Notice to Bidders: Request for Bid WCSD-25-065 Chevrolet Suburbans

Request for Bid
WCSD-25-065 Chevrolet Suburbans

1. Request for Bid
The Waukee Community School District (Waukee CSD) is seeking qualified Bidders to provide
four (4) full size white Suburbans for the Waukee CSD Operations.
1.1. Bid Response
Please include the following in the Bid Response:
1.1.1 Complete Attachment A - RFB WCSD-25-065 Chevrolet Suburbans Pricing Form.
1.1.2 Complete Attachment B - Bid Certification Sheet.
1.1.3 Complete Attachment C - Conflict of Interest Form
1.1.4 Complete Attachment D - Sex Offender Acknowledgement Form
1.1.5 All Warranty Information.
2. Contract Term
Final award is contingent upon approval by the Waukee CSD Board of Education and the
District's legal counsel.
After selection, Waukee CSD will meet with the Bidder for the purpose of negotiating an
Agreement that is acceptable to both parties. In the event that the parties do not achieve an
acceptable agreement, Waukee CSD reserves the right, at its sole discretion, to negotiate with
other Bidders. Should the above process not result in a contract, Waukee CSD will re-evaluate
relevant issues and take appropriate follow-up action.
The awarded contract shall be a Purchase Order.
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3. Notice to Suppliers
3.1 RFB Schedule
Event Open: 06/25/2026 8:30 AM CST
Event Close: 07/02/2026 2:00 PM CST
Question Submission Close: 06/29/2026 2:00 PM CST
Board Notification and Approval: 07/21/2026
3.2. Questions and Answers
All questions regarding this solicitation shall be received via email to
jjanssen@waukeeschools.org by June 29, 2026 2:00 PM CST. The Waukee CSD will
provide responses to those questions deemed appropriate
at:https://www.waukeeschools.org/district/departments/business-services/notice-to-bi
dders/. Answers will not be provided on an individual basis.
3.3. Communication
Until a contract is awarded, the sole point of contact for this bid opportunity will be the
Purchasing Agent listed in the event.
NOTE: Large files delivered via email may be spammed. Please confirm receipt of any
digital files.
3.4 Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and bid
tabulation will be sent via email of the Waukee CSD's decision to all suppliers.
3.5 Bid Submission:
Bids are due July 02, 2026 at 2:00 PM CST. Proposals shall be submitted electronically
via email to jjanssen@waukeeschools.org as outlined below, prior to the
proposal deadline. Bids should be signed by an authorized individual to bind the firm,
and shall be valid for at least sixty (60) days.
Please mark your email bids: "RFB WSCD-25-065 for Chevrolet Suburbans". The school
district reserves the right to reject any and all bids and to accept the bid deemed to be in
the best interest of the school district in its sole and absolute discretion.
3.6 Public Records and Requests for Confidential Treatment
Waukee CSD shall treat all information submitted by Bidder as public records unless the
Bidder properly requests that specific parts of the Bid be treated as confidential at the
time of submitting the Bid AND the information is confidential under Iowa or other
applicable law. Waukee CSD's release of public records is governed by Iowa Code
Chapter 22. Bidders are encouraged to familiarize themselves with Chapter 22 before
submitting a Bid. Waukee CSD will copy and produce public records as required to
comply with Chapter 22 or other applicable laws.
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4. Scope of Work
The Waukee CSD is seeking qualified bidders to provide four (4) New and Unused Chevrolet
Suburbans for the District Operations.
4.1 Vehicle Specifications
2026 Chevrolet Suburban Full Size SUV
4 Door Large SUV.
4X4.
5.3 Engine .
Cargo capacity 41.5 Cu. Ft. behind the rear seat.
White Exterior with Black cloth interior.
18 inch standard wheels.
Console.
Integrated trailer control.
Disclose if vehicles are available on the lot for immediate delivery or will be ordered
by the manufacturer.
All equipment and accessories included but not listed shall be included as part of
standard package.
4.1.1 Bidders shall be a franchised dealer/dealership for the manufacturer's vehicle
being bid, and shall be able to provide documentation upon request.
4.1.2 Bidders shall be located within 30 miles of Waukee CSD in order to perform
vehicle servicing.
4.1.3 Bidders shall have the opportunity to enter an MSRP discount percentage for
options not included in the bid specifications.
4.2 Equipment and Accessories
4.2.1 Bidders shall supply new, unused and the latest production model equipped
with all standard equipment as advertised by the manufacturer, all equipment
required on the specific enclosure, and all safety equipment required by Federal
and State laws.
4.2.2 All equipment and accessories bid, whether standard or optional, shall be
installed by the factory prior to delivery.
4.3 Warranty
4.3.1 All equipment and accessories bid, whether standard or optional, shall have full
warranty coverage for the same period of time as the manufacturer's new
vehicle factory authorized warranty for the vehicle in which the equipment and
accessories are being installed.
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4.3.2 Full warranty coverage is defined as no charge for parts and labor for
warrantable repairs that are required as a result of defects due to material
and/or workmanship during the warranty period. All warranty certificates
and/or cards shall be supplied with each vehicle delivered.
4.3.3 The manufacturer's regular new vehicle factory authorized warranty shall cover
not less than three (3) years/36,000 miles bumper to bumper. with no charge
parts and labor, starting from the date the vehicle is placed into service. If the
manufacturer's standard retail warranty exceeds this term, the standard
warranty shall apply.
4.3.4 The receiving agency will notify the dealer of the actual "In-service" date.
4.3.5 Normal wear items such as tires,belts, hoses, headlamps, light bulbs, brake
linings, brake disc/drums, etc., are excluded from warranty coverage. All other
items not subject to normal wear or gross operator neglect and abuse, such as
window, seat or wiper motors, chassis electrical switches (door, trunk lid), paint,
hinges, locks, etc., shall be covered. The use of gasoline in gasoline powered
vehicles shall not void warranty.
4.4 Pre-Delivery Service
4.4.1 Prior to delivery, each vehicle shall be completely serviced. The servicing
program shall include not less than the factories standard Per Delivery
Inspection (PDI).
4.4.2 Parts of this servicing program may be performed at the manufacturers
assembly plant if proper facilities are available there. Bidders shall perform
pre-delivery and final servicing checkup,including final body clean-up, in the
Bidders own shop or a facility approved by Waukee CSD.
4.4.3 Bidders shall provide a complete manufactures standard Pre-Delivery Inspection
(PDI) form shall accompany each vehicle upon delivery, certifying preparation
inspection, and road testing by the Bidders prior to actual delivery. This
pre-delivery checklist shall be signed by a representative of the organization
performing the service inspection.
4.5 Delivery
Vehicles are to be delivered by the Bidders to the designated delivery location after
receipt of the purchase order by the Bidders.
4.5.1 Delivery Location:
Waukee Community School District Operations
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1000 6th St, Waukee, IA 50263
4.5.2 Required Delivery Documents
Invoice, completed Manufacturer's Certificate of Origin (MCO), and Application
for Title, and warranty documents are to accompany each unit delivered. Dealer
plates shall be used when making deliveries. A manufacturer's window sticker
(Monroney label) listing all factory installed equipment and options shall be
affixed to each vehicle at the time of its delivery.
4.5.3 Shipping Terms Freight on Board Delivery (FOB)
All prices provided shall be Freight on Board destination, freight prepaid by the
Bidders, to the delivery locations as specified in section 4.5.1. Responsibility and
liability for loss or damage for all orders shall remain with the Bidders until final
inspection and acceptance, when all responsibility shall pass to the ordering
organization, except the responsibility for latent defects, fraud, and the Bidders's
warranty obligations.
4.6 Dealer Decals
Dealer decals or plaques are not to be affixed to the vehicles purchased by the Waukee
CSD. Waukee CSD will bill dealers for removal of dealer decals.
4.7 Vehicle Titling.
Please title the vehicles as listed below:
Waukee Community School District
4.8 Receiving and Inspection
The vehicles shall be delivered in accordance with the governing specification. All units
will be inspected by Waukee CSD after delivery. If the units are rejected because of
deficiencies, it shall be the Bidders responsibility to:
4.8.1 Pick up the vehicle(s), make the necessary correction(s) and redeliver the
vehicles(s) for re-inspection. The Bidders shall arrange to have the necessary
work done or an approved schedule set within 96 hours (exclusive of Saturdays,
Sundays and holidays) after receipt of written notification. Otherwise; Waukee
CSD may make the necessary corrections at the Bidders expense.
4.8.2 Should serious deficiencies be found, Waukee CSD may require Bidders to pick
up rejected vehicle(s) and replace it with a non-deficient unit.
4.8.3 Acceptance will occur when the vehicle is received by the Waukee CSD in full
compliance with the specifications of the order and all documentation including
Invoices, Completed MCO and Application for Title, warranty documentation,
and Data Sheets (when applicable) is received by the Waukee CSD.
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4.8.4 If poor workmanship and/or minor deviations exist, the Waukee CSD may
withhold up to 20% of the contract price until the Bidders has made all
necessary corrections. Payment will not be processed on units delivered to the
Waukee CSD that still require servicing by the Bidders. The Waukee CSD may
withhold the full amount of the contract price if, in its opinion, the unit contains
major deviations from specification.
4.9 Invoicing
The invoices shall use the Bidders's letterhead that includes at a minimum the name,
address and telephone number of the Bidders. The following information shall appear
on each invoice:
* Purchase Order or Delivery Order Number
* Bidders's FEIN (Federal Employee Identification Number) number
* Ordering Organization -delivery address of the order
* Quantity Issued
* Unit Price
* Options Price
* Extended Price
* Totals for all orders and amount due
* Specification Codes
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5. TERMS AND CONDITIONS
Bidder agrees to all terms and conditions listed below:
5.1. Laws
The laws of the State of Iowa shall apply in all disputes.
5.2. Background Check
The Bidder(s) shall certify that all employees employed in support of this
contract who have direct contact with students, which is defined to mean being
in the presence of students during regular school hours or during
school-sponsored activities, have not been convicted of (i) a felony; (ii) any
offense involving the sexual molestation, physical or sexual abuse of a child; or
(iii) a crime of moral turpitude. Bidder shall complete See Exhibit C with
Proposal Response.
5.3 The Bidder(s) may be asked by the Waukee CSD to remove an employee it
deems careless whose continued employment on Waukee CSD property is not in
the best interest of the Waukee CSD. In accordance with the Waukee CSD's
policy regarding the use of tobacco and alcohol products and/or illegal drugs, no
employee of the Bidder(s) shall be permitted to use these substances when
performing work under the contract for this request.
5.4 Bidder(s) shall be responsible for any damage to any Waukee CSD or private
property / structures because of their operations, and shall report such damage
within twenty- four hours of occurrence. Bidder(s) will be responsible for the
reasonable cost of replacement. Damage to physical structures (buildings, signs,
etc.) by the Bidder(s)'s personnel shall be immediately reported.
5.5 Subcontractor
The Bidder(s) shall not utilize subcontractors except in emergencies when
preauthorized in writing by the Waukee CSD.
5.6 Insurance Requirements
The Waukee CSD will require the supplier to show proof of insurance prior to
awarding the Proposal. See Attachment C for Insurance requirements. Awarded
Bidder shall provide Certificate of Insurance to Waukee CSD once intent to
award is issued.
5.7 Payment Terms
Payment will be made in full within (30) days after equipment and accessories
are delivered.
5.8. Invoicing
All invoices shall provide details of all charges. Waukee CSD will not provide pre-
payments.
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5.9 Shipping Terms
FOB Destination, Freight Pre-Paid
5.10 Tax Exemption
Waukee CSD is exempt from Federal Excise Taxes, Transportation Taxes and Iowa
Sales and Use Taxes. Do not include taxes when submitting invoices. Exemption
certificate will be furnished upon request.
5.11 The Waukee CSD reserves the right to reject any or all bids, waive irregularities
or technicalities in any bid or to seek clarification upon responses received,
which it deems to be in its best interest.
5.12 This Request for Bid shall be construed in accordance with the laws of Dallas
County, Iowa. Wherever differences exist between Federal and Waukee CSD
statutes or regulations affecting this procurement, interpretation shall be in the
direction of that which is most beneficial to the interests of the Waukee CSD.
Selection criteria will be based on many factors, including but not limited to
price, inclusions/exclusions, contract terms, service levels, etc.
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ATTACHMENT A - PRICING FORM
Please submit this completed form with your Bid Response by email to jjanssen@waukeeschools.org.
Only pricing on this form or an exact copy of this form will be accepted. Pricing form shall be signed by
an officer of the firm with authority to bind Bidder to Contract.
Bid shall include an all-inclusive, itemized, total cost in U.S. Dollars (including all travel, expenses, etc. in
prices) for the proposed services. All pricing to be FOB Destination, freight cost, and all expenses
included; and based on Net 30 Days Payment Terms.
Pricing Lump Sum Vehicle (Meets all of Section 4.1 Specifications):
Waukee CSD White 2026 Chevrolet Suburbans
Bidder
Year, Make, Model and Size Description Body Code Name:
Year
Make
Model
4 Dr Large SUV, 4X4,
Exact Model
5.3 Engine, Cargo
Code
capacity 41.5 Cu. Ft.
Trim Pkg
behind the rear
seat. White Exterior Exact Trim
with Black cloth
Engine Code
interior. 18 inch
Trans Code
4 Each 2026 Chevrolet standard wheels.
CK10906
Suburban Full Size SUV Console. Integrated Cargo
trailer control. All Capacity
equipment and
accessories included
Vehicle
but not listed shall
Price Total
be included as part
of standard Available for Immediate Delivery?
package.
TOTAL
9 RFB WSCD-25-065 for Chevrolet Suburbans