1-Final RFP-Student Transportation Services.pdf

REQUEST FOR PROPOSAL:

Student Transportation Services

RFP#: LEAD/OPS-TRANS/RFP002/2025/26

Proposals Due: November 10th, 2025, at 3:00 PM CDT

Proposals are to be submitted through LEAD’s online Bonfire Portal at:

https://leadpublicschools.bonfirehub.com/opportunities

Primary RFP Contacts:

Mr. Paye Horton

Ms. Micah Brassfield https://leadpublicschools.bonfirehub.com/opportunities

Table of Contents Section 1 – RFP Overview

1.1 - Legal Notice & Competitive Solicitation Requirement

1.2 - About LEAD Public Schools & Strategic Growth

1.3 - Purpose of this RFP

1.4 - Schedule of Events

1.5 - Mandatory Virtual Pre-Bid Meeting

1.6 - Questions/Proposal Clarification Requests

1.7 - Proposal Response Format

1.8 - Requirements for Signing Proposal

1.9 - Deadline for Proposals

1.10 - Term of Agreement

1.11 - Right to Request Additional Information

1.12 - Proposal Preparation Costs

1.13 - Standard Forms and Contracts

1.14 - Selection Criteria

1.15 - Selection Process

1.16 - Federal or State Sales, Excise or Use Taxes

1.17 - Invoicing

1.18 - Right of Refusal

1.19 – Service Model and Pricing

1.20 - Proposal to Become Part of Agreement

1.21 - Confidential Information

1.22 - Additional Information

Section 2 – Overview of Current Services and Requested Scope of Work

2.1 - Overview of Current Transportation Services

2.2 - Requested Scope of Work

2.3 - Staffing

2.4 - Routing and Scheduling

2.5 - Customer Service & Communications

2.6 - Safety & Training

2.7 - Data & Reporting

Section 3 - LEAD’s Standards of Performance

3.1 - Contract Compliance and Performance Withholding

Section 4 - Contract Term and Pricing

Section 4.1 - Contract Term

Section 4. 2 - General Pricing Assumptions

Section 4.3 - Pricing Proposal Requirements

Section 4.4 - Annual Cost Escalator

Section 4.5 - Fuel Provision and Adjustment Clause

Section 5 - Tennessee-Specific Minimum Compliance Requirements

5.1 - Procurement/Charter Governance

5.2 - Transportation Program & Supervision

5.3 - Bus Drivers Minimum Eligibility & Required Credentials

5.4 - Monitors/Aides

5.5 - Buses & Equipment

5.6 - Bus Stops & Operations

5.7 - Students with Disabilities

Section 6 - Proposal Format and Submission Requirements

6.1 - Cover Letter and Proposal Requirements

6.2 - Minimum Qualifications and Experience

6.3 - Financial Resources

6.4 - Insurance Coverage

6.5 - Additional Information

6.6 - References

6.7 - Litigation

6.8 - Statement of Non-Collusion

Appendix

Section 1 – RFP Overview

1.1 - Legal Notice & Competitive Solicitation Requirement

LEAD Public Schools is a public charter school network operating in Tennessee and must “purchase competitively and seek maximum educational value for every dollar expended,” and “all purchases shall be made in accordance with state law.” Competitive purchasing thresholds and methods for charter schools are aligned to those afforded Local Education Agencies (LEAs) under T.C.A. §49-2-203 and related procurement statutes, as implemented by the Tennessee Public Charter School Commission (TPCSC). Accordingly, LEAD will solicit competitive sealed proposals for student transportation services and award on a best-value basis where qualifications and competence are at least as important as price (Refer to TPCSC Policy 2805; T.C.A. §49-13-105(l) cross-referencing §49-2-203; and allowance for competitive sealed proposals in T.C.A. §12-3-1207(c)).

1.2 - About LEAD Public Schools & Strategic Growth

LEAD is a growing Nashville-based charter network, which now serves more than 2,200 Kindergarten through 12th grade students, across its six (6) schools. Founded in 2007 as a single school with less than 100 students, LEAD has focused on providing the highest quality educational services to the most diverse, and often underserved communities, “regardless of a student’s zip code.” Unwavering in its commitment to continue this meaningful mission, LEAD continues to expand access to high-quality, personalized learning, improving year-over-year Tennessee Value-Added Assessment System (TVAAS) growth across campuses, and serving a diverse, multilingual community.

1.3 - Purpose of this RFP

Transportation is a critical enabler of equitable access, on-time attendance, and student achievement within LEAD Public Schools. As such, LEAD is seeking proposals from qualified student transportation Service Providers who can offer safe, reliable, cost-effective and efficient transportation services for all students deemed eligible for transportation. At this time, Service Providers will be bidding solely on LEAD’s home-to-school and school-to-home transportation, mid-day shuttle, activity/field trip, and summer school services.

However, the successful vendor may immediately and/or in the future have the ability to expand their services to eight (8) other charter schools who have expressed interest in utilizing LEAD’s awarded contract as a mechanism to procure their own services from the same selected vendor.

LEAD is seeking more than just a vendor. It is seeking a long-term partner who understands the unique and challenging mission of serving students from across large metropolitan areas, and who is confident that it can match the quality of educational services that LEAD provides by delivering an exceptional transportation program that supports on-time arrival, high student attendance, and continued enrollment growth.

As such, this process is designed for LEAD to find the right student transportation partner in order to cultivate a mutually beneficial partnership that will best serve the unique and varied needs of its students. Under any contract resulting from this Request for Proposals (“RFP”), the chosen Service Provider will be responsible for delivering the defined transportation services subject to the bus routes, schedules, and all related transportation requirements as defined by the RFP, including documents attached in the Appendix, and the executed contract for transportation services. By submitting a proposal, the Service Provider(s) represent that it/they have the necessary management expertise and resources required to meet or exceed these specifications.

LEAD is requesting that all qualified student transportation providers submit a proposal which includes two (2) potential contract options. Those options are as follows:

• A period of performance of three (3) years, beginning no later than July 1, 2026, and ending on June 30, 2029, with one (1) two (2)-year renewal option

• A period of performance of five (5) years, beginning no later than July 1, 2026, and ending on June 30, 2031

Additionally, LEAD will be asking Service Providers to provide rates over the course of the contract term should the number of routes increase over various thresholds as LEAD grows and/or as other charter schools elect to utilize LEAD’s contract.

1.4 - Schedule of Events

The following table outlines this solicitation’s schedule of events, which will be strictly adhered to unless dictated otherwise by LEAD and at its sole discretion. Failure to observe all events within the timeline could result in disqualification of a Service Provider’s response.

Event Date (All times CDT/CST)

RFP Release Date/Question Period Opens October 1st, 2025

Mandatory Virtual Pre-Bid Meeting

Submission of Intent to Bid (Exhibit J)

Question Period Closes

October 7th, 2025, at 1:00 PM.

October 7th, 2025, at 3:00 P.M.

October 7th, 2025, at 3:00 P.M.

Question Responses Sent to All Bidders October 10th, 2025, at 3:00 P.M.

Proposals Due November 10th, 2025,by 3:00 P.M.

Finalist Interviews Week of December 1st, 2025

Contract Award

Contract Commencement Date

Week of January 5th, 2026

July 1st, 2026

1.5 - Mandatory Virtual Pre-Bid Meeting

LEAD, in partnership with TransPar Group, Inc., will conduct a MANDATORY VIRTUAL pre-bid meeting on October 7th , 2025, at 1:00 P.M. CDT. The purpose of the meeting will be to review the RFP documents and to answer questions about the process and specifications.

1.6 - Questions/Proposal Clarification Requests and Intent to Bid

All questions or requests for clarifications on proposals are to be submitted via Bonfire by October 7th at 3:00 P.M. CDT. When submitting questions, please include detailed reference to the specific section/subsection number(s) and/or a specific page number and line within the RFP for which you have a question. Responses to all questions/clarifications will be shared on October 10th with all Service Providers that attended the mandatory pre-bid meeting. LEAD Public Schools will not be bound by any oral responses.

Additionally, all interested Service Providers must submit an intent to bid by October 7th at 3:00 P.M. CDT. This can be done by completing Exhibit J in the Appendix and submitting via Bonfire.

1.7 - Proposal Response Format

Proposals must follow the format designated in Section 6 herein. Proposals not complying with this format may be considered non-responsive and may be removed from consideration on this basis.

1.8 - Requirements for Signing Proposal

Each Service Provider, by making a proposal, represents that this document and all attachments have been read and fully understood.

The proposal must include an electronic signature by an individual authorized to legally bind the person, partnership, company or corporation submitting the proposal. Please utilize the Bid Form in Exhibit E to complete this requirement in Bonfire.

1.9 - Deadline for Proposals

Proposals must be submitted via Bonfire at the following link, https://leadpublicschools.bonfirehub.com/opportunities, and will be received until November 10th, 2025, by 3:00 P.M. CDT. All certifications contained herein must be signed and submitted with the bid. It is the Service Provider’s responsibility to verify successful transmittal.

1.10 - Term of Agreement

LEAD will award one of the two (2) potential contract options. Those options are as follows:

• A period of performance of three (3) years, beginning no later than July 1, 2026, and ending on June 30, 2029, with one (1) two-year renewal option

• A period of performance of five (5) years, beginning no later than July 1, 2026, and ending on June 30, 2031

1.11 - Right to Request Additional Information

LEAD Public Schools reserves the right to request any additional information which is deemed necessary at any point during RFP process. Moreover, LEAD Public Schools reserves the right to ask for additional information or pricing from one, many, or all participating Service Providers and may adjust or negotiate the terms, requirements and/or specifications at any point during this RFP process with any Service Provider.

1.12 - Proposal Preparation Costs

The Service Provider is responsible for all costs incurred by the Service Provider or his/her sub-Service Providers in responding to this RFP.

1.13 - Standard Forms and Contracts

Any forms and contracts the Service Provider proposes to include as part of any agreement resulting from this RFP must be submitted as part of the Service Provider’s proposal. Any forms and contracts not submitted as part of the Service Provider’s proposal and subsequently presented for inclusion may be rejected. This requirement includes but is not https://leadpublicschools.bonfirehub.com/opportunities limited to the following types of forms: sub-Service Provider, franchise, warranty agreements, maintenance contracts, and support agreements.

1.14 - Selection Criteria

LEAD Public Schools will evaluate each proposal based upon the following criteria:

Category Maximum Points

• Proposer’s overall qualifications:

o Experience successfully providing similar services for charter/urban school districts o Required: Three (3) verified positive references (Exhibit A)

• Operational plan:

o Staffing plan with an emphasis on hiring leadership staff with local knowledge and experience o Driver recruitment, training, onboarding, and retention plan demonstrating the ability to meet the minimum driver, route, and fleet requirements set forth in the RFP

• Safety record and compliance:

o Accident record over the course of the last five (5) years o Fleet inspection compliance and daily fleet preparedness o Demonstration of the ability to comply with all TN state requirements

• Price o Option 1: Year one cost and total cost for initial three-year term, with two-year renewal option o Option 2: Year one cost and total cost for five-year term

• Demonstration of value-added features:

o Additional services or resources to be made available to the schools o Technology and/or equipment included that will promote higher levels of service, responsiveness, visibility and transparency to students, families, school staff and administrators

Total 100

1.15 - Selection Process

LEAD Public Schools will establish a selection committee who will evaluate and rate each Service Provider’s proposal, ultimately narrowing down responses to a short list which will culminate in the selection of top finalists. TransPar Group, Inc. will assist in proposal evaluations, reviewing all proposals independently and providing LEAD’s selection committee with a single score for each vendor to be averaged into the scores of the selection committee. Should there be any conflict of interest in TransPar evaluating a specific provider’s response, TransPar will disclose this information to LEAD and all proposing providers, and no score will be submitted for that specific provider.

Finalist Service Providers may be required to participate in a presentation and interview process in which LEAD Public Schools and TransPar representatives will further inquire about the Service Provider’s qualifications and experience. Service Providers may also be asked to provide a brief overview of their organization, key personnel and explain how they would approach LEAD Public School’s expectations for high-quality service outcomes.

If LEAD Public Schools is unable to successfully negotiate and execute a contract for services with the company offering the highest ranked proposal, LEAD Public Schools reserves the right to revisit other Service Providers’ proposals.

1.16 - Federal or State Sales, Excise or Use Taxes

Service Provider shall include any relevant and required taxes in its pricing proposal.

1.17 - Invoicing

The Service Provider shall submit one (1) invoice to LEAD on or before the 10th day of each month of service of the contract term. The invoices shall be itemized and summarized for all services provided to the Schools for the previous month. At a minimum, the invoices shall include, by route and bus number, the number of days of service provided multiplied by the fixed daily rate.

Each invoice is subject to audit and verification by LEAD and its Schools. Undisputed invoices shall be paid by LEAD by the 25th of the month.

1.18 - Right of Refusal

LEAD Public Schools reserves the right to reject any or all proposals, in whole or in part, and to waive any informalities or irregularities if deemed in the best interest of the organization.

LEAD also reserves the right to cancel, modify, or delay the RFP process at its sole discretion and for any reason.

1.19 – Service Model and Pricing

LEAD has historically operated under a comprehensive turnkey transportation model and is requesting pricing for an all-inclusive service approach. However, to maintain flexibility and transparency, LEAD also requests a detailed breakdown of estimated contract costs. This breakdown is important in the event LEAD chooses to remove certain services from the contract, such as routing services, and will also help ensure clarity for LEAD and any future charter partners who may opt to participate in and utilize this contract.

The cost breakdown should be based on:

• The initial number of routes as outlined in Exhibit F in the Appendix

• Projected pricing for potential increases in route volume, which may result from LEAD’s growth or the addition of other charter schools to the contract in the future

Service Providers must submit pricing in accordance with the instructions and pricing workbook in Exhibit H. Pricing should reflect the total cost to perform all required services, including:

• Labor

• Supervision

• Equipment

• Software

• Technology

This breakdown will help LEAD evaluate both current and future scalability of services under the contract.

1.20 - Proposal to Become Part of Agreement

This RFP, the Service Provider’s proposal, any subsequent written communications, and the final signed agreement shall constitute the governing documentation for contract performance. In the event of conflicting terms, the most recent dated document shall take precedence.

1.21 - Confidential Information

Any proprietary or confidential information included in the Service Provider’s proposal must be clearly identified as such. LEAD Public Schools reserves the right to use all submitted information for internal evaluation and planning purposes.

1.22 - Additional Information

LEAD Public School’s website can be accessed here: https://leadpublicschools.org/

Section 2 – Overview of Current Services and Requested Scope of Work

2.1 - Overview of Current Transportation Services

LEAD Public Schools has partnered with its existing transportation provider for over 10 years. Over the last two years, the provider has operated approximately 25–30 bus routes for LEAD via a two-tier system. For the 2025–26 school year, LEAD Academy and LEAD Cameron campuses adjusted their bell schedules to align start and end times. This change was implemented to streamline transportation by combining students from both campuses, which are located on the same premises, onto shared bus routes, enhancing routing efficiency. A summary of general school information has been provided below:

School Name

Grade Levels Served

Current Total

Enrollment

Number of Students

Transported

Bell Times

LEAD

Academy

(HS)

9-12 490 375 7:50 AM - 3:00 P.M.

Cameron

(MS)

5-8 475 400 7:50 AM - 3:00 P.M.

Southeast

(HS)

9-12 450 375 7:20 AM - 2:30 P.M.

(MS)

5-8 450 400 8:50 AM - 4:00 P.M.

LEAD

Neely’s Bend (MS)

5-8 *Future, 6-12 campus; pending state approval; 9th grade to phase in as early as next year

250 200 8:40 AM - 4:00 P.M.

(ES)

K-4 86 30 8:00 AM - 3:00 P.M.

2025-26 School Year Route and Fleet Listing

A full list of all current route information, including the vehicles to which routes are assigned has been provided in Exhibit F, embedded in the Appendix of this RFP.

Senior Signing Day

LEAD’s Senior Signing Day is a celebratory event where graduating seniors publicly announce their post-secondary plans, including college, career, or military service.

Held at Belmont University, the event honors students’ achievements, many of whom are first-generation college-bound students. The event also serves as a motivational tradition for younger students, all of whom are transported to the event, reinforcing LEAD’s mission to prepare all students for college and life.

Last year, the Senior Signing Day event required a total of 61 buses, with the current transportation provider crediting LEAD Public Schools approximately $24,000 annually for this service. Under the new contract, the selected provider will be expected to fully credit LEAD for all transportation-related costs, including buses, drivers, monitors, and any other associated expenses, for both the rehearsal day (required 4 buses) and the actual event (required 58 buses and 3 standby buses). The future credit should reflect the full estimated cost of delivering these services, as calculated based on the new provider’s pricing.

2.2 - Requested Scope of Work

The selected Service Provider shall provide student transportation services in a safe, efficient, reliable and cost-effective manner to all students LEAD determines are eligible for transportation. These services shall be provided in accordance with the policies, procedures, and parameters as dictated by LEAD, which may be modified at their sole discretion, consistent with the terms and conditions of the RFP and Contract.

Student transportation services under this RFP are defined by the following:

• Home-to-school and school-to-home transportation services – Please refer back to Section 2.1 and Exhibit E in the Appendix for more information

• Extra-curricular, field trip, and athletic transportation services – Please refer to Exhibit G in the Appendix for more information o Note: Historically, departures for all extracurricular trips occurred no earlier than one (1) hour after the start of the instructional day and must return no later than one (1) hour before the end of the instructional day, *with the exception of special college trips and the Senior Signing Day event

The Service Provider will furnish all facilities, equipment, buses, fuel, fuel tanks and pumps and personnel required for the safe and efficient provision of services, as well as all other required components of service, which include but are not limited to:

• Operations management personnel to lead and oversee day-to-day operations

• Dispatch and communications personnel to support prompt and professional customer service to parents, students, and school staff

• Driver and bus aide personnel, if and when monitors/aides are required, for each route

• Driver recruitment, retention, and management processes and strategies

• Driver and bus monitor/aide training consistent with all federal, state and local requirements

• Diversity and behavioral management training for appropriate management of students and staff

• Development and provision of key reports and performance indicators, as requested by LEAD, and for reports or data as required by the State of Tennessee, including but not limited to:

o Route descriptions o Ridership data o Mileage data o GPS data o Map boundaries and attendance zone data

• Fleet procurement, maintenance, repair and state inspection management, data, and personnel

• Student bus safety, evacuation, conflict resolution and other safety related training for students, staff, or parents as deemed necessary and as requested by LEAD

2.3 - Staffing

The Service Provider should staff the operation with the personnel necessary to ensure full route coverage on a daily basis and a full complement of management and supervisory staff to conduct administrative, customer service, dispatch, field trip, fleet, recruiting, routing, and all other required functions of a high-performing transportation operation. At minimum, LEAD requires the following, noting that some of the responsibilities within these roles may be combined under one position, so long as doing so does not adversely impact the delivery of quality services to LEAD families and schools:

• One (1) General Manager with local knowledge of the Nashville area, particularly with knowledge of recruiting in the Nashville driver market

• One (1) Dispatcher, with one (1) back-up trained to support coverage of AM and PM dispatching and to fill in during the absence of the primary dispatcher

• One (1) Administrative Assistant to answer phone calls and respond to parent and administrator inquiries, as well as to support timely completion of billing and other administrative tasks required to support the operation daily

• One (1) Trainer to ensure compliant and timely training and onboarding of new drivers and monitors/aides

• An adequate number of drivers, such that all routes are covered daily, regardless of absenteeism and attrition

• An adequate number of monitors/aides, such that all routes requiring additional supervision are staffed accordingly, regardless of absenteeism and attrition

• *One (1) Router – LEAD is currently evaluating whether routing responsibilities will remain with the selected transportation provider; if LEAD decides to continue routing services within the scope of the awarded contract, the Service Provider must assign, at minimum, one (1) experienced router, preferably with a background in student transportation routing, who will be responsible for developing, maintaining, and continuously optimizing routes to ensure safe, timely, and efficient operations

2.4 - Routing and Scheduling

Routing Responsibilities

If awarded routing services, the Service Provider will be responsible for developing and maintaining all of LEAD’s daily bus routes. Routes must prioritize safety, efficiency, cost-effectiveness, and reliability. The following sections outline the scope of routing expectations and responsibilities.

Route Development & Execution

• Develop and operate all AM/PM regular and exceptional education home-to-school/school-to-home, mid-day, activity and late bus routes for all LEAD campuses:

o LEAD Academy High o LEAD Cameron Middle o LEAD Neely’s Bend Middle o LEAD Southeast Elementary, Middle, and High Schools

• Utilize modern routing software that integrates with LEAD’s Student Information Systems (SIS) – Infinite Campus and Dean’s List - to ensure accurate and timely communication of route data to students, families, and administrators

• Submit a detailed methodology in the RFP response which outlines and/or confirms the following:

o How routes are created, assigned, and scheduled o Driver training procedures to ensure familiarity with routes and safe, on-time service, including training for substitute drivers o Processes for maintaining flexibility to accommodate route changes throughout the year, with minor modifications (e.g. additions of students to existing stops and routes) completed within 24 hours, or more significant modifications (e.g. creating an additional stop or route, making a change which will impact multiple routes) completed within 3 - 5 business days o Any anticipated issues with completing route changes within these specified timeframes should be communicated to LEAD immediately

Route Approval & Compliance

• All routes and changes are subject to review and approval by LEAD or its designated School Administrators

• Routes must be submitted annually in an electronic and/or hard copy format, compatible with LEAD’s systems

• Routes must include: route number, bus number, stop locations, estimated passenger count, and start/end times

Exceptional Education, Mid-Day, and Extracurricular Transportation

• Exceptional education routes and services for other special populations must comply with all requirements under Individual Education Plans (IEPs), 504 documents, and/or McKinney-Vento and Every Student Succeeds Act (ESSA) stipulations for the provision of transportation services, including compliance with the Tennessee Children with Disabilities Transportation Act (T.C.A. §49-10-113) and TPCSC procedures

• Activity, athletics, and field trips must be performed on approved vehicles;

there shall be no use of unapproved vehicles (e.g., 15-passenger vans), and the selected provider will confirm compliance of all its vehicles with Tennessee regulations

Safety & Performance Standards

• Routes must comply with state laws and LEAD’s transportation guidelines, including the following:

o LEAD reserves final approval authority over all bus routes and stop locations o LEAD will collaborate with the Selected Provider to finalize decisions regarding school-specific boundaries or zones, as well as to determine appropriate walk-to-stop distances for students of all grade levels traveling to centralized bus stops o Bus stops should generally be located near the highest concentration of student riders, while also ensuring safety and supporting efficient routing and travel times o Bus stops should be located where motorists approaching from either direction will have a clear view of the stop and students approaching/waiting at the stop o Loading and unloading zones at stop locations and at the campuses shall be established to provide maximum achievable safety for all students and staff o LEAD reserves the right to request alternative stop locations (within the confines of state safety regulations) as deemed necessary o Reasonable student ride times should be no more than 60 minutes, when geographically feasible o Morning routes must arrive before each school’s instructional start time; afternoon routes must depart within 5-10 minutes of dismissal o Maintain a minimum of 95% on-time performance for A.M./P.M.

arrivals and departures

Student Data & Confidentiality

• Maintain accurate student rosters with names and addresses for each route

• Drivers must carry updated rosters and uphold student confidentiality

• Provide rosters to LEAD upon request

Communication & Notifications

• Notify families of initial bus assignments at least seven (7) business days prior to the start of the school year, contingent upon the provision of 95 % complete student data to the designated router at least thirty (30) business days prior to the expected notification date to families

• Include a communication plan in the RFP response detailing how parents will be informed of route changes and late buses, including any electronic/online access which parents may have to this information based on systems the Service Provider is proposing bringing to LEAD

Efficiency & Optimization

• Conduct a route efficiency study each fall, with findings submitted by November 1st of each year

• Implement approved route adjustments by the beginning of the second semester to improve time and capacity utilization for the remainder of the school year

2.5 - Customer Service & Communications

The selected provider will be responsible for providing:

• GPS hardware and software, which integrates with a parent bus tracking application, as well as a school administrator dashboard, to provide real-time information of bus/route locations; these applications should provide proactive alerts for delays, bus substitutions, or communications of incidents and accidents

• Multilingual communications among its office staff who provide direct customer service to parents and families consistent with LEAD’s diverse community

2.6 - Safety & Training

LEAD expects that the selected provider will not only meet all minimum driver training and credentialing requirements, but that there will also be a continuous focus on further developing drivers to serve LEAD students and families at ever-higher levels of compassion, care, and professionalism. At minimum, LEAD requires:

• New-hire and annual driver training that meets Tennessee Department of Safety and Homeland Security (TDOSHS) and Tennessee Department of Education (TDOE) school bus driver program requirements

• Emergency evacuation drills for all LEAD students regardless of whether they ride a home-to-school/school-to-home route

• Student behavior management and de-escalation training, as well as training regarding mandatory reporting of any suspected child abuse or neglect under both federal law and Tennessee Code § 37-1-403

• Exceptional-needs training for the proper securement and transport of students with special needs

2.7 - Data & Reporting

LEAD will require access to and/or submission of the following information regarding daily operations:

• Key Performance Indicator (KPI) dashboard with access for LEAD’s leadership to review when desired, and/or

• Monthly reports which capture the minimum following information:

o Driver staffing and fill rates, including number of applicants in the pipeline and any drivers in training o On-time performance (OTP) rate for regular and exceptional education routes, as well as extracurricular, athletic, and activity trips o Number of routes and trips missed/combined o Average and maximum student ride times o Number of complaints received, tracking of outcomes/resolutions, and the timeliness of responses to close out active cases o Preventable and non-preventable collisions, information on any citations issued, driver re-training, suspensions, and/or terminations, and any vehicles damaged, down, or to be replaced that occurred as a result of an accident o Fleet inspections performed and preventative maintenance compliance checklists and reports o Quarterly performance reviews with LEAD’s leadership o Annual contract compliance audit and performance review with LEAD’s leadership

Section 3 - LEAD’s Standards of Performance

LEAD’s goal for this RFP and the future agreement with the selected Service Provider is to establish a mutually beneficial partnership in order to provide safe, reliable, efficient and cost-effective transportation services for the students eligible for these services. In the spirit of that partnership, LEAD will make every reasonable effort to communicate and work collaboratively with the Service Provider to cultivate this type of partnership, even amidst expected and unexpected challenges. However, it is expected that the selected Service Provider, whose response to this RFP indicates their capability and expertise in meeting the requirements of the requested services, will consistently meet or exceed minimum standards of performance and will make every effort to immediately rectify any non-compliance with minimum standards of performance in order to uphold the contractual obligations of the partnership.

Services will be expected to be designed and managed in a manner that promotes the following:

• Service Quality: While the cost of service must and will be considered as responses are evaluated, the Service Provider’s ability to provide a high level of service will be an equally important consideration. Service level quality is defined by the following statements and expectations, but is not limited to:

o The provision of student transportation services should align with the highest levels of educational excellence that LEAD and each of its schools collectively strive to provide to all of its students and communities o Safety of students, staff, and the school bus fleet should be the highest priority, evident by a clear culture of safety, through well-defined safety programs and operational processes o On-time performance, from home to school, school to home, and all other educational programs and activities should consistently facilitate students arriving safely, on time, and ready to participate and learn o Commitment to providing quality customer service to students, parents, designated representatives of the schools and the communities they serve should be evident in prompt and professional responses to all transportation requests, inquiries, and challenges throughout each operational day

• Asset Utilization: A high level of asset utilization - using each bus as many times per day for each of the schools being served is an expected outcome of this partnership. It is expected that this will be accomplished through the planning of an effective routing network that serves each of the schools’ students requiring service. Strategies to accomplish this goal will include:

o Combination/tiered runs: Bus runs will be planned to serve more than one school when doing so is feasible within level of service standards o The strategic alignment of bell times: Working collaboratively with LEAD to support its educational goals and mission, bell times may be modified or further aligned to better support any recommended tiering of bell times and the sharing of buses o Sharing/use of buses for other service needs: Examples include but are not limited to late runs to support educational programs, unique activity trips, and transporting students from specialized populations as dictated by LEAD and the Schools o Capacity Utilization: Within bus seating parameters - number of students per seat by grade range - and within the legal seating capacity of the bus, bus runs will be planned to utilize available seating to the greatest degree possible, with the exception of any spacing or distancing requirements that could be required in the future by any local, state, and federal health requirements and/or any other similar circumstance o Use of Other Approved Vehicles: When possible and if available, the vendor will use other approved vehicles when capacity size is appropriate for various runs or routes, so as to mitigate operational costs

The following factors are considered as criteria for minimum standards of performance, which when well executed, ensure that LEAD’s students and schools are consistently provided with high quality transportation services:

o Operations management responsibility and accountability: The Service Provider will provide a full operations management team, consistent with at least the minimum staffing requirements outlined in Section 2.3, which will be dedicated to oversight of the operation and will provide customer service to parents, students, and administrators, and who will not be pulled from their primary duties to cover routes in the event of a driver shortage o Driver and aide staffing requirements: A full complement of bus drivers and aides, which should include a driver assigned to every regular and exceptional education route, an aide assigned to every exceptional education route and other routes as deemed necessary by LEAD, and enough substitute drivers and aides to cover daily absenteeism and driver turnover must be maintained; documentation of all driver and aide training must be provided to LEAD by August 1st of each school year, upon hire of new bus drivers and aides, and upon request by LEAD; staffing related service issues are eligible for noncompliance penalty o Driver and aide hiring, safety and training compliance: All drivers and aides shall be hired and trained in accordance with all federal, state, and local regulations, and shall receive all mandatory and any supplemental ongoing training that is required to ensure compliance with the most recent regulations, laws, statutes and policies o On-Time Performance (OTP) and Reporting: The Service Provider will provide access to its GPS web-based dashboard so that on-time performance can be monitored directly by LEAD , and the Service Provider will also provide, at minimum, a monthly on-time performance report summary with GPS and other pertinent data to demonstrate compliance with the following performance expectations:

Minimum of 95% on-time A.M. arrivals before bell; minimum of 95% on-time P.M. departures within 5-10 minutes of the instructional bell o Route Continuity: Minimum of 98% of scheduled routes should be completed daily; for any route coverage which requires bus substitutions, those changes should be communicated to LEAD a minimum of two (2) hours in advance; for any route coverage which requires a substitute drivers without the substitution of a vehicles, those changes should be communicated no less than thirty (30) minutes in advance o Accidents & Safety: All major accidents, especially those involving students, must be immediately reported to LEAD’s leadership and/or

School Administrator(s) or designee; in all cases, accidents and incidents must be reported no longer than thirty (30) minutes following the event; other key safety measures include:

Preventable Accidents: < 1.0 per 100,000 miles operated (rolling 6 months)

Zero (0) “out-of-service” buses in operation

Zero tolerance for drug/alcohol violations

All vehicle inspections current o Ride Times: Efficient routing to minimize student ride times on bus, targeting max ride times of 60 minutes; collaborating with LEAD on bell-time coordination when necessary to achieve target times o Customer Experience: Comply with all TPCSC procedures for compliant reporting, with 100% of complaint investigations closed within 48 hours o Staffing: Minimum of 98% driver coverage rate with substitute or bench drivers available for contingencies, with a less than or equal to 10% monthly turnover/attrition rate o Reporting: Monthly KPI reporting as outlined in the Data and Reporting section o Fleet Availability: All vehicles necessary for service execution shall be available for services when required; the Service Provider should be aware that adverse cold weather conditions can arise in winter months and should make appropriate accommodations; financial penalties may be levied in the event that a sufficient number of vehicles are unavailable for any given service day o Fleet Age: Tennessee state requirements allow for a maximum school bus age of fifteen (15) years, with additional bi-annual inspection requirements for any bus operating up to eighteen (18) years; LEAD’s requirements for this contract are for the max average age of all vehicles assigned to home-to-school routes not to exceed six (6) years from the date of manufacture, with no single vehicle older than twelve

(12) years of age as of the first day of each Contract Year o Additionally, no vehicle shall be utilized to provide services that have failed to pass all mechanical inspections required by state, federal, and local government laws and regulations; the Service Provider will be required to submit, via an electronic or hard copy submission, a fleet inventory report to LEAD on an annual basis, prior to August 1st of each school year, confirming compliance with the average contract age requirements, and provide notification each time a vehicle is added or removed from the fleet o In addition, the Service Provider shall, prior to August 1st of each school year, provide a vehicle replacement plan for the succeeding three (3) years, designed to ensure compliance with vehicle age requirements o Spare Bus Ratio: To help ensure that performance standards are met, the Service Provider should provide their methodology for determining the number of spare buses that will be required to meet all requested service needs, as well as to mitigate any issues with bus availability due to preventative maintenance, repairs, inspections and breakdowns of the fleet; the Service Provider will be expected to maintain the minimum number of spare buses that are determined to be sufficient to meet LEAD’s needs o Bus Equipment: All buses are required, at minimum, to be equipped with the following:

*Air Conditioning (A/C): It is preferred that all buses, regular and exceptional education (ex-ed), be equipped with A/C; at minimum, it is expected that all ex-ed buses will be equipped with A/C

Bus Radios: All buses, including spare buses, will be equipped with digital two-way radios. The two-way radio system shall comply with all current and forthcoming FCC requirements. The range of transmission shall be strong enough under all weather conditions to cover the entire service area for all LEAD schools and the areas in which all LEAD students reside. The Service Provider will be responsible for all costs associated with the operation and maintenance of the radio system

AV/GPS and Child Check Systems: All buses will be equipped with automated vehicle/GPS locating devices and child check systems, and this cost should be accounted for in the rates provided in the Pricing Workbook; the Service Provider shall describe the type of system that is used and the application that will be used to electronically provide real-time bus location and arrival information to schools and parents

Video Cameras: All buses are to be equipped with fully functional digital camera systems, the cost of which should be accounted for in the rates provided in the Pricing Workbook, meeting the following specifications:

• Minimum of two (2) operable digital cameras for vehicles with a capacity of 48 passengers or fewer, one (1) of which is above the driver facing the entry door to the vehicle

• Minimum of three (3) cameras for those with 49 passengers or more, one (1) of which is above the driver facing the entry door to the vehicle

• At least one (1) camera must be outward-facing to capture the exterior view from the driver’s perspective

• Approved vans/other vehicles will require one (1) operable camera

• These requirements apply to all vehicles, including spares

• Each camera must include audio capture and retain footage for a minimum of fourteen (14) school days

• The system must support facial blurring or masking capabilities to protect passenger privacy

• Service Provider shall provide software enabling LEAD personnel to view, playback, and search recorded events, in accordance with its policies and procedures

• Service Providers must include detailed specifications of the proposed camera system(s) o Vehicle Condition and Cleanliness: All vehicles shall be maintained in a clean and sanitary condition and shall have good interior and exterior appearance during the entire term of the Contract.

Additionally, the Service Provider will adhere to any health, safety, sanitization and disinfecting requirements of LEAD including but not limited to those due to unexpected outbreaks of cold, flu, or other health-related outbreaks, and/or in response to any future health or safety related circumstances. The Service Provider shall be responsible for all costs and expenses associated with the maintenance and cleanliness of vehicles serving LEAD o Parent Tracking Application: Service Providers will also be required to provide a parent bus-tracking application/software which allows parents to register to obtain real-time bus tracking information for their child/children’s bus routes; this cost should be accounted for in the rates provided in the Pricing Workbook o Seatbelts: Buses with seatbelts will not be required, as they are not required by Tennessee state law

3.1 - Contract Compliance and Performance Withholding

LEAD will make every effort to work in partnership with the Service Provider to ensure that all parties are doing their part to facilitate an environment conducive to the successful provision of the requested transportation services. However, if necessary, deficiencies in performance of services, failure to meet the minimum standards of performance, and/or to rectify service issues in a complete and timely manner can and will be documented in writing by LEAD. This documentation will serve as LEAD’s process to implement a contract compliance monitoring program.

This program will require the Service Provider to account for all the minimum standards of performance provided above.

The goal of this program is to never have to document consistent underperformance, but to clearly communicate and reiterate contractual expectations that will ultimately establish a partnership and understanding between LEAD and the Service Provider. The program should foster a cycle of continuous improvement that best serves the students and communities of LEAD’s families.

In the event that minimum standards of performance are not maintained, LEAD may impose a Performance Withholding penalty for non-compliance with these standards.

The following process will occur to notify the Service Provider of non-compliance with minimum service level requirements:

1. LEAD will first notify the General Manager of the issue(s) via a documented email and meet with the General Manager within three (3) days of the notification to discuss the concerns and the General Manager’s proposed plan of action to rectify the issue(s)

2. A reasonable window of time, based on the type of issue at hand, will be allotted for the Service Provider to rectify the issue, but no longer than ten

(10) business days from the date of the meeting with LEAD and the General Manager

3. Continued issues of non-compliance and/or failure to rectify the issues within the initial ten-day period will result in a second formal notice to the General Manager, as well as the Company via certified mail or email, and the maximum time to cure provision of the issue(s) will begin as of the date of this letter or email, ending no more than fifteen (15) days from the date of the second notice sent

4. Past the fifteen (15) day period of the second notice, issues of non-compliance will be assessed per the penalty process outlined below:

A. LEAD may defer payment of up to ten percent (10%) of the monthly invoice submitted by the Service Provider for the month in which non-compliance occurred

B. The number of monthly withholding instances shall be considered unlimited and may be repeated for each and every month that a non-compliance issue with the minimum standards of performance continues

C. LEAD will pay the full amount withheld and due to the Service Provider for each non-compliance area providing that the non-compliance is cured within one month of the deferral decision

D. If the non-compliance is still not cured within one month of the initial performance withholding, LEAD may elect to retain the withholding with no obligation to pay the Service Provider for the withheld amount

These withholding provisions do not replace or affect any right or power LEAD has to terminate the Contract with cause.

Section 4 - Contract Term and Pricing

Section 4.1 - Contract Term

LEAD will award one of the two (2) following contract options:

• A period of performance of three (3) years, beginning no later than July 1, 2026 and ending on June 30, 2029, with one (1) two-year renewal option

• A period of performance of five (5) years, beginning no later than July 1, 2026, and ending on June 30, 2031

Section 4. 2 - General Pricing Assumptions

• Pricing must cover all specifications, terms, and conditions in the RFP and its exhibits

• Proposed rates should reflect the most competitive pricing available and include any anticipated changes to wages or benefits for each year of the specified contract term(s)

• No additional charges will be accepted beyond those listed in the Pricing Workbook

• Prompt payment and volume discounts are encouraged and will be viewed favorably

• Contracts are based on fixed-price rates and will remain fixed for the duration of the agreement

Section 4.3 - Pricing Proposal Requirements

Service Providers must submit a separate cost proposal using the provided Pricing Workbook, clearly labeled and attached apart from the main proposal. The workbook can be located in in Exhibit H, embedded in the Appendix of this RFP. Pricing shall be based on fixed daily rates per vehicle, which should include all direct costs of operating the vehicle, with all other indirect and additional service costs outlined per the instructions in the Pricing Workbook.

Section 4.4 - Annual Cost Escalator

Service Providers must propose an annual percentage escalator to be applied to the contract, including a rationale for the increase. Escalation rates for contract extensions will be subject to negotiation with LEAD Public Schools.

Section 4.5 - Fuel Provision and Adjustment Clause

The Service Provider shall provide all fuel necessary for the performance of…