Phenix City Schools BID NO. GF Purchase of Three New Vehicles. Bid Opening Date & Time: January 7, 2019 at 9:00 AM EST

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1 Phenix City Schools BID NO. GF Purchase of Three New Vehicles Bid Opening Date & Time: January 7, 2019 at 9:00 AM EST The Phenix City Board of Education will receive and publicly open sealed and clearly marked bids for Bid No. GF , Purchase of three new Vehicles on January 7, 2019 at 9:00 AM, Eastern Standard Time. If you are interested in submitting a bid, please follow the bid instructions below: There is not a mandatory pre-bid meeting for this bid. Sealed bids are to be delivered to the Phenix City Board of Education at 1212 Ninth Avenue, Phenix City, AL, or mailed to the Phenix City Board of Education at P.O. Box 460, Phenix City, AL, All bids will be date and time stamped as they arrive in the Board Office and will be publicly opened and read aloud on January 7, 2019 at 9:00 AM, Eastern Standard Time. Bids must arrive prior to the bid opening to be considered. The envelope must be marked Bid No. GF / Bid for Purchase of Three New Vehicles on the front and SEALED BID DO NOT OPEN on the seal. Whether mailed or hand delivered, address to the Attention: David Gibson at the address listed above. Late bids will not be opened. Information and specifications for above named bid may be obtained at the Phenix City Board of Education. The information may also be downloaded via the link provided at under the Department of Operations & Administrations (see District Bids ). Both options are free of charge. The Phenix City Board of Education reserves the right to accept or reject any or all bids. Vendors with questions regarding bid specifications must submit their questions in writing to David Gibson at dgibson@pcboe.net or mail to the Phenix City Board of Education, Attn: David Gibson, P.O. Box 460, Phenix City, AL, , no later than December 31, Questions received in any other manner will not be accepted. All questions and responses will be posted to the district website for information purposes only. Any changes, additions, or modifications to the bid request and any questions and answers related to this solicitation will be posted to the Phenix City Schools website at under the Department of Operations & Administrations (see District Bids ). Posted: December 17, 2018 Nathan Walters Director of Operations Phenix City Schools

2 Phenix City Public Schools PO Box 460 Phenix City, Alabama Bid No. GF December 17, 2018 Business Office Bid Type: Purchase of Three New Vehicles TO: Whom It May Concern Sealed bids will be received by the Phenix City Board of Education at the Educational Services Center, 1212 Ninth Avenue, Phenix City, Alabama, for furnishing items as listed on the attached sheet(s). Bids will be received on the following date and envelopes containing bids should be sealed and marked on the outside. This bid is due on: 9:00 AM January 7, 2019 Time (EDST) Month Day Year Attention: David Gibson at which time they will be publicly opened and read. The Phenix City Board of Education is in compliance with Equal Employment Opportunity regulations, the Clean Air Act, the Clean Water Act, and Environmental Protection Agency regulations. The Phenix City Board of Education reserves the right to reject any and/or all bids, to make awards for individual items as they may appear advantageous, and to waive all informalities in bidding. The specifications and/or model numbers herein specified are for the purpose of establishing type and quality of items desired. It is not the intention of this Board to exclude any company capable of furnishing equal purchase on the basis of low price alone. Quality and suitability to purpose will be a controlling factor. It is our policy that judgment to select is our right, and judgment shall be determined by whatever means we feel is necessary. If you are unable to bid, please let it be known in writing; otherwise, we shall consider you as an uninterested bidder and remove your name from our bid list. Each bidder should clearly indicate the earliest delivery date. Each bid should be accompanied by complete information and specifications as to what is being bid. Samples may be requested, and bidder should be prepared to furnish these samples upon request. Where it is called for, bidder shall include complete installation. All prices should include cost of transportation to the place designated on the order. Each bidder shall be responsible for the removal of all debris connected with installation. All bids should be good for at least 30 days from date of opening. *NOTE: Eastern Standard Time Nathan Walters, Director of Operations

3 IMPORTANT INFORMATION FOR BIDDERS: Alabama laws require that, as a condition for the award of a contract by a school board to a business entity or employer with one or more employees working in Alabama, the business entity or employer must provide documentation of enrollment in the E-Verify program. During the performance of the contract, the business entity or employer shall participate in the E-Verify program and shall verify every employee that is required to be verified according to the applicable federal rules and regulations. The contractor s E-Verify Memorandum of Understanding must be included with the bid. If you do not believe these requirements are applicable to your entity, include an explanation justifying such exemption. An entity can obtain the E-Verify Memorandum of Understanding upon explanation justifying such exemption. An entity can obtain the E-Verify of Understanding upon completion in the E-Verify enrollment process located at the federal web site The Alabama Department of Homeland Security ( has also established an E-Verify employer agent account for any business entity or employer with the required documentation of enrollment in the E-Verify program. An Employer Identification Number (EIN), also known as a Federal Tax Identification Number, is required to enroll in E-Verify or to establish an E-Verify employer agent account. NAME OF COMPANY: COMPANY REPRESENTATIVE:

4 Phenix City Board of Education Office of Superintendent PO Box 460 Phenix City, Alabama BID NO: GF Purchase of Three New Vehicles DATE BID TO BE RECEIVED: January 7, 2019 TIME: 9:00 AM EDST Sealed bids will be received by the Phenix City Board of Education, 1212 Ninth Avenue, Phenix City, Alabama, until the above date, and then opened as soon thereafter as practicable. Phenix City, Alabama David Gibson Transportation Supervisor F.O.B. Purchase of Three New Vehicles If you are unable to furnish an item as specified and desire to offer a substitute, give full description of the item. No errors will be corrected after bids are opened. No prices shall include State or Federal Excise Taxes. Letter of tax exemption status will be furnished upon request. Board of Education reserves the right to accept or reject all bids or any portion thereof. BIDS MADE OUT IN PENCIL WILL NOT BE ACCEPTED. All bidders must use our bid form and show on envelope the bid number. TO BE COMPLETED BY VENDOR: We are in position to furnish the above at the prices shown and can make shipment within order. Any attachment hereto is made and becomes a part of this inquiry. days after receipt of I hereby affirm I have not been in any agreement or collusion among bidders or prospective bidders in restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding, or otherwise. FIRM: BY: Signature Must Be in Ink (Please Print/Type Name) ADDRESS: Street City State Zip Code Telephone Number Fax Number Date

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6 One or more 12 Passenger Van Medium Roof Height Vehicle must meet all Federal and State regulations in effect at time of bid award. NOTICE OF INSTRUCTIONS TO BIDDERS SCOPE: All bidders must complete the attached specifications. In the event that the specifications proposed by the bidder are exactly and unequivocally identical to the specifications established by the Board of Education, including brand name, the bidder may respond with the phrase NO EXCEPTIONS. In all other cases, and for all brand name items, the bidder is required to provide written specifications. Please note that bidders with exceptions will always be considered. This format allows the Board of Education the flexibility to make an informed apples to apples comparison from manufacturer to manufacturer in order to make a qualified decision. Please list all exceptions at the bottom of each category. The terms, No structural differences or We are equal to your proposed specifications will not be permitted. It is the responsibility of the Board of Education and their representatives to determine if a substitution is Equal or not. It is not the bidder s prerogative to declare that what they are substituting is Equal. Failure to comply will render the bid invalid for material non-compliance to our proposed specifications. Phenix City Schools reserves the right to award bid based on factors other than price. Award criteria will include but will not be limited to previous performance, past quality, parts availability, etc. Delivery will be made within 90 days of receipt of purchase order. Chassis: Axle: Manufacture recommended gear ratio Exception: Engine: V-6 Gas 3.7 Liter. Transmission: Must be automatic with overdrive. Tires: Tires must be 17 inch or larger. Spare tire must be full sized. Wheels: Painted with center caps. Prefer wheels to be painted gray 1

7 One or more 12 Passenger Van Medium Roof Height Exterior: Body: Side and rear doors to be outward opening. Roof height to be medium height. Please list the interior height of the proposed vehicle. Lights: Headlamps to include auto function with daytime running lights capability. Vehicle to be equipped with fog lamps. Ambient lighting is preferred in the passenger compartment. Paint: Vehicle color is white. No Exception. Mirrors: Must be equipped with power fold, extend and adjust tow mirrors. Towing: Vehicle to be equipped with max tow package to include and integrated trailer brake controller. No Exception. Windows: Passenger and rear windows to be privacy glass Interior: Air Conditioned: Must be equipped with front and rear HVAC Color: Interior color to be dark gray or black. Flooring: To be vinyl. Carpet is not acceptable Interior equipment options: Must be equipped with AM/FM Radio with steering wheel mounted controls, backup camera with rear proximity sensors, blue-tooth, auxiliary switches, cruise control,12v power outlet, 110V A/C outlet, power windows/door locks, keyless entry, tilt and telescoping steering wheel. Gauges to be manufacture standard. Seats: Must be equipped with bucket type cloth seats with seating for 12 passengers, 40/console/40 front, with floor mounted locking center console. Preferred colors are gray or black. All seat positions must be equipped with seat belts. Rear passenger seats to be quick detach for easy removal when not in use. Exception: Additional Options: Vehicle is to be equipped with passenger/driver running boards to aide entry. 2

8 One or more ½ Ton Crew Cab 4x2 Pick-Up Vehicle must meet all Federal and State regulations in effect at time of bid award. NOTICE OF INSTRUCTIONS TO BIDDERS SCOPE: All bidders must complete the attached specifications. In the event that the specifications proposed by the bidder are exactly and unequivocally identical to the specifications established by the Board of Education, including brand name, the bidder may respond with the phrase NO EXCEPTIONS. In all other cases, and for all brand name items, the bidder is required to provide written specifications. Please note that bidders with exceptions will always be considered. This format allows the Board of Education the flexibility to make an informed apples to apples comparison from manufacturer to manufacturer in order to make a qualified decision. Please list all exceptions at the bottom of each category. The terms, No structural differences or We are equal to your proposed specifications will not be permitted. It is the responsibility of the Board of Education and their representatives to determine if a substitution is Equal or not. It is not the bidder s prerogative to declare that what they are substituting is Equal. Failure to comply will render the bid invalid for material non-compliance to our proposed specifications. Phenix City Schools reserves the right to award bid based on factors other than price. Award criteria will include but will not be limited to previous performance, past quality, parts availability, etc. Delivery will be made within 90 days of receipt of purchase order. Chassis: Axle: Rear axle ratio to be Axle maybe limited slip type. Engine: V-6 Gas 3.5 Liter. Turbo equipped is preferred. Transmission: Must be full automatic with overdrive. 10 speed is preferred Tires: Tires must be 17 inch or larger. Spare tire must be full sized. Wheels: Painted with center caps. Prefer wheels to be painted gray 1

9 One or more ½ Ton Crew Cab 4x2 Pick-Up Exterior: Glass: Rear glass to be privacy. Lights: Headlamps to include auto function with daytime running lights capability. Vehicle to be equipped with fog lamps. Paint: Vehicle color is white. No Exception. Mirrors: Must be equipped with power fold and adjust tow mirrors. Towing: Vehicle to be equipped with max tow package to include and integrated trailer brake controller. No Exception. Truck Bed Length: 6 ¾ ft. length. Interior: Color: Interior color to be dark gray or black. Flooring: To be vinyl. Carpet is not acceptable Interior options: Must be equipped with air- conditioning, AM/FM Radio with steering wheel mounted controls, back-up camera with rear proximity sensors, bluetooth, auxiliary switches, cruise control,12v power outlet, 110V A/C outlet, power windows, keyless entry, tilt and telescoping steering wheel. Gauges to be manufacture standard. Seats: Must be equipped with bucket type cloth seats, 40/console/40, with floor mounted locking center console. Rear seat to be 60/40, folding, with under seat locking storage. Preferred colors are gray or black. Exception: Additional Options: Vehicle to be equipped with running boards for easy entry. 2

10 One or more 1 Ton, Dual Rear Wheel, Regular Cab 4x2 Pick-Up Vehicle must meet all Federal and State regulations in effect at time of bid award. NOTICE OF INSTRUCTIONS TO BIDDERS SCOPE: All bidders must complete the attached specifications. In the event that the specifications proposed by the bidder are exactly and unequivocally identical to the specifications established by the Board of Education, including brand name, the bidder may respond with the phrase NO EXCEPTIONS. In all other cases, and for all brand name items, the bidder is required to provide written specifications. Please note that bidders with exceptions will always be considered. This format allows the Board of Education the flexibility to make an informed apples to apples comparison from manufacturer to manufacturer in order to make a qualified decision. Please list all exceptions at the bottom of each category. The terms, No structural differences or We are equal to your proposed specifications will not be permitted. It is the responsibility of the Board of Education and their representatives to determine if a substitution is Equal or not. It is not the bidder s prerogative to declare that what they are substituting is Equal. Failure to comply will render the bid invalid for material non-compliance to our proposed specifications. Phenix City Schools reserves the right to award bid based on factors other than price. Award criteria will include but will not be limited to previous performance, past quality, parts availability, etc. Delivery will be made within 90 days of receipt of purchase order. Chassis: Axle: Rear axle ratio to be Axle maybe limited slip type. Engine: V-8 Gas 6.2 Liter. Transmission: Must be full automatic with overdrive. 6 speed is preferred Tires: Tires must be 17 inch or larger. Spare tire must be full sized. Wheels: Painted with center caps. Prefer wheels to be painted gray 1

11 One or more 1 Ton, Dual Rear Wheel, Regular Cab 4x2 Pick-Up Exterior: Lights: Headlamps to include auto function with daytime running lights capability. Vehicle to be equipped with fog lamps. Must be equipped with cab marker lights. Paint: Vehicle color is white. No Exception. Mirrors: Must be equipped with power fold, extend and adjust tow mirrors. Towing: Vehicle to be equipped with max tow package to include and integrated trailer brake controller. No Exception. Truck Bed Length: 8 ft. service bed with maximum bin space. Each bin is to be locking and equipped with adjustable shelving. Interior: Color: Interior color to be dark gray or black. Flooring: To be vinyl. Carpet is not acceptable Interior options: Must be equipped with air- conditioning, AM/FM Radio with steering wheel mounted controls, back-up camera with rear proximity sensors, blue-tooth, auxiliary switches, cruise control,12v power outlet, 110V A/C outlet, power windows/door locks, keyless entry, tilt and telescoping steering wheel. Gauges to be manufacture standard. Seats: Must be equipped with bucket type cloth seats, 40/console/40, with floor mounted locking center console. Preferred colors are gray or black. Exception: Additional Options: Ladder/pipe rack. The ladder rack should extend over but not beyond the cab of the truck. 2