12-Attachment B - Scope of Work.pdf

Amarillo Independent School District Statement of Work

Charter Bus Services

Revision 0 9/22/2026

Statement of Work – Charter Bus Services

A. SCOPE OF SERVICES

The Amarillo ISD travel coordinator(s) will contact the awarded charter bus company to obtain quotes for a specific event, location of the event, event date, pick-up and drop-off location, number of buses required and number of travel days. Travel destinations may be within the state of Texas or out of state trips.

The successful vendor shall provide a preliminary travel itinerary, based on information received from an Amarillo ISD travel coordinator(s). A local travel assistant and a direct phone number is required, should any changes or correction to the itinerary is to be made.

All trips shall be secured with a Purchase Order. It is the company’s responsibility to include in the itinerary with the invoice.

The charter bus company is responsible to provide the bus driver with a reliable communication device with contact numbers to the dispatcher, the travel agent, and the Amarillo ISD travel coordinator, should an emergency situation arise.

The charter bus company is responsible to provide the bus driver with the final itinerary for the specific trip and all pertinent information including the exact pick-up and drop-off location to ensure that delays are minimal.

The charter bus company and employees must follow all rules, regulations, and laws regarding hours of service and properly keep required documentation.

B. BUS DRIVER(S) QUALIFICATIONS

Successful vendors shall ensure that each bus driver who provides service under this contract completes, has and/or maintains the following:

1. Complete an appropriate defensive drivers’ course and maintain certification with a maximum of three current years.

2. Possess a valid Texas Commercial Driver’s License and endorsements of air brakes and passengers as defined by the U.S. Department of Transportation and the Texas Department of Public Safety.

3. The bus driver must be licensed to operate the Company’s buses.

4. No history of habitual or severe traffic violations. No driver with a record of driving while intoxicated (DWI), under the influence of drugs or alcohol, or conviction of child abuse will be allowed to transport Amarillo ISD students and staff.

5. Have a disposition compatibility with children and high noise levels.

6. Be willing to cooperate with tour director and sponsors.

7. Be able to drive in inclement weather (rain, ice, snow, etc.) and drive in heavily congested city traffic. Buses must be certified to operate interstate as defined by U.S.

Department of Transportation.

8. Employee criminal and driving histories obtained and evaluated on a yearly basis.

C. BUS STANDARDS

1. Charter buses must have passed an annual inspection by the Texas Department of Public Safety.

2. Company must have obtained authority from the Federal Motor Carrier Safety Administration to travel across state lines.

3. Amarillo ISD prefers companies to be an interstate carrier.

4. All drivers must have a license to carry passengers.

5. Motor coaches to be used under this contract shall be constructed to Texas State and

United States Federal Standards and must meet all applicable Federal Motor Vehicle Safety Standards.

6. All buses must be approved and appropriately certified prior to the beginning of the contract by authorized representatives of the Texas Department of Transportation, and shall at all times during the contract period comply in all aspects with the pertinent provisions of the Texas Education Code and any and all public law enforcements and regulations agencies.

7. Amarillo ISD reserves the right to perform random safety inspections. Some of the items to be inspected will include but not limited to tires, seat belts, restrooms, etc. Amarillo ISD shall reserve the right to randomly check (vendors) records as they relate to background checks, driver’s licenses (CDL), DOT physical, mechanical list log, and verify drivers name on the undated weekly criminal background history record information and that the company will be willing to fax the information to the district within fifteen

(15) minutes upon request.

8. No smoking or use of any tobacco products is permitted on Amarillo ISD property.

D. ADDITIONAL SPECIFICATIONS

1. Contract prices are to remain firm during the initial year of contract. During the annual contract renewal process, the awarded firm may request adjustment to the contract pricing if there has been an industry wide increase in operating cost. The awarded firm may request an increase in the same proportion as the documented cost increases to the firm. Notice of price increase requests must be fully documented, submitted and accepted by the District 30 days before the date of the effective change. Any price reductions passed on to the customers are to correspondingly offer at the same ratio to the District. Prices may be lowered at any time. Contractor’s failure to promptly notify the District of such industry wide price decreases may constitute a breach of contract, and the contract may be cancelled.

2. The District reserves the right to award multiple vendors under this contract.

3. The District reserves the right to award any canceled contract to the next lower bidder or rebid, whichever is in the District’s best interest. Invoices with price changes that did not receive prior approval from the Purchasing Department will not be honored.

4. The successful vendors may not assign this contract or may not subcontract to another party for performance of the terms and conditions hereof without prior written consent of the Director of Procurement.

5. If the successful vendor uses subcontractors in the performance of any part of this contract, the vendor shall be fully responsible for all acts and omissions of the subcontractors.

6. It is the successful vendor’s responsibility to be familiar with all school campuses and facility sites, prior to submitting a proposal in order to determine if there are any problems regards to access locations.

7. Purchase orders will be issued on an as-needed-basis. The District will not be responsible for any products and/or services rendered without Amarillo ISD purchase order electronically signed by authorized District personnel and/or proper authorization by the District’s Purchasing Department.

8. The successful vendor shall provide timely and accurate technical advice and sales support and must maintain a fully staffed office with a communication system to assure prompt service in the event of an emergency. The successful vendor must supervise and direct employees and be solely responsible for all methods, techniques, procedures, and coordination of the transportation service under this contract.

9. The vendor shall comply with all applicable federal, State, local, and State of Texas laws, statutes, ordinances, standards orders, rules and regulations including, as applicable, workers’ compensation laws, as subscriber to the Texas Workers Compensation Act, minimum and maximum salary and wage statues and regulations, prompt payment and licensing laws and regulations for the entire duration of this contract. Vendors and subcontractors shall maintain all required licenses, certifications, permits, and any other documentation necessary to perform this contract.

10. The vendor, its subcontractor(s) and their respective employees shall comply fully with all applicable federal, state and local safety and health laws, ordinances, rules and regulations in the performance of services under this contract, including, without limitation, those promulgated by Amarillo ISD and by the Occupational Safety and Health Administration (OSHA). In case of conflict, the most stringent safety requirements shall govern. Vendors shall comply with all other safety guidelines and standards as required by Amarillo ISD.

11. Companies must adhere to and be in compliance with Transportation Code Chapter 547, 547.701€ regarding buses contracted for use of transportation for schoolchildren. This requirement will also apply to any contract renewals.

12. The deviation form is an integral and required part of the official proposal submitted. In the event that the vendor intends to deviate from the specifications by using any materials or processes different from those listed, all such deviations are to be listed.

13. Substitutions will not be allowed on any item without the prior approval from Amarillo ISD Director of Purchasing (or designee) in conjunction with the “user” department.

14. Cancellation shall be made at least five business days in advance, when possible. Each school or Department shall be responsible for cancellation notices to the successful vendor.

15. Successful vendors shall provide appropriate equipment and bus drivers as specified for scheduled event when given five days written advance notification with purchase order.

16. Successful vendors shall accept changes to the original request regarding pick-up/drop-off locations, scheduled event time, number of buses required, up to twenty-four hours prior to the original event time.

17. Successful vendors shall not charge Amarillo ISD for travel time to and from vendor’s place of business for any trip.

18. Successful vendors shall provide a substitute driver should, for any reason the original driver become ill or incapacitated.

19. Successful vendors shall provide an alternate bus if the bus is not road worthy, if the interior of the bus is in need of repair or if the restroom is not in working order.

20. The Charter Bus Company must perform all pertinent background checks, perform all required drug/alcohol tests on motor coach drivers, and follow all guidelines of the Federal Motor Safety Carrier Administration (FMCSA).