25-759 Addendum 1.pdf

Addendum #1

Proposal Number and Name: 25-759 Pupil Transportation Services

Please note the following amendment(s) to the RFP noted above in response to questions received since publication of the request for proposals:

1. Will the district please clarify the exact quantity of proposals required for submission? The phrase "Proposals shall be submitted in the quantity and form requested" does not specify the number of copies or the preferred submission format.

Proposals shall contain five (5) bound copies, one of which must be clearly marked as the original. Also required is an electronic copy saved as a Portable Document File (PDF) to a USB ‘thumb drive’ or similar portable drive.

2. Will the District accept an electronic submission in lieu of a physical copy?

Electronic submissions without the required print copies will be marked non-responsive.

3. Could the district please confirm whether the completed Bid Schedule and Offer Form (Attachment A) should be placed as the absolute first item in the proposal binder, preceding any Table of Contents or introductory pages?

Offer Form (Attachment A) is to be the first page visible when opening the cover of each proposal.

Douglas County School District No. 4 Purchasing Department

1419 NW Valley View Drive Roseburg OR 97471

Phone 541-440-4020 Fax 541-440-4000

4. Is it permissible to submit written questions, changes, clarifications, via email, or are submissions limited to fax and hand delivery only?

Communications of a nature described in the question are acceptable via email.

District will not be responsible for messages blocked or delayed by firewalls, or spam or junk mail filters. Contractors are advised to include ‘RFP 25-759’ in the subject line of their communications and request a Read Receipt to confirm delivery.

5. Current transportation contracts and any amendments

Copies of the current contract and amendments are available on OregonBuys.gov as File Attachments to Bid Solicitation: S-P10100-00015791. They are labeled 25-759 Contract Current, 25-759 Contract Extension, and 25-759 Van Amendment

6. Detailed transportation invoices for SY 2024-2025 and SY 2025-2026 to date.

Copies of invoices for last school year and year-to-date (as of December 1, 2025) are available on OregonBuys.gov as eighteen (18) File Attachments to Bid Solicitation: S- P10100-00015791 (each file begins with ‘12693’).

7. Current detailed fleet list.

‘Annual Vehicle Certification Report’ attached to the RFP in Appendix D is the current fleet. All vehicles are contractor owned except for ‘Bus Number(s)’ 15-354, 15-356, 15- 357, 15-358, 15-359, 16-355, and CR-V-1 which are district owned Activity Vehicles.

8. When will the school board vote on the results of proposal evaluations and when will a notice of intent for the award be issued?

Evaluation results are anticipated to go before the board for approval at the February 25, 2026, meeting. A notice of intent to award could be sent to all respondents as early as February 26, 2026, subject to direction by the school board.

9. Is the district or the contractor responsible for fuel costs?

Under the current contract, the contractor is responsible for all fuel costs.

10. When is the deadline for final questions.

Questions may be submitted until midnight on February 10, 2026, via email, to provide sufficient time to respond prior to closing. Please use ‘RFP 25-759’ in the subject line as directed in answer #4, above.

11. Does the district require that all vehicles provided under this contract be new and part of the current model year fleet? [Re: Standard Terms and Conditions, pg.2, Warranties]

No. The clause referenced in the T&C boilerplate relates to the district purchasing goods, not to services provided by a contractor. Fleet specifications, including age, are identified in Section II (2) - Vehicles.

12. Is it possible to move the deadline for agreeing upon contract extensions from October 31 to January 31 to allow for additional time during the holiday season?

The district will consider an alternative date if it is requested in the vendor’s response.

Approving such change would be at the sole discretion of the district.

13. Is the district willing to consider extending the service life requirement for conventional small buses from eight (8) years to ten (10) years, while maintaining the service life for vans at eight (8) years?

The contractor is welcome to propose such change in their response, citing advantages to the district if the service life is extended.

14. Considering that FMCSA regulations prohibit drivers from using handheld cell phones while operating a commercial vehicle, would the district be willing to remove the requirement for cell phone capability from its specifications for buses and service vehicles to ensure full compliance with federal law? [Re: Section II (2)(H) Radios]

The requirement is not to equip buses with hands-free mobile phones, which would comply with current rules, it however, is to give drivers access to a secure form of communication to use in an emergency or when referring to a student by name when broadcasting by two-way land mobile radio would jeopardize that student’s safety, privacy, or educational rights under FERPA or HIPPA.

15. Does the minimum requirement of five (5) cameras include the camera attached to the bus stop arm, or is the stop arm camera considered an additional unit beyond the minimum, totaling six (6) cameras?

The district seeks pricing to extend coverage from four (4) to five (5) bus interior cameras for recording student behavior. Contractor’s response should describe how cameras will be placed to provide the broadest coverage and identify how ‘blind spots’ will be addressed. Please include pricing for an optional stop arm (sixth) camera.

16. Will the District agree to partner with the Contractor prior to making any decisions regarding changes in school hours to determine if there will be significant impacts on route count or the number of required buses?

Communication is key to a strong district/contractor relationship. The Transportation Liaison is a district administrator and reports to the Director of Operations and Finance; the liaison customarily notifies the contractor when they are aware of system change discussions.

17. Does the District require the field supervisor to be a separate position from the safety officer, or can one individual fulfill both roles? [Re: Section II (6)(C) Contractor’s Personnel]

The contractor can determine if their staff have the capacity to carry out multiple roles while maintaining the highest level of service to the district and keeping students and passengers safe.

18. Would the district allow drivers who have successfully completed the annual evaluation test within the past 12 months to satisfy the requirement for passing the pre-trip inspection and behind-the-wheel test prior to the start of each school year?

Yes, as long as such concession is not in violation with any Oregon Department of Education Pupil Transportation Administrative Rule and overarching statute.

19. Please clarify whether the spare bus quantities listed in Section (4) are intended to be included within the total fleet quantities specified in Sections (1) - (3), or if the spare buses are required in addition to the fleet counts listed above. [Pg.19]

Paragraph 4 defines spare, in part, as ‘vehicles used as temporary replacement[s]… Contractor should keep ample spare buses… [to] provide service…’ These are additional to the quantities identified in Section II (D) (1-2) Fleet Size. Paragraph 3 of that same subject area relates to cargo storage requirements of a portion of the fleet and a coach style activities bus.

This addendum must be signed and included with the RFP when submitted.

Contractor/Vendor

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