Card Renewal Government Bids & RFPs

The bid notice states that all materials called for shall be available for delivery not more than five (5) days after receipt of a purchase order.

The bid notice states that payment will be made in accordance with terms of payment in the minimum specifications. District personnel may choose to use a Visa virtual credit card program through AOC Regions Bank for invoice payments in place of a check. Unless exception is noted in the bid response, the bidder by submitting a bid agrees to accept the Visa virtual credit card process, as an acceptable form of payment and may not add additional service fees/handling charges to purchases made with the Visa virtual credit card.

The bidder expressly warrants that all articles, material and work offered shall conform to each and every specification, drawing, sample, or other description which is furnished to or adopted by the school district, and that it will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship, and free from defect. The bidder further warrants all items for a period of one year, unless otherwise stated, from the date of acceptance of the items delivered and installed or work completed.

The following factors will be considered in determining the lowest responsible bidder: overall quality, conformity with specifications both general and specific, purposes for which materials or services are required, delivery dates and time required for delivery, unit acquisition cost, financial ability to meet the contract, previous performance, facilities and equipment, availability of repair parts, experience, delivery promise, terms of payments, compatibility as required, other costs, and other objective and accountable factors which are reasonable.

Bids will be accepted only from firms engaged on a full-time basis in the automotive parts supply business and must be the manufacturer or the manufacturer's authorized sales dealer.

The original bidder will be back charged the difference between the original contract price and the price the board has to pay as a result of the failure to perform by the original contractor.

Bidders will not be required to furnish samples at the time of bid opening, unless specifically called for. The board reserves the right to request samples after bid opening to assist in the evaluation of proposals submitted.

Any protest to the board's consideration of any bid must be submitted in writing and received by the purchasing director no later than five (5) calendar days after awarding date of the bid.

Bidders may be disqualified and rejection of proposals may be recommended for any but not limited to the following causes: failure to use the bid forms furnished by the board of school commissioners, lack of signature by an authorized representative on the bid form, failure to properly complete the bid form and vendor compliance, default on previous contracts, evidence of collusion among bidders, unauthorized alteration of the bid form.

The bid documents must be returned to the purchasing agent on or before May 28, 2026, by 2:00 PM CT. Time is of the essence, and any bid received after the announced time and date for submittal will be rejected.

The bid notice states that payment will be made in full after the satisfactory receipt of goods, materials, supplies, and equipment. Purchases are normally made by the individual officer using a city-issued Visa card, and the successful vendor must accept these cards as payment without any additional card processing fees.

The bid award will consider the ability to provide all items (5 points), ability to service the account according to the terms listed (10 points), reputation of the vendor (10 points), quality of items offered (10 points), and cost (65 points). A weighting will be applied to aggregate bids: shirts and pants (75%), Under Armour, duty belts, cases (20%), and all others (5%).

To be considered, bidders must be registered as a vendor prior to award, submit completed bid sheets using the forms supplied, and submit a signed Iran Divestment Act statement, Equal Employment Opportunity self-reporting statement, and a Drug-Free Workplace affidavit with the bid. All forms must be signed by an individual with the authority to bid the bidder.

The bid notice mentions that negligence on the part of the bidder in preparing the bid confers no right for withdrawal of the bid after it has been opened. It also states that fraudulent and collusive bidding is a crime and can result in fines, prison sentences, and civil damage awards.

The bid notice requires vendors to have a facility within an hour's drive of Columbia with staff available to measure officers, take and fill orders. Vendors unable to fulfill this requirement may offer an alternative method of addressing issues of fitting and viewing, subject to acceptance by the city.

Samples of items, when requested, must be furnished free of expense to the city, at the time bids are opened or later if such are called for after the bids have been opened. If such samples are not destroyed in the process of sampling, they will be returned at the bidder's expense.

Vendors shall have the right to present a complaint, dispute or grievance. Step one requires filing a grievance with the purchasing agent no later than seven (7) calendar days after the occurrence of the dispute or incident.

Faxed or emailed bids will not be accepted. Late bids received will be so noted in the bid file and the bid will be returned unopened. Failure to submit proposal sheets as required shall render the proposal invalid.

The full fleet deployment is required to be completed by November 30, 2026. The bid notice states Full fleet deployment completed by November 30, 2026.

Proposals will be evaluated based on Technical Solution Approach (35 points), Project Plan Implementation Timeline (20 points), Vendor Experience Qualifications (15 points), Cost Proposal (20 points), and Migration Cutover Risk Continuity Plan (10 points).

Proposers must provide evidence of comparable deployments and staff capability, including case studies or references for account-based fare collection with smart card/open payment and SaaS backoffice, three references with contact info, project scope, and outcomes, resumes for key staff, and certifications/compliance evidence such as SOC 2 Type II and PCI DSS.

Failure to meet SLA targets will result in service credits/liquidated damages applied per the agreement. Failure to deliver section 3. 10 obligations on schedule is subject to service credits/liquidated damages.

The bid notice states Site visit: na.

Failure to sign the proposal is grounds for rejection. Proposals not received by the date and time and at the location specified will not be considered and will be returned unopened. Failure to submit any required acknowledgment or commitment outlined in section 4. 10 will result in the proposal being deemed nonresponsive and removed from further consideration.