R E Q U E S T FOR Q U O T E

TOTAL NUMBER OF PAGES: 3, plus one attached Excel file

TO: Customer Service/ Sales Department(s)

FROM: Bill Gill

DATE: January30, 2009

SUBJ: Request for Quotations for School Bus Retrofit Equipment

The Capital Area Council of Governments (CAPCOG) is requesting written price quotations, including delivery terms F.O.B Durham School Services, 1081 Lovers Lane, Bastrop, Texas, 78602, Attn: Ron Troyer, (512) 512-321-5262; Durham School Services, 401 Carver Street, Lockhart, TX 78644, Attn: Randy Ruiz; 512-376-7164; andDurham School Services, 307 East Live Oak Street, Hutto, TX 78634, Attn: Roland Ortiz; 512 759-5448, freight prepaid and added (shipping cost to be broken out separately in the quotation for each school district), for up to 110 Diesel Oxidation Catalyst/Closed Crankcase Ventilation System(DOC/CCV) retrofits or Partial Flow-Through Filters/Closed Crankcase Ventilation System (PFF/CCV) retrofits. CAPCOG requests bids for either DOC/CCVorPFF/CCVfor each bus,as identified in Exhibit A to this Request for Quotation. In addition to the retrofit equipment, CAPCOG requests that a separate cost be provided for retrofit installation training for Durham School Services that details the number of hours of training, who will provide the training, the qualifications of the training staff, and the cost of the training.

CAPCOG requires that the emissions reductions achievable from all categories of retrofit equipment included in the response must have been verified by the U. S. Environmental Protection Agency (EPA) or California Air Resources Board (CARB). A list of currently verified retrofit technologies can be found at: This request for quotations is being issued only to a relatively short, defined list of vendors/manufacturers as identified (as of January 2009) on the EPA list of verified retrofit technologies or the CARB list(see EPA webpage address listed in the paragraph immediately above).

Bid responses should include:

  1. The unit cost of the equipment, including transportation costs to Lockhart, Hutto, and Bastrop, Texas;
  2. Warranty terms; and
  3. Any additional maintenance costs for each emission reduction technology (e.g. filter change intervals and cost per change if carried out by Durham School Services maintenance department).

Vendors/manufacturers must include information about their warranties for the products in their quotations, including the length of the warranty period (years, miles, both years and miles, or other warranty); whether a retrofit must be returned to the vendor for warranty repair or will be replaced at no cost; what, exactly, is covered by the warranty; who bears the cost of shipping the retrofit(s) if it must be returned to the vendor; and whether that cost will be for shipping one way or both to and from the vendor/manufacturer.

The quantity ofemission reduction equipment shown in this RFQ may be modified as required by CAPCOG (either increasing or decreasing in number, or changing the type of retrofit specified). Further, CAPCOG reserves the right not to make any award at all based on this solicitation. The companies being asked to submit a quotation are put on notice that any equipment purchased will be purchased using the funds from an EPA grant. Vendor acknowledges that CAPCOG is a governmental entity without taxing power and that its only source purchasing goods and servicesunder this solicitation is the EPA grant.

If EPA suspends or terminates its grant to CAPCOG, Vendor agrees that CAPCOG may suspend its payment obligations under or terminatea purchase agreement in whole or part if CAPCOG learns that funds to pay for all or part of the goods or services will not be available at the time of delivery or performance. CAPCOG suspends or terminates the purchase agreement for unavailability of funds by giving Vendor notice of the suspension or termination, as soon as it learns of the funding unavailability, specifying the suspension or termination date, and describing the part or parts suspended or terminated. If CAPCOG suspends or terminates only part of the purchase agreement for unavailability of funds, Vendor agrees to perform the unsuspended or unterminated part if CAPCOG so requests. If the purchase agreementis terminated for unavailability of funds, Vendor is entitled to compensation for goods it furnished and services it performed before it received notice of termination. However, CAPCOG is not liable to Vendor for costs it paid or incurred under the purchase agreement after or in anticipation of its receipt of notice of termination.

Quotations received will be evaluated according to the following criteria and point system:

  • Price of retrofit system—25 points;
  • Maintenance cost in terms of time and replacement (i.e., the vendor/manufacturer should indicate in the quotation how often/at what periods a quoted retrofit has to be maintained and what the cost is of any part or supply item needed to do that maintenance. For example, filter change intervals and cost per change if carried out by the school district maintenance department)—10 points;
  • Warranty—15 points;
  • Verified percentage of emissions reductions by pollutant—45points; and
  • Shipping—5 points.

A written price quotation can be submitted either by e-mail message or by fax (contact information below), but the e-mail message or fax must be sufficiently detailed to enable the recipient to easily identify both the company and the individual contact person providing the written quotation. Responses should be received by CAPCOG no later thannoon on February 19, 2009. All quotations must agree to hold pricing firm for 90 days. If quotations are received from all of the vendors to whom this request has been sent earlier than noon on February 19, 2009, CAPCOG reserves the right to terminate the solicitation period and proceed to selection of a vendor based on the criteria shown above.

Questions about this request for quotations must be made in writing (e.g., an e-mail is a writing) to the person listed below in order that any questions received and responses made can be shared with other vendors/manufacturers.

The contact person for this solicitation and their contact information follows:

Bill Gill, Capital Area Council of Governments

P. O. Box 17848

Austin, Texas 78760

e-mail:

Tel: 512.916.6066

Fax: 512.916.6001