23-289 Intent to Bid - Charter Bus Services.pdf

Intent to Bid: Charter Bus Services 23-289

Charter Bus Services Page 1 of 6

PART I. OVERVIEW

A. Introduction

The Eugene School District 4J seeks to enter into one or more one (1) year professional service agreement(s) for Charter Bus Services. The District requires additional transportation for scheduled athletic events as well as student extra-curricular trips. Charter Bus Services are used to address overflow travel issues when the number of trips exceeds the availability within the District’s fleet and drivers. These buses would be used to transport students to and from interscholastic activities, and on field trips during peak seasons and times.

B. Anticipated Volume

The District’s schools employ “motor coach” style charter buses periodically as actual requirements become known. Historically, this amount has varied from year to year. The projected minimal amount could be valued from $50,000 to $100,000 annually. This is a estimated amount based on historical data and in no way commits the District to this or any amount whatsoever, regardless of whether the estimate turns out to be higher or lower than actual. The actual amount purchased in the future may differ greatly based on a variety of reasons, for example a decrease in available District funding.

The District expects to purchase the majority of the services from the recipients of this contract, however, in the event of conflicting availability, the District reserves the right to charter service from other providers, without recourse from the Selected Proposers/Contractors.

PART II. TIMELINE & PROCESS

A. Timeline

• Proposals accepted beginning January 18, 2023 and February 1, 2023

• Program services begin March 1, 2023 or later

• Program services end June 30, 2024 or sooner

B. Process.

Provider must send one (1) copy of the Proposal Response Form to purchasing@4j.lane.edu with subject line as “RFQ: Charter Bus Services”

C. Format

Responses should be presented in a clear and concise manner. To provide consistency in the review of the Responses, Providers are requested to prepare their Response to be consistent with the following specified format:

• Reply to all items requested in PART IV. PROPOSAL RESPONSE.

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PART III. ELIGIBILITY REQUIREMENTS

Providers must meet and comply with requirements below to be awarded a contract.

SPAB Requirements

Oregon Department of Education requires providers of these services to the District meet specific criteria outlined in the following Oregon Administrative Rules:

• OAR 581-053-0610 District Requirements for use of a Special Pupil Activity Bus

• OAR 581-053-0615 Special Pupil Activity Bus (SPAB) Motor Carrier Requirements

• OAR 581-053-0620 SPAB Driver Training and Certification

• OAR 581-053-0630 Rules Pertaining to SPAB Drivers

• OAR 581-053-0640 Minimum Standards for Special Pupil Activity Buses

All providers must be listed as an ‘Approved Special Pupil Activity Bus (SPAB) Carrier.’ These criteria have been incorporated into this RFP. The District reserves the right to amend the requirements of the Selected Proposer contracts based on future Oregon Department of Education requirements.

Insurance Requirements

The Selected Proposer shall maintain in force for the duration of this agreement an Insurance policy with total limits not less than $7,000,000 per occurrence naming the District, its employees, officials and agents as an additional insured as respect to work or services performed under this agreement. This insurance will be primary to any insurance the District may carry on its own. If the District requires Professional Liability coverage, the terms, conditions, and limits must be approved by the District's Risk Manager.; and 3. a Worker’s Compensation Policy for its employees, officers, agents, or partners as required by applicable workers' compensation laws; all naming the District, its employees, officials and agents as an additional insured as respect to work or services performed under this contract. It shall be the Contractor(s) responsibility to keep these policies current. Contractor(s) shall provide an original Certificate of Insurance as proof of required coverage along with the signed contract.

Additional Requirements

Proposer shall meet the following minimum qualifications:

• Each bus shall be equipped to meet all applicable federal and state highway specifications, and local specifications, safety standards and emission standards. When requested by the District, buses shall be provided that meet ADA Handicap requirements.

• Each bus should be maintained in good working condition, meeting federal and state guidelines.

Overall appearance, interior and exterior, must be clean, in good repair, sanitary and free of unpleasant odors.

• Buses shall provide adequate space for any equipment or supplies needed for the trip.

• All buses should be fully fueled prior to pick-up.

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• All drivers of the bus shall meet all federal and state training guidelines and certifications.

• All buses shall be equipped with two-way radios, cellular telephones, or like equipment that will enable communication with the administrative and maintenance facility.

• Contractor shall be responsible for providing all other functions necessary for the safe, reliable and efficient operation of the contract bus service that are not specifically discussed herein

• Contractor ‘s employees are prohibited from using any tobacco products, drugs or alcohol.

• Contractor shall be responsible for paying all toll charges, licenses, fees, taxes, violation fines, fuel and other operating costs incurred by the contractor as a part of the program.

• All buses traveling beyond 100 miles requested shall be equipped with functioning restroom facilities.

• Contractor shall explain their procedures for vehicle replacement in case of a breakdown.

• Contractor shall explain their procedures and policies relating to the cancellation of bus services this includes last minute cancellations due to inclement weather, thus forcing a last minute cancellation

• If the subcontracting of buses becomes necessary to facilitate service, all subcontractors must be pre-approved by the District and meet all requirements of the Oregon Department of Education prior to being used. Additionally, the Contractor(s) shall require all subcontractors to provide and maintain general liability, auto liability and workers’ compensations insurance with coverage equivalent to those required of the general Contractor(s) in the contract.

Pricing

The prices proposed shall be firm for one (1) year. Pricing shall be inclusive of all related charges including, but not limited to, excise taxes, passenger facility charge, other federal fees, fuel surcharge, insurance fees and security fee. Due to the volatility of fuel pricing, price modifications for fuel may be made mid-contract year with written request from the Contractor and approval by the District. Pricing provided as part of a responders response shall be based on current fuel pricing.

Rate Adjustments

Should fuel prices vary within $0.50/gal, up or down in any statement period, Selected Proposers or District may request a pricing adjustment for the amount fuel has changed above/below the $0.50 increment. Each request shall be in writing and added to the contract by amendment, approved by both parties.

Each year, thirty (30) days prior to contract renewal date, the Selected Proposers may submit in writing proposed price changes for service to Eugene School District 4J Purchasing Office, to be considered for the following year’s contract. The District will have the option of accepting the price change or electing to waive renewal of the contract

Intent to Bid: Charter Bus Services 23-289

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PART IV. PROPOSAL RESPONSE

A. Contact Information

Organization Name:

Organization Address:

Contact Name & Title:

Contact Phone & Email:

B. Response Detail

Submitted to: Deadline:

Eugene School District 4J February 1, 2023 4:00pm Purchasing/ Financial Services 200 N Monroe Street Eugene, Oregon 97402

A. General

1. Proposed pricing is to be firm for one (1) year from contract date. Pricing modifications due to fluctuations in fuel prices may be allowed, as referenced in Part III. Eligibility Requirements.

2. Annual price increases must be submitted in writing at least thirty (30) days before contract renewal date and must not exceed Portland Consumer Price Index increases for the current year.

3. Failure to provide all requested information may result in rejection of the proposal. The District reserves the right to request clarification on any information submitted.

B. ADHERENCE TO SPECIFICATIONS. (25 Points)

1. Proposer meets all specifications as listed in Part III. Eligibility Requirements Response: Check the statement below that most describes your Customer Service

____YES, my company is able to meet all specifications as listed in Eligibility Requirements

____YES, my company is able to meet most specifications as listed in Eligibility Requirements

(List what service(s) cannot be provided

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C. PRICING OF RENTAL. (55 Points)

1. Rates:

(a.) cost per mile ____________.

(b.) minimum billing per trip ____________.

(c.) additional cost per hour _____________.

(d.) maximum hourly cost _____________.

(e). cost per mile (deadhead) ____________.

(f). additional fees ____________________.

2. Cancellation Charges

(a.) Indicate any cancellation charges ____________.

(b.) Indicate time allowance of cancellation without charge in day (s) __________.

(c.) Indicate any special criteria resulting in a cancellation fee. ______________________________

3. Above pricing is based on fuel price of _________________________.

4. United States Department of Transportation carrier number: ________________________________

5. Sample Trip Pricing The following are examples of trips that may be requested by the District. Please provide a detailed quote for each of the sample trips below.

A. Cross Country Trip: Saturday; round trip to South Medford High School; departing Sheldon High

School at 6:15 am and return at 6:00 pm. Passengers 40.

B. Activity Trip: Weekday; round trip to Oregon Shakespeare Festival in Ashland; departing North Eugene High School at 8:00 am and returning at 8:30 pm. Passengers 55.

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C. Girls Soccer Trip: Saturday; round trip to Bend High School; departing Churchill High School at 6:10 am and returning at 4:00 pm. Passengers 30.

D. REFERENCES. (20 Points)

Please provide three (3) references for customers of similar or larger size (preferably public agencies) that currently contract with your firm.

Please include: Name, Address, Telephone, and E-Mail.

a. Reference 1

b. Reference 2

c. Reference 3