Attachment
State of Georgia
STATEWIDE CONTRACT
DEPARTMENT OF ADMINISTRATIVE SERVICES
Electronic Request for Proposals (eRFP)
Event Name: School Buses with Related Equipment, Options, and Accessories
eRFP (Event) Number: 99999-001-SPD0000236
1. Introduction
1.1. Purpose of Procurement
Pursuant to the State Purchasing Act (Official Code of Georgia Annotated §§50-5-50 et seq.), this
electronic Request for Proposal (eRFP) is being issued to establish one or more statewide contracts with
one or more qualified suppliers who will provide School Buses with Related Equipment, Options, and
Accessories
This eRFP is being conducted by the Department of Administrative Services (DOAS), through its State
Purchasing Division, (SPD). The resulting statewide contract(s) (if any) will be a “Convenience” source for
all State of Georgia governmental entities subject to the State Purchasing Act, including but not limited to
certain state offices, agencies, departments, boards, bureaus, commissioners, institutions and colleges and
universities. The statewide contract(s) will also be available on a convenience basis to other governmental
entities such as state authorities, local government, municipalities, cities, townships, counties and other
political subdivisions of the State of Georgia. All entities authorized to utilize the resulting statewide
contract(s) shall be referred to collectively as Authorized Users.
In addition, the resulting statewide contract(s) will also be available on a “convenience” basis to other
State’s entities, state offices, agencies, departments, cities, townships, counties, school districts, schools,
and other political subdivisions. All other State’s entities authorized to utilize the resulting statewide
contract(s) shall also be referred to collectively as “Authorized Users.”
This solicitation is designed to establish fair and open competition resulting in a comprehensive supply
base capable of providing a wide variety of types and quantities of school buses that meet varying
levels/types of requirements as set forth by federal, state, and local organizations. The scope includes the
provision of school buses with related equipment, options, and accessories. It does not include services or
leasing of the school buses. This solicitation is further designed to structure contracts that will provide
Authorized Users considerable flexibility in purchasing school buses with related equipment, options, and
accessories by establishing an “ala carte menu” style ordering process that allows Authorized Users to
build the bus they want by the addition of preferred options.
An analysis provided by the SPD data team indicates that there is an average of approximately
$77,126,972 in annual spend on existing contracts per fiscal year during the five-year period reviewed from
Fiscal Year (FY) 2020-2024Q3. The data was derived only from Quarterly Sales Reports self-reported by
the suppliers on the existing SWC and will likely increase after the completion of an audit currently
underway. The usage across various Authorized Users, coupled with continued FY-to-FY growth, indicates
continued utilization of this Statewide Contract. The analyses indicated that 156 Georgia distinct political
jurisdictions are actively using this contract. It’s user-friendly popularity, labor and cost savings of the
Authorized Users is expected play a part in higher in continued growth among most school districts across
the state.
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Notable Characteristics:
• 83% of the spend is classified with the following five bus types: Class C 72-seater (47.8%),
Class C up to 83-seater (12.7%), Class D 84-seater (9.8%), Class C 48-seater (6.7%), and
Class C 81-seater (6.2%).
• A key growth area and focus for the future of the bus industry is driven currently by federal
grant monies, with fleet electrification across various school districts being incentivized from a
top-down approach from the federal government. Grant monies must be presented to the
ender user with charging solutions as a package deal.
1.2. eRFP Certification
Pursuant to the provisions of the Official Code of Georgia Annotated §50-5-67(a), DOAS certifies the use of
competitive sealed bidding will not be practicable or advantageous to the State of Georgia in completing
the acquisition described in this eRFP. Thus, electronic competitive sealed proposals will be submitted in
response to this eRFP.
This eRFP is being sourced through an electronic sourcing tool approved by DOAS and all suppliers’
responses must be submitted electronically in accordance with the instructions contained in Section 2
“Instructions to Suppliers” of this eRFP. Electronic competitive sealed proposals will be administered
pursuant to the Georgia Electronic Records and Signature Act. Please note electronic competitive sealed
proposals meet the sealed proposal requirements of the State of Georgia, an electronic record meets any
requirements for writing, and an electronic signature meets any requirements for an original signature.
1.3. Overview of the eRFP Process
The objective of the eRFP is to select multiple qualified suppliers to provide the goods and/or services
outlined in this eRFP to Authorized Users. This eRFP process will be conducted to gather and evaluate
responses from suppliers for potential award(s). All qualified suppliers are invited to participate by
submitting responses, as defined below. After evaluating all responses received prior to the closing date of
this eRFP and following negotiations (if any) and resolution of any contract exceptions, the preliminary
results of the eRFP process will be publicly announced, including the names of all participating suppliers
and the evaluation results. Subject to the protest process, final contract award(s) will be publicly
announced thereafter.
NOTE TO SUPPLIERS: The general instructions and provisions of this document have been drafted with
the expectation that DOAS may desire to make one award or multiple awards per line item.. For example,
this document contains phrases such as “statewide contract(s)” and “award(s)”. Please refer to Section 1.1
“Purpose of Procurement” and Section 6.7 “Selection and Award” for information concerning whether
DOAS will make one award, multiple or split awards, or reserves the right to make either depending on the
proposals received.
1.4. Schedule of Events
The schedule of events set out herein represents DOAS’ best estimate of the schedule that will be
followed. Delays to the procurement process may occur which may necessitate adjustments to the
proposed schedule. If a component of this schedule, such as the close date, is delayed, the rest of the
schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the eRFP will
be publicly posted prior to the closing date of this eRFP. After the close of the eRFP, DOAS reserves the
right to adjust the remainder of the proposed dates, including the dates for evaluation, negotiations, award
and the statewide contract term on an as needed basis with or without notice.
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Description Date Time
Release of eRFP As Published on the Georgia N/A
Procurement Registry (GPR)
Deadline for written questions sent 01/10/2025 5:00 p.m.
via email to the Issuing Officer ET
referenced in Section 1.5.
Bidders Conference As Published on the GPR See GPR
Location:
Microsoft Teams meeting
Join on your computer, mobile app
or room device
Meeting Link:
Join the meeting now Attendance is: Optional
but
Meeting ID: 260 354 302 434 Highly Recommended
Passcode: JU7cY7pD
via virtual Microsoft Teams
Dial in by phone Meeting.
+1 470-344-9228,,534539618# United
States, Atlanta
Phone conference ID: 534 539 618#
Responses to Written Questions 01/14/2025 5:00 p.m.
ET
Proposals Due/Close Date and As Published on the GPR See GPR
Time
Proposal Evaluation Completed (on 4 to 6 weeks after closing N/A
or about)
Negotiations Invitation Issued 7 to 12 weeks after closing TBD
(emailed) (on or about);
discretionary process
Final Evaluation (on or about) 13 weeks after closing N/A
Finalize Contract Terms 14 weeks after closing Weeks N/A
after closing
Notice of Intent to Award* [NOIA] 15 weeks after closing N/A
(on or about)
Notice of Award [NOA] (on or about) As published on the GPR See GPR
*In the event the estimated value of the resulting statewide contract(s) is less than $100,000.00, DOAS
reserves the right to proceed directly to contract award without posting a Notice of Intent to Award.
1.5. Official Issuing Officer (Buyer)
The Issuing Officer for this solicitation is listed below. Except as otherwise provided in this eRFP, all
communication (questions, requests for clarification, status updates, etc.) related to this eRFP must be
provided in writing to this individual as further detailed in Section 2.1.2 of this eRFP.
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Billy R. Gilbert
404-657-4322
SchoolBuses.2024@doas.ga.gov
billy.gilbert1@doas.ga.gov
1.6. Definition of Terms
Please review the following terms:
DOAS – the Georgia Department of Administrative Services
Supplier(s) – companies desiring to do business with the State of Georgia.
RFP – Request for Proposal; method by which entities solicit responses from the marketplace that are
evaluated and used to form a contract for subsequent purchases.
Any special terms or words which are not identified in this Statewide eRFP Document may be identified
separately in one or more attachments to the eRFP. Please download, save and carefully review all
documents in accordance with the instructions provided in Section 2 “Instructions to Suppliers” of this
eRFP.
1.7. Contract Term
The initial term of the statewide contract(s) is for two (2) calendar year(s) from the execution date of the
statewide contract(s). DOAS shall have five (5) one (1) year option(s) to renew, which options shall be
exercisable at the sole discretion of DOAS. Renewals will be accomplished through the issuance of a
Renewal Amendment or as otherwise described in the contract terms. In the event that the statewide
contract(s), if any, resulting from the award of this eRFP shall terminate or be likely to terminate prior to the
making of an award for a new contract for the identified products and/or services, DOAS may, with the
written consent of the awarded supplier(s), extend the statewide contract(s) for such period of time as may
be necessary to permit the State’s continued supply of the identified products and/or services. The
statewide contract(s) may be amended in writing from time to time by mutual consent of the parties. Unless
this eRFP states otherwise, the resulting award of the statewide contract(s) does not guarantee volume or a
commitment of funds.
1.8. Small and Diverse Businesses
The State is committed to supporting small and diverse businesses and encourages all qualified companies
to participate in the procurement process through prime and subcontractor opportunities. In an effort to
assist small and diverse businesses, Georgia law permits an income tax adjustment on the state tax return
of any company that subcontracts with a DOAS-certified small and minority-owned, small and woman-
owned or small and veteran-owned firm to furnish goods, property or services to the State of Georgia
O.C.G.A. Section 48-7-38. More information about DOAS’ Business Certification Program is available
online at https://doas.ga.gov/state-purchasing/georgia-business-certification-program. Suppliers should
consult with their tax advisors to find out how to take advantage of these tax credits.
2. Instructions to Suppliers
By submitting a response to the eRFP, the supplier is acknowledging that the supplier:
1. Has read the information and instructions,
2. Agrees to comply with the information and instructions contained herein.
2.1. General Information and Instructions
2.1.1. Team Georgia Marketplace™ Registration System
DOAS requires all companies and/or individuals interested in conducting business with the State of
Georgia to register in the State’s web-based registration system, through Team Georgia
Marketplace™. Registration is free and enables the registering company to gain access to certain
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information, services and/or materials maintained in Team Georgia Marketplace™ at no charge to
the registering company. All registering companies must agree to be bound by the applicable terms
and conditions governing the supplier’s use of Team Georgia Marketplace™. In the event DOAS
elects to offer certain optional or premium services to registered companies on a fee basis, the
registered company will be given the opportunity to either accept or reject the service before
incurring any costs and still maintain its registration. Companies may register at
https://fscm.teamworks.georgia.gov/psc/supp/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDING
PAGE.GBL?&
2.1.2. Restrictions on Communicating with Staff
From the issue date of this eRFP until the Notice of Award is posted (or the eRFP is officially
cancelled), suppliers are not allowed to communicate for any reason related to this solicitation with
any State staff except through the Issuing Officer named herein, as allowed by the Issuing Officer
during the Bidders’/Offerors’ conference (if any), or as provided by existing work agreement(s).
Prohibited communication includes all contact or interaction, including but not limited to telephonic
communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment or
otherwise. DOAS reserves the right to reject the proposal of any supplier violating this provision.
2.1.3. Submitting Questions
All questions concerning this eRFP, including questions posed at the Bidders’/Offerors’ conference
(if any), must be submitted in writing via email to the Issuing Officer identified in Section 1.5 “Issuing
Officer” of this eRFP. No questions other than written will be accepted. No response other than
written will be binding upon the State. All suppliers must submit questions by the deadline identified
in the Schedule of Events for submitting questions. Suppliers are cautioned that DOAS may or may
not elect to entertain late questions or questions submitted by any other method than as directed by
this section. All questions about this eRFP should be submitted in the following format:
Company Name
Question #1 Question, Citation of relevant section of the eRFP
Question #2 Question, Citation of relevant section of the eRFP
Do not use the comments section of the Sourcing Event to submit questions to the Issuing
Officer.
2.1.4. Attending Bidders’/Offerors’/ Conference
The Bidders’/Offerors’ Conference or any other information session (if indicated in the schedule of
events) will be held at the location referred to in Section 1.4 “Schedule of Events” of this eRFP.
Attendance is Optional although suppliers are strongly encouraged to attend.
2.1.5. Supplier Responsibility and Security Concerns
To be eligible to receive a state contract award, a supplier must be determined to be a
responsible supplier. "Responsible" means the supplier, whether a company or an individual,
has appropriate legal authority to do business in the state of Georgia, a satisfactory record of
integrity, appropriate financial, organizational and operational capacity and controls, and
acceptable performance on previous governmental and/or private contracts, if any, as further
described in the Georgia Procurement Manual.
2.1.5.1. National Security
Further, to be eligible for contract award, (1) the supplier must not be debarred,
suspended, banned or identified as a security threat or concern by federal or state
government, (2) the supplier must not offer products, equipment or services from
another supplier that has been suspended, banned or identified as a security threat
or concern by federal or state government, and (3) the supplier must not, pursuant to
this statewide contract, offer products, equipment or services that have been
identified as security threat, security concern or banned from purchase by a U.S.
federal government entity or state government entity.
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2.1.5.2. National Defense Authorization Act: To ensure that any equipment or services
procured by Authorized Users adequately protects the security of state data.
Effective August 13, 2018, the John McCain National Defense Authorization Act
(NDAA), H.R. 5515 (https://www.congress.gov/bill/115th-congress/house-
bill/5515/text#toc-H4350A53097BD46409287451A50C4F397), provides that
agencies of the federal government are prohibited from procuring equipment or
services from Huawei Technologies Company or ZTE Corporation (or any subsidiary
or affiliate of such entities). In addition, federal agencies are prohibited from
procuring certain video surveillance and telecommunications equipment produced by
Hytera Communications Corporation, Hangzhou Hikvision Digital Technology
Company, or Dahua Technology Company (or any of their subsidiaries or affiliates)
and any other prohibited goods, technology or services or other companies that may
be added to a prohibited list. Products and services provided under this Contract may
not be derived or associated with the aforementioned prohibited companies.
2.1.5.3. DATA SECURITY TERMS AND CONDITIONS (Attachment M)
As stated in Attachment M, “In the course of providing goods and/or services to the State of
Georgia and governmental entities of the State pursuant to this contract, Supplier may gain access
to Sensitive State Data as defined below”. In such event, the applicable Data Security Terms and
Conditions contained in Attachment M shall apply.
2.1.5.4. State’s Right to Request Additional Information - Supplier’s Responsibility
Prior to award, DOAS must be assured that the selected supplier(s) has all of the
resources to successfully perform under the statewide contract. This includes, but is not
limited to, adequate number of personnel with required skills, availability of appropriate
equipment in sufficient quantity to meet the ongoing needs of the State, financial
resources sufficient to complete performance under the statewide contract, and
experience in similar endeavors. If, during the evaluation process, DOAS or the State’s
evaluation team is unable to assure itself of the supplier’s ability to perform, if awarded,
DOAS has the option of requesting from the supplier any information deemed necessary
to determine the supplier’s responsibility. If such information is required, the supplier will
be so notified and will be permitted enough business days, as determined by DOAS, to
submit the information requested.
2.1.6. Failing to Comply with Submission Instructions
Responses received after the identified due date and time or submitted by any other means than
those expressly permitted by the eRFP will not be considered. Suppliers’ responses must be
complete in all respects, as required in each section of this eRFP.
2.1.7. Rejection of Proposals; State’s Right to Waive Immaterial Deviation
DOAS reserves the right to reject any or all supplier responses, to waive any irregularity or
informality in a supplier’s response, and to accept or reject any item or combination of items, when
to do so would be to the advantage of the State of Georgia. It is also within the right of DOAS to
reject responses that do not contain all elements and information requested in this eRFP. A
supplier’s response will be rejected if the response contains any defect or irregularity and such
defect or irregularity constitutes a material deviation from the eRFP requirements, which
determination will be made by DOAS on a case-by-case basis. A minor informality or irregularity is
one which is a matter of form or an immaterial variation from the exact requirements of the
solicitation that a trivial or negligible effect on a supplier’s proposal’s total price, quality, quantity, or
delivery of the supplies or performance of the contract, and the correction or waiver of which would
not be prejudicial to other Suppliers. DOAS maintains discretion to provide a supplier with an
opportunity to cure any deficiency resulting from a minor informality or irregularity or to waive any
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such deficiency when it is to the advantage of the State. Examples of minor informalities or
irregularities may include, but are not limited to:
a. Failure of a supplier to furnish the required information concerning the number of the
supplier’s employees or failure to make a representation concerning its size.
b. Failure of a supplier to furnish cut sheets or product literature.
c. Failure of a supplier to furnish financial statements.
d. Failure of a supplier to furnish references.
e. Failure of a supplier to indicate its contractor’s license or other evidence of required
licensure, except that a contract must not be awarded to the supplier unless and until the
supplier is properly licensed under the laws of Georgia.
f. Failure of a supplier to furnish an e-verify affidavit, except that a contract must not be
awarded to the supplier unless and until the supplier has submitted a properly executed
e-verify affidavit.
g. Failure of a supplier to provide cost information that is a de minimis or immaterial amount.
2.1.8. State’s Right to Amend or Cancel the eRFP
DOAS reserves the right to amend this eRFP prior to the end date and time. Any time a change is
made to the eRFP, the eRFP will be temporarily “un-posted” from the Team Georgia Marketplace™
to permit changes to be made. Then, once the revision is complete, a new “version” of the eRFP
will be posted to the Team Georgia Marketplace™. The eRFP will possess the same solicitation
number; however, the eRFP will contain a new version number. By submitting a response, the
supplier shall be deemed to have read and accepted all terms and agreed to all requirements of the
eRFP (including any revisions/additions made in writing prior to the close of the eRFP whether or
not such revision occurred prior to the time the supplier submitted its response) unless expressly
stated otherwise in the supplier’s response. THEREFORE, EACH SUPPLIER IS INDIVIDUALLY
RESPONSIBLE FOR REVIEWING THE REVISED eRFP AND MAKING ANY NECESSARY OR
APPROPRIATE CHANGES AND/OR ADDITIONS TO THE SUPPLIER’S RESPONSE PRIOR TO
THE CLOSE OF THE eRFP. Suppliers are encouraged to frequently check the GPR for additional
information. Finally, DOAS reserves the right to cancel this eRFP at any time and for any reason.
2.1.9. Protest Process
Suppliers should familiarize themselves with the procedures set forth in the Georgia Procurement
Manual.
2.1.10. Costs for Preparing Proposals
Each supplier’s response should be prepared simply and economically, avoiding the use of
elaborate promotional materials beyond those sufficient to provide a complete presentation. The
cost for developing the supplier’s response and participating in the procurement process (including
the protest process) is the supplier’s sole responsibility. The State will not provide reimbursement
for such costs.
2.1.11. ADA Guidelines
The State of Georgia adheres to the guidelines set forth in the Americans with Disabilities Act.
Suppliers should contact the Issuing Officer at least one day in advance if they require special
arrangements when attending the Bidders/Offerors Conference (if any). The Georgia Relay Center
at 1-800-255-0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence,
for the speech and hearing impaired.
2.1.12. Public Access to Procurement Records
Solicitation opportunities will be publicly advertised as required by law and the provisions of the
Georgia Procurement Manual. The State Purchasing Act delays the release of certain procurement
records in the event the public disclosure of those records prior to DOAS’s public announcements
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of the results of a solicitation would undermine the public purpose of obtaining the best value for the
State such as cost estimates, proposals/bids, evaluation criteria, supplier evaluations, negotiation
documents, offers and counter-offers, and certain records revealing preparation for the
procurement. After issuance of the Notice of Intent to Award (or the Notice of Award in the event
DOAS does not issue the Notice of Intent to Award), or after a solicitation has been cancelled
following evaluation, without intent to rebid, requests for access to public records, shall be subject
to the disclosure provisions of Georgia’s Open Records Act. Pursuant to O.C.G.A. § 50-18-71(a),
DOAS must make all public records, including but not limited to, cost estimates, proposals/bids,
evaluation criteria, supplier proposals, evaluation documents, negotiation documents, offers and
counter offers, and records revealing preparation to the procurement, open for personal inspection
and copying, except those records which by order of a court of this state or by law are specifically
exempted from disclosure. DOAS is allowed to assess a charge for search, retrieval, redaction, and
to defray the cost of reproducing documents as permitted under O.C.G.A. § 50-18-71(c)(1).
2.1.12.1. Marking Submissions as “Confidential”, “Proprietary”, or “Trade Secret”
If a supplier considers any portion of the documents, data, or records submitted in response to
this solicitation to be exempt from disclosure under Georgia law, the supplier must clearly mark
each such submission, or portions of the submission, considered to be exempt from disclosure
as “Confidential,” “Proprietary”, or “Trade Secret” and specify the statutory exemption. All
markings must be conspicuous; use color, bold, underlining, or some other method in order to
conspicuously distinguish the mark from the other text. Wholesale designation of a response or
substantial parts of a response as “Confidential” will not be accepted by the State. If only
portions of a page are subject to some protection, then the supplier should not mark the entire
page. PLEASE NOTE: Even though information (financial or other information) submitted by a
supplier may be marked as "confidential", "proprietary", etc., the State will make its own
determination regarding what information may or may not be withheld from disclosure.
2.1.12.2. Submission of Redacted Copies
If a supplier considers any portion of its bid/proposal to the solicitation to be trade secret or
otherwise not subject to public disclosure under the Georgia Open Records Act, then the
supplier must, in addition to the required original documents, provide a separate redacted
electronic copy of its bid/proposal, in PDF format, and briefly describe in a separate writing, as
to each item redacted, the grounds for claiming exemption from the public records law,
including citation to the appropriate exemption from disclosure requirements provided under
Georgia law. This redacted copy should be clearly marked “Redacted Copy-Available for Public
Review.” In addition, the electronic file name should include the words “Redacted Copy” at the
beginning of the file name. The redacted copy shall be submitted at the same time supplier
submits its bid/proposal and must only exclude or redact those specific portions that are
claimed not subject to disclosure. The redacted copy should reflect the same pagination as the
original and show the location from which information was redacted. Except for the redacted
information, the redacted electronic copy must be identical to the original bid/proposal. The
redacted copy will be open to public inspection under the Georgia Open Records Act without
further notice to the supplier. If a supplier fails to submit a redacted copy with its bid/proposal,
the State is authorized to produce the supplier’s bid/proposal with the exception of audited
financial statements in answer to any public records request under the Georgia Open Records
Act. Even though information submitted by a supplier may be marked as "confidential",
"proprietary", “trade secret” etc., the State will make its own determination regarding what
information may or may not be withheld from disclosure. If the State of Georgia deems redacted
information to be subject to disclosure under the Georgia Open Records Act, the supplier will
be contacted prior to the release of this information.
2.1.12.3. Trade Secret
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In addition, if the supplier claims that certain information in its bid/proposal may be withheld as
trade secret pursuant to O.C.G.A. 50-18-72(a)(34), the supplier shall include with its
bid/proposal submission, an affidavit indicating the specific information that the supplier
identifies as trade secret, affirmatively declaring that such information is trade secret. A sample
affidavit template is provided as an attachment to this solicitation; however, use of the sample
affidavit template does not guarantee that all requirements of the Open Records Act have been
met. Along with the affidavit, the supplier shall provide a justification regarding how and why
each redaction request constitutes a trade secret pursuant to Georgia law. Designation of a
“trade secret” shall not be binding on the State, but the State will review and consider the
designation. Wholesale designation of a response or substantial parts of a response as “trade
secrets” will not be accepted by the State. In general, the State does not consider pricing
information to be trade secret. See State Rd. & Tollway Auth. V. Elec. Transaction Consultants
Corp. 306 Ga. App. 487; 702 S.E. 2d 486 (2010).
2.1.13. Registered Lobbyists
By submitting a response to this eRFP, the supplier hereby certifies that the supplier and its
lobbyists are in compliance with the lobbyist registration requirements in accordance with the
Georgia Procurement Manual and state law.
2.1.14. Supplier Debriefing Process
For all solicitations that result in a contract award of $250,000 or more, unsuccessful suppliers may
request a supplier debriefing from DOAS in accordance with the Georgia Procurement Manual,
Section 6.6. The purpose of a supplier debriefing is to share information about the evaluation and
award process. Unsuccessful suppliers can benefit from supplier debriefings by enhancing their
understanding of the procurement process and gaining insights to improve the competitiveness of
their responses to future solicitations. The supplier debriefing is not an adversarial proceeding and
may not be used to challenge DOAS’ selection. For more information, including the process and
deadline for requesting a supplier debriefing, please review the Georgia Procurement Manual,
Section 6.6.
2.2. Submittal Instructions
Listed below are key action items related to this eRFP. The Schedule of Events in Section 1.4 identifies the
dates and time for these key action items. This portion of the eRFP provides high-level instructions
regarding the process for reviewing the eRFP, preparing a response to the eRFP and submitting a
response to the eRFP. Suppliers are required to access and utilize the training materials identified in
Section 2.1.1 “Team Georgia Marketplace™” of this eRFP to ensure the supplier successfully submits a
response to this eRFP.
2.2.1. eRFP Released
The release of the eRFP is formally communicated through the posting of this eRFP as an event in
the Team Georgia Marketplace™ and by a public announcement posted to the Georgia
Procurement Registry, which is accessible online as follows:
http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp
This eRFP is being conducted through Team Georgia Marketplace™, an online, electronic tool,
which allows a supplier to register, logon, select answers and type text in response to questions,
and upload any necessary documents. Team Georgia Marketplace™ permits a supplier to build
and save a response over time until the supplier is ready to submit the completed response. Each
supplier interested in competing to win a contract award must complete and submit a response to
this eRFP using Team Georgia Marketplace™. Therefore, each supplier MUST carefully review the
instructions and training information from the following link for a comprehensive overview of the
functionality of Team Georgia Marketplace™: https://doas.ga.gov/state-purchasing/supplier-training
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2.2.2. eRFP Review
The eRFP (or “Sourcing Event”) consists of the following: this document, entitled “Statewide eRFP
Document”, and any and all information included in the Sourcing Event, as posted online on Team
Georgia Marketplace™, including any and all documents provided by DOAS as attachments to the
Sourcing Event or links contained within the Sourcing Event or its attached documents.
Please carefully review all information contained in the Sourcing Event, including all documents
available as attachments or available through links. Any difficulty accessing the Sourcing Event or
opening provided links or documents should be reported immediately to the Issuing Officer (See
Section 1.5) and/or the Help Desk (Section 2.2.8). Attached documents may be found as follows:
1. First, documents may be provided at the “header” level of the Sourcing Event. Please select
“View/Add General Comments & Attachments”, which appears at the top of the screen of the
Event under the “Event Details” Section. Next, by selecting “View Event Attachments”, the
supplier may open and save all of the available documents. In this location, the supplier is
most likely to find this document (Statewide eRFP Document) as well as the worksheets and
attachments referenced in Section 4 “eRFP Proposal Factors”. The Supplier is responsible
for thoroughly reviewing all provided attachments.
2. Second, documents may also be provided at the “line detail” level of the Sourcing Event.
Please navigate to “Step 2: Enter Line Bid Responses”, which appears towards the bottom of
the screen of the Sourcing Event. Please access any provided documents as follows:
a. First Method:
i. To the right of each line appearing under Step 2, the Sourcing Event contains
a “Bid” link. By selecting the “Bid” link, the supplier will navigate to a new page
of the Sourcing Event.
ii. On this new page, the supplier can select “View/Add Question Comments and
Attachments” to locate attached documents.
b. Second Method:
i. To the right of each line appearing under Step 2, the Sourcing Event contains
a “Line Comments/Files” icon (appears as a bubble with text). By selecting the
“Line Comments/Files” icon, the supplier will navigate to a new page of the
Event.
ii. On this new page, the supplier can locate attached documents.
In this location, the supplier is most likely to find the cost worksheet (if any, as defined by
Section 5 “Cost Proposal”) as well as any other documents related to the identified line items.
Please thoroughly review all provided attachments.
2.2.3. Preparing a Response
As noted earlier, Team Georgia Marketplace™ allows the supplier to answer questions by entering
text and numeric responses. In addition, as noted in Section 2.2.4 “Uploading Forms”, the supplier
may also provide information by uploading electronic files. When preparing a response, the supplier
must consider the following instructions:
1. Use the provided worksheets to prepare your response. Enter your responses directly into
the worksheet. Unless otherwise directed, do not insert “see attached file” (or similar
statements) in the worksheet to reference separate documents.
2. Answer each question in sufficient detail for evaluation while using judgment with regards to
the length of response.
3. Proofread your response and make sure it is accurate and readily understandable.
4. Label any and all uploaded files using the file names provided in the Worksheets or
corresponding section numbers of the eRFP if names have not been provided.
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Revised 03/28/2024 10 of 31 SPD-SP001
NOTE: There is a limit of 56 characters for file names in the system and special characters
are not accepted.
5. Use caution in creating electronic files to be uploaded. If DOAS is unable to open an
electronic file due to a virus or because the file has become corrupted, the supplier’s
response may be considered incomplete and disqualified from further consideration.
6. Use commonly accepted software programs to create electronic files. DOAS has the
capability of viewing documents submitted in the following format: Microsoft Word or
WordPad, Microsoft Excel, portable document format file (PDF), and plain text files with the
file extension noted in parentheses (.txt). Unless the eRFP specifically requests the use of
another type of software or file format than those listed above, please contact the Issuing
Officer prior to utilizing another type of software and/or file format. In the event DOAS is
unable to open an electronic file because DOAS does not have ready access to the software
utilized by the supplier, the supplier’s response may be considered incomplete and
disqualified from further consideration.
7. Continue to save your response until the response is ready to be submitted. Select the “Save
for Later” button at the top of the page under “Event Details” of the Sourcing Event.
2.2.4. Uploading Forms
Once the supplier is ready to upload electronic files (completed forms or worksheets, product
sheets, etc.), please follow the directions within the eRFP to upload these documents in the proper
location. There are three places to upload completed documents:
1. First, the “View/Add General Comments & Attachments” link contains a place for the supplier
to upload all of the documents and worksheets which were provided by DOAS under the
“View Event Attachments” link. Once the supplier has completed the Event Attachments, the
supplier can then select “Add New Attachments” to upload the completed documents. The
supplier can upload as many documents as necessary in this section of the Sourcing Event.
2. Second, the supplier can also upload documents in response to each question or bid factor
which appears on the main page of the Sourcing Event, which appears below the “View/Add
General Comments & Attachments” link of the Sourcing Event. To the right of each question
or bid factor, the supplier can select the “Add Comments or Attachments” link to either enter a
written response or upload an electronic document in response to the question or bid factor.
After selecting “Add Comments or Attachments”, the supplier should select “Upload” under
the “Add New Attachments” section to browse and upload an electronic file.
3. Third, the supplier can also upload documents in the bottom portion of the Sourcing Event
where pricing is requested. After selecting the comment bubble icon, the Sourcing Event
allows the supplier to select “Upload” in order to include an attachment as part of the
supplier’s response. In the alternative, the supplier can also select the link “Bid”, which also
appears to the right of any line items provided in the “Enter Line Bid Responses” portion of
the Event. After selecting the “Bid” link, the supplier can select “View/Add Question
Comments and Attachments” to upload a document.
CAUTION: Do not login to multiple concurrent sessions utilizing the same TGM Supplier ID,
as this may cause a system error and may result in the loss of some or all of the work
completed during the concurrent sessions.
2.2.5. Reviewing the Response Prior to Submission
Each supplier is responsible for ensuring all questions have been answered appropriately and that
all necessary documents have been uploaded as directed in the solicitation. Prior to final
submission of your response, please review the following checklist:
1. Please review and confirm that the supplier has answered all questions appropriately. Many
questions require a “yes” or “no” response. Please ensure that the correct response has been
selected.
2. Please review and confirm that the most competitive response has been provided.
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Revised 03/28/2024 11 of 31 SPD-SP001
3. Please confirm that all necessary files have been uploaded.
4. Please select the “Validate Entries” button under “Event Details” at the top portion of the
Event. While the “Validate Entries” feature cannot verify whether the supplier has attached
files, attached the correct files, or entered the correct responses, the “Validate Entries”
feature will alert the supplier if one or more questions in the “Event Questions” section of the
Event have not been answered. The “Validate Entries” feature is a useful tool; however, it is
no substitute for careful preparation and review by the supplier. The State will not consider
the supplier’s use of the “Validate Entries” feature as an excuse for an error committed by the
supplier in the preparation of its response.
2.2.6. Submitting the Completed Response/Bid
Once the completed response has been reviewed by the supplier, click the "Submit Bid"
button at the top of the page under the “Event Details” section of the Event. Any information
entered by a supplier into Team Georgia Marketplace™ but not submitted prior to the submission
deadline will not be released to DOAS and will not be considered for award. Only after the supplier
selects the “Submit Bid” button, will the response to the eRFP be sent electronically, time stamping
the supplier’s response and sending a confirmation email to the email address of the supplier.
Please note that submission is not instantaneous and may be impacted by unpredictable factors
such as a supplier temporarily losing a connection to the Internet or increased system traffic;
therefore, each supplier must allow ample time for its response to be submitted prior to the
deadline. Please be aware that submission of multiple attachments may involve a substantial
amount of time. Each supplier is strongly encouraged to save attachments as they are uploaded
and to submit its response/bid at least eight hours prior to close of a solicitation in order to allow
ample time for appropriate technical support should the need arise. Each supplier is responsible in
all respects for timely delivery of its response and completeness in Team Georgia Marketplace™.
2.2.7. Reviewing, Revising or Canceling a Submitted Response
After the response has been submitted, the supplier may view and/or revise its response by logging
into Team Georgia Marketplace™ and selecting the eRFP event number and the “View/Edit”
feature for the supplier’s previous response. Please take note of the following:
1. REVIEW ONLY. In the event the supplier only wishes to view a submitted response, the
supplier may select “View/Edit” and confirm “OK” when the warning appears. The warning will
instruct the supplier “WARNING: If you View/Edit your bid response, you must re-submit your
bid”. Once the supplier has finished viewing the response, the supplier must click on “Submit
Bid” and may simply exit the screen. DO NOT SELECT “Save for Later.” Team Georgia
Marketplace™ recognizes any response placed in the “Save for Later” status as a work in
progress and withdraws the originally submitted bid. As a result, unless the supplier selects
“Submit Bid” prior to the closing date and time, no response will be transmitted through the
system.
2. REVIEW AND REVISE. In the event the supplier desires to revise a previously submitted
response, the supplier may select “View/Edit” and confirm “OK” when the warning appears.
The warning will instruct the supplier “WARNING: If you View/Edit your bid response, you
must resubmit your bid”. If the revisions cannot be completed in a single work session, the
supplier should save its progress by selecting “Save for Later.” Once revisions are complete,
the supplier MUST select “Submit Bid” to submit its corrected response. Please permit
adequate time to revise and then resubmit the response. Please note submission is not
instantaneous and may be affected by numerous events, such as the supplier temporarily
losing a connection to the Internet.
AS EACH SUPPLIER IS SOLELY RESPONSIBLE FOR RESUBMITTING ITS RESPONSE
PRIOR TO THE eRFP END DATE AND TIME TO ENSURE THE RESPONSE MAY BE
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CONSIDERED BY DOAS, PLEASE USE CAUTION IN DECIDING WHETHER OR NOT TO
MAKE REVISIONS. The State will assume no responsibility for a supplier’s inability to correct
errors or otherwise make revisions to the submitted response or the supplier’s inability to
resubmit a response prior to the eRFP end date and time.
3. WITHDRAW/CANCEL. In the event the supplier desires to revise a previously submitted
response, the supplier may select “View/Edit” and then select “Save for Later”. Team Georgia
Marketplace™ recognizes any response placed in the “Save for Later” status as a work in
progress and withdraws the originally submitted bid. As a result, unless the supplier
selects “Submit Bid” prior to the closing date and time, no response will be transmitted
through the system. In the event a supplier desires to withdraw its response after the closing
date and time, the supplier must submit a request in writing to the Issuing Officer.
2.2.8. Help Desk Support
For technical questions related to the use of Team Georgia Marketplace™, suppliers have access
to phone support through the DOAS Customer Service Help Desk at 404-657-6000,
Monday through Friday 8:00 AM to 5:00 PM excluding State Holidays or any other day state offices
are closed such as furlough days or closings in response to inclement weather. Suppliers can also
email questions to: ProcurementHelp@doas.ga.gov.
3. General Business Requirements
This section contains general business requirements. By submitting a response, the supplier is certifying its
agreement to comply with all the identified requirements of this Section 3 and that all costs for complying with
these general business requirements are included in the supplier’s submitted pricing.
Suppliers responding to this eRFP and currently holding one or more statewide contracts are required to be
compliant with the terms and conditions of their current agreement(s) with the state. This includes all quarterly
reporting and administrative fee submission requirements. DOAS will not award the resulting statewide contract to
a Supplier that has failed to meet its current statewide contract obligations.
The following forms/certifications are required with the Supplier’s submitted proposal:
a. Tax Compliance Form (Attachment N)
b. Certificate of Non-Collusion (Attachment P)
c. Department of Audits Immigration Form (E-Verify) (Attachment I)
3.1. Periodic Performance/Sales Reports
If selected for award, the supplier shall submit the following management report(s) to the DOAS identified
contract administrator. All reports shall be provided by the supplier in electronic format. If specified by
DOAS contract administrator, all electronic reports must be submitted in Microsoft Excel or Microsoft
Access format. If applicable, reports should include the ability to sort/summarize by account. The supplier
agrees to provide all data requested in a flat file format as designated by DOAS’ contract administrator.
3.1.1. Quarterly Sales Report
Statewide sales by customer, including the following: product number, product description,
manufacturer name, NIGP code, merchandise class code/indicator, quantity shipped, list price, unit
price, total spend, etc. at the end of each state fiscal quarter as defined above. The reporting
schedule can be found in SECTION 3.6.(a.). Suppliers reporting sales of vehicles will also be
required to report the Vehicle Identification Number (VIN) for each vehicle sold (see Attachment L)
Supplier Quarterly Vehicles Sales Report). Reportable Vehicles for the solicitation and ensuing
contract(s) are School Buses (all types). Supplier shall prepare the Quarterly Sales Report and
submit the file through the Supplier Portal of Team Georgia Marketplace™ within 20 calendar days
of the end of the State’s fiscal quarter as specified in Section 3.6 Administrative Fee and Sales
Reporting Submission.
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3.2. Statewide Marketing Plan
Within 30 days after the award of a statewide contract, awarded supplier(s) will submit to the state’s
Contract Manager, for this contract category, a comprehensive marketing plan to grow the statewide
contract within the authorized user community. This marketing plan will include, but not be limited to:
1. Strategy for Growing the Statewide Contract with State Agency Customers during 1 st 6 months, 1st
Year of New Agreement
2. Strategy for growing the Statewide Contract with College and University Customers during 1 st 6
months, 1st Year of New Agreement
3. Strategy for growing the Statewide Contract with Local Government Entities during 1st 6 months, 1st
Year of New Agreement
Further, the marketing plan should consider opportunities in rural as well as metropolitan areas.
3.3. Business Review (BR) Meetings
If selected for award, the supplier must be prepared to participate in business review (BR) meetings at
DOAS’ request. During the BR meetings, the supplier will present a written and oral status to DOAS
regarding all outstanding work orders/purchase orders (including date and value). The BR meeting will also
focus on the status of service level agreements and key performance indicators agreed to by supplier and
DOAS. The BR meeting may involve, but not be limited to, the following: review of the supplier’s
performance and submitted reports, identification of areas of improvement to be addressed, review of the
previous quarter's sales statistics, development/monitoring of a supplier service "scorecard."
3.4. Virtual Catalog
3.4.1. Team Georgia Marketplace™ Virtual Catalog
DOAS utilizes electronic catalog hosting and management services to enable state customers to
access a central online website to view and/or shop the goods and services available from existing
statewide contracts. The central online website is referred to as Team Georgia Marketplace™ and
the catalog site is referred to as the Virtual Catalog.
3.4.2. Supplier’s Interface with the Virtual Catalog
To be eligible for contract award, the supplier must agree to cooperate with DOAS and its
contractor, Jaggaer (formerly known as SciQuest), and any authorized agent or successor entity to
Jaggaer, in the event DOAS selects this statewide contract to be exhibited on the Virtual Catalog.
At a minimum, the supplier agrees to the following:
1. Supplier agrees, upon DOAS’ written request, to deliver within thirty (30) days of such
request either (1) a hosted catalog or (2) punch-out catalog or a combination of both.
Supplier will cooperate with DOAS and Jaggaer to create a schedule to enable the integration
of the supplier’s statewide contract offering into the Virtual Catalog within a reasonable time
period as determined by DOAS.
2. If requested by DOAS, supplier will join the Jaggaer Supplier Network (JSN) and will have the
option of using Jaggaer’s Supplier Portal to extract the supplier’s catalog and pricing, upload
products, pricing and images into the Jaggaer system, and view reports on catalog spend
and product/pricing freshness. The supplier can receive orders through electronic delivery or
through low-tech options such as email and fax. More information about the JSN can be
found at: www.jaggaer.com or call the Jaggaer Supplier Network Services team at 919-659-
2152 or 800-233-1121.
3. Supplier will support use of the latest version of the United Nations Standard Product and
Services Code (UNSPSC). UNSPSC are owned by the United Nations Development
Programme (UNDP) and are managed by GS1 US. Updates to the UNSPSC are conducted
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Revised 03/28/2024 14 of 31 SPD-SP001
at a minimum of once a year. The State of Georgia reserves the right to migrate to future
versions of the UNSPSC and the supplier will be required to support the migration effort. All
line items, goods or services provided under the resulting statewide contract must be
associated to an appropriate UNSPSC code. All line items must be identified at the most
detailed UNSPSC level indicated by segment, family, class and commodity. More
information about the UNSPSC is available at: http://www.unspsc.org and
http://www.unspsc.org/faqs#How .
3.4.3. Virtual Catalog Structure
DOAS will decide which of the catalog structures (either Hosted, Punch Out, or both as further
described below) will be provided by the supplier. Regardless the type of catalog(s) selected,
items displayed within the catalog must be strictly limited to the supplier’s awarded contract
offering (e.g. products and/or services not authorized through the resulting statewide
contract are not to be viewable by Authorized Users).
1. Hosted Catalog. By providing a Hosted Catalog, the supplier is providing a list of its
products/services, pricing, and images in an electronic data file in a format accepted by
Jaggaer’s System Integration, such as Tab Delimited Text files. In this scenario, the supplier
must submit updated electronic data from time to time to DOAS to maintain the most up-to-
date version of its product/service offering under the statewide contract in the Virtual Catalog.
2. Punch-Out Catalog. By providing a Punch Out Catalog, the Supplier is providing its own
online catalog, which must be capable of being integrated with the Virtual Catalog as follows:
Standard punch-in via Commerce eXtensible Markup Language (cXML). In this scenario, the
supplier ensures its online catalog marketplace is up-to-date by periodically updating the
offered products/services and pricing listed on its online catalog. Updates and changes made
to the supplier’s Online Catalog, as it relates to pricing and adding of items, must be
approved by DOAS prior to enabling. If awarded multiple contracts, supplier agrees to
maintain a single Punch Out site and be able to provide the appropriate contract ID on each
item returned to Jaggaer. The site must also return detailed UNSPSC codes (as outlined in
line 3) for each line item. Supplier also agrees to provide e-Quote functionality that is
retrievable for purchase through the Integration to facilitate volume discounts. Supplier will
need to be able to facilitate the delivery of Level II Punch Out within this Integration.
3.4.4. Additional Catalog Requirements
1. Minimum Requirements. Whether the supplier is providing a Hosted Catalog or a Punch Out
Catalog, the Supplier agrees to meet the following requirements:
a. Catalog must contain the most current pricing* and/or discounts, as well as the most
up-to-date product/service offering the Supplier is authorized to provide in
accordance with the statewide contract; and
b. The accuracy of the catalog must be maintained by Supplier throughout the duration
of the statewide contract between the Supplier and DOAS; and
c. The Catalog must include a State-specific contract identification number; and
d. The catalog must include detailed product line item descriptions; and
e. The catalog must include pictures or diagrams when possible;** and
f. The catalog must include DOAS accepted Unit of Measure; and
g. The catalog must include any additional DOAS content requirements.***
2. Revising Pricing and Product Offerings. Any revisions (whether an increase or decrease) to
pricing or product/service offerings (new products, altered SKUs, etc.) must be pre-approved
by DOAS and will be subject to any other applicable restrictions with respect to the frequency
or amount of such revisions. However, no statewide contract showcased in the Virtual
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Revised 03/28/2024 15 of 31 SPD-SP001
Catalog may include price changes on a more frequent basis than once per quarter. The
following conditions apply with respect to hosted catalogs:
a. Updated pricing files are required by the 1st of the month and will go into effect in the
Virtual Catalog on the 1st day of the following month (i.e. file received on 1/01/24
would be effective in the Virtual Catalog on 2/01/24). Files received after the 1st of the
month may be delayed up to a month (i.e. file received on 11/06/23 would be effect in
the Virtual Catalog on 1/01/24).
b. DOAS-approved price changes are not effective until implemented within the Virtual
Catalog. Errors in the supplier’s submitted pricing files will delay the implementation
of the price changes in the Virtual Catalog.
c. Supplier will be required to honor pricing, for an agreed upon time, on orders that are
considered to be “in-flight” at the time the price change goes into effect.
3. Ordering. Supplier must be able to accept Purchase Orders via fax, email, cXML or EDIINT.
a. For Punch Out catalogs, the supplier must accept Catalog generated orders via
cXML or EDIINT. For orders consisting of items that are considered, non-catalog
items, orders must be able to be received as stated above.
b. For Purchase Orders received via email, the supplier must provide a dedicated email
address (i.e. orders@company.com) that is monitored during normal business hours.
c. The supplier is required to provide positive confirmation via phone or email within 24
hours of the supplier’s receipt of the Purchase Order. If the Purchasing Order is
received after 3pm EST on the day before a weekend or holiday, the supplier must
provide positive confirmation via phone or email on the next business day.
4. Supplier agrees that DOAS controls which contracts appear on the Virtual Catalog and that
DOAS may elect at any time to remove any supplier’s offering from the Virtual Catalog.
* Current pricing is to be inclusive of all administrative fees, delivery costs, production costs, third party pass
through charges, or any markups or adjustments.
**Details regarding the submission of image files and catalog content will be discussed during the enablement
process; however, the following represents key information regarding the submission of product image files:
o Provide URL links to the product images (preferred method) or actual image files (in gif, jpeg
and other commonly used formats) for all of the items in the supplier’s catalog that will be
hosted by the Virtual Catalog. These images are displayed to the customer directly in search
results as well as in the product details window.
o Provide the actual image files in a ‘zip archive’. Please go to www.winzip.com to download
the WinZip® application that is needed to create such an archive as well as additional details
about using WinZip® application.
o Provide only one image per product.
o Color pictures are preferred; however, black and white pictures or drawings are acceptable if
this is the current standard for the supplier’s business marketing.
o Please note the Virtual Catalog prefers jpg format for image files (280X280 pixels) although
images in many other formats are accepted.
▪ When an image is in jpg format, it is resized to 280X280 pixels, if necessary, to
maintain a consistent appearance for the Virtual Catalog.
▪ When an image is in a format other than jpg, it will be converted to jpg and resized
to 280X280 pixels to maintain a consistent appearance for the Virtual Catalog.
o As products change, updated image files must be submitted to update the Virtual Catalog.
o Provide a corporate logo image in the following sizes. Logo will be used for display on the
Supplier/Contract profile.
o 30 pixels (H) x 70 pixels (W)
o 50 pixels (H) x 115 pixels (W)
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o 300 pixels (H) x 200 pixels (W)
In rare instances where an image is not available, Jaggaer and DOAS will work with the supplier to
determine the best solution for advertising the supplier’s offering.
*** Existing suppliers in the JSN normally host one (1) general product catalog that is made available
for all customers. This avoids duplication of effort for the supplier and brings improvements to the
catalog to all customers at once. It is rare that individual customers have needs that are not also
required by others. Jaggaer does not prohibit ‘private’ catalogs, but recommends review of
requirements with the supplier enablement consultants and the suppliers in question first. Although
suppliers in the JSN normally submit one (1) catalog, it is possible to have multiple contracts applicable
to different Georgia agencies. For example, a supplier may have different pricing for state government
agencies and Board of Regents institutions. Suppliers have the ability and responsibility to submit
separate contract pricing for the same catalog if applicable. The system will deliver the appropriate
contract pricing to the person viewing the catalog.
In the event DOAS selects this statewide contract to be included on the Virtual Catalog, Jaggaer’s
technical documentation will be provided to the supplier after (1) the supplier has been formally invited
by DOAS to join the Virtual Catalog and (2) the supplier has joined the Jaggaer Supplier Network and
signed up for Jaggaer’s Supplier Portal. These services will be provided by Jaggaer at no additional
cost to the supplier. Supplier agrees that supplier’s statewide contract pricing includes any and all costs
to the supplier in complying with these provisions.
The Board of Regents of the University System of Georgia and select colleges currently maintain
separate instances of certain statewide contracts through Jaggaer. In the event Board of Regents or
one or more colleges elects to publish the resulting statewide contract in the board/college’s Jaggaer
catalog, the awarded supplier agrees to work in good faith with the board/college to implement the
catalog. DOAS does not anticipate that this will require additional efforts by the awarded supplier;
however, the supplier agrees to take commercially reasonable efforts to enable such separate Jaggaer
catalogs or related integrations (i.e., electronic order submission, e-invoicing, etc.). Suppliers are
welcome to submit questions regarding this requirement during the Q&A period and/or during the
Bidders’/Offerors’ Conference (if any).
3.5. State of Georgia Virtual Payables and Purchasing Card Program
The state of Georgia provides for the use of several payment methods including Virtual Payables,
Purchasing Card (P-Card), and Automated Clearing House (ACH) transfers. DOAS will determine the most
advantageous method(s) of supplier payment for the awarded statewide contract. Potential suppliers need
to be prepared to accommodate all forms of payments.
DOAS administers a program which provides a purchasing card (hereinafter, “State of Georgia P-Card”) to
be used by authorized government employees of certain governmental entities electing to participate in the
program to purchase necessary supplies. DOAS has entered into a Contract with its P-Card provider, Bank
of America, to also provide the Virtual Payables solution which will allow DOAS and Authorized Users to
facilitate electronic payment by DOAS and Authorized Users to the supplier. The supplier agrees to accept
payment via P-Card, Virtual Payables and any other method identified by DOAS and shall impose no fee on
either DOAS or any Authorized User for the use of Virtual Payables pursuant to this Statewide Contract.
All purchases made by Authorized Users’ representatives shall be exempt from State of Georgia sales tax.
It is the responsibility of the Authorized User representative to provide the Authorized User’s tax
identification number as needed at the point of sale.
If selected for award, the supplier shall keep the State of Georgia P-Card and Virtual Payables numbers
confidential and shall not disclose the State of Georgia P-Card or Virtual Payables numbers except as
expressly authorized by DOAS. The Supplier represents that State of Georgia P-Card and Virtual Payables
numbers will be processed, transmitted and stored in compliance with the Payment Card Industry Data
Security Standard. Supplier shall provide immediate written notice to the current DOAS contract
administrator in the event of (1) any unauthorized disclosure of State of Georgia P-Card or Virtual Payables
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Numbers or (2) supplier’s failure to maintain compliance with the Payment Card Industry Data Security
Standard in the supplier’s contract performance. Supplier agrees to cooperate with DOAS, Authorized
Users, and DOAS contractual partner(s) for P-Card and Virtual Payables in resolving any issues or disputes
concerning the use of such payment methods pursuant to this statewide contract.
3.6. Administrative Fee and Sales Reporting Submission
Pursuant to O.C.G.A. Section 50-5-51(10), DOAS has the authority to collect monies, rebates, or
commissions payable to the State that are generated by supply contracts established pursuant to O.C.G.A.
Section 50-5-57. These administrative fees are used by DOAS to fund various initiatives, including the
administration of existing and new statewide contracts, training, and technology. For this statewide
contract, DOAS requires each supplier to pay to DOAS an administrative fee on all sales pursuant to the
resulting statewide contract. The administrative fee amount for this statewide contract is 1.25 percent
(1.25%) EACH SUPPLIER MUST SUBMIT PRICING IN ITS COST PROPOSAL WHICH INCLUDES THE
IDENTIFIED PERCENT ADMINISTRATIVE FEE (HEREINAFTER, THE “FEE”) BUILT INTO THE
SUBMITTED PRICING. All suppliers must agree that the Fee will not be identified separately from the
product and/or service pricing offered to Authorized Users wherever that pricing may appear (website,
catalog, invoices, etc.). This Fee will be collected by the awarded supplier (“Contractor”) and remitted to
DOAS in accordance with the following paragraphs.
a. Quarterly Payment and Sales Reporting Requirements. DOAS and Contractor agree that the collected
Fees and the corresponding Quarterly Sales Report (report template available upon request), which
identifies the total sales pursuant to this statewide contract for the corresponding fiscal quarter, shall be
submitted by Contractor to DOAS. The total sales reported in the Quarterly Sales Report should be
limited to sales in which the Contractor has received payment from the Authorized User. The Fees and
the Quarterly Sales Report must be received by DOAS on or before the Contractor’s Payment Due
Date as defined in the table below.
The Quarterly Sales Report must be received by DOAS twenty (20) days after the end of the Fiscal
Quarter through submission within the Supplier Portal of Team Georgia Marketplace™, and the Fees
must be received as a response to an invoice generated by DOAS between the time of receipt of the
invoice and forty-five (45) days after the end of the fiscal quarter as defined by the table below:
DOAS’ Fiscal Months Contractor’s Quarterly Contractor’s Payment Due
Quarters Sales Report Due Date Date (In Response to DOAS
generated Invoice)
Quarter 1 July 1st – September 30th October 20th November 15th
Quarter 2 October 1st – December 31st January 20th February 15th
Quarter 3 January 1st – March 31st April 20th May 15th
Quarter 4 April 1st – June 30th July 20th August 15th
30 DAYS FOLLOWING
TERMINATION OF SWC
No later than the date identified above as the “Contractor’s Payment Due Date” for each fiscal
quarter, Contractor shall remit payment to DOAS for the Fees. Administrative fees and/or rebates
earned by the State collected by Contractors on behalf of DOAS must be promptly remitted through
one of the following methods, citing the Invoice Number: 1) Electronic Funds Transfer (EFT)
(preferred method); 2) Credit card; or 3) check (least preferred method). Contractors should utilize
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the Express Payment Acceptance System (ePAS) for payment of administrative fees. ePAS is an
online solution DOAS offers as a more convenient, flexible, and secure way to make payments.
o For EFT payments (preferred method): the following is the account information Contractor will
need to reference in order to submit payments to DOAS electronically:
▪ Bank Name: J.P. Morgan Chase, N.A. // Routing Number – 044000037 // Account
Number – 510933638
o For Credit Card payments: Contractor can utilize ePAS or contact the following individual to
initiate processing:
• Ms. Eligia Familia / DOAS Financial Operations / Phone: (404) 651-5035
o For Check payments (least preferred method): Contractor can utilize ePAS or remit the check
to:
• Department of Administrative Services // Fiscal Services Administration // 200 Piedmont
Avenue, SE, Ste. 1820 – West Tower, Atlanta, GA 30334-9010
In the event no sales have occurred, the Contractor must complete and submit the Quarterly Sales
Report, indicating no sales have occurred. By submission of these reports and corresponding
Contractor payments, Contractor is certifying their correctness.
Contractors doing work under multiple agreements are prohibited from sending in a single
consolidated report encompassing multiple SWCs. If you are a statewide contract Contractor doing
work under more than one agreement, you must provide separate reports for each agreement and
individually reference the appropriate SWC# on each report by entering your company name and
corresponding SWC# in the template.
Contractors doing work under multiple agreements are prohibited from sending in a single
consolidated payment encompassing multiple SWCs. If you are a statewide contract Contractor
doing work under more than one agreement, you must provide separate payments for each
agreement and individually reference the appropriate SWC# associated with each payment.
b. Auditing and Contract Close Out. All sales reports and Fee payments shall be subject to audit by the
State. Supplier shall maintain books, records and documents which sufficiently and properly
document and calculate all charges billed to the State and all Fees throughout the term of the
statewide contract for a period of at least five (5) years following the date of final payment or
completion of any required audit, whichever is later. Supplier shall permit the Auditor of the State of
Georgia or any authorized representative of the State, and where federal funds are involved, the
Comptroller General of the United States, or any other authorized representative of the United States
government, to access and examine, audit, excerpt and transcribe any directly pertinent books,
documents, papers, electronic or optically stored and created records or other records of the Supplier
relating to orders, invoices or payments or any other documentation or materials pertaining to the
statewide contract, wherever such records may be located during normal business hours. Supplier
shall not impose a charge for audit or examination of the Supplier’s books and records. If an audit
discloses incorrect billings or improprieties, the State reserves the right to charge the Supplier for the
cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to
the proper authorities.
In no event shall Supplier retain any amount of money in excess of the compensation to which
Supplier is entitled and all Fees owed DOAS shall be paid within thirty (30) calendar days of
termination of the statewide contract for any reason.
c. Modifying or Canceling the Fee. DOAS reserves the right to modify and/or cancel the Fee at any
time. Supplier shall immediately amend the statewide contract pricing to reflect any modification or
cancellation of the Fee by DOAS. In addition, DOAS reserves the right to revise collection and
reporting requirements in conjunction with implementation of an on-line procurement system.
d. Late Payment Fee. In the event DOAS does not receive the Supplier’s payment of the Fees on or
before the Supplier’s Payment Due Date, the parties agree the Supplier must pay DOAS interest on
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the overdue Fees at a rate of eighteen percent (18%) per annum. Interest will be calculated as
follows:
(Administrative Fee Amount Due) x (18%) = X
X / 365 (366 for leap years) = Y
Y x (Number of Days Payment is Late) = Interest Owed
For the purposes of this provision, payment of the Fees shall be considered received by DOAS on (1)
the date of DOAS’ receipt of the EFT confirmation or (2) the date DOAS receives the envelope
containing a check for the correct amount of the administrative fee. In the event the Supplier does
not submit full payment of the Fees owed, interest shall only be applicable to the portion of the Fees
which is outstanding. In the event the Supplier makes an error and overpays, the Supplier is
responsible for alerting DOAS in writing of the Supplier’s discovery of the overpayment. DOAS will
confirm whether an overpayment has occurred and refund or credit the overpayment amount to the
Supplier no later than thirty (30) days’ following DOAS’ receipt of written notice of the overpayment.
DOAS will have no responsibility for interest or any other fees with respect to Supplier’s overpayment
of Fees.
e. Default. THE SUPPLIER’S RESPONSIBILITY TO COLLECT AND REMIT THE ADMINISTRATIVE
FEE ON BEHALF OF DOAS IS A SERIOUS RESPONSIBILITY AS THE SUPPLIER IS HANDLING
STATE FUNDS. Accordingly, failure to comply with these contractual requirements shall constitute
grounds for declaring Supplier in default and recovering re-procurement costs from Supplier in
addition to all outstanding Fees and interest.
3.7. Standard Insurance Requirements
If awarded a contract, the supplier shall procure and maintain, until all of its obligations have been
discharged (including any warranty periods under the statewide contract have been satisfied), insurance
which shall protect the supplier and the State of Georgia (as an additional insured) from any claims for
bodily injury, property damage, or personal injury covered by the indemnification obligations set forth in the
statewide contract attached to this solicitation throughout the duration of the statewide contract. The
supplier shall procure and maintain the insurance policies described below at the supplier’s own expense
and shall furnish DOAS an insurance certificate listing the State of Georgia as certificate holder and as an
additional insured. The insurance certificate must document that the Commercial General Liability insurance
coverage purchased by the supplier includes contractual liability coverage applicable to the statewide
contract. In addition, the insurance certificate must provide the following information: the name and address
of the insured; name, address, telephone number and signature of the authorized agent; name of the
insurance company (authorized to operate in Georgia); a description of coverage in detailed standard
terminology (including policy period, policy number, limits of liability, exclusions and endorsements); and an
acknowledgment of notice of cancellation to DOAS.
The supplier is required to maintain the following insurance coverage’s during the term of the statewide
contract:
1) Workers Compensation Insurance (Occurrence) in the amounts of the statutory limits
established by the General Assembly of the State of Georgia (A self-insurer must submit a
certificate from the Georgia Board of Workers Compensation stating that the supplier qualifies
to pay its own workers compensation claims.) In addition, the supplier shall require all
subcontractors occupying the premises or performing work under the statewide contract to
obtain an insurance certificate showing proof of Workers Compensation Coverage with the
following minimum coverage:
Bodily injury by accident - each employee $100,000;
Bodily injury by disease - each employee $100,000;
Bodily injury by disease – policy limit $500,000.
2) Commercial General Liability Policy with the following minimum coverage:
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Policy shall include bodily, property damage and broad form contractual liability
coverage.
Each Occurrence Limit $1,000,000
Personal & Advertising Injury Limit $1,000,000
General Aggregate Limit $ 2,000,000
Products/Completed Ops. Aggregate Limit $ 2,000,000
3) Automobile Liability
Bodily Injury and Property Damage for any owned, hired or non-owned vehicles used in the
performance of the statewide contract
Combined Single Limit $1,000,000
Umbrella Liability $2,000,000
The foregoing policies shall contain a provision that coverage afforded under the policies will not be
canceled, or not renewed or allowed to lapse for any reason until at least thirty (30) days prior written notice
has been given to DOAS. Certificates of Insurance (ACORD form or equivalent approved by the State)
showing such coverage to be in force shall be filed with DOAS prior to commencement of any work under
the statewide contract and remain in effect for the duration of the statewide contract. The foregoing policies
shall be obtained from insurance companies authorized to do business in Georgia and shall be with
companies acceptable to DOAS, which must have a minimum A.M. Best rating of A-. All such coverage
shall remain in full force and effect during the term and any renewal or extension thereof.
Within ten (10) business days of award, the awarded Supplier must procure the required insurance and
provide DOAS with two (2) Certificates of Insurance. Certificates must reference the contract number. The
supplier’s submitted pricing must include the cost of the required insurance. No contract performance shall
occur unless and until the required insurance certificates are provided.
If awarded a contract, the supplier shall procure and maintain insurance coverage as described in the
statewide contract. Please reference Section 7 “Contract Terms and Conditions” for more information
3.8. Process for Post Award Adding or Deleting Vehicles and Options. Following contract award and subject
to DOAS’ approval, new buses entering the market (not available at the time of the bid closure) may be offered by
the awarded supplier(s) provided such vehicles comply with all requirements of the statewide contract, reason for
addition and pricing are fully justified, and DOAS approves of the addition based on the State’s needs.
To ensure continuity of vehicles available and to ensure open and fair competition, the process for adding new
vehicles to the contract will be:
3.8.1. Adding Buses to the Contract
1) DOAS may solicit open and competitive quotes from suppliers for new bus(es) that come
on the market after the solicitation closes. Vehicles that were available during the period
of the solicitation will not qualify for addition.
2) The state will benchmark quoted prices to ensure competitive pricing and award based
on the needs of the state at that time.
3) Ensuing contracts added because of the process above will be rolled into the existing
Mass Transit contract. They will expire simultaneously as the original Mass Transit
Vehicles contract expires.
4) The final decision to add new vehicles rest solely with DOAS.
3.8.2. Deleting Vehicles
To delete vehicles from the contract that have gone out of production, the awarded Supplier(s) must
notify the State that the manufacturer has stopped production of the vehicle(s) by submitting a written
notification from the Manufacturer(s) that the vehicle(s) are out of production.
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3.8.3 Process for adding Manufacturer Bus Options to Contract:
Suppliers can submit manufacturer vehicle options annually, at contract renewal, for the State for
inclusion in their options offering. The Supplier must include manufacturer and/or market data that
shows the option price is competitive. The state will do a price analysis before approving or not
approving the request for option addition.
3.9. Bonds and/or Letter of Credit
No bonds or letters of credit are required with this solicitation.
3.10. Proposal Certification
By responding to this solicitation, the supplier understands and agrees to the following:
1. That this electronically submitted proposal constitutes an offer, which when accepted in writing by
DOAS, and subject to the terms and conditions of such acceptance, will constitute a valid and
binding contract between the undersigned and DOAS; and
2. That the supplier guarantees and certifies that supplier’s proposed solution, including but not
limited to all goods, services, and technology proposed by supplier, meets or exceeds all of the
solicitation’s identified specifications and requirements except as expressly stated otherwise in
the supplier’s proposal; and
3. That the technical and cost proposals submitted by the supplier shall be valid and held open for a
period of two hundred and seventy (270) days from the final solicitation closing date and that
the proposals may be held open for a lengthier period of time subject to the supplier’s consent;
and
4. That this proposal is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or
services and is in all respects fair and without collusion or fraud. Supplier understands and
agrees that collusive bidding is a violation of state and federal law and can result in fines, prison
sentences, and civil damage awards; and
5. That the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et seq. have not
been violated and will not be violated in any respect.
3.11. Supplier Compliance
Suppliers responding to this eRFP and currently holding one or more statewide contracts with DOAS are
required to be compliant with the terms and conditions of their current agreement(s) with the State. This
includes all quarterly reporting and administrative fee submission requirements. DOAS will not award the
resulting statewide contract to a supplier that has failed to meet its current statewide contract obligations.
4. eRFP Proposal Elements
This section contains the detailed technical requirements and related services for this Sourcing Event. Suppliers
are required to download, complete and then upload the “Mandatory Response Worksheet”, “Mandatory Scored
Requirement Worksheet” “Cost Proposal” and “Additional Scored Response Worksheet” found as attachments in
the Sourcing Event. Although many solicitations will contain all of the worksheets noted above, it is possible that a
solicitation will not contain all of the worksheets. In the event all four worksheets are not available as
downloadable forms to this eRFP, please confirm with the Issuing Officer that all four worksheets are not required.
Unless requested otherwise, all responses should be provided within the worksheets and not as a separately
attached document. Except as otherwise indicated, all requested forms and documents must be submitted
electronically via the sourcing tool as an uploaded document to the supplier’s response. These worksheets
together with any and all other documents submitted in response to Section 4 of this eRFP will be considered the
supplier’s technical proposal.
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DOAS has determined that it is best to define its own needs, desired operating objectives, and desired operating
environment. DOAS will not tailor these needs to fit particular solutions suppliers may have available; rather, the
suppliers shall propose to meet DOAS’ needs as defined in this eRFP. All claims shall be subject to
demonstration. Suppliers are cautioned that conditional proposals, based upon assumptions, may be deemed
non-responsive.
4.1. Technical Proposal Introduction
All the items described in this section are service levels and/or terms and conditions that the State expects
to be satisfied by the selected supplier. Each supplier must indicate its willingness and ability to satisfy
these requirements in the appropriate worksheets.
4.2. Supplier General Information
Each supplier must complete all of the requested information in the Sourcing Event, which may include
contact information, Corporate composition and demographics, scrutinized company status.
4.3. Mandatory Requirements
As specified with each requirement listed in the Mandatory Response Worksheet (Attachment C), the
supplier must indicate whether its proposal meets the individual requirements by marking either a "YES" or
"NO" in the response block provided. A Pass/Fail evaluation will be utilized for all mandatory requirements.
Ordinarily, to be considered responsive, responsible and eligible for award, all questions identified as
mandatory must be marked “YES” to pass. There may be rare instances in which a response of “NO” is
the correct and logical response in order to meet the mandatory requirement (e.g. responding “NO” that the
supplier does not possess any conflicts of interest). Otherwise, any mandatory questions marked "NO" will
fail the technical requirements and will result in disqualification of the proposal.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
4.4. Mandatory Scored Response
As specified with each requirement listed in the Mandatory Scored Response Worksheet (Attachment
D), the supplier must indicate whether it will meet the individual requirement (if any) and provide a
supporting narrative in the space provided. To be considered responsive and eligible for award, all
mandatory requirements identified in the Mandatory Scored Response Worksheet must be met. There
may be rare instances in which an item within the Mandatory Scored Response Worksheet does not create
an individual requirement which must be met, but, instead, merely calls for a response. Failure to meet any
mandatory scored requirements may result in disqualification of the supplier’s response in the event that a
deviation is determined to be material pursuant to Section 6.2.1 of this eRFP. The narrative description,
along with supporting materials, will be evaluated and awarded points in accordance with Section 6
“Proposal Evaluation, Negotiations and Award.”
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
4.6. Additional Information
As noted in Section 2.2.2 “eRFP Review”, please access and review all of the attachments provided by
DOAS within the Event. If supplemental materials are requested by DOAS to be submitted by the supplier
as part of its response, the supplier should upload these additional materials as noted in Section 2.2.4
“Uploading Forms”.
5. Cost Proposal
5.1. Cost Proposal
Each supplier is required to submit the COST PROPOSAL (Attachment E), including pricing for each line
item the Supplier wants to be considered for meeting the State’s needs. The cost proposal will be
evaluated and scored in accordance with Section 6 “Proposal Evaluation, Negotiations and Award”. By
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submitting a response, the supplier agrees that it has read, understood, and will abide by the following
instructions/rules:
1. The State expects the most competitive market pricing that reflects anticipated purchase activity,
as reflected in the historical purchasing habits and spend of Authorized Users for all the vehicle
classes as detailed in the eRFP and associated attachments; and
2. The submitted cost proposal must include all costs of performing pursuant to the resulting
statewide contract; and
3. Cost proposals containing a minimum order/ship quantity or dollar value, unless otherwise called
for in the eRFP, will be treated as non-responsive and may not be considered for award; and
4. The supplier is required to provide net prices. In the event there is discrepancy between the
supplier’s unit price and extended price, the unit price shall govern;
5. In the event there is a discrepancy between (1) the supplier’s pricing as quoted on an uploaded,
detailed cost sheet such as an Excel Worksheet and (2) the supplier’s pricing as quoted by the
supplier in one or more single line entries directly into the Event screen (for example, “Your Total
Line Pricing” and/or “Your Unit Bid Price”), the former shall govern; and
6. The prices quoted and listed in the cost proposal shall be firm throughout the term of the resulting
statewide contract, unless otherwise noted in the eRFP or statewide contract.
7. Any prompt payment discount offered to the State must be clearly identified in the supplier’s
response. In the event the State is entitled to a prompt payment discount, the period of
computation will commence on the date of delivery, or receipt of a correctly computed invoice
indicating the discount, whichever occurs later; and
8. Unless otherwise specified in any terms and conditions attached to the solicitation, all product
deliveries will be F.O.B. destination and all shipping charges must be included in the cost
proposal; and
9. Unless expressly permitted by the solicitations, responses containing provisions for late or
interest charges cannot be awarded a contract. Suppliers must “strike through” any such
provisions in printed forms and initial such revisions prior to submitting a response; and
10. Responses containing prepayment and/or progress payment requirements may be determined
non-responsive unless otherwise permitted by the solicitation; and
11. Unless permitted by the solicitation, responses requiring payment from the Authorized User in
less than thirty (30) days will be considered non-responsive; and
12. The State of Georgia is exempt from all State sales taxes and Federal excise taxes and no
provision for such taxes should be included in the Supplier’s response.
5.2. Cost Structure and Additional Instructions
DOAS’ intent is to structure the cost format to facilitate comparison among all suppliers and foster
competition to obtain the best market pricing. Consequently, DOAS requires that each supplier’s cost be in
the format outlined below. Additional alternative cost structures will not be considered. Each supplier is
hereby advised that failure to comply with the instructions listed below, submission of an incomplete offer,
or submission of an offer in a different format than the one requested may result in the rejection of the
supplier’s proposal.
Enter all information directly into the cost sheet(s) in the “Yellow” highlighted cells. Enter numbers on each
cost sheet in “number” (two-place decimal), not “currency” or other format unless otherwise stated. That is,
omit dollar signs, commas, and any other non-essential symbols (e.g., $7.90 should be entered as 7.90).
Prices must be in US Dollars. Enter “n/a” to indicate not available or “0” if there is no charge. Cells left
blank will be interpreted as “no offer”.
Download the cost worksheet, complete the worksheet and then upload the worksheet by following the
instructions in the third bullet of Section 2.2.4 “Uploading Forms” of this eRFP.
5.2.1. Cost Worksheets/Workbooks
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The following table depicts the Attachment E Cost Worksheets/Workbooks along with the corresponding
suppliers required to submit for their cost proposals. Note: ALL suppliers are to submit Attachment E-12
Delivery Prices Per Region.
See Table below.
Attachment E Cost Worksheets/Cost Workbooks
Matrix Suppliers
All Offering Standard
E-1 Base Bus Cost Sheet (Standard).xlsx Buses
E-2 Base Bus Cost Sheet (Electric).xlsx All Offering Electric Buses
E-3 $_Yancey_Options_Parts_PricingStandard.xlsx Yancey Brothers-Buses
E-4 $_Yancey_Options_Parts_PricingElectric.xlsx Yancey Brothers-Buses
E-5 $_Rush_Options_Parts_PricingStandard.xlsx Rush Trucks-Buses
E-6 $_Rush_Options_Parts_PricingElectric.xlsx Rush Trucks-Buses
E-7 $_PeachState_Options_Parts_PricingStandard.xlsx Peach State Buses
E-8 $_PeachState_Options_Parts_PricingElectric.xlsx Peach State Buses
E-9 $_Lion_Options_Parts_Pricing.xlsx LION Bus
All others offering
E-10 $_Generic_Options_Parts_PricingStandard.xlsx Standard Buses
LION Bus and all others
E-11 $_Generic_Options_Parts_PricingElectric.xlsx
offering Electric Buses
E-12 $_Delivery Charges Georgia Regional Map.doc All
Note: All suppliers will be evaluated by line item on Attachments E-1, E-2 and E-12. All others pricing for options,
parts and technical costs/credits will be evaluated for fair and reasonableness. (paragraph 6.3.1)
5.3. Price Escalations/De-escalation and Product Offering
Supplier pricing must remain firm for 1 year from the date of the award. Price increase requests will be
reviewed on an annual basis after the twelfth (12) month of the contract renewal. Suppliers are limited to
one (1) price increase request per year. If price increase requests are submitted, the below-mentioned
price increase methodology will be used to determine any price adjustments. Increase(s) will not exceed the
average percentage increase as shown for the previous twelve (12) month period for the US Department of
Labor Producer Price Index (PPI), series PCU3361203361203 Heavy duty truck manufacturing-Buses;
PCU3362113362117 Motor vehicle body manufacturing; PCU3362113362119 Other trucks and vehicles,
complete, produced on purchased chassis; series ID Number: WPU1413 for Truck and Bus Bodies
WPU141106 for Cutaways over 14,000 lbs. Gross Vehicle Weight Ratio Federal Reserve Economic Data
(FRED) website at https://data.bls.gov/ Temporary data will not be used in the evaluation. In the event,
the increase request exceeds the increase amount allowed by the PPI, the Supplier(s) must provide strong
justification and invoices from the manufacturer to substantiate. The State must be notified at least ninety
(90) days in advance prior to any price change, and the Supplier must have the State's approval before any
such change may be implemented.
DOAS expects any market reductions to be passed along to the State. If the PPI Series ID reflects a decrease
of two percent (2%) or greater for the previous 12 months of activity, prices may be reduced to the State.
6. Proposal Evaluation, Negotiations and Award
All timely proposals will be evaluated in accordance with the following steps. The objective of the evaluation
process is to identify the proposals which represents the best value to the State based on a combination of
technical and cost factors required to meet the objective in paragraph 1. 1.. Based on the results of the initial
evaluation, DOAS may or may not elect to negotiate technical and/or cost factors as further described in the
eRFP. In the event negotiations of the technical and/or cost factors occur, the revised proposals will be
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reevaluated in accordance with the provisions of Section 6.4 “Scoring Criteria.” Once the evaluation process has
been completed (and any negotiations DOAS desires to conduct have occurred), the apparent successful
supplier(s) will be required to enter into discussions with DOAS to resolve any exceptions to DOAS’ statewide
contract. DOAS will announce the results of the eRFP as described further in Section 6.9 “Public Award
Announcement.”
6.1. Administrative/Preliminary Review
First, the proposals will be reviewed by the Issuing Officer to determine the proposal’s compliance
with the following requirements:
1. Proposal was submitted in TGM by deadline in accordance with Section 2
2. Proposal was prepared in accordance with the instructions in the solicitation and is
complete
6.2. Evaluating Proposal Factors (Section 4)
If the supplier’s proposal passes the Administrative/Preliminary Review, the supplier’s responses to Section
4 “eRFP Proposal Factors” will be submitted to the Evaluation Team for evaluation.
6.2.1. Review of Mandatory and Mandatory Scored Questions
The Evaluation Team will review each supplier’s response in detail to determine its compliance with
mandatory eRFP requirements. Responses to both “Mandatory” and “Mandatory Scored”
Questions will be evaluated on a pass/fail basis. “Mandatory Scored” Questions will also be
evaluated by the State’s Evaluation Team. If a supplier’s response fails to meet a mandatory and/or
mandatory scored eRFP requirement, DOAS will determine if the deviation is material. A material
deviation will be cause for rejection of the supplier’s response. An immaterial deviation may be
waived or cured and will be processed as if no deviation had occurred. All responses which meet
the requirements of the “Mandatory” and “Mandatory Scored” Questions are considered
“Responsive Proposals” at this point in time and will be scored in accordance with the point
allocation in Section 6.4 “Scoring Criteria.”
The supplier will receive a total technical score at the conclusion of the evaluation of the eRFP Proposal
Factors (Mandatory Scored Questions).
6.3. Evaluating Cost Proposal and Total Combined Score
The cost proposals will be reviewed and scored in accordance with Section 6.4 “Scoring Criteria.” for the
Cost portion of the eRFP. To expedite the evaluation process, DOAS reserves the right to analyze the cost
proposals independently, but at the same time the Evaluation Team is analyzing the technical proposals,
provided neither the cost proposals nor the cost analysis is disclosed to the Evaluation Team until the
Evaluation Team completes its initial evaluation and scoring of the eRFP Proposal Factors.
6.3.1. Cost Scoring
DOAS may utilize lowest cost, lowest total cost, and total cost of ownership (TCO) or greatest
savings to determine the most competitive cost proposals. The cost proposal will be scored at the
line-item level relative to other proposals. The suppliers deemed to have the most competitive cost
proposal(s) for each line-item level, as determined by DOAS, will receive the maximum points for
the cost criteria for each line-item. Other proposals will receive a percentage of the cost score for
each line item based on the percentage differential between the most competitive cost proposal and
the specific proposal in question.
6.3.1.1. For evaluation of cost proposals, DOAS will evaluate cost at the Line-Item level.
6.3.1.2. For Options Pricing, Parts Pricing, and Pricing in the Supplier’s Technical Workbook,
DOAS will assess prices for fairness and reasonableness. Items that are deemed not fair
and reasonable may become subjects for negotiation or exclusion from the award.
6.3.1.3. Refer to paragraph 6.3.3. for determining the supplier’s overall proposal score.
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6.3.2. Georgia Enterprises for Products and Services (GEPS)
In the event the issuing officer has received a response from GEPS, the issuing officer must factor
in a price preference of 8% for purposes of cost evaluation. The price preference of 8% has been
approved by DOAS in accordance with the State Use Law set forth at O.C.G.A. 50-5-135 et seq.,
which is intended to create opportunities for disabled persons employed by community-based
rehabilitation programs and training centers that are certified by the State Use Council. To
implement the price preference, the issuing officer must lower GEPS’ price by 8% when comparing
GEPS’ price with any other supplier’s response. However, in the event GEPS wins the contract
award, GEPS must be paid at its actual bid price.
6.3.3. Total Score
The supplier’s cost score will be combined with the supplier’s technical score to determine the
supplier’s overall score (or “total combined score”).
6.4. Scoring Criteria
The evaluation is comprised of the following:
Category Criteria Points
Cost 1. Cost of proposed products and/or 600 points
services
Technical/Proposal Factors 2. “Mandatory” Requirements Pass/Fail
Technical/Proposal Factors 3. “Scored Criteria 400 points
Total N/A 1000 points
6.5. Georgia Based Business/Reciprocal Preference Law O.C.G.A. §50-5-60(b)
For the purposes of evaluation only, supplier’s resident in the State of Georgia will be granted the same
preference over supplier’s resident in another state in the same manner, on the same basis, and to the
same extent that preference is granted in awarding bids for the same goods or services by such other state
to supplier’s resident therein over supplier’s resident in the State of Georgia. NOTE: For the purposes of
this law, the definition of a resident supplier is a supplier who is domiciled in the State of Georgia.
6.6 Negotiations of Proposals and/or Cost Factors
DOAS possesses discretionary authority to conduct one or more rounds of negotiations of technical
proposal and/or cost factors as permitted by Georgia law and DOAS’ established procurement policy. This
section of the eRFP describes DOAS’ process for utilizing its discretionary negotiation authority as defined
by O.C.G.A. Section 50-5-67(a)(6); however, DOAS reserves the right to conduct any other negotiations
authorized by law.
The objective of negotiations is to obtain the supplier’s best terms. PLEASE NOTE: NEGOTIATIONS ARE
DISCRETIONARY; THEREFORE, DOAS URGES THE SUPPLIER (1) TO SUBMIT ITS BEST RESPONSE
AND (2) NOT TO ASSUME THE SUPPLIER WILL BE GRANTED AN OPPORTUNITY TO NEGOTIATE.
6.6.1. Overview of Negotiations
After the Evaluation Team has scored the suppliers’ proposals, DOAS may elect to enter one or
more rounds of negotiations with all responsive and responsible supplier, only those suppliers
identified by the Evaluation Team as being in the competitive range or a range of competitive
suppliers required to accomplish the objective detailed in paragraph 1.1. The range of suppliers will
not be selected arbitrarily, and those suppliers included must have competitively scored proposals.
After each round of negotiations (if any), the supplier will submit revisions to its proposal factors
and/or cost proposal, which revisions will be scored by the Evaluation Team in accordance with the
same criteria used to evaluate the initial responses from the suppliers. Suppliers may be removed
Statewide Contract eRFP
Revised 03/28/2024 27 of 31 SPD-SP001
from further participation in the negotiation process in the event the Evaluation Team determines
the supplier cannot be considered responsive and responsible or based on the competitive range
as defined in Section 6.6.3 “Competitive Range.”
DOAS reserves the right to proceed to award without further discussions after receipt of the initial
proposals, in which case, negotiations and Proposal Revisions will not be required.
6.6.2. Negotiation Instructions
Listed below are the key action items related to negotiations. The State’s Negotiation Committee
may consist of the State’s Evaluation Committee or may be comprised of different people.
However, evaluation of proposals or revised proposals shall be completed only by the State’s
Evaluation Committee.
1. Negotiation Invitation: Those suppliers identified by the Evaluation Committee to negotiate
will be notified and invited to attend negotiations. Suppliers will be notified in writing: (i) the
general purpose and scope of the negotiations; (ii) the anticipated schedule for the
negotiations; and (iii) the procedures to be followed for negotiations.
2. Confirmation of Attendance: Suppliers who have been invited to participate in negotiations
must confirm attendance.
3. Negotiations Round(s): One or more rounds of negotiations may be conducted with those
suppliers identified by the State’s Evaluation Team.
6.6.3. Competitive Range
If DOAS elects to negotiate pursuant to Section 6, DOAS may either (1) elect to negotiate with all
responsive and responsible suppliers, (2) limit negotiations to those suppliers identified within the
competitive range and/or suppliers needed to develop a comprehensive supply base as determined
by DOAS, or (3) limit negotiations to the number of suppliers with whom DOAS/Negotiation Team
may reasonably negotiate as defined below. In the event DOAS elects to limit negotiations to those
suppliers identified above, DOAS will identify the competitive range by (1) ranking suppliers’
proposals from highest to lowest based on each supplier’s Total Combined Score, (2) then looking
for breaks in the scores such that natural groupings of similar scores may be identified and/or 3)
looking for the break in scoring that provides the variety of suppliers, as determined by DOAS,
needed to develop a comprehensive supply base capable of providing a wide variety of types and
quantities of school buses. In the event DOAS determines the number of responsive and
responsible suppliers is so great that the Negotiation Team cannot reasonably conduct negotiations
(which determination shall be solely at DOAS’ discretion and shall be conclusive), DOAS may also
elect to limit negotiations to the suppliers that need to be more competitive as determined by the
Total Combined Score.
6.6.4. Negotiation Round Completion
As part of each round of negotiation, the Negotiation Team may or may not engage in verbal
discussions with the suppliers. However, whether or not the Negotiation Team engages in verbal
discussions, any revisions the supplier elects to make to its response must be submitted in writing
via email by the end date and time identified by the Issuing Officer. All revisions received by the
due date and time will be evaluated and re-scored by the Evaluation Team in accordance with the
same criteria used to evaluate the initial responses from the suppliers. Revisions which are not
received prior to the due date and time cannot be considered; however, any supplier failing to
submit timely revisions will not be disqualified from consideration for award based on its final
proposal as accepted by DOAS.
Statewide Contract eRFP
Revised 03/28/2024 28 of 31 SPD-SP001
6.7. Selection and Award
DOAS may make multiple awards at the line-item level necessary for developing a comprehensive supply
base as determined by DOAS to the highest scoring suppliers based on any of the following: each
supplier’s total combined score, competitive range and/or to a range of suppliers in competitive order, or to
the number of suppliers needed to accomplish the objectives stated in paragraph 1.1,
6.8. Site Visits and Oral Presentations
DOAS reserves the right to conduct site visits or to invite suppliers to present their proposal
factors/technical solutions to the Evaluation Team as part of the Technical Evaluation. Cost proposals and
related cost information must not be discussed during the oral presentation of the supplier’s technical
solution. Nothing in this section shall prohibit the Negotiation Team from discussing both proposal factors
and cost information during the negotiation process defined by Section 6.6 “Negotiations of Proposals
and/or Cost Factors”.
6.9. Public Award Announcement
The preliminary results of the evaluation will be announced through the public posting of a Notice of Intent
to Award. The Notice of Intent to Award (“NOIA”) is not notice of an actual contract award; instead, the
NOIA is notice of DOAS’ expected contract award(s) pending resolution of the protest process. The NOIA
(if any) will identify the apparent successful supplier(s), unsuccessful supplier(s), and the reasons why any
unsuccessful suppliers were not selected for contract award. NO SUPPLIER SHOULD ASSUME
PERSONAL NOTICE OF THE NOTICE OF INTENT TO AWARD (“NOIA”) WILL BE PROVIDED BY DOAS.
INSTEAD, ALL SUPPLIERS SHOULD FREQUENTLY CHECK THE GEORGIA PROCUREMENT
REGISTRY FOR NOTICE OF THE NOIA.
The Notice of Award (“NOA”) is DOAS’ public notice of actual contract award(s). The NOA will be publicly
posted to the Georgia Procurement Registry.
7. Contract Terms and Conditions
The statewide contract that DOAS expects to award as a result of this eRFP will be based upon the eRFP, the
successful supplier’s final response as accepted by DOAS and the contract terms and conditions, which terms
and conditions can be downloaded from the eRFP. The “successful supplier’s final response as accepted by
DOAS” shall mean: the final cost and technical proposals submitted by the supplier and any subsequent revisions
to the supplier’s cost and technical proposals and the contract terms and conditions due to negotiations, written
clarifications or changes made in accordance with the provisions of the eRFP, and any other terms deemed
necessary by DOAS, except that no objection or amendment by a supplier to the eRFP requirements or the
contract terms and conditions shall be incorporated by reference into the statewide contract unless DOAS has
explicitly accepted the supplier’s objection or amendment in writing.
Please review DOAS’ contract terms and conditions prior to submitting a response to this eRFP. Suppliers should
plan on the contract terms and conditions contained in this eRFP being included in any award as a result of this
eRFP. Therefore, all costs associated with complying with these requirements should be included in any pricing
quoted by the suppliers. The contract terms and conditions may be supplemented or revised before contract
execution and are provided to enable suppliers to better evaluate the costs associated with the eRFP and the
potential resulting statewide contract.
Exception to Contract
By submitting a response, each supplier acknowledges its acceptance of the eRFP specifications and the contract
terms and conditions without change except as otherwise expressly stated in the submitted proposal. If the
supplier takes exception to a contract provision, the supplier must submit the exception on Attachment G:
Contract Exceptions Form (Reference Section 7), state the reason for the exception, and state the specific
contract language it proposes to include in place of the provision. Any exceptions to the statewide contract must
be redlined with comments explaining the rationale for the proposed revision, uploaded and submitted as part of
the supplier’s response, and should be provided as a red-line markup of the posted contract with inserted
Statewide Contract eRFP
Revised 03/28/2024 29 of 31 SPD-SP001
comments specifying the need for the changes. Proposed exceptions must not conflict with or attempt to preempt
mandatory requirements specified in the eRFP. Proposed exceptions should be in compliance with Georgia law.
For further information regarding contracting with entities subject to DOAS purview, please see SPD-SP060
“Contracting with State Entities” provided as an attachment to this solicitation and located at
https://doas.ga.gov/state-purchasing/seven-stages-of-procurement/stage-3-solicitation-preparation.
In the event the supplier is selected for potential award, the supplier will be required to enter into discussions with
DOAS to resolve any contractual differences before an award is made. These discussions are to be finalized and
all exceptions resolved within the period of time identified in the schedule of events. Failure to resolve any
contractual issues will lead to rejection of the supplier. DOAS reserves the right to proceed to discussions with
the next best ranked supplier.
DOAS reserves the right to modify the statewide contract to be consistent with the apparent successful offer, and
to negotiate other modifications with the apparent successful suppliers. Exceptions that materially change the
terms or the requirements of the eRFP may be deemed non-responsive by DOAS, in its sole discretion, and
rejected. Contract exceptions which grant the supplier an impermissible competitive advantage, as determined by
DOAS, in its sole discretion, will be rejected. If there is any question whether a particular contract exception
would be permissible, the supplier is strongly encouraged to inquire via written question submitted to the Issuing
Officer prior to the deadline for submitting written questions as defined by the Schedule of Events.
8. List of eRFP Attachments
The following documents make up this eRFP. Please see Section 2.2.2 “eRFP Review” for instructions about
how to access the following documents as attachments. Any difficulty locating or accessing the following
documents should be immediately reported to the Issuing Officer.
A. Statewide eRFP (this document)
B. Special terms (if any) from Section 1.6 “Definition of Terms” of this eRFP
C. Mandatory Response Worksheet from Section 4.3 of this eRFP
D. Mandatory Scored Response Worksheet from Section 4.3 of this eRFP.
E. Cost Worksheet from Section 5 “Cost/Pricing” of this eRFP
E-1 Base Bus Cost Sheet (Standard).xlsx
E-2 Base Bus Cost Sheet (Electric).xlsx
E-3 $_Yancey_Options_Parts_PricingStandard.xlsx
E-4 $_Yancey_Options_Parts_PricingElectric.xlsx
E-5 $_Rush_Options_Parts_PricingStandard.xlsx
E-6 $_Rush_Options_Parts_PricingElectric.xlsx
E-7 $_PeachState_Options_Parts_PricingStandard.xlsx
E-8 $_PeachState_Options_Parts_PricingElectric.xlsx
E-9 $_Lion_Options_Parts_Pricing.xlsx
E-10 $_Generic_Options_Parts_PricingStandard.xlsx
E-11 $_Generic_Options_Parts_PricingElectric.xlsxState
E-12 $_Delivery Charges Georgia Regional Map.doc
F. Contract from Section 7 “Contract Terms and Conditions” of this eRFP
G. Contract Exceptions Form (Reference Section 7)
H. School Bus Program Requirements Document
I. Department of Audits Immigration and Security Form
J. Bidder Questions and Answers Form
K. Document Upload Checklist (Document provided at the Bidders Conference/uploaded to the solicitation
L. Suppliers Quarterly Sales Report
M. Data Security Terms and Conditions
N. Tax Compliance Form
O. W-9 Form
P. Certificate of Non-Collusion
Q. SPD-SP060 “Contracting with State Entities”
Statewide Contract eRFP
Revised 03/28/2024 30 of 31 SPD-SP001
R. SPD-SP044 Sample Trade Secret Affidavit
S. Things to Remember when Responding to Bids
Statewide Contract eRFP
Revised 03/28/2024 31 of 31 SPD-SP001
Solicitation Addendum Form # 4
Solicitation Number: Solicitation Title: School Buses with
99999-001-SPD0000236 Related Equipment, Options, and
Accessories.
Requesting State Entity: Department of Administrative Services, State Purchasing
Division
Issuing Officer: Billy Gilbert RFX Initially Posted to Internet: See GPR
Email Address: billy.gilbert1@doas.ga.gov Telephone: 404-657-4322
Addendum Number: 4 Date: 6/18/d2025
A. PURPOSE: The State has decided to replace the Statewide Contract Terms
and Conditions with the most updated version, inclusive of the state’s new
Data Security, Confidentiality, and Ownership Terms and Conditions (Exhibit
1).
B. Addendum #4 replaces Attachment F: Statewide Contract Terms and
Conditions (Dated 07/06/2016) with the latest version of Attachment F
Statewide Contract Terms and Conditions dated 02/05/2024. All signed
versions of Attachment F: Statewide Contract Terms and Conditions (Dated
07/06/2016) submitted with your original proposals are null and void.
C. The major changes in the Statewide Contract Terms and Conditions dated
02/05/2024 include, but are not limited to, the addition of Exhibit 1 Data
Security, Confidentiality, and Ownership Terms and Conditions, moving the
Insurance requirements from the RFP to the Statewide Contract Terms and
Conditions document and the additional requirement of Professional
Liability/Errors and Omissions $2,000,000 to the Insurance requirements, and
modifications to the Limitation of Liability section.
D. REVISED Request for Proposal (RFP) and Program Requirements Document
(PRD): The following section/document of the attached RFP are DELETED
with this addendum:
RFP Attachment M: Data Security Terms & Conditions-School Buses
RFP Section 3.7. Standard Insurance Requirements
RFP Section 2.1.5.3. Data Security Terms and Conditions (Attachment M)
The following section / document of the attached PRD is DELETED and REPLACED
as follows:
Revised 02/11/11 SPD-SPR013
PRD Section 4.0. Data Security
The Suppliers and Aftermarket Equipment Suppliers, to the extent applicable, are
required to abide by and maintain adequate data security measures, consistent with
industry standards, to protect Authorized Users Data outlined in paragraph A.1.(iii)
thru A.1.(iv) of Exhibit 1 to the Statewide Contract Terms and Conditions, Data
Security, Confidentiality, and Ownership Terms and Conditions, as agreed upon.
This includes any of the data elements listed above that the Suppliers and
Aftermarket Equipment Suppliers have access to in the performance of maintenance,
warranty, or any other cases of access to the equipment and data.
All applicable provisions of Exhibit 1 to the Statewide Contract Terms and Conditions,
Data Security, Confidentiality, and Ownership Terms and Conditions, must be
adhered to by all Suppliers, and Aftermarket Equipment Suppliers of school buses
sold under any resultant contracts.
Authorized User’s using third party maintenance providers are responsible for
ensuring the data identified above are protected, in accordance with their local laws
policies and procedures, during times where third- party personnel (including all
equipment and maintenance suppliers) have access to the data stored in the
equipment in accordance with Attachment V and their local laws, policies, and
procedures.
E. REVISED SUPPLIER SUBMISSION: All suppliers submitting responsible and
responsive responses to the solicitation will have the opportunity to:
1. Review Attachment F: Statewide Contract with Terms and
Conditions for Goods and Services, including Exhibit 1 Data Security,
Confidentiality, and Ownership Terms and Conditions, dated 2/5/24
(attached)
2. Document exceptions, if any, on the attached Attachment G
Contract Exceptions Form (Reference Section 7). If no exceptions,
enter “no Exceptions” and submit the form.
3. Adjust your pricing, if needed, to cover the additional expense of
the additional insurance requirement and changes in the Terms and
Conditions document by submitting a revised Cost Workbook E-1
Base Bus (Standard) and/or E-2 Base Bus (Electric).
4. If you choose not to change your submitted pricing, enter Suppliers
Name and “No Pricing Change” in Cell B3 on Cost WorkSheets E-1
and/or E-2.
Revised 02/11/11 SPD-SPR013
5. Sign the word version of Attachment F: Statewide Contract with
Terms and Conditions for Goods and Services dated 2/5/24.
Note: Do not convert to a pdf. If selected for award, the pdf
conversions will occur when all signatures are on the document.
6. Email the signed Attachment F: Statewide Contract with Terms and
Conditions for Goods and Services dated 2/5/24, the Exceptions Form
(Attachment G) , Adjusted Pricing (Cost Worksheets E-1 and E-2) or
“No Pricing Change” as described in 4 above, and this signed
Addendum Form to billy.gilbert@doas.ga.gov by 5:00 PM EST, 18
June 2025.
F. PROTEST: It is the intent of the State to provide transparency regarding this
situation and its intended path. Rather than cancel the solicitation and repost,
which would require additional time and resources to be devoted by the State
and the supplier community, the State has elected to issue this addendum to
address the outstanding issue and allow Suppliers to provide a response.
To the extent that an Interested Party wishes to protest this action, such
challenge may be brought forth in accordance with the provisions of Section 6.5
of the Georgia Procurement Manual and its subsections, and any such protest
must be filed within ten (10) days of the distribution date of this addendum, as
required under Section 6.5.7. “Filing Deadlines”. In the event a protest is
received, the State may elect to cancel and re-issue this solicitation.
G. REVISED SUPPLIER SUBMISSION:
Each supplier will be contacted by the Issuing Officer and answer any
questions Suppliers may have.
Suppliers must email the revised response to: billy.gilbert1@doas.ga.gov
no later than 5pm (EST) on 18 June 2025. A signed acknowledgment of this
addendum (this document) should be attached to your RFX response.
Note: In the event of a conflict between previously released information and the
information contained herein, the latter shall control.
A signed acknowledgment of this addendum (this page) should be attached
to your RFX response.
___________________________________________________________
Supplier’s Name
Revised 02/11/11 SPD-SPR013
Addendum 4 Revised Signed by Supplier-(Next Doeument)
___________________________________________________________
Signature
___________________________________________________________
Printed Name and Title
Attachments:
Statewide RFP Version 2
Program Requirements Document Version 2
SPD-SP006 StatewideContractforGoodsandServices 2/5/2024
Attachment G: Contract Exceptions Form
Revised 02/11/11 SPD-SPR013
Solicitation Addendum Form # 4 (Revised)
Solicitation Number: Solicitation Title: School Buses with
99999-001-SPD0000236 Related Equipment, Options, and
Accessories.
Requesting State Entity: Department of Administrative Services, State Purchasing
Division
Issuing Officer: Billy Gilbert RFX Initially Posted to Internet: See GPR
Email Address: billy.gilbert1@doas.ga.gov Telephone: 404-657-4322
Addendum Number: 4 Date: 6/18/d2025
A. PURPOSE: The State has decided to replace the Statewide Contract Terms
and Conditions with the most updated version, inclusive of the state’s new
Data Security, Confidentiality, and Ownership Terms and Conditions (Exhibit
1).
B. Addendum #4 replaces Attachment F: Statewide Contract Terms and
Conditions (Dated 07/06/2016) with the latest version of Attachment F
Statewide Contract Terms and Conditions dated 02/05/2024. All signed
versions of Attachment F: Statewide Contract Terms and Conditions (Dated
07/06/2016) submitted with your original proposals are null and void.
C. The major changes in the Statewide Contract Terms and Conditions dated
02/05/2024 include, but are not limited to, the addition of Exhibit 1 Data
Security, Confidentiality, and Ownership Terms and Conditions, moving the
Insurance requirements from the RFP to the Statewide Contract Terms.
D. REVISED Request for Proposal (RFP) and Program Requirements Document
(PRD): The following section/document of the attached RFP are deleted with
this addendum:
RFP Attachment M: Data Security Terms & Conditions-School Buses
RFP Section 3.7. Standard Insurance Requirements
RFP Section 2.1.5.3. Data Security Terms and Conditions (Attachment M)
The following section / document of the attached PRD are DELETED and
REPLACED as follows:
PRD Section 4.0. Data Security
The Suppliers and Aftermarket Equipment Suppliers, to the extent applicable, are
required to abide by and maintain adequate data security measures, consistent with
Revised 02/11/11 SPD-SPR013
industry standards, to protect Authorized Users Data outlined in paragraph A.1.(iii)
thru A.1.(iv) of Exhibit 1 to the Statewide Contract Terms and Conditions, Data
Security, Confidentiality, and Ownership Terms and Conditions, as agreed upon.
This includes any of the data elements listed above that the Suppliers and
Aftermarket Equipment Suppliers have access to in the performance of maintenance,
warranty, or any other cases of access to the equipment and data.
All applicable provisions of Exhibit 1 to the Statewide Contract Terms and Conditions,
Data Security, Confidentiality, and Ownership Terms and Conditions, must be
adhered to by all Suppliers, and Aftermarket Equipment Suppliers of school buses
sold under any resultant contracts.
Authorized User’s using third party maintenance providers are responsible for
ensuring the data identified above are protected, in accordance with their local laws
policies and procedures, during times where third- party personnel (including all
equipment and maintenance suppliers) have access to the data stored in the
equipment in accordance with Attachment V and their local laws, policies, and
procedures.
E. REVISED SUPPLIER SUBMISSION: All suppliers submitting responsible and
responsive responses to the solicitation will have the opportunity to:
1. Review Attachment F: Statewide Contract with Terms and
Conditions for Goods and Services, including Exhibit 1 Data Security,
Confidentiality, and Ownership Terms and Conditions, dated 2/5/24
(attached)
2. Document exceptions, if any, on the attached Attachment G
Contract Exceptions Form (Reference Section 7). If no exceptions,
enter “no Exceptions” and submit the form.
3. Adjust your pricing, if needed, to cover the additional expense of
the additional insurance requirement and changes in the Terms and
Conditions document by submitting a revised Cost Workbook E-1
Base Bus (Standard) and/or E-2 Base Bus (Electric).
4. If you choose not to change your submitted pricing, enter Suppliers
Name and “No Pricing Change” in Cell B3 on Cost WorkSheets E-1
and/or E-2.
5. Sign the word version of Attachment F: Statewide Contract with
Terms and Conditions for Goods and Services dated 2/5/24.
Revised 02/11/11 SPD-SPR013
Note: Do not convert to a pdf. If selected for award, the pdf
conversions will occur when all signatures are on the document.
6. Email the signed Attachment F: Statewide Contract with Terms and
Conditions for Goods and Services dated 2/5/24, the Exceptions Form
(Attachment G) , Adjusted Pricing (Cost Worksheets E-1 and E-2) or
“No Pricing Change” as described in 4 above, and this signed
Addendum Form to billy.gilbert@doas.ga.gov by 5:00 PM EST, 18
June 2025.
F. PROTEST: It is the intent of the State to provide transparency regarding this
situation and its intended path. Rather than cancel the solicitation and repost,
which would require additional time and resources to be devoted by the State
and the supplier community, the State has elected to issue this addendum to
address the outstanding issue and allow Suppliers to provide a response.
To the extent that an Interested Party wishes to protest this action, such
challenge may be brought forth in accordance with the provisions of Section 6.5
of the Georgia Procurement Manual and its subsections, and any such protest
must be filed within ten (10) days of the distribution date of this addendum, as
required under Section 6.5.7. “Filing Deadlines”. In the event a protest is
received, the State may elect to cancel and re-issue this solicitation.
G. REVISED SUPPLIER SUBMISSION:
Each supplier will be contacted by the Issuing Officer and answer any
questions Suppliers may have.
Suppliers must email the revised response to: billy.gilbert1@doas.ga.gov
no later than 5pm (EST) on 18 June 2025. A signed acknowledgment of this
addendum (this document) should be attached to your RFX response.
Note: In the event of a conflict between previously released information and the
information contained herein, the latter shall control.
A signed acknowledgment of this addendum (this page) should be attached
to your RFX response.
__Peach State Truck Centers _________________________________
Supplier’s Name
Revised 02/11/11 SPD-SPR013
___Greg Fenn______________________________
Signature
_____Greg Fenn______________________________________________
Printed Name and Title
Attachments:
Statewide RFP Version 2
Program Requirements Document Version 2
SPD-SP006 StatewideContractforGoodsandServices 2/5/2024
Attachment G: Contract Exceptions Form
Revised 02/11/11 SPD-SPR013