RFP 27-010 Police Vehicles

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 1 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
REQUEST FOR PROPOSAL #
27-010
MATERIAL OR SERVICE Police Vehicles
DUE DATE October 30th, 2026 @ 10:00 AM
OPENING LOCATION Floyd County Schools
Director of Internal Audits and Compliance
600 Riverside Parkway NE
Rome GA 30161
706.234.1031
Proposals received by the correct time and date shall be opened and the vendors submitting
shall be publicly read.
Proposals shall be in the actual possession of the District, at the location indicated, on or prior
to the exact time and date indicated above. Late bids shall not be considered.
Proposals must be in a sealed envelope with the Request for Proposal Number and the
offeror's name and address clearly indicated on the outside of the envelope. All Proposals
must be typewritten; This document is a form-fillable word document, all pertinent
information can be entered directly into this document, printed, and signed. No substitute
document for the forms will be accepted.
VENDORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE
REQUEST FOR PROPOSAL
Purchasing
Agent: Trent Hicks Phone: 706.234.1031
E-Mail: bids@floydboe.net Fax: 706.236.1824
Date Issued: October 1, 2026

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 2 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
Title Page
Uniform Instructions to Offerors 3
Uniform Terms and Conditions 10
Special Instructions 19
Scope of Work and Specifications 24
Proposal Format 25
Index Tab #1 - Cost 26
Index Tab #2 - Completeness of Proposal 27
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 3 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
UNIFORM INSTRUCTIONS TO OFFERORS
1) DEFINITION OF TERMS: As used in these instructions, the terms listed below are defined
as follows:
A) "Attachment" means any item the Solicitation requires an Offeror to submit as part
of the Offer.
B) "Contract" means the combination of the Solicitation, including the uniform and
Special Instructions to Offerors, the Uniform and Special Terms and Conditions, and
the Specifications and Statement or Scope of Work; the Offer and any Best and Final
Offers; and any Solicitation Amendments (Addenda) or Contract Amendments; and
any terms applied by law.
C) "Contract Amendment" means a written document signed by the Procurement
Officer that is issued for the purpose of making changes in the Contract.
D) "Contractor" means any person who has a contract with the School District/public
entity
E) "Days" means calendar days unless otherwise specified.
F) "Exhibit" means any item labeled as an Exhibit in the Solicitation or placed in the
Exhibits section of the solicitation.
G) "Gratuity" means a payment, loan, subscription, advance, deposit of money, services,
or anything of more than nominal value present or promised, unless consideration of
substantially equal or greater value is received.
H) "Offer" means bid, proposal or quotation.
I) "Offeror" means a vendor who responds to a Solicitation.
J) "Procurement Officer" means the person duly authorized to recommend and
administer Contracts and make written determinations with respect to the Contract
or his or her designee.
K) "Solicitation" means an Invitation for Bids (IFB), a Request for Proposals (RFP), or a
Request for Quotations (RFQ).
L) "Solicitation Amendment (or Addendum)" means a written document that is
authorized by the Procurement Officer and issued for the purpose of making changes
to the Solicitation.
M) "Subcontract" means any Contract, express or implied, between the Contractor and
another party or between a subcontractor and another party delegating or assigning,
in whole or in part, the making or furnishings of any material or any service required
for the performance of the Contract.
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 4 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
N) "School District/Public Entity" means the School District/public entity that executes
the contract.
2) INQUIRIES
A) Duty to Examine: It is the responsibility of each Offeror to examine the entire
Solicitation, seek clarification in writing, and check its Offer for accuracy before
submitting the Offer. Lack of care in preparing an Offer shall not be grounds for
withdrawing the Offer after the Offer due date and time nor shall it give rise to any
Contract claim.
B) Solicitation Contact Person: Any inquiry related to a Solicitation, including any
requests for or inquiries regarding standards referenced in the Solicitation shall be
directed solely to the Solicitation contact person. The Offeror shall not contact or
direct inquiries concerning this Solicitation to any other employee unless the
Solicitation specifically identifies a person other than the Solicitation contact person
as a contact.
C) Submission of Inquiries: The Procurement Officer or the person identified in the
Solicitation as the contact for inquires may require that an inquiry be submitted in
writing. Any inquiry related to a Solicitation shall refer to the appropriate Solicitation
number, page, and paragraph. Do not place the solicitation number on the outside of
the envelope containing the inquire as it may then be identified as an Offer and not be
opened until after the Offer due date and time.
D) Timeliness: Any inquiry shall be submitted, in writing, as soon as possible and at least
seven (7) days before the Offer due date and time. Failure to do so may result in the
inquiry not being answered.
E) No Right to Rely on Verbal Responses: Any inquiry that results in changes to the
Solicitation shall be answered solely through a written Solicitation Amendment or
Addendum. An Offeror may not rely on verbal responses to its inquires.
F) Solicitation Amendments/Addenda: The Solicitation shall only be modified by a
Solicitation Amendment or Addendum.
G) Pre-Offer Conference: A Pre-Offer Conference has been scheduled under this
Solicitation, the date, time, and location must appear on the Solicitation cover sheet
or elsewhere in the Solicitation. An Offeror should raise any questions about the
Solicitation, the procurement process, or the operation at that time. An Offeror may
not rely on any verbal responses to questions at the conference. Material issues raised
at the conference that result in changes to the Solicitation shall be answered solely
through a written Solicitation Amendment or Addendums.
H) Persons with Disabilities: Persons with a disability may request a reasonable
accommodation, such as a sign language interpreter, by contacting the appropriate
Solicitation contact person. Requests shall be made as early as possible to allow time
to arrange the accommodation.
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 5 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
3) OFFER PREPARATION
A) Forms: An Offer shall be submitted either on the forms provided in this Solicitation or
their substantial equivalent. Any substitute document for the forms provided in this
Solicitation will be legible and contain the same information requested on the form. A
facsimile offer shall be rejected.
B) Typed or Ink, Corrections: The Offer, and all other correspondence must be typed.
Erasures, interlineations or other modifications in the Offer must be initialed in ink by
the person signing the Offer. Modifications shall not be permitted after Offers have
been opened except as otherwise provided under applicable law.
C) Evidence of Intent to be Bound: The Offer and Acceptance form within the
Solicitation must be submitted with the Offer and must include a signature by a person
authorized to sign the Offer. The signature shall signify the Offeror's intent to be
bound by the Offer and the terms of the Solicitation and that the information provided
is true, accurate, and complete. Failure to submit verifiable evidence of intent to be
bound, such as an original signature, may result in rejection of the Offer.
D) Exceptions to Terms and Conditions: All exceptions included with the Offer shall be
submitted in a clearly identified separate section of the Offer in which the Offeror
clearly identifies the specific paragraphs of the Solicitation where the exceptions
occur. Any exceptions not included in such a section shall be without force and effect
in any resulting Contract unless such exception is specifically referenced by the
Procurement Officer in a written statement. The Offeror's preprinted or standard
terms will not be considered as a part of any resulting Contract.
E) Invitation for Bids: An Offer that takes exception to a material requirement of any
part of the Solicitation, including terms and conditions, shall be rejected.
F) Request for Proposals: All exceptions that are contained in the Offer may negatively
affect the proposal evaluation based on the evaluation criteria as stated in the
Solicitation or result in rejection of the Offer.
G) Subcontracts: Offeror shall clearly list any proposed subcontractors and the
subcontractor's proposed responsibilities in the Offer. Per 7 CFR 3017.200
debarment verification shall be completed on subcontracts/subcontractors. This will
be completed by the subcontractor prior to contract approval.
H) Cost of Offer Preparation: The District will not reimburse any Offeror the cost of
responding to a Solicitation.
I) Solicitation Amendments/Addenda: Unless otherwise stated in the Solicitation, each
Solicitation Amendment or Addendum shall be signed with an original signature by
the person signing the Offer, and shall be submitted no later than the Offer due date
and time. Failure to return a signed copy of a material Solicitation Amendment or
Addendum or to follow the instructions for acknowledgement of the Solicitation
Amendment/Addendum shall result in rejection of the Offer.
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 6 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
J) Federal Excise Tax: School Districts/public entities are exempt from Federal Excise
Tax on manufactured goods. Exemption Certificates will be prepared upon request.
K) Provision of Tax Identification Numbers: Offerors are required to provide their
Federal Tax Identification number, if applicable, in the space provided on the Offer and
Acceptance Form
L) Disclosure: If the Firm, business, or person submitting this Offer has been debarred,
suspended, or otherwise lawfully precluded from participating in any public
procurement activity, including being disapproved as a subcontractor with any
federal, state, or local government, or if any such preclusion from participation from
any public procurement activity is currently pending, the Offeror must fully explain the
circumstances relating to the preclusion or proposed preclusion in the Offer. The
Offeror shall include a letter with its Offer setting forth the name and address of the
governmental unit, the effective date of this suspension or debarment, the duration
of the suspension or debarment, and the relevant circumstances relating the
suspension or debarment. If suspension or debarment is currently pending, a detailed
description of all relevant circumstances including the details enumerated above
must be provided.
M) Solicitation Order of Precedence: In the event of a conflict in the provisions of this
Solicitation, the following shall prevail in the order set forth below:
i) Special Terms and Conditions;
ii) Uniform Terms and Conditions;
iii) Statement of Scope of Work;
iv) Specifications;
v) Attachments;
vi) Exhibits;
vii) Special Instructions to Offerors; and
viii) Uniform Instructions to Offerors
N) Delivery: Unless stated otherwise in the Solicitation, all prices shall be F.O.B.
Destination and shall include all delivery and unloading at the destination(s).
4) SUBMISSION OF OFFER
A) Sealed Envelope or Package: Each Offer shall be submitted to the submittal location
identified in this Solicitation, in a sealed envelope or package that identifies its
contents as an Offer and the Solicitation number to which it responds. The
appropriate Solicitation number shall be plainly marked on the outside of the envelope
or package.
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 7 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
B) Offer Amendment or Withdrawal: Any offer may be withdrawn by the Offeror at any
time prior to the date and time set for the solicitation opening. An Offer may not be
amended or withdrawn after the Offer due date and time except as otherwise
provided under applicable law.
C) Public Record: Under applicable law, all Offers submitted and opened are public
records and must be retained by the School District/public entity. Offers shall be open
to public inspection after Contract award, except for such Offers deemed to be
confidential by the School District/public entity. If an Offeror believes that information
in its Offer should remain confidential, it shall stamp as confidential that information
and submit a statement with its Offer detailing the reasons that information should
not be disclosed. The School District/public entity shall make a determination on
whether the stamped information is confidential pursuant to the School
District/public entity's Procurement Code.
D) Non-collusion, Employment, and Services: By signing the Offer and Acceptance form
or other official contract form, the offeror certifies that:
i) It did not engage in collusion or other anti-competitive practices in connection
with the preparation or submission of its offer; and
ii) It does not discriminate against any employee, applicant for employment, or
person to whom it provides services because of race, color, religion, sex, sexual
orientation, national origin, marital or family status, political beliefs, disability, or
Vietnam status and that it complies with all applicable federal, state, and local laws
and executive orders regarding employment.
5) ADDITIONAL PROPOSAL INFORMATION
A) Unit Price Prevails: Where applicable, in the case of discrepancy between the unit
price or rate and the extension of that unit price or rate, the unit price or rate shall
govern.
B) Late Offers: An offer submitted after the exact Offer due date and exact time shall be
rejected.
C) Disqualification: The Offer of an Offeror who is currently debarred, suspended or
otherwise lawfully prohibited from any public procurement activity may be rejected.
D) Offer Acceptance Period: An Offeror submitting an Offer under this Solicitation shall
hold its Offer open for the number of days from the Offer due date that is stated in the
Solicitation. If the Solicitation does not specifically state a number of days for the
Offer acceptance, the number of days shall be ninety (90). If a Best and Final Offer is
requested pursuant to a Request for Proposals, an Offeror shall hold its Offer open for
ninety (90) days from the Best and Final due date.
E) Payment: Payments shall comply with Net 30 days. Upon receipt and acceptance of
goods or services, the Contractor shall submit a complete, detailed, and accurate
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 8 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
invoice, including all rebates, credits, and discounts for payment within thirty (30)
days.
F) Waiver and Rejection Rights: Notwithstanding any other provision of the solicitation,
Floyd County Schools reserves the right to:
i) Waive any minor informality;
ii) Reject any and all offers or portions thereof; or
iii) Cancel a solicitation.
6) AWARD
A) Number or Types of Awards: Where applicable, Floyd County Schools reserves the
right to make multiple awards or to award a Contract by individual line items, by a
group of line items, or to make an aggregate award, whichever is deemed most
advantageous to Floyd County Schools. If the Procurement Officer determines that
an aggregate award to one Offeror is not in the School District's interest, "all or none"
Offers shall be rejected.
B) Contract Inception: An Offer does not constitute a Contract nor does it confer any
rights on the Offeror to the award of a Contract. A Contract is not created until the
Offer is accepted in writing by the Procurement Officer's signature of the Offer and
Acceptance Form. A letter or other notice of award or of the intent to award shall not
constitute acceptance of the Offer.
C) Effective Date: The effective date of this Contract shall be the date that the
Procurement Officer signs the Offer and Acceptance Form or other official contract
form, unless another date is specifically stated in the Contract.
D) Governing Board Approval: Final acceptance for Floyd County Schools will be
contingent upon the approval of their Governing Board, if applicable.
7) PROTESTS
A) A protest must be in writing and must be filed with Dennison Hicks, Director of Internal
Audits and Compliance. A protest of a solicitation must be received at the purchasing
agency before the solicitation opening date. A protest of a proposed award or of an
award must be filed within 10 days after the protester knows or should have known
the basis of the protest. A protest must include:
i) The name, address and telephone number of the protestor.
ii) The signature of the protestor or its representative.
iii) Identification of the purchasing agency and the solicitation number.
iv) A detailed statement of the legal and factual grounds of protest including copies
of relevant documents.
v) The form of relief requested.
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 9 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
REMAINDER OF PAGE INTENTIONALLY BLANK
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161

Floyd County Schools
Request for Proposals 600 Riverside Parkway
RFP: 27-010 Page 10 NE
PROJECT: Police Vehicles of 35 Rome GA 30161
706.234.1031
UNIFORM TERMS AND CONDITIONS
1) CONTRACT INTERPRETATION
A) Implied Contract Terms. Each Provision of law and any terms required by law to be in
this Contract are a part of this Contract as if fully stated in it.
B) Relationship of Parties. The Contractor under this Contract is an independent
Contractor. Neither party to this Contract shall be deemed to be the employee agent
of the other party to the Contract.
C) Conflict of Interest. All parties hereby are put on notice that this Contract is subject
to termination if any District employee or Governing Board Member has substantial
interest in the firm and/or services and has not followed State and District rules
governing orders in such interest. Contractor must further certify that they have not
paid or agreed to pay any person, other than a bona fide employee a fee or brokerage
resulting from the award of this Contract.
D) Severability. The provisions of this Contract are severable. Any term or condition
deemed illegal or invalid shall not affect any other term or condition of the Contract.
E) No Parol Evidence. This Contract is intended by the parties as a final and complete
expression of their agreement. No course of prior dealings between the parties and
no usage of the trade shall supplement or explain any terms used in this document.
F) No Waiver. Either party's failure to insist on strict performance of any term or
condition of the Contract shall not be deemed waiver of that term or condition even if
the party accepting or acquiescing in the nonconforming performance knows of the
nature of the performance and fails to object to it.
2) CONTRACT ADMINISTRATION AND OPERATION
A) Records. The Contractor shall retain and shall contractually require each
Subcontractor to retain all data and other records ("records") relating to the
acquisition and performance of the Contract for a period of five years after the
completion of the Contract. All records shall be subject to inspection and audit at
reasonable times. Upon request, the Contractor shall produce a legible copy of any or
all such records.
B) Non-Discrimination. The Contractor shall comply with all applicable Federal and State
laws, rules and regulations, including the Americans with Disabilities Act.
C) Audit. At any time during the term of this Contract and five (5) years thereafter, the
Contractor's or any Subcontractor's books and records shall be subject to audit by the
School District and, where applicable, the Federal Government, the extent that the
books and records relate to the performance of the Contract or Subcontract.
D) Notices. Notices to the Contractor required by this Contract shall be made by the
School District to the person indicated on the Offer and Acceptance form submitted
Floyd County Schools
600 Riverside Parkway NE - Rome GA 30161