Box Truck, Semi-Cab Truck, and Multi-Passenger Vehicles Rental
| Agency: | Plano Independent School District |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Oct 2, 2023 |
| Due: | Dec 12, 2023 |
| Solicitation No: | 2023-011-S1 |
| Publication URL: | To access bid details, please log in. |
Bid Information
|
Contact Information
|
Attachment Preview
2023-011-S1
Box Truck, Semi-Cab Truck, and Multi-Passenger Vehicles
Rental
Issue Date: 9/17/2023
Questions Deadline: 12/1/2023 07:00 AM (CT)
Response Deadline: 12/12/2023 10:00 AM (CT)
Contact Information
Contact: Debbi Bowen, Buyer
Address: Purchasing
Plano Independent School District
6600 Alma Drive
Plano, TX 75023
Phone: (469) 752-0283
Email: debbi.bowen@pisd.edu
Page 1 of 22 pages
Deadline: 12/12/2023 10:00 AM (CT)
2023-011-S1
Event Information
Number:
2023-011-S1
Title:
Box Truck, Semi-Cab Truck, and Multi-Passenger Vehicles Rental
Type:
Request for Proposal
Issue Date:
9/17/2023
Question Deadline: 12/1/2023 07:00 AM (CT)
Response Deadline: 12/12/2023 10:00 AM (CT)
Notes:
VENDORS THAT WERE AWARDED ON THE PREVIOUS PROPOSAL FOR
RFP 2023-011 ARE NOT REQUIRED TO RESPOND TO THIS
SUPPLEMENTAL PROPOSAL. This supplemental RFP is to add additional
vendors to the already awarded list.
PURPOSE: Plano Independent School District (PISD) is requesting proposals to
establish a competitive contract for the rental of box trucks, semi-cab trucks and
multi-passenger vehicles on an "as needed" basis. All vendors supplying prices
must be established vendors whose primary business includes box trucks, semi-cab
trucks and multi-passenger vehicle rentals.
ANNUAL EXPENDITURE: The estimated expenditure for this contract is
approximately $150,000 per year. However, this estimate should not be construed to
be a guarantee of either minimum or maximum since usage is dependent upon
actual needs and available funding.
TERM: Plano ISD requires the initial term of the contract to be firm for one (1) year
from date of Board approval and all line item prices must remain firm for the first
year. In addition, this bid will be automatically extended for four (4) additional years,
in one (1) year increments, based on the long-range needs of the District and mutual
consent of both parties. Plano ISD has the option to extend this RFP at the end of
the performance period for up to 120 days if determined to be in the best interest of
the district to ensure availability of products and/or services. Plano ISD has the
option to issue subsequent RFPs as needed.
Tentative Effective Dates:
Initial Contract Period: May 2023 - May 2024
Contract YR 2 (Option): May 2024 - May 2025
Contract YR 3 (Option): May 2025 - May 2026
Contract YR 4 (Option): May 2026 - May 2027
Contract YR 5 (Option): May 2027 - May 2028
Billing Information
Address: 2700 West 15th St.
Att'n: Accounts Payable Dept.
Plano, TX 75075
Email: invoice@pisd.edu
Page 2 of 22 pages
Deadline: 12/12/2023 10:00 AM (CT)
2023-011-S1
Bid Attachments
PLANO ISD STANDARD TERMS AND CONDITIONS 1.22..pdf
Download
Plano ISD Standard Terms and Conditions, updated January 2022
Form_W9_Rev_2018.pdf
Download
W9 Form - (Oct. 2018) - Make sure the tax classification section has been completed properly and the form has been
signed and dated before uploading.
CIQ_Form.pdf
Download
Conflict of Interest Form - Only required if there is a conflict of interest
Form_1295_Texas_Ethics_Commission_Rules.pdf
Download
Sample 1295
Bid Attributes
1 Scope
Plano ISD is requesting proposals for LOCAL truck rentals, including semi tractor, box trucks and multi-passenger
vehicles. LOCAL means vendor(s) should be within reasonable driving distance of Plano ISD, so that rental vehicles
can be picked up by district staff. All Contractors agree to provide service as soon as possible upon receipt of a
purchase order/verbal request. In the event the awarded Contractor(s) is/are unable to provide services during the
time frame required by Plano ISD, Plano ISD has the right to use other awarded Contractor(s) that can provide
required vehicle(s). This proposal does not commit Plano ISD to award a contract, to pay costs incurred in the
preparation of a proposal in response to this request, or to procure or contract for services or supplies.
This RFP allows for negotiation of scope and value of this contract. Plano ISD may request additional references or
collect any other information deemed necessary to fairly evaluate this proposal.
All bidders shall supply an after hours emergency telephone number and contact name.
RENTALS: The awarded contractor(s) will be contacted when a specific rental is required by PLANO ISD. The
contractor(s) will be provided the location's address, contact name, contact telephone number and purchase order
number. The purchase order will be based on the prices included in this bid.
2 PROPOSAL ATTRIBUTES
There are several attributes associated with this proposal. Some are notes and require No Response, but most
have a required response. Please be sure to view and respond to all attributes on each page. If you do not read
and/or respond to all Bid Attributes that require a response, the system will not allow you to submit your electronic
bid response.
Bidders are advised to hit “SAVE” before leaving each screen in the e-bidding process. Failure to save your work,
per screen of activity, will result in an inaccurate filling of the bid or failing to submit the bid.
3 ELECTRONIC BIDDING
Although we are legally required to accept paper bids, we strongly request that bidders submit this bid
electronically. Please feel free to call us if you require any assistance with this submittal. Electronic bidding will
eliminate errors, eliminate unnecessary work, and is more friendly to the environment. When filing this bid
electronically, please do not send us a paper copy as the electronic version will prevail. Your cooperation is
appreciated. Please confirm that you have read and understand this instruction.
YES
NO
(Required: Check all that apply)
Page 3 of 22 pages
Deadline: 12/12/2023 10:00 AM (CT)
2023-011-S1
4 QUESTIONS AND CLARIFICATIONS
Contact between vendors and Plano ISD personnel during the RFP process or evaluation process is prohibited. All
communications shall go through the Purchasing Department during the competitive process. All questions received
and the corresponding answers will be distributed to all proposers. Verbal responses will not be provided. You may
submit a question electronically by clicking on the "Questions" tab.
5 REQUIRED FORMS
The required forms that are to be uploaded are:
1. completed W-9 (2018) blank form attached in attachments tab
2. completed 1295 Form, not required if your company is publicly held
3. CIQ Form - ONLY IF THERE IS A DISCLOSURE - blank form attached in attachments tab
4. Certificate of Insurance
6 VENDOR COMPANY PROFILE
1. Legal name of the company:
2. Address of company's main office:
3. Number of years in business:
4. Authorized Signature -Position with company.
(Required: Maximum 4000 characters allowed)
Page 4 of 22 pages
Deadline: 12/12/2023 10:00 AM (CT)
2023-011-S1
7 RENTAL LOCATIONS
Vendor(s) must be LOCAL and within the boundaries of Plano ISD or a reasonable driving distance of district
locations so that rentals are made quickly and easily by staff members.
If you have more than one location, please indicate all locations which will be covered under the terms and
conditions of this bid and be bound by the discount offered, if any.
Please include:
1. Address for each location.
2. Contact Person
3. Phone Number
4. Email
(Optional: Maximum 4000 characters allowed)
8 PICK-UP TIME
How soon can a rental vehicle be available after your firm receives a Plano ISD purchase order?
(Required: Numbers only)
9 EMERGENCY SERVICES
Does your firm offer 24/7 services for Emergencies and Roadside Assistance?
YES
NO
(Required: Check all that apply)
1 EMERGENCY AND ROADSIDE ASSISTANCE
0 If offered, is Emergency and Roadside Assistance included in the rental price?
YES
NO
(Required: Check all that apply)
1 EMERGENCY AND ROADSIDE ASSISTANCE CONTACT INFORMATION
1 What is the Emergency and Roadside Assistance contact information?
(Required: Maximum 4000 characters allowed)
Page 5 of 22 pages
Deadline: 12/12/2023 10:00 AM (CT)
2023-011-S1
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