FORKLIFT SERVICE & REPAIR

Memorandum From Purchasing Department
Letter of Instruction For RFP #251-27-106
To: Prospective Parties
Thank you for your interest in the Wake County Public School System. Please review the following instructions prior to
submitting your proposal.
* Prior to submitting and executing the proposal, please make sure you read and understand the terms and conditions
referenced. All proposals are subject to the terms and conditions outlined herein. All responses will be controlled by
such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other
documents as part of an offeror's response will be waived and have no effect either on this Request For Proposals or
on any contract that may be awarded resulting from this solicitation. The attachment of any other terms and
conditions by the Offeror may be grounds for rejection of that proposal. Offeror specifically agrees to the conditions
set forth in the above paragraph by signature to the proposal.
* Please read carefully the section titled CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING THE RFP
PROCESS. All questions should be directed to Patrick Harris, bids-pharris3@wcpss.net
* Offerors are cautioned that this is a request for offers, not a request to contract, and WCPSS reserves the unqualified
right to reject all offers when such rejection is deemed to be in the best interest of WCPSS.
* Submit one (1) signed, original executed proposal responses, and 1 electronic copy (flash drives only -emails not
accepted) of your proposal simultaneously to the address identified below.
Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s)
for delivery as shown in the table below. If Vendor is submitting more than one (1) proposal, each proposal shall be
submitted in separate envelopes and marked accordingly. For delivery purposes, separate envelopes from a single
Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the
information above included on the outside of the proposal package.
* All required documents should be completed and returned with your package.
* You must be registered with the NC Secretary of State and in good standing in order to contract with WCPSS. If you
need additional information, please inquire prior to submitting your proposal.
* It is an absolute requirement that you be in good standing and not debarred by the local, state or federal government
as it pertains to doing business with the Wake County Public School System.
* Vendors are cautioned that when listing miscellaneous supplies as additional costs for preventative maintenance and
repair services that they should not include common shop items for hand cleaning, spill mats, etc. These items are
considered a vendor cost of doing business and should not be included in the district's costs.
* When submitting information for trip charges vendors will be required to maintain a mileage log that relates only to
the district's service calls. For example, to and from vendor's business address and shall not include commute times for
technicians that involve travel from their place of residence. Mileage will be calculated based on the vendor's business
address only.
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Request For Proposal #251-27-106
1551 Rock Quarry Rd - Bldg. F Proposals will be publicly opened: 5-11-26, 2:00 pm
Raleigh, NC 27610 Contract Type: Open Market Term Contract
Refer ALL Inquiries to: Patrick Harris Commodity: 920-
Telephone No: 919-588-3459 Quarterly PM Service and Repair of Forklifts and Battery-
Operated Pallet Jacks
E-Mail: bids-pharris3@wcpss.net Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM
NOTICE TO VENDORS
Sealed Proposals, subject to the conditions made a part hereof, will be received at this office (1551 Rock Quarry
Road, Bldg. F, Raleigh, NC) until 2:00 p.m. on the day of opening and then opened, for furnishing and delivering the
commodity as described herein. Refer to page 2 for proper mailing instructions.
Proposals submitted via facsimile (FAX) machine in response to this Invitation for Proposals will not be acceptable.
Proposals are subject to rejection unless submitted on this form.
EXECUTION
In compliance with this Invitation for Proposals, and subject to all the conditions herein, the undersigned offers and
agrees to furnish and deliver any or all items upon which prices are proposed, at the prices set opposite each item
within the time specified herein. By executing this proposal, I certify that this proposal is submitted competitively
and without collusion.
Failure to execute/sign proposal prior to submittal may render bid invalid. Late proposals are not acceptable.
VENDOR: FEDERAL ID OR SOCIAL SECURITY NO.
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
(800)
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for 60 days from date of proposal opening unless otherwise stated here: ____ days Prompt Payment
Discount: _______ % __________________ days.
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Submit one (1) signed, original executed proposal response, and 1 electronic copy (emails not accepted)
of your proposal simultaneously to the address identified above.
Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address
the package(s) for delivery as shown in the table above. If Vendor submits more than one (1) proposal,
each proposal shall be submitted in separate envelopes and marked accordingly. For delivery purposes,
separate envelopes from a single Vendor may be included in the same outer package. Proposals are
subject to rejection unless submitted with the information above included on the outside of the
proposal package.
MAILING INSTRUCTIONS: Mail only one fully executed proposal with copies, unless otherwise instructed,
and only one proposal package with copies per envelope. Address envelope and include proposal
number as shown below. It is the responsibility of the Vendor to have the proposal in this office by the
specified time and date of opening.
DELIVER TO:
PROPOSAL NO. RFP 251-27-106
Wake County Public School System
Purchasing Department
1551 Rock Quarry Road - Bldg. F
Raleigh NC 27610-4145
RFP SCHEDULE
The table below shows the intended schedule for this RFP. WCPSS will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP WCPSS 4-23-26
Questions submitted to Vendor/WCPSS 4-27-26, 1:00 pm
bids-pharris3@wcpss.net
(Reference RFP # in subject line)
Provide Response to Questions WCPSS 4-28-26, 1:00 pm
Submit Proposals Vendor 5-11-26, 2:00 pm
PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit
the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such
questions, in written form by the above due date. WCPSS will not respond to questions via telephone or telephone
message(s).
Written questions shall be emailed to at date and time specified above. Vendors should enter "RFP #251-27-106
Questions" as the subject for the email. Questions submittals should include a reference to the applicable RFP section
and be submitted in the format shown below:
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Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, WCPSS' response, and any additional terms deemed
necessary by WCPSS will be posted in the form of an addendum to the Interactive Purchasing System (IPS),
http://www.ips.state.nc.us and WCPSS Purchasing website http://www.wcpss.net/domain/101, and shall become an
Addendum to this RFP. No information, instruction or advice provided orally or informally by any WCPSS personnel,
whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative
or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.
Proposal Evaluation
All proposals will be evaluated by representatives of WCPSS. WCPSS may, at its sole discretion, ask for
additional information and/or elect to conduct interviews with finalists to clarify information provided in
the proposals.
The quarterly preventative maintenance of forklifts, pallet jacks and potential repairs to forklift services
that are the subject of this RFP are not required to be bid under North Carolina law, and none of the
statutory requirements regarding public bidding apply to this RFQ/P. This document, and not those
statutes, will govern the selection process.
WCPSS shall not be required to award the contract to the lowest proposed compensation; nor shall WCPSS
have any obligation to explain its decision to recommend or not to recommend any particular vendor or to
invite or exclude any particular vendor from consideration at any stage of the process. Instead of
recommending that contracts be awarded to one or more vendors who presented proposals, WCPSS may,
at its sole discretion, reject the proposals and repeat the process, enter into direct contract negotiations
with one or more vendors (possibly including vendors who have not previously submitted proposals) or
take any other action WCPSS deems advisable under all the circumstances.
WCPSS is expected to make any final selection(s) based upon any factors or considerations WCPSS deems
relevant. Factors often considered include qualifications, relevant experience, fee, and ability to perform
work in a timely manner. WCPSS retains sole discretion to award the contract to the vendor(s) it believes
will best serve the interests of WCPSS and may consider any factors, documents, or information it deems
relevant in making that determination. WCPSS shall not have any obligation to explain its decision to select
or not select any individual vendors or to invite or exclude any individual vendors from consideration at any
stage of the process. The decision of WCPSS to accept or reject any proposals and to award contract(s) to
any one or more vendor(s) shall be final and not subject to further review.
Vendors are subject to immediate disqualification at any stage of the selection process for any of the
following:
* The submission of false or misleading information in the vendor's proposal.
* Any efforts to dissuade or discourage other vendors from submitting proposals.
* Any efforts to influence, dictate, or change the terms of another vendor's proposal.
* Any form of bid collusion or bid rigging.
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1.1 Background and Project Objectives
1.2 Background
1.2.1 WCPSS is requesting pricing proposals for the
preventative maintenance service and repair of
forklifts and battery-operated pallet jacks as
described herein.
Background: The Wake County Public School System (WCPSS) is the nation's sixteenth largest school
district and the largest in the state of North Carolina. With 112 elementary schools, 38 middle schools, 28
high schools and 5 special schools, we serve over 160,000 students.
1. Purpose
The Wake County Public School System (WCPSS) is soliciting proposals from qualified vendors to provide
comprehensive preventative maintenance and repair services for district-owned forklifts and battery-operated
pallet jacks as identified in Attachment A.
The intent of this RFP is to secure a vendor that can deliver a fully inclusive preventative maintenance program,
ensure regulatory compliance, and provide transparent, pre-approved repair services.
2. Scope of Services
The selected Vendor shall provide all labor, supervision, tools, equipment, materials, travel, and incidentals
necessary to perform preventative maintenance and repair services on forklifts owned by WCPSS. Itemized
invoices are required before payment is made.
3. Preventative Maintenance (PM) Services
3.1 Pricing Structure
* Vendor shall provide one all-inclusive fixed price for preventative maintenance services.
* The all-inclusive PM price must include:
o Labor
o Travel time and Mileage (as permitted per Letter of Instruction)
o Shop supplies (District will not pay for supplies that do not directly align with the actual
equipment. For example, hand cleaner, tool cleaner, etc. will not be approved for payment.
o Administrative costs
o Return trips
* Additional charges for shop supplies, fuel, return trips, or similar incidental expenses will not be accepted.
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3.2 OSHA Compliance
Preventative maintenance services must meet or exceed all applicable requirements of the Occupational Safety
and Health Administration (OSHA) governing powered industrial trucks and battery-operated pallet jacks.
Vendor shall ensure all forklifts and battery-operated pallet jacks remain compliant with OSHA operational and
safety standards following service. Documentation is required for each piece of equipment.
3.3 Preventative Maintenance Checklist Requirements
Vendor shall provide a detailed inspection and service checklist with each PM visit. At minimum, the checklist shall
include:
Forklifts (Quarterly)
* Inspection of forks, mast, lift chains, rollers, and carriage
* Hydraulic system inspection (hoses, cylinders, fittings, leaks)
* Engine and/or electric motor inspection
* Transmission and drive components
* Steering and braking systems
* Electrical systems and wiring
* Battery and charging system (for electric units)
* Tires and wheels
* Fluid levels and condition
* Lubrication of all required components
* Safety systems including:
o Horn
o Lights
o Backup alarm
o Seatbelt
o Warning labels
* Operational testing and performance verification
Vendor shall provide a written service report after each visit detailing:
* Model and Serial Number
* Date of service
* Checklist results
* Equipment condition
* Deficiencies identified
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* Recommended corrective actions
Battery Operated Pallet Jacks (Quarterly)
Vendor shall provide a detailed checklist for the following quarterly services:
* Electrical System
* Mechanical Components
* Structural Inspection
* Motor Service
* Emergency Stop (E-Stop) / Power Disconnect Button
Vendor shall provide a written service report after each visit detailing:
* Model and Serial Number
* Date of service
* Checklist results
* Equipment condition
* Deficiencies identified
* Recommended corrective actions
4. Repair Services (Outside Preventative Maintenance) (Forklifts and Battery-Operated Pallet Jacks)
4.1 Quote and Approval Requirements
* All repairs outside the preventative maintenance scope require a written quote.
* No repair work shall begin without prior written approval from WCPSS.
* Contractors must sign in and out at the front office at each site when performing work to document time
on site.
4.2 Repair Pricing Requirements
Repair quotes must:
* Be fully inclusive of labor, travel, mileage (per Letter of Instruction), fuel, and shop supplies.
* Not include additional administrative or incidental charges.
* Identify parts separately and clearly and not exceed reasonable % mark up from MSRP pricing. Vendor
shall provide the % markup when responding to this request. District reserves the right to purchase parts
from additional sources and request installation at the agreed upon service rates.
The District will not accept repair quotes that include additional charges for:
* Shop supplies
* Fuel
* Travel time
* Return trips
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Exception: Unique or specialty parts may be quoted separately if pre-approved by WCPSS.
4.3 Return Visits
If the Vendor returns to a site to correct incomplete, unsuccessful, or deficient work:
* WCPSS shall not be billed for additional parts, labor, travel, or time associated with the return visit.
5. Invoicing Requirements
All invoices and repair quotes must include:
* Forklift Model Number
* Forklift Serial Number
* Detailed description of work performed
* Itemized labor hours
* Itemized parts (if pre-approved)
* Service Date(s)
Incomplete invoices may result in delayed or rejected payment.
6. Scheduling and Response Time
Vendor shall provide:
* Proposed preventative maintenance frequency
* Estimated service duration per unit
* Standard repair response time
* Emergency response capabilities (if offered)
All service scheduling shall be coordinated with designated WCPSS personnel to minimize operational disruption.
7. Vendor Qualifications
Vendors must:
* Assign trained and qualified forklift service technicians for all work the district requests
* Demonstrate experience in forklift preventative maintenance and repair
* Maintain appropriate insurance coverage
* Comply with all federal, state, and local regulations
* Follow manufacturer service guidelines and best industry practices
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8. Performance Standards
The selected Vendor shall:
* Ensure equipment is safe and fully operational upon completion of service
* Follow all District site access procedures, including front office sign-in/sign-out
9. Deliverables Summary
The Vendor shall provide:
1. One all-inclusive preventative maintenance price.
2. A detailed preventative maintenance checklist and reporting format.
3. A proposed service schedule.
4. Pre-approved repair quotes prior to work.
Proper documentation with each invoice
5.0 Deadline for proposal submittal
5.1 Deadline
5.1.1 The proposals are due no later than May 11 , 2026 at
2:00 p.m. WCPSS reserves the right to reject any
proposals that are not submitted by the deadline in its
sole discretion. Questions regarding the RFP shall be
answered per aforementioned instructions.
TERM: Contract shall begin July 1, 2026 for one year based on terms and
conditions listed herein. WCPSS retains the option to extend this contract at
it's sole discretion for an additional two (2) one (1) year periods at the same
cost.
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6.0 Attachments
6.1 Terms and Conditions
TERMS AND CONDITIONS
1. READ, REVIEW AND COMPLY: It shall be the bidder's responsibility to read this entire document, review all enclosures and attachments,
and comply with all requirements specified herein.
2. NOTICE TO BIDDERS: All bids are subject to the provisions of special terms and conditions specific to this Invitation for Bids, the
specifications. Wake County Public School System (WCPSS) objects to and will not evaluate or consider any additional terms and
conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the
bidder's response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.
By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely
or inadvertently, shall have no force or effect.
3. DEFINITIONS:
* BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.
* TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time
based on estimated quantities only.
* OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.
4. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.
5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1) special terms
and conditions specific to this bid, (2) specifications, and (3) Instructions to Bidders.
6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder's offer shall be valid for 45 days from
the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.
7. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that
items offered are in strict compliance with these specifications, and bidder will be held responsible, therefore. Deviations shall be
explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.
8. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and, in the spaces, provided in this
document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or
complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this
provision. Bids which do not comply with these requirements will be subject to rejection.
9. RECYCLING AND SOURCE REDUCTION: It is the policy of WCPSS to encourage and promote the purchase of products with recycled
content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less
toxic to the extent that the purchase or use is practicable and cost-effective.
We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities
purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging
that will protect the commodity and contain it for its intended use.
Companies are strongly urged to bring to the attention of WCPSS which issued the solicitation document, those products or packaging
they offer which have recycled content and that are recyclable.
10. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the
cover sheet of this document. Do not contact the school or department directly. Any and all revisions to this document shall be made
only by written addendum from WCPSS Purchasing Department. The bidder is cautioned that the requirements of this bid can be
altered only by written addendum and that verbal communications from whatever source are of no effect.
11. ACCEPTANCE AND REJECTION: WCPSS reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise
specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is
obviously correct, the incorrect price will be disregarded.
12. REFERENCES: WCPSS reserves the right to require a list of users of the exact item offered. WCPSS may contact these users to determine
acceptability of the bid. Such information may be considered in the evaluation of the bid.
13. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid
most advantageous to WCPSS as determined upon consideration of such factors as: prices offered; the quality of the articles offered;
the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications and other
conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the date or dates of
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