, or any other person the successful Vendor has designated to visit FCS property and shall indemnify and hold harmless the Board, its officers, employees, agents, volunteers from any liability arising in the performance of this contract. Vendor s obligation under this section shall not extend to any liability caused by the sole negligence of the FCS, or its employees. TERMINATION 13.1 Termination-If FCS or the successful vendor(s) wish to cancel this contract, written notice thirty (30) days in advance will be required of either party. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving notice specifying the breach. FCS reserves the right to terminate without warning in the event of critical and/or material breach of contract. ADDENDUM 14.1 Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. Vendor is responsible for checking the webpage frequently during solicitation period for any potential addendums. SPECIAL TERMS AND CONDITIONS Should the General Terms and Conditions be in conflict with the attached Special Terms and Conditions, the Special Terms and Conditions will control.

7 7 SPECIAL TERMS AND CONDITIONS 1.0 PURPOSE AND OBJECTIVE The Forsyth County School System (FCS) is accepting proposals for School Bus AC Retrofitting per the specifications of this document, attached specifications, all applicable federal, state, and local laws, and in accordance with industry best practices. FCS is seeking a qualified and experienced company to perform these services by providing all labor, materials, equipment and services as assigned by this solicitation. FCS will award the proposal that provides the best solution (as evaluated and scored by applicable personnel) to the described need, taking into account a weighted evaluation of both cost and non-cost elements. It is respondent s responsibility to thoroughly address all elements prescribed herein. Total scope of the project to include 262 buses as detailed in attached documents entitled P19-01 Bus AC Specifications and Bid Form and P19-01 Bus Inventory 1.1 The Desire of FCS upon finalization of contract is to commence into a mutually beneficial partnership with a contractor to provide these services in phased installation, all of which are inclusive of this Request for Proposal (RFP). Installation Methodology, proposed conversion schedules, and guaranteed completion times will be evaluated and weighted heavily in award determination. 1.2 Notation on Product Specification: For purposes of this solicitation, FCS is Mobile Climate Control (MCC) as detailed on the Document entitled P19-01 AC Specifications (to be downloaded as a separate document) a) FCS will consider other makes and models, as long as, they meet and/or exceed the specified unit in all material performance elements. b) FCS shall be the sole determinant in regards to accepting alternate brands/models and/or in the weighted equipment scoring portion of the evaluation. c) It is responsibility of the Vendor submitting an alternate to provide sufficient information proving how your product meets/exceeds the specified unit and not the responsibility of FCS to prove where it does not. It is expected that a solicitation that submits an alternate product be accompanied by concise but thorough documentation highlighting these elements and/or expounding on key differences that might provide value to FCS above the specified product line. d) Your proposal should itemize all material parts and supplies required (per bus type), but must include all applicable parts and supplies required for a turn-key installation other than the required alternator output capacity that is being converted beforehand by FCS Transportation. e) Product type shall only be front and rear bulkhead (two compressors) and shall not include dash unit as part of the conversion. f) If your solution occupies the current bulkhead storage space, then your proposal must include a solution for equal cubic footage of storage space elsewhere in the bus to be approved by FCS. Your solution in this regard may be evaluated and scored in the non-cost portion of the RFP. Your proposal should detail this solution to include both verbiage, pictures, and a sample upon request. 1.3 Conversion Methodology: In addition to the performance of the equipment, FCS will be very concentrated on evaluating the conversion methodology and proposed conversion time required by your solution. You will be asked to provide great detail to these in Section 5 (Scope of Work) with full disclosure that FCS intends to weigh heavily these aspects as they reflect aptitude, capacity, and time value to FCS. Please note regarding the time plan: FCS expects any written conversion plan as it relates to performance schedule to be backed by a guarantee that includes consequences for failure to meet schedule unless directly affected/hindered by the failure of FCS to meet its contractual obligations/expectations. It is not required that your offer include the exact specifics to the consequences of unfulfilled guarantees, however the Vendor should be aware that it will be a part of final negotiations before award and understood by submission of RFP.

8 8 2.0 BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS 2.1 Evaluation- Award will be made based upon the evaluation criteria published in this RFP. It is also known that FCS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendor(s) pre-proposal or during the evaluation as it relates to the published evaluation criteria. 2.2 Award Period- Awarded contract will be valid for until job completion with options to renew annually up to four additional years. Renewals will be based on mutual interest from both parties and cannot materially alter the original operating agreement. 2.3 Price Modification-Prices must remain firm for entire contract period. (Contract period is defined as the agreed upon schedule of completion as detailed herein). Future renewals would be independent of the intent of this solicitation and may be considered if mutually agreeable to both parties. FCS will not accept the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price during the contract term. 2.4 Clarification- FCS may seek written clarification at any point during the evaluation process. Vendor is responsible to provide information to the best of their ability within the format and time parameters provided by evaluation committee. 2.5 Presentation/Meetings/Demonstrations- FCS, at its sole discretion may invite finalists for a verbal presentation, meeting, and/or conference call. FCS reserves the right to use any information obtained from vendor presentations in any part of the evaluation process. 2.6 Product Sample- If requested, the Vendor must be able to deliver and install one unit for performance evaluation and examination by FCS Transportation personnel a) If applicable, FCS will determine which units to demo and will initiate request, please do not contact in this regard. b) Product installed for Demo must be the exact unit as being proposed and cost of sample and installation must be considered part of the proposal process. Vendor also responsible for removal cost, as well as, cost to restore bus back to original state. Note: If exercised, FCS will only request this of proposals that are finalist with realistic chances of award. c) Vendor should provide manuals (print or on-line) and be available to answer calls from the testing team between Mon-Friday 7-6. The units you bring should be labeled to clearly identify the company and the particular model number. d) You do not have to bring one of each size unless differing sizes offer material performance features, specifications, or benefits. e) Vendor is responsible for pickup and removal of demonstration within 15 business days of request by FCS. This may occur before or after the RFP has been awarded. Equipment left beyond this time period will be disposed of by FCS or kept for use. 2.7 Best and Final Offer (BAFO) - FCS may request a best and final offer from finalist if applicable. 2.8 Contractor Identification System- FCS requires the employees assigned to any FCS contract to register through our Safety-Check Contractor Identification System. Any representative of your organization, before beginning work on FCS property must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement, or failing to pass the check, will not be allowed on FCS property. Contractors will be issued a badge, which they are required to wear all times on FCS property. Anyone found without a badge will be asked to leave the property immediately. Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen. FCS not responsible for lost badges or for delays in work due to contractors being removed from property due to no ID.

9 9 2.9 Terms and Conditions- FCS expects the terms and conditions of this RFP, and all FCS related documents, to be the prevailing contract terms. If you request separate contract documentation to be incorporated into this contract, please provide with your initial submission. However, please know that any document that materially alters the terms and conditions of this agreement or placed undue burden on FCS may be deemed non-responsive and removed from consideration. Agreement to FCS terms and conditions may be a primary factor in award selection; thus, any contract language that you request MUST be provided with initial response, as it will not be possible to supplement contract language later O.C.G.A Contractor must comply with all relevant codes pertaining to O.C.G.A including the submission of Contractor Affidavit as included in this solicitation 3.0 MANDATORY REQUIREMENTS Mandatory requirements for the acceptance of your proposal. Please INITIAL in appropriate box. VENDOR REQUIREMENT CAN COMPLY 1) Contractor must be licensed to perform all elements of this contract in the State of Georgia and that the proposed system meets or exceeds any applicable elements of the 2017 or most current Georgia School Bus Specifications. 2) Contractor must not currently be suspended or debarred from any governmental contract or have been so within the past five years 3) Contractor must prove that it meets all experience and responsibility requirements as detailed in Section 5.1 of the Special Terms and Conditions 4) Contractor agrees to hold firm contract pricing for the life of the contract term, as defined by the amount to time to convert all buses contracted under this agreement. 5) Contractor agree to guarantees in writing that it will ship, delivery, and install based upon the agreed upon schedule of work, which will be determined during the evaluation process and that failure to do so will result in consequences as determined and detailed in the final contract. 6) Contractor agrees to honor a minimum of 3-year parts and labor warranty (from in service date) or extended warranty if it exceeds the minimum specification of 3-year and is included in final contract. VENDOR CANNOT COMPLY

10 GENERAL CONTRACT REQUIREMENTS 4.1 All equipment, materials, and supplies necessary to perform the services contracted herein shall be included by the Contractor and be reflected in the Bid Pricing. 4.2 Tobacco/Alcohol/Drugs- All FCS property shall be free from any tobacco products (smoking or smokeless), alcohol, and illegal drugs. This includes vehicles and personal items. Failure to adhere may result in contract termination without remedy and/or criminal prosecution to the fullest extent of the law. FCS vehemently defends the safety of FCS students and staff pertaining to these banned substances. Any vehicle or personal property (lunch box, bag, box etc) is subject to search at any time by FCS personnel without probable cause. 4.3 Employee of Contractor must submit to immediate drug/alcohol screening in the case of an accident on school grounds (Contractor expense) 4.4 Safety and Security- At all times, the Contractor (all employees) shall exercise exceptional caution to protect FCS students, personnel, or visitors from any and all hazards associated with the execution of this contract. Contractor personnel shall exercise extreme caution to not harm or remove any property not owned by Contractor. FCS employs video surveillance and will prosecute and criminal activity to the fullest extent of the law. Contractor shall not interact with any non- contractor personnel while on FCS property unless directly associated with the performance of contract. Personnel shall not, under any circumstances, converse or interact in any manner, with FCS students or staff. Contractor shall refrain from vulgar language, obscene gestures, and any behavior deemed non-appropriate for the K-12 environment. 4.5 Identification of Personnel- In addition to the requirements of Section 2.7, all contractor personnel shall be identifiable at all times. ID issued by FCS must be worn and at all times. 4.6 Damage by Contractor- Any damage done to any part of the any FCS property shall be replaced to the satisfaction of FCS, at no cost to FCS. 4.7 Workmanship- All work shall be done in a professional manner and must comply with all Federal, State, and Local codes. All work requiring licensed mechanics by code or regulation shall be done only by employees having met such criteria. 4.8 Inspection of Work- Under this contract, the Contractor has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by FCS personnel shall in no way affect said responsibility of Contractor; nor shall the failure of any of the foregoing to discover or to bring to the attention of the Contractor the existence of any work not in accordance with said specifications. 4.9 Correction of Work- Any work deemed unsuitable per contract standards as determined by FCS shall be corrected within 24 hours. Any corrected work shall be at no additional cost to FCS Interaction with FCS Students, personnel, and visitors should be limited to business pertaining only to the performance of this contract Insurance- Proof of insurance must be submitted with proposal response and at any point during the life of the contract. Hazards-Compliant with 12.0 of the General Terms and Conditions Workman s Compensation- In accordance with Georgia Code Other Insurance- The contractor shall obtain and maintain at his expense, insurance with minimum limits as prescribed below and shall protect the Contractor and Owner from any claims for property damage or bodily injury, including death, which may arise from the execution of this contract. The Contractor shall furnish to FCS Facilities the Owner Certificates, policies and cancellation endorsements as shown below. Contractor s General Liability Insurance: Split Limits of Liability: Bodily Injury: Limits of $500,000 for each occurrence and $ for the aggregate. Property Damage: Limits of $300,000 for each occurrence and $500,000 for the aggregate of operations Or If Combined Single Limit of Liability: Bodily Injury and Property Damage Combined: $500,000 each occurrence; $1,000,000 aggregate

11 Cancellation Endorsement- These insurance coverage shall not be canceled until at lest 30-days prior to written notice has be given to the Owner Disposition- Certificate from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies) Contractor s Public and Automobile Insurance Split Limits of Liability: Bodily Injury: Limits of $250,000 for each person and $ for each occurrence Property Damage: Limits of $1,000 for each occurrence Or If Combined Single Limit of Liability: Bodily Injury and Property Damage Combined: $500,000 each occurrence Cancellation Endorsement- These insurance coverage shall not be canceled until at lest 30-days prior to written notice has be given to the Owner Disposition- Certificate- from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies) Acceptability of Insurance Companies- Insurance only written by a company licensed by the State Insurance Commissioner to do business in the State of Georgia at the time of the policy issuance will be acceptable QUALIFICATIONS, SPECIFICATIONS AND SCOPE OF WORK EVALUATION This section stipulates the elements of the RFP under evaluation. Please remember that your solution will be evaluated for content, thoroughness, and clarity of response to all criteria requested in this proposal. Respond precisely and concisely to each and all specific questions and/or topics by providing the requested information on separate pages, clearly labeled in your response (IE 5.1.2). Instructions to Bidder in Red Italics 5.1 Contractor Qualifications In addition to the information requested below, Contractor must submit the document entitled Contractor Questionnaire. Information included in this document will be evaluated and utilized in award considerations Firm Data- Tab and label with response a) Basic Company Information including company ownership b) Firm Name, Address, Phone, Fax, Key addresses c) Primary Contact Name and Contract Information d) Number of Years in Business/Number of Years in Bus AC business Firm History- Describe the history of your firm, specifically as it relates to the work to be performed under this contract. Information shall include background and history of your firm s execution of work within context of the SOW of this contract. Tab and label with response Labor/Staff- Contractor shall submit a statement pertaining to the labor/staff that will be utilized in the performance of this contract. This statement should include experience, qualifications, training, etc Single Point of Contact- Please identify and detail qualifications of the Single Point of Contact from your company for this contract. While FCS may interact with multiple layers of staff, contractor must provide one point of accountability for all material aspects of the contract include installation, warranty, service, etc. Tab and label with response

12 Experience in K-12 Public Education and Institutional Projects- Firm should demonstrate experience in the implementation and support of government/institutional entities, preferably public school projects: preferably in Georgia; preferably with the product you are submitting for consideration. Prioritize your references accordingly Provide the following information for three (3) K-12 projects of similar size and scope of work. (Defined as multiple installations exceeding 500 units installed and supported in more than 10 locations) a) Name of Entity/School System b) Contact Name/Title and Contract Information (including address and phone number) c) Scope of Work and Length of Engagement Tab and label with response Sub-Contractor- Proposer shall disclose proposed use of contract labor in relation to labor performed by company staff. If contracted labor will be used, the proposer shall detail process for acquisition, vetting, supervision, and management during length of engagement. Proposer shall also certify to warranty and back all work performed by any sub-contracted labor and to be responsible for all communication as single point of contact. Tab and label with response Experience with Hardware as Proposed- Please discuss business relationship, experience, and exposure with the Product you are submitting, and all any other relevant component manufacturer specified herein. Tab and label with response Service Center- Please detail location of closest service center to North Transportation Facility, Cumming GA. Tab and label with response 5.2 Scope of Work- Contractor must include written response where asked and acknowledgement (via initial) where applicable to confirm comprehension and capability. Instructions to Bidder in Red Italics Hardware: Specifications, Requirements, and Requested Vendor Information as detailed below: Note: This section encompasses most of the material elements that the evaluation will weigh and measure regarding the functionality of your solution. All information and answers must be able to be intuitively replicated by the evaluation team during the manual evaluation. a) MCC or approved alternative (See 1.2 of Special T&C) (Discuss compliance and/or functionality listed below) i. System must be front and rear bulk head mounted evaporators with 2 compressors and body mounted condensers. Dash air evaporators shall not be used unless unique situation dictates. ii. Overhead storage bin may be used for front bulkhead, but Contractor responsible for providing a comparable storage solution as part of the contract, included in the price. Please submit your solution along with photos and be prepared to provide sample or proof of concept during the process. iii. If your proposed solution differs from MCC, then you must include Manufacturer s Data Sheet that details all material performance specifications as well as technical data including, but not limited to, refrigerant type, relays and solenoids, amperage requirements, compressor brand, belt types, hose fitting, evaporative blowers, and filter dryer. Table and label with response iv. Unit Location- Proposal must include a detailed description (text and graphic) of location for system being proposed to include, but not limited to: electrical wiring and relays, bulk head locations, control panel and switches, compressors, all vents including driver vent, cabin air filters, evaporator unit drains, condensers, and any other applicable apparatus. Tab and label with response

13 13 v. Proposed solution must utilize protective grommets for all wiring and hoses passing through body panels. Tab and label confirmation with response vi. Proposed solution should detail what engine components/parts will be altered with the install. Tab and label with response to include text and graphic detail vii. Condensers- Proposed solution must detail what type of condensers will be used including technical specifications, mounting type (radiator or undercarriage), and mounting location in relation to rear wheel. Tab and label with response to include text and graphic detail viii. Proposed solution must detail specific type of metering via either orifice tube or expansion valve; and whether those parts are soldered or utilize a threaded fitting. Tab and label with response to include text and graphic detail ix. Does your solution include an in line sight glass? Tab and label x. Controls- Discuss the operator controls Tab and label with response to include text and graphic detail xi. Note on Alternator Upgrade- FCS understands the necessity to upgrade alternators due to increased amperage requirements. FCS will do that in house before AC conversion and thus your proposal should not include alternators and associated labor. xii. Additional Hardware Considerations- Please discuss any additional information that has not been discussed that you feel would be material to understand and/or evaluate. Tab and label with response b) Warranty i. For purposes of this contract, FCS requires a 3-year parts and labor warranty on all hardware and work performed. Preference will be given to most robust warranty terms if included in base package. (Purchase of optional extended warranties to be discussed below. Tab and label acknowledgment of Warranty compliance along with a copy of the warranty terms and conditions. ii. Extended Warranty Options- Please detail options for additional warranty options. Tab and label warranty options along with a copy of terms and conditions of each iii. Discuss where warranty work would occur and who would be responsible for transportation cost should they be off-site iv. Discuss response time for warranty work, as well as, guarantees of down time/return to service. v. Vendor shall maintain an inventory of parts required to perform applicable warranty work as work should not be held up by waiting on common parts to be shipped/backordered etc. vi. Discuss potential to train/certify FCS personnel to perform some types of warranty work. If available, then please discuss what type of work could be performed, how parts would be handled logistically (on-site stock?) and labor reimbursement rates. Tab and label with response

14 Installation/ Conversion Scope of Work- In general your proposal should address all logistical considerations including, but not limited to the topics below Tab and label all with response along with any applicable supporting information a) Location of Work- Please discuss on-site versus off-site conversion. Note for initial price evaluation, cost should be based upon off-site conversion (vendor location). However, FCS wants to understand if on-site installations are available, along with pros/cons. Should FCS choose to entertain cost for on-site, a separate correspondence with those instructions will occur during evaluation process. b) Shuttling and delivery details- Discuss options, pro/cons etc c) Location of the service facility (if off-site)- Discuss implications and preferences of on-site VS off-site d) Logistics Plan- Based your experience as subject matter experts, please discuss all applicable logistics considerations. Include a sample plan with the understanding that winning contractor and FCS will jointly determine final plan details and specifics. e) Please discuss General Time Requirement for conversion taking into account the requirements, expectations, and fleet information provided, along with your capacity. f) Understanding that any conversion schedule to be agreed upon will place performance expectations on both parties, please discuss requirements, restraints, and challenges from both the perspective of the contractor and the school system g) General Statement on Completion of Work- Understanding the role of FCS in supporting any work schedule, please note the following expectations of FCS as they relate to the completion of work a. FCS desires work to be completed as soon as possible and expects contracted vendor to place a priority to this end, including a written guarantee of schedule before award is granted. b. Holidays and Breaks- FCS perceives holidays and breaks as optimal opportunities to perform work herein in relation to normal school weeks. This includes summer break, spring, fall, winter breaks, long weekends etc. Please familiarize yourself with FCS school calendar (Forsyth website) and discuss your thoughts in this regard. c. Conversions during normal school weeks- Please discuss realistic number of conversions that can be performed during a normal school week taking into account all that is understood about FCS, your company, and the work to be performed as specified. d. Weekends- Discuss the potential for weekend work and any associated considerations. h) Written Guarantee of Performance Schedule- As a part of final negotiations and before final award determination, FCS expects that the Contractor will be able to provide a written performance of work schedule that will take into account all of the requirements of this RFP. Guarantee must spell out consequences of failure to meet schedule (assuming FCS performs it agreed role) Details can be worked out as the final scope of work and schedule materializes; however, FCS is fully disclosing the expectation in this regard. i) Installation Mounting Requirements/Hindrances- Based on the fleet information provided, Vendor, as subject matter expert, is required to inform FCS if there are any mounting limitations/requirements/retro-kits required for the engine/compressor or any other elements. In addition, sample buses of each type shall be available to review during the RFP submission process. Any costs associated (if applicable) shall be enclosed in the RFP submission as there will be no cost remedy after the award has been made.

15 15 j) Other Installation/Conversion Considerations- Please discuss any additional information that has not been discussed that you feel would be important to understand and evaluate as it pertains to installation and conversion General Delivery and Installation Requirements Tab and Label Compliance a) The vendor must provide an adequate amount of installation labor required to complete the work in an orderly and timely fashion and compliant with individual timelines per school as determined by FCS personnel. b) Vendor personnel working in FCS facilities shall be bonded and insured (if applicable). c) FCS requires a local Project Manager as the single point of contact from the awarded vendor to meet face-to-face with FCS staff periodically or as needed per FCS to ensure all service delivery tasks are met and to discuss any related topics. d) The vendor shall provide all labor, materials, tools and equipment required to perform contracted work. e) The vendor shall test all equipment components and accessories to verify they are operational prior to returning the buses to FCS. Units found DOA (Dead on arrival) shall not be subject to warranty terms and should be replaced with new equipment and not remanufactured or used equipment. Any bus turned back to FCS must be fully operational per manufacturer specifications and the terms of this RFP f) The vendor shall supply FCS with serial numbers and of all units itemized per bus (VIN specific) after installation. g) LEMON CLAUSE: If a system fails three times within the first twelve months, an identical replacement unit shall be provided at no cost to FCS. Lemon systems shall never be returned to FCS inventory or re-used on FCS fleet Training- Please discuss applicable training for FCS technicians to include, but not limited to: basic trouble shooting and repair considerations, charging refrigerant, controls and electrical. Tab and label with response 5.3 Value Added- Please provide on a separate page and labeled any unique elements of your offer, not already specified or proposed that you believe will bring value to this contract. FCS is the sole determinant regarding actual value added propositions. Tab and label with response 5.4 Documents Required for Award Consideration- Please tab and label accordingly. It is not necessary to provide this information again if already provided in reference to specifications above, but you should cite where to find P19-01 Proposal Document with all requested information Bid Form(s) (Sealed and Separate Envelope as prescribed in 6.5) Contractor Questionnaire (on form provided with this solicitation) Proof of Insurance Contractor Affidavit (OCGA )

16 BID FORM AND COST NOTES 6.1 Bid Form- Bid Form must be downloaded as separate attachment and submitted with RFP response per submission instructions Below 6.2 All relevant cost considerations should be noted on these Forms, as FCS will not consider additional costs after award. 6.3 All Bid Form Pricing Must Be Fixed for entire engagement from the date of award. 6.4 Invoicing- Notwithstanding Section 10.0 of the General Terms and Conditions, FCS will submit for payment of invoices in batches as signed off by Transportation personnel. 6.5 Submission Instructions- Bid Form should be submitted in a separate sealed envelope clearly marked with your company name and P19-01 Cost Proposal. Note: It is OK to include the sealed envelope within your RFP submission box, but the intent is to keep it separate and concealed from the other written response. Thus, cost should not be openly included in the RFP Binder. 6.6 P19-01, Bus AC Specs and BID FORM- Vendor must download and submit all pricing on the document entitled P19-01 Bus AC Specs and Bid Form. Note: All Turnkey pricing must be included on this Bid Form based upon the specifications of this solicitation Supporting Documentation/Itemized Pricing- Vendor should submit as a supplemental document (inserted in the Cost Submission as specified in Sec 6.5) and itemized breakdown per bus type of all hardware and ancillary parts being proposed within the lump sum cost provided on the Bid Form. The sum of these parts should equal the lump sum price on the Bid Form. On-Site and Off-Site Price Columns- Since the RFP allows for the Vendor to propose on-site (FCS property) and/or off-site (Vendor property), the Bid Form will have a column for each. You are not required to price each column if you do not have an on-site option within your proposal. In that case, please submit NA. 6.7 Cost Evaluation Disclosure- While there are many similarities in products within this segment of the market, FCS is cognizant that there is not an equalized specification or industry standard. In fact, it is perceived that there may be unique distinctions that may or may not affect the cost being considered. Therefore, FCS fully discloses that once a short list of products has been selected and cost is to be introduced into the equation, FCS will make best attempts to equalize final selections for the purpose of cost evaluation, but not at the expense of the District s prerogative to weigh and measure best value. In other words, FCS will attempt to evaluate cost on an apples-to-apples as much as can be determined but cannot guarantee it possible to do so entirely due to manufacturing and methodology differences within the market. FCS will pursue the cost evaluation from the perspective of the bundled services that best meet the various needs of FCS and it s numerous stakeholders (admin, teachers, and students) 6.8 Itemized Pricing- Bid Form is structured as turn-key per bus type. Cost must include all contracted parts and labor as there will not be considerations of additional cost unless of a material change (in writing) in specification by either the Director of Procurement Services or the Director of Transportation. 6.9 Off-site Cost- As detailed in Section 5.2.2a- Proposal costs should be based upon off-site installation/conversion (Vendor location) 6.10 Estimated Quantities- Quantities provided herein are estimates that, while they should be mostly accurate, there may be some minor discrepancies. Pricing should be valid per bus type even if minor quantity adjustments occur during the installation process.

17 PROPOSAL EVALUATION 7.1 Organization and Completeness of Proposal Proposal must provide straightforward, concise proof of offeror s capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be labeled and any additional documents provided by the vendor must reference the appropriate section of the RFP. All requested information must be included and all forms completed in entirety. Any proposals that do not include all required information may be considered non-responsive and disqualified. 7.2 Evaluation Procedures Review of Proposals A committee will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, as well as the estimated cost of the engagement. Cost will not be the sole determining factor in the award. Final score will be the sum of the non-cost elements as specified and cost. Cost Evaluation Formula: (Lowest Price/R-where R represents the cost of proposal currently being ranked) x Points = Score.