Purchasing Department 1320 West Main Street Suite 202 Franklin, Tennessee 37064-3700 Phone (615) 472-4010 WILLIAMSON COUNTY SCHOOLS RFB #1042 Replacement Caterpillar Diesel Engine Williamson County Schools (WCS) is currently accepting bids from qualified dealers interested in submitting bids for a Replacement Caterpillar Diesel Engine. Sealed bids must be submitted on or before 2:30 pm Thursday, June 23, 2016, at which time bid envelopes will be publicly opened. Absolutely no bids will be accepted after this time. Faxed bids will not be accepted. Sealed bid envelopes shall be stamped (date and time) by WCS to verify the authenticity of receipt and should be sent to the address listed below as the bid opening will take place at the same address: Williamson County Board of Education 1320 West Main Street Suite 202 Franklin, TN 37064 Attn: Purchasing Department THE FOLLOWING INFORMATION MUST BE PRINTED ON THE OUTSIDE OF THE BID ENVELOPES: WCS RFB #1042 Replacement Caterpillar Diesel Engine Company Name Date and Time of Bid opening THE FOLLOWING INFORMATION MUST BE INCLUDED INSIDE THE SEALED BID ENVELOPES Completed Bid Form (form attached) This bid document was prepared by the WCS Purchasing Department. Please read the specifications carefully. If you have questions concerning this request for bid document, contact the WCS Purchasing Department at 615-472-4010.
SECTION I GENERAL TERMS AND CONDITIONS 1. Williamson County Schools reserves the right to accept or reject bids upon the evidence of (or as determined by WCS Staff) before or after the bid opening that a bidder is not necessarily qualified by experience is not in a position to perform the work specified in the time allotted or upon evidence of collusion with intent to defraud or other illegal practice. 2. The bid will be awarded based on pricing/cost and service as validated through references and other qualitative consideration as submitted through the RFB process. Award shall be made based on best or most responsive bid as determined to be in the best interest of WCS. Our intent is to award the RFB to the lowest, best and most responsive competitive bidder. 3. Breach of Contract or Default by the awarded vendor may result in the loss of ability or the opportunity to bid or conduct business with WCS. In the event the awarded bidder fails to perform, WCS reserves the right to begin negotiations with the next best bidder in order to complete the project or services. 4. The bid is ultimately subject to funding (as with all WCS RFB projects). WCS is a tax exempt organization. Although WCS is tax exempt the Bidder(s) are responsible for (and the bid cost must reflect) any and all sales and use tax for the materials and or equipment to be provided and/or used. 5. All bids are to be complete in every detail as required. Bids that are incomplete contain irregularities or are not in accordance with the specifications may be rejected. 6. By signing and submitting your bid in a sealed envelope with Williamson County Schools, bidder agrees to all of the specifications, terms and conditions of this WCS RFB document. If you find any of these terms unacceptable please do not bid. 7. Successful bidder must be a licensed, qualified, authorized dealer of Caterpillar engines and parts. 8. Bids are to be valid for a minimum of 60-days or until awarded whichever comes first. For all awarded bids, price will remain in effect for 12 months from date of bid opening. WCS reserves the right for any resulting agreement from the RFB to cancel the contract with written notice within 30 days without penalty. 9. The language of the RFB shall be binding unless mutually amended by WCS and the Awarded Bidder. Issuance of the purchase order will be the award notice. The terms and conditions of the WCS RFB and detailed purchase order shall constitute the entire agreement. 10. Invoices must be reflective of original bid. WCS will not honor any extra or added charges that are presented after the bid has been awarded. 11. Williamson County has the right to dispute any questionable charges by contacting the service agency either by phone, e-mail or in writing. Invoice must be reflective of original bid and must include a valid WCS purchase order number to be paid. WCS will not be responsible for added expenses. There absolutely shall be no surcharges Bidder s should submit the most 2
competitive all in bid/cost. Invoices shall be pursuant to the terms of this RFB and the corresponding purchase order. 12. Invoices should be submitted for payment upon 100% satisfactory completion of each PO by the WCS Transportation Department. All packing slips or delivery tickets should be presented to the WCS Transportation Department. 13. Only bid submittals meeting the exact specifications of engine requested as outlined in the section titled, Scope of Work, will be considered, no substitutes will be allowed. WCS reserves the right to refuse any submittal that is not capable of meeting exact specifications regardless of the bid price. 3
SECTION II OBLIGATIONS The terms and conditions of this document shall be part of the contract. Williamson County Schools reserves the right to negotiate other terms and conditions it deems appropriate and necessary. 1. INDEMNIFICATION/HOLD HARMLESS: The awarded bidder shall indemnify, defend, save and hold harmless Williamson County Schools, its officers, agents and employees from all suits, claims, actions or damages of any nature brought because of, arising out of, or due to breach of the agreement by Contractor, its subcontractors, suppliers, agents, or employees or due to any negligent act or occurrence or any omission or commission of Contractor, its subcontractors, suppliers, agents or employees. 2. The bidder shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission, but shall fully address the full intent and meaning of each aspect of the specifications. 3. The bidder shall be responsible to comply with all local, state, and federal laws, regulations, licensing, and other requirements as applicable. All bidders must provide evidence of current business license of requested by WCS. 4. Quantities are being provided which are approximations and are only best estimates of desired initial purchase. Although quantities provided are best estimates of anticipated order quantities WCS cannot guarantee fulfillment of these quantities. Quantities will be based on the actual cost of the units with approved funding. 5. WCS anticipates issuing the purchase order within five (5) days from the bid opening. 6. This bid is considered a 100% turnkey project. Project will consist of an engine core exchange and replacement of a complete running engine. Bids should reflect all parts, labor, and freight costs. 7. Receipt of new replacement engine must be available for pick up or delivery no later than Sunday, July 31, 2016. Liquidated damages of $150 per consecutive day will be assessed beginning Monday, August 1, 2016 until new replacement engine is 100% complete and available for pick up or delivery. Liquidated damages will be deducted from invoice. 8. Williamson County Schools Purchasing Manager must approve any change in offers to original bid specifications. 4
SCOPE OF WORK Williamson County Schools desires a 100% turnkey project of an engine core exchange with a replacement for a complete running caterpillar diesel engine. WCS will use the original engine core exchange as a trade in allowance with the awarded vendor. WCS Transportation Department will deliver the original engine and core still intact with school bus to any local Tennessee dealership. Awarded vendor is responsible for removing original engine and may retain all core parts associated with original engine. WCS Transportation Department will pick up the school bus, after 100% completion of replacement for a complete running engine and installation into school bus. Awarded vendor must be an authorized licensed, qualified dealer of Caterpillar engine and parts. The replacement caterpillar diesel engine must be 100% compatible and suited to replace and be installed in the following: 2007 Thomas School Bus 84 Passenger General Ed Font Engine Type D Body # 634770 Engine Serial Number # WAX43356, Caterpillar Thomas VIN #1T88U4C2X81290358 Williamson County Schools ID Number 07-212 Replacement engine must be a Caterpillar new or remanufactured, running complete engine using genuine Caterpillar parts. Replacement engine must include a new or remanufactured air compressor, new or remanufactured alternator, new upper and lower radiator hoses and new fan belt. Replacement engine must include a two (2) year warranty. Warranty should cover two (2) years on parts, labor and freight costs. WCS Projected Timetable: RFB advertised in Tennessean Newspaper Tuesday, May 31, 2016 RFB distributed to potential vendors Tuesday, May 31, 2016 Sealed Bids due by 2:30 PM Thursday, June 23, 2016 Bid awarded on or before Tuesday, June 28, 2016 WCS Transportation Dept. delivers bus with original engine, on or by Tuesday, July 5, 2016 100% completion of project by awarded vendor Sunday, July 31, 2016 Liquidated damages assessed Monday, August 1, 2016 5
RFB #1042 REPLACEMENT CATERPILLAR DIESEL ENGINE BID FORM Page 1 This bid cover sheet must be attached as the first page of the submitted packet. I, (print name), (title), verify that I have read the specifications, conditions, and instructions and agree to all therein. COMPANY NAME: ADDRESS: PHONE NUMBER: FAX NUMBER: EMAIL ADDRESS: By signing and submitting your bid/proposal in a sealed envelope with Williamson County Schools, bidder agrees to all of the specifications, terms, and conditions of tis WCS RFP/RFP document If you find any of these terms unacceptable please do not bid. SIGNATURE: PRINT NAME: DATE: Please submit all bid pricing on attached Bid Form Sheet. 6
Bidder Name: RFB #1042 REPLACEMENT CATERPILLAR DIESEL ENGINE BID FORM Page 2 Item I. Bid Price Replacement Caterpillar Diesel Engine Bid price includes 100% complete running engine, all parts, labor, freight costs, and 2yr warranty $ Item II. Engine Core Exchange Trade in allowance $ Item III. Total Net Price Bid Price (Item I) less Engine Core Exchange (Item II) $ Can Bidder meet the WCS proposed 100% completion deadline? Yes No Does Bidder comply with FULL Two Year Warranty? Yes No 7