North Kansas City School District
2000 N.E. 46thStreet Kansas City, Missouri 64116
816-321-4663
Email: or
REQUEST FOR PROPOSAL FOR PURCHASE AND/OR LEASE OF DIESEL FUEL BUSES RFP NO. 2018-05
The North Kansas City School District will accept separate sealed proposals from qualified persons or firms interested in providing the following: Diesel Fuel Buses
Five (5) SIGNED PROPOSALS
MUST BE RECEIVED BY 2:00 p.m. April 26, 2018
PLEASE MARK YOUR SUBMITTAL - "RFP 2018-05" AND SEND IT TO:
North Kansas City School District, Purchasing Department Attention: Rick Gentry, Director of Purchasing
2000 N.E. 46thStreet
Kansas City, Missouri 64116
The North Kansas City School District reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed most advantageous to the District. The undersigned certifies that he/she has the authority to bind this company in an agreement to supply the service or commodity in accordance with all terms and conditions specified herein. Please type or print the information below. Respondent is REQUIRED to complete, sign, and return this form with their submittal.
CompanyNameAuthorized Person(Print)
AddressSignature
City/State/ZipTitle
Telephone#Fax#DateTaxID#E-mailEntityType
If submitting a "no proposal" please provide a brief explanation for the reason why and return this page:
REQUEST FOR PROPOSAL FOR:
Diesel Fuel Buses RFP NO. 2018-05
Legal Notice
The North Kansas City School District is accepting RFPs for providing Diesel Fuel Buses Type C. Specifications, terms, and conditions are specified in the RFP packet. The Request for Proposals and required specifications can be found on the District’s website beginning April 16, 2018 RFP packets can be obtained from and sealed RFPs returned to
the Purchasing Director, 2000 N.E 46th Street, Kansas City, MO 64116. Sealed RFPs must be
notated to indicate the RFP you are submitting. Sealed RFPs must be received on or before 2:00 PM on April 26, 2018 at the Purchasing Department (816-413-5180). The North Kansas City School District reserves the right to reject any and all proposals, to waive technical defects in the proposals, and to select the proposal deemed most advantageous to the District.
TABLE OF CONTENTS
Page1BindingAuthority
Page2LegalNotice
Page3Table ofContents
PART I
Description of Project and Services Required
1.0Introduction
2.0Scope ofServices
3.0District ProvidedServices
4.0Schedule for RFP ProcessandProject Completion
PART II
Instructions to Respondents
1.0MinimumQualifications
2.0SelectionProcess
3.0Respondent Cost to DevelopProposal
4.0Instructions for Responding to thisRFP
5.0Conflict ofInterest
6.0Proposal RankingSheet
7.0Table of Contents forsubmittal
8.0Form No. 1: ProviderProfile
9.0 Form No. 2: Key Outside Consultants
10.0 Form No. 3: Experience/References
11.0 Form No. 4: Resume of Key Personnel
12.0 Form No. 5: Project Narrative
13.0 Form No. 6A: Specifications & Purchasing Cost
14.0 Form No. 6B: Specifications & Leasing Cost
15.0 Form No. 7: Used Bus Trade In Sheet
PART III
General Conditions
PART IV
Special Conditions
Part I
DESCRIPTION OF PROJECT AND SERVICES REQUIRED
- INTRODUCTION:
The North Kansas City School District herein referred to as “District”, is currently soliciting written proposals from qualified firms experienced in providing diesel and compressed natural gas (CNG) buses to support the goals and mission of the District.
1.1 Background:
Known for innovation and excellence, North Kansas City Schools serves families living in the neighborhoods and municipalities of southern Clay County, Missouri. Nestled between the Staley neighborhoods on the northern boundary and Briarcliff to the south, the District encompasses approximately 83 square miles of land. North Kansas City School District has experienced significant growth in the past two decades in the overall total number of students, programs, and the number of buses needed to support such a high level ofgrowth.
2.SCOPE OFSERVICES
The District is seeking qualified firms, manufacturers and/or dealers who will assist the District in a purchase and/or the lease of up to Twenty-six (26) new Type C buses Diesel buses and Three (3) new Type C CNG buses. Note: All Buses must be delivered by August 1, 2018.
Specifications
The specifications for the various buses requested are attached to this document as Form No. 6A & 6B.
3.DISTRICT PROVIDEDSERVICES
The District will provide the following information in support of this project:
All information reasonably required by the Proposer to successfully complete the project
4.SCHEDULE OF RFP PROCESS AND PROJECTCOMPLETION
4.1Timeline for RFP Process: The timeline listed below is theDistrict’s estimation of time required to complete the RFP process. All efforts shall be made to abide by this schedule; however, it is subject to change due to differentcircumstances.
MailRFPNotificationApril 16, 2018
ReceiveProposals2:00 p.m. April 26, 2018 MeettoreviewWeek of April 30, 2018
SchoolBoardMay 8, 2018
NoticetoProceedTBD
PART II INSTRUCTIONS TO RESPONDENTS
- MINIMUMQUALIFICATIONS
To be considered, a proposer must be a full servicemanufacturer or dealer with expertise in the field of pupil transportation and diesel buses.
2.SELECTIONPROCESS
The overall process will consist of a review and evaluation of all responsive proposals by a District Selection Committee (DSC) comprised of selected District personnel. The project will be awarded to the Firm whose proposal meets all the requirements of this RFP and whose proposal provides the best overall value to the district. The District retains the right to select the proposal it deems as being in the best interest of theDistrict.
Evaluation of Proposals
Members of the DSC will review and rate each responsive proposal based on the following criteria:
a.The firm's experience in providing similar services to school districts duringthe past five (5) years. Key personnel that will be assigned to the District’s project and their experience with similarprojects.
b.Documented fuel efficiency for buses provided by thefirm.
c.Location of firm and ability to respond for service within 24 hours and emergency calls within 1 hour. Firm has the necessary tools and parts for immediate replacement warehoused on site or able to order parts to complete repairs within 24 hours.
d.All vehicles offered by firm have passed Federal Safety Standards andhave a proven track record forsafety.
e.Applicable resources offering quality assurances/quality control procedures;as well as adequacy of the team’s resources to complete the project within the proposed timeframe, including the production schedule and delivery of buses. Buses must be delivered starting May of 2018 and complete delivery of buses by August 1,2018.
f.Project approach, including project schedule and detailed approach to complete this project, familiarity with this project, identification of unique issues related to project, and the process proposed for communicationswith District staff, School Board Members, and thepublic.
g.Extent of Warranty offered onbuses.
h.Cost of buses (up front submitted withproposal)
The Proposal Ranking Sheet for the evaluation of the proposals is included as Enclosure I to this section. The DSC may request additional submittals.
Negotiation
Upon selection of the top rated firm, the District will negotiate the specific terms of the contract including final cost.
3.RESPONDENT COST TO DEVELOPPROPOSAL
AllcostsforpreparingandsubmittingproposalsinresponsetothisRFParetobe the responsibility of the respondent and will not be chargeable in any mannerto
the District.
4.INSTRUCTIONS FOR RESPONDING TO THIS RFP(Important)
Submit the correct number of signed copies of the proposal and bind them in 3-ring binders or plastic binding combs that can be easily removed. DO NOT use wire or metal binding. The proposal must be organized using the followingformat:
a.Title-SignaturePage
b.Table of Contents for submittal (EnclosureIII)
c.LetterofTransmittalforRequestforProposal
d.Addenda – (ifapplicable)
e.Form No. 1 - Provider Profile –Lead Firm(s) – Joint VenturePartners
f.Form No. 2 – Key Outside Consultants(Sub-consultants)
g.Form No. 3 – Experience and References. List those projects your firm has completed within the past five (5) years that are similar to those requested by this RFP. Special attention should be given to projects your firm has completed for other Districtentities.
Include company name, address, persons to contact, telephone number, a brief description of the project completed by your firm, and date completed.
h.Form No. 4 – Key personnel that will be assigned to the District project for lead consultant firm(s) and sub-consultant firms. List the person’s name, title, project assignments, years of experience, and any other qualifications relevant to the District’sproject.
i.Form No. 5 – Narrative on project approach. Describe the schedule of events necessary to complete this project clearly defining the roles of all involved parties. Outline familiarity with the project and identify critical or unique issues specific to this project. Outline a communications process and explain unique approaches used elsewhere. Include proposed production schedule and timeline for delivery ofbuses.
j.Form No. 6A, 6B – Specifications, Warranty, Purchasing Cost and Leasing Cost. Confirm if all specifications are met or list any differences. Identify all costs vehicle related to the project and include all warranty information. This section is to be signed by an authorized representative of the firm. The entity type and Tax ID number must also beprovided.
Proposals must be completed as instructed. A total of Five (5) signed proposals must be submitted along with an equal number of each signed addenda (if applicable). Proposals received that do not include all required documents and signatures may be considered non- responsive.
5.CONFLICT OF INTEREST
The successful respondent shall not have conflicts of interest as to revenues derived from the results of tests or recommendations made on behalf of the firm.
6.PROPOSAL RANKINGSHEET
A.SCORINGRANGES
10 PointQuestions
9– / 107 / –8
5 / –6
0 / –4
EvaluationCriteria
Points
Maximum
S c o r e
1Evidence of Experience & References with Similar Projects(FORM 3)30
and Expertise of Firm /Provider Personnel (FORM 4)
Consider experience and references listed by the firm/provider on Form 3 of the RFP. Is the provider experienced in providing services similar to that requested in the RFP?
- Familiarity and previous experiences dealing with similar large scale projectssuccessfully
- Consider any sub-consultants to be used and their experience (ifapplicable)
Consider comparable experience and background of specific personnel that shall be assigned to the District’s project as outlined on Form 4 of the RFP. Also consider the specific involvement of those persons in projects listed on Form 3 of the RFP. Experience on projects of similar scope and size:
- ProjectManager
- Projectteam
- Sub-consultants (ifapplicable)
______
2Evaluate buses and equipment proposed (FORMS 6A6B)20
- Do buses proposed have a documented proven track record for safety and meet FMVSS standards at date ofsubmittal?
3.Applicable Resources (FORM 1, 25)20
Evaluate the extent of applicable resources available to the firm / provider to complete the District’s project as listed on Forms 1, 2 and 5 of the RFP
Standard Quality Assurance/Quality Control program or procedures the firm has inplace
Adequacy of proposed team/resources to complete project within proposed timeframe
Adequacy of production schedule and delivery schedule of
buses
- Location of firm to the District and the ability to respond for service within 24 hours. Firm has the necessary tools and parts for immediate replacement warehoused on site or able to order parts for receipt within 24hours
4.Project Approach (FORM5)
Evaluate the firm/ provider’s approach to and understanding of the Scope of Services required in the RFP as evidenced by the project approach out lined in Form 5.
Project schedule and detailed approach is reasonable/responsive to District’sneeds
Roles of all involved parties clearlyidentified
Familiarity with project location as evidenced by proposal (ifapplicable)
Identify/recognize critical or unique issues specificto theproject
Proposed timeline for delivery ofbuses
Adequacy of proposed communicationsprocess
Unique approaches that have beensuccessful elsewhere.
5.Specifications, Trade In Value & Cost (FORM 6A, 6B and 7) Determinationofcostandpricingdata.Considerifthefollowing conformstotherequirementsoftheRFPandtheDistrict:
MeetsorexceedsspecificationsofRFP
Fuelefficiencies
Initial purchaseprice
On-going maintenancecosts
Reliability of vehicles proposed, basedon industrystandards
WarrantyInformation
10
20
7.TABLE OF CONTENTSFORSUBMITTIAL
The following table sets forth the specific items to be addressed in the proposal. Respondents are requested to use this page with their proposal and with the corresponding page numbers indicated on the information submitted within their proposal:
Page Number
A. / TITLE-SIGNATURE PAGE / Page 1B. / TABLE OF CONTENTS:
Submit this page with page numbers provided. / Page 2
C. / LETTER OF TRANSMITTAL:
Limit to four (4) pages; to be submitted on the provider’s letterhead.
1.Concisely state the provider's understanding of the services required by theDistrict.
2.Include additional relevant information notrequested elsewhere in thisRFP.
3.The signature of the letter shall be that of aperson authorized to represent and bind thefirm/provider. / Attachment
D. / ADDENDA (if applicable)
The respondent must return the correct number of all numbered addenda with submitted proposal. All Addenda must be signed. / Attachment
E. / PROVIDER PROFILE:
Form 1 provided / Page 3
F. / LIST OF OUTSIDE KEY CONSULTANTS / ASSOCIATES OR AGENCIES THAT WILL BE USED FOR THE CITY’S SERVICE:
Form 2 provided / Page 4
G. / REFERENCES:
Form 3 provided (Form 3 may be reproduced and attached in sequence if more space is required). / Page-
H. / RESUMES:
Form 4 provided (Form 4 may be reproduced and attached in sequence if more space is required). / Page___
I. / PROJECT APPROACH:
Form 5 provided (This form must be signed and dated). / Page-
J. / SPECIFICATIONS AND PURCHASING COST AND LEASING COST:
Form provided (Use Form 6A & 6B) / Page-
8.FORM NO. 1: CONSULTANTPROFILE
1.LeadConsultantFirm(s)(orJointVenture)NameandAddress: 1a.Firm /Provideris: National Regional Local
1b.Year Firm / Provider Established:
Years of Experience providing DieselFuel Buses. (Please indicate which type of bus experienced in selling).
1c.Licensed to do business in the Stateof Missouri:YesNo
1d.Name,title,telephonenumberandemailaddressofPrincipaltocontact: 1e. Address of office to perform work, if different from Item No.1:
2.PleaselistthenumberofpersonsbydisciplinethatyourFirm/JointVenturewill commit to the District’sproject:
3.IfsubmittalisbyJointVentureorutilizessubcontractors,listparticipating firms/providers and outline specific areas of responsibility (including administrative, technical, and financial) for eachfirm:
3a.Has this Joint Venture previouslyworkedtogether?YesNo
9.FORM NO. 2: KEY OUTSIDE CONSULANTS
Each respondent must complete this form for all proposed subcontractors.
SUBCONTRACTOR
#1 Name & Address
Specialty/Role with this Project:
Worked with LeadFirmBefore:YesorNoYear FirmEstablished:
Years of Experience providing Diesel Fuel Buses. (Please indicate which type of bus experienced in selling).
Complete Form No. 4 for all key personnel assigned to this project for thissubcontractor.
SUBCONTRACTOR
#2 Name & Address
Specialty/Role with this Project:
Worked with LeadFirmBefore:YesorNoYear FirmEstablished:
Years of Experience providing Diesel Fuel Buses. (Please indicate which type of bus experienced in selling).
Complete Form No. 4 for all key personnel assigned to this project for thissubcontractor.
10.FORM NO. 3:EXPERIENCE/REFERENCES
Work by Firm/Provider (including any subcontractors or Joint-Venture companies) that best illustrate current qualifications relevant to the districts project that has been/is being accomplished by personnel during the past five (5) years that shall be assigned to the District’s project. List no more than ten (10) total projects:
Project Name & Location:
Completion Date (Actual or Estimated): Project Owners Name & Address:
Project Owner's Contact Person, Title & Telephone Number: Estimated Cost (in Thousands) for Entire Project: $
Estimated Cost (in Thousands) for Work Which Firm was/is Responsible: $ ScopeofEntireProject:(Pleasegivequantitativeindicationswhereverpossible).
Nature of Firm's/Provider’s responsibility in project: (Please give quantitative indications wherever possible).
Firms/Providers Personnel (Name/Project Assignment) who worked on the stated project that shall be assigned to the District's project:
11.FORM NO. 4: RESUME OF KEYPERSONNEL
Brief resume of key persons, specialists, and individual consultants that shall be assigned to the District project:
a.Name andTitle:
b.ProjectAssignment:
c.Name of Firm with whichassociated:
d.Years Experience:
Withthisfirmotherfirms
e.Education:Degree(s)/Year/Specialization:
f.CurrentRegistration(s):
g.Other Experience & Qualifications relevant to the proposedproject:
12.FORM NO. 5: PROJECTNARRATIVE
Use this space to provide a detailed project approach including but not limited to:
- Project schedule and detailed approach is reasonable/responsive to District’sneeds
- Rolesofallinvolvedpartiesclearlyidentified
- Familiaritywithprojectlocationasevidencedbyproposal/sitevisit/interview(if applicable)
- Identify/recognize critical or unique issues specific to the project andunique approaches usedelsewhere
- Proposed timeline for delivery ofbuses
- Proposed communication processThe foregoing is a statement offacts.
Signature:
Typed Name and Title:
Telephone Number:
Date:
- FORM NO. 6A: SPECIFICATIONSAND PURCHASING COST(see spreadsheet attached)
- FORM NO. 6B: SPECIFICATIONS AND LEASING COST(see spreadsheet attached)
PART III GENERAL CONDITIONS
GOVERNING RESPONSES AND SUBSEQUENT CONTRACTS
North Kansas City School District
1.SCOPE:
The following terms and conditions, unless otherwise modified by the North Kansas City School District within this document, shall govern the submission of proposals and subsequent contracts. The District reserves the right to reject any proposal that takes exception to these conditions.
2.DEFINITIONS AS USEDHEREIN:
a.Theterm"requestforproposal”meansasolicitationofaformal,sealedproposal.
b.The term "respondent" means the person, firm or corporation who submits a formal sealedproposal.
c.Theterm"District"meansNorthKansasCitySchoolDistrict
d.The term "School Board" means the governing body of the North Kansas City SchoolDistrict.
3.COMPLETINGPROPOSAL:
All information must be legible. Any and all corrections and/or erasures must be initialed.
Each proposal must be signed in ink by an authorized representative of the respondent and required information must be provided. The contents of the proposal submitted by the successful respondent of this RFP will become a part of any contract award as a result of this solicitation.
4.REQUEST FORINFORMATION:
Any requests for clarification of additional information deemed necessary by any respondent to present a proper proposal shall be submitted in writing to the Purchasing Director, 2000 N.E. 46th Street, Kansas City, MO 64116, referencing this RFP number, a minimum of five (5) calendar days prior to the proposal submission date. Any request received after the above stated deadline will not be considered. All requests received
prior to the above stated deadline will be responded to in writing by the District in the form of an addendum addressed to all prospective respondents.