Maintenance Utility Vehicles

Agency: Seguin Independent School District
State: Texas
Type of Government: State & Local
NAICS Category:
  • 336112 - Light Truck and Utility Vehicle Manufacturing
Posted Date: Dec 19, 2019
Due Date: Jan 8, 2020
Solicitation No: RFP #20-08 Addendum 1
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Bid Solicitation Description Closing Date Board Date

RFP #20-08

Addendum 1

Maintenance Utility Vehicles January 8, 2020

January 21, 2020

Attachment Preview

REQUEST FOR PROPOSALS
RFP #: 20-08
MAINTENANCE UTILITY VEHICLES
DECEMBER 15, 2019
As noted in Section 4 to this request for proposals (“RFP”), the SEGUIN ISD (“District”) is
accepting proposals for this RFP by mail at the following address:
SEGUIN ISD
PURCHASING DEPARTMENT
1221 E. KINGSBURY ST.
SEGUIN, TX 78155
The RFP package may be found in its entirety at http://www.seguin.k12.tx.us/page/business.bids.
Proposals for RFP#: 20-08 MAINTENANCE UTILITY VEHICLES will be accepted until the
opening on JANUARY 8, 2020 at 3:00 PM at the following address: SEGUIN ISD
ADMINISTRATION OFFICE, 1221 E. KINGSBURY ST., SEGUIN, TX 78155.
Consistent with Texas Government Code §552.104, proposals are not public information until a
recommendation has been made to and accepted by the District’s Board of Trustees.
Proposal envelopes must be clearly marked with the RFP identification number and title and
addressed as indicated above. Purchasing Department staff are not authorized to open, and may
return, improperly marked or unmarked submissions.
Respondents are solely responsible for submitting a proposal responsive to this RFP’s
requirements to the above mailing address within the specified time. The District may reject any
proposal failing to meet this RFP’s requirements, including delivery of a responsive
proposal on or before the date and time indicated above. The District reserves the right to
accept or reject any or all proposals in the best interest of the District and to waive any formalities
or irregularities in the RFP process.
Contact: JENNIFER RASKE, EMAIL: JRASKE@SEGUIN.K12.TX.US
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RFP #: 20-08, MAINTENANCE UTILITY VEHICLES
DECEMBER 15, 2019
Sec. 1. GENERAL INFORMATION.
Sec. 1.1. PURPOSE.
The purpose of this Request for Proposal (RFP) is to solicit proposals for MAINTENANCE
UTILITY VEHICLES. This RFP sets forth the instructions for submitting proposals, the
specifications that must be addressed in a responsive proposal, the procedure and criteria by
which a proposer may be selected and the contractual terms by which SEGUIN ISD (“District”)
intends to govern the relationship between itself and the selected vendor.
Sec. 1.2. SCOPE.
Details are included in Section 4 of this RFP.
Sec. 1.3. EVALUATION CRITERIA.
Proposals will be evaluated on criteria deemed to be in the District’s best interest to include, but
not be limited to:
(a) the purchase price;
(b) the reputation of the vendor and of the vendor's goods or services;
(c) the quality of the vendor's goods or services;
(d) the extent to which the goods or services meet the District's needs;
(e) the vendor's past relationship with the District;
(f) the impact on the ability of the District to comply with laws and rules relating to historically
underutilized businesses;
(g) the total long-term cost to the District to acquire the vendor's goods or services;
(h) whether the vendor or the vendor's ultimate parent company or majority owner:
(1) has its principal place of business in this state; or
(2) employs at least 500 persons in this state; and
Sec. 1.4. INCURRED COSTS.
The District is not liable for any costs incurred by a proposer in the preparation and production of
a proposal or for any work performed prior to the issuance of a contract.
Sec. 1.5. SELECTION OF VENDOR.
The District may award this RFP to the proposer the District determines, in its sole discretion,
provides the best value to the District, based upon the evaluation of proposals. A contract or letter
agreement for this RFP may be executed with a successful proposer as a result of this process
and the successful proposer agrees that fulfillment of the award under this RFP is conditioned on
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RFP #: 20-08, MAINTENANCE UTILITY VEHICLES
DECEMBER 15, 2019
agreement to and compliance with the terms of this RFP and any subsequent written agreement
or contract.
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RFP #: 20-08, MAINTENANCE UTILITY VEHICLES
DECEMBER 15, 2019
Sec. 2. STANDARD TERMS AND CONDITIONS.
Sec. 2.1. APPLICABILITY. The terms and conditions set forth in this section apply to this request
for proposals (“RFP”) and form a part of the contract documents and are part of the terms of each
purchase order for goods and/or services included in this RFP.
Sec. 2.2. RFP SUBMISSION: Proposal must be submitted utilizing this document only and must
reach the SEGUIN ISD’s (“District”) Purchasing Department on or before the hour on the date
specified. Late submittals may be returned unopened. Faxed or emailed proposals will not be
accepted.
Sec. 2.3. PRICE ESCALATION. All prices offered herein shall be firm against any increase for
one (1) year from the effective date of the contract. Prior to commencement of subsequent
renewal terms, the District may entertain a request for escalation in accordance with the current
Consumer Price Index at the time of the request or up to a maximum five percent (5%) increase
on the current pricing, whichever is lower. For purposes of this section, “Consumer Price Index”
shall mean the Consumer Price Index for All Urban Consumers (CPI-U), as published by the
United States Department of Labor, Bureau of Labor Statistics. The District reserves the right to
accept or reject the request for a price increase within twenty-one (21) days. If the price increase
is approved, the price will remain firm for 365 days from the date of the increase.
Sec. 2.4. ONLY SEALED PROPOSALS ARE ACCEPTABLE. Proposals that are submitted by
any other medium, including electronic mail or facsimile, will not be accepted by the District since
other mediums do not provide the delivery of a sealed proposal.
Sec. 2.5. REJECTION/AWARD: The District reserves the right to reject any and/or all submittals,
to award contracts as may appear advantageous to the District and to waive any or all formalities
in the procurement process.
Sec. 2.6. FINALITY AND PROPOSAL ERRORS: All submitted responses shall be deemed final,
conclusive and irrevocable, and no offer shall be subject to correction or amendment for errors or
miscalculations by the Proposer. Proposals will represent a true and correct statement and shall
contain no cause for claim of omission or error. Proposals may be withdrawn or amended until
the date and time due, at which time they become the sole property of the District. Request for
withdrawal of proposal is allowed based on proof of mechanical error: however, proposer may be
removed from consideration or from any approved vendor list.
Sec. 2.7. SUPPLEMENTAL INFORMATION: All supplemental information required by the
proposal documents must be included with the response. Failure to provide complete and
accurate information may disqualify vendor from consideration.
Sec. 2.8. WITHDRAWAL OF RESPONSES. The withdrawal of submitted responses will not be
allowed for a period of ninety (90) days following the proposal opening.
Sec. 2.9. PURCHASE ORDER REQUIRED. Orders may be submitted by telephone, fax, email,
or mail. No valid orders will be submitted without a District approved purchase order number. Any
additional agreements/contracts to be signed by the District shall be included with the proposal.
Sec. 2.10. INVOICE. To receive payment for goods provided and/or services rendered, the
proposer must submit a separate invoice, in duplicate, for each purchase order that includes the
following:
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RFP #: 20-08, MAINTENANCE UTILITY VEHICLES
DECEMBER 15, 2019
(a) are addressed to: SEGUIN ISD, ATTN.: Accounts Payable Department, 1221 E.
KINGSBURY ST., SEGUIN, TX 78155
(b) the correct purchase order number issued by the District; and
(c) itemizes only the services/products that have been delivered and received.
Discounts will be taken from the date of receipt of goods or receipt of invoice, whichever is later.
As pertains to this contract, the date of payment will be considered the date payment is mailed. If
no discount is offered or accepted, payment terms will be net thirty (30) days.
Sec. 2.11. TAXES. The District is exempt from all applicable Federal and State Tax. Tax-exempt
information will be furnished upon request. Please contact JENNIFER RASKE, PURCHASING
SPECIALIST at JRASKE@SEGUIN.K12.TX.US.
Sec. 2.12. USE OF BRAND NAMES: The use of brand and manufacturer’s names is for the
purpose of brevity in establishing type and quality of merchandise and is not restrictive.
Manufacturer, trade and/or brand name must be indicated for each article and when omitted, the
District will consider the proposal to be as specified. Illustrations and complete description must
be included with the proposal if the proposal states other than specified.
Sec. 2.13. WARRANTY CONDITIONS. All equipment, materials, supplies and/or other personal
property shall be considered manufacturer’s minimum standard warranty unless otherwise agreed
in writing. Proposer shall be an authorized dealer, distributor or manufacturer of the product.
Sec. 2.14. UNDUE INFLUENCE: In order to ensure the integrity of the selection process,
proposer’s officers, employees, agents or other representatives shall not lobby or attempt to
influence a vote or recommendation related to the proposer’s response, directly or indirectly,
through any contact with District board members or other District officials from the date this
solicitation is released until the award of a contract by the District’s Board of Trustees.
Sec. 2.15. PAYMENT TERMS: Unless a prompt payment discount with a payment term of at least
ten (10) days is offered and accepted by the District, payment terms shall be Net thirty (30) days
from date of acceptance or receipt of a properly prepared and submitted invoice, whichever is
later.
Sec. 2.16. CONTRACTUAL RELATIONSHIP: Nothing herein shall be construed as creating the
relationship of employer or employee between the District and the Contractor or between the
District and the Contractor’s employees. The District shall not be subject to any obligation or
liabilities if the Contractor or his employees incurred in the performance of the contract unless
otherwise herein authorized. Neither the Contractor nor its employees shall be entitled to any of
the benefits established for District employees, nor be covered by the District’s Workers’
Compensation Program.
Sec. 2.17. LOSS OF FUNDING AND COMMITMENT OF CURRENT REVENUE. Termination of
the agreement arising from this RFP under this paragraph is to be considered Termination for
Non-Appropriation of Funds. The District shall have the continuing right to terminate any
agreement arising from this RFP at the end of each fiscal year or end of the special revenue fund
or grant during the term of the agreement with regard to any services to be performed after the
end of such fiscal year or end of the special revenue fund or grant, without the District incurring
any liability to Contractor as a result of such termination, including early termination charges. If
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