3-RFP 08272026 Charter Bus Services.pdf

Park City School District Charter Bus Service

SOLICITATION #08272026

Request for Proposal (RFP)

Charter Bus Service

RESPONSES ARE DUE PRIOR TO:

DATE 09/10/26

2:00 PM MST

RESPONSES MUST BE SUBMITTED VIA THE PUBLIC BONFIRE WEBSITE BY THE

DUE DATE:

https://utah.bonfirehub.com

All questions must be submitted and will be answered through the Bonfire website’s question portal. For help submitting questions, or to create a free account for the Utah Public Procurement Place, contact Bonfire Vendor Support:

support@gobonfire.com. Bonfire Support Team is available Monday - Friday from 8am - 8pm Eastern Time.

It is the Offerors responsibility to upload any and all documents in responding to the solicitation. If the Offeror fails to upload a document, uploads an incorrect document, uploads a blank document, or uploads any document incorrectly, the District may not allow the Offeror to make changes following the closing of the solicitation.

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Park City School District is currently soliciting bids from additional interested parties for the Park City School District Charter Bus Service. If you are currently under contract with the district, you do not need to bid.

BACKGROUND

Park City is a growing community nestled about 7000 feet above sea level in the Wasatch Mountains of Utah. Originally founded as a silver mining town, Park City is now a winter and summer resort community featuring two world-class ski areas, golf courses, and miles of hiking and mountain biking trails and terrain.

The district is nationally recognized for outstanding programs and student outcomes that position it as a top-ranking school system in Utah. Due to a steady increase in residents who want to enjoy Park City’s incredible quality of life and harness the excellent education provided by Park City School District, PROJECT REPRESENTATIVE

The district representative on this project will be Isaac Willyerd. All questions will be answered through the Bonfire website (https://utah.bonfirehub.com). Offerors are prohibited from communications regarding this RFP with the conducting District staff, evaluation committee members, or other associated individuals EXCEPT the Project Representative overseeing this RFP.

LENGTH OF CONTRACT

The contract resulting from this RFP will be for 1 years, with an option to renew for up to 4 additional years. The District reserves the right to cancel the contract with 30 days written notice.

PROPOSAL EVALUATION CRITERIA

The committee will evaluate Offeror’s proposals against the weighted criteria in the Evaluation Score Sheet, Attachment C. Each area of the evaluation criteria must be addressed in detail in the proposal. Offerors must demonstrate the ability to meet or exceed the mandatory minimum requirements outlined in the Scope of Services by providing a narrative point by point response, in the order listed, to each requirement. The mandatory minimum requirements must be met in order for a proposal to be considered responsive.

All of the items described in the mandatory minimum requirements section are non-negotiable.

However, if a manufacturer's specification is used or identified above, then a proposal may include, in sufficient detail, that its proposal contains an equivalent brand. If it is determined that a proposal does not meet these requirements, at any time during the solicitation process, the proposal will be deemed non-responsive and disqualified from further consideration. Late proposals will not be accepted.

The District reserves the right to conduct discussions with the Offerors who submit proposals determined to be reasonably susceptible of being selected for award, followed by an opportunity to make best and final offers pursuant to UCA § 63G-6a part 7.

NOTICE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals, as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of 63G-6a-701-711.

PRICE GUARANTEE PERIOD

All pricing must be guaranteed for the term of the contract. Any adjustment or amendment to the contract will not be effective unless approved by the Business Administrator. PCSD will be given the immediate benefit of any decrease in the market, or allowable discount.

STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFP will include but not be limited to the District’s Standard Terms and Conditions (see Attachment A) and, where applicable, the District’s Student Data Privacy agreement (see Attachment D). Exceptions and or additions to the District’s Standard Terms and Conditions are strongly discouraged. Any mandatory required acceptance of an Offeror’s terms and conditions may result in the proposal being determined to be non-responsive.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs, or information on website URLs must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The District retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the District, negotiations could result in excessive costs to the District, or could adversely impact existing time constraints. In a multiple award, the District reserves the right to negotiate exceptions to terms and conditions based on the proposals with the least to the most exceptions taken. Contracts may become effective as negotiations are completed. If negotiations are required, the contractor must provide all documents in WORD format for redline editing. Contractor must provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

This RFP, having been determined to be the appropriate procurement method to provide the best value to the District, is designed to provide interested Offerors with sufficient basic information to submit proposals. This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

It is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability. Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Offerors.

SCOPE OF SERVICES

Trips will include but not be limited to athletic events and instructional field trips. The District averages 250 scheduled trips per year, mostly athletic trips for Park City High School. The District will fulfill as many of these trips as possible with our yellow school buses, then fulfill the remaining trips with charter buses. It’s estimated that charter buses will be 75% of the total trips.

The District does not guarantee any minimum or maximum amount of business during the term of the contract.

Requirements

• Bidder’s Charter business must be established for a minimum of five (5) years prior to the bid opening date.

• The District reserves the right to inspect at any time prior to or during the term of agreement the Bidder’s facilities and equipment.

• Non‐compliance with bid specifications and requirements must be remedied by the Bidder within twenty‐four (24) hours. The Bidder will be required to replace any inoperative equipment to prevent disruptions in service. The Bidder will be required to compensate the District for any and all expenses incurred as a result of the Bidder’s failure to provide specified service.

• Bidder shall permit box lunches on trips.

• All drivers provided have been drug tested in compliance with any applicable laws, rules and regulations of any authority having jurisdiction.

• Bidder and their drivers shall be held responsible for knowledge concerning directions to and from destination.

• All drivers must be thoroughly professional in both conduct and attire, experienced and

• maintain a valid Commercial Class B Driver’s License and Bus Drivers Certificate. All drivers shall have a minimum of one (1) year commercial bus driving experience.

• All drivers must be in good health at all times when driving buses in service for the

District.

• A dispatch employee shall be available twenty‐four hours a day.

• All buses must meet the safety specifications of the U.S. and Utah Department of

• Transportation, Department of Motor Vehicles and the Highway Patrol at all times during the term of the contract period.

• The Bidder will ensure that buses pass a safety inspection by the Bidder’s maintenance staff and be in good working condition prior to arrival.

• The bidder will ensure the driver supply his/her own meals and admission fees on all trips

• The District will be responsible for driver’s lodging expenses for overnight trips. The

District will not pay for any lodging incidentals such as movies, internet, etc.

• The bus and driver must remain at the sight where passengers are delivered for the duration of the event. They cannot leave the site without notifying the trip liaison or the head coach.

• When a second bus driver is needed because the duration of the trip will exceed the maximum number of hours a single driver can legally drive in any given period, the Bidder must make arrangements for a replacement driver prior to the initial departure time.

PLANNED TIMELINE

RFP Released 08/27/26

RFP Due 09/11/26

RFP Evaluated 09/14-18

Vender presentations (if needed) TBD

RFP Awarded TBD

Contract start date Upon Approval

**The district reserves the right to adjust the above schedule with limited notice.

PROPOSAL RESPONSE FORMAT

All proposals must include:

1. Offeror Information Form. The District’s Offeror Information Form completed and signed. A copy is included with the Bid documents.

2. Executive Summary. The one or two page executive summary is to briefly describe the Offeror’s proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the Offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

3. Detailed Response. This section should constitute the major portion of the Offeror’s proposal and must contain at least the following information as pertaining to the Scope of Services:

A. Firm Team Member Experience: Summarize your firm and team member’s experience and overall qualifications, with regard to the scope of services, during the past 5 years.

B. Technical Capabilities: Provide documentation that your firm has available Numbers of drivers/vehicles, number of wheelchair accessible vehicles, GPS tracking systems, emergency notification/calling capability etc.

C. Meet District Objectives: Provided a strategy to accomplish Districts objectives as outlined in the Scope of Services, including implementation and product support, with a demonstrated knowledge of the Park City School District.

D. References: Provide references for three (3) clients of whom services were rendered in the previous three (3) years. The District reserves the right to contact other clients with whom the firm has done business, regardless if they were listed as a reference.

4. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal.

Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section. Any protected information incorporated in other sections of the proposal response may result in release of data at no fault of the District.

The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63G-2-305, provides in part that:

the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2-308 (Business Confidentiality Claims);

(2) commercial information or non-individual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in Section 63G-2-308;

2. (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed;

GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality. A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected.

To protect information under a Claim of Business Confidentiality, the offeror must: provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the district and include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63-2-308(1)).

If you submit a proposal containing confidential information you must submit an electronic “redacted” (excluding protected information) copy of your proposal response. Copy must clearly be marked “Redacted Version.”

The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at:

https://dfcm.utah.gov/wp-content/uploads/confidentialityclaimform.doc

An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and may be considered non-responsive if marked as such.

All materials submitted become the property of Park City School District. Materials may be evaluated by anyone designated by the District as part of the proposal evaluation committee. Materials submitted may be returned only at the District’s option.

5. Cost Proposal. The Offeror’s proposed costs must be included on the Cost Proposal

Form (Attachment B). A copy is included with the Bid documents. * The cost proposal must be included as a separate attachment when posting to the Bid website.

AWARD OF CONTRACT

Award shall be made to the Offeror(s) whose proposal(s) provides the most value to the District and is the most advantageous to the District, taking into consideration price and other evaluation factors set forth in this request for proposals. In the event only one offer is received, the District reserves the right to resubmit the bid. The District reserves the right to cancel the bid if the planned funding for the bid is not approved. The District reserves the right to accept or reject any proposal.

Although the district would ideally prefer one system that can meet all the desired needs listed in the Scope of Services, the district reserves the right to choose two or more solutions to achieve optimal functionality. Offerors should consider this when reviewing the request for proposal’s mandatory minimum requirements. Additionally, the awarded contract will not be exclusive, and already existing charter bus contracts will not be superseded. If you currently have a contract with the district, you do not need to submit a bid.

All contractors, its employees, and/or subcontractors performing work at any district location, must present proof they have passed a background check. All work outlined in the Scope of Services must be approved by the project representative or District department manager.

ATTACHMENT “B”

COST PROPOSAL

RFP 08272026

Charter Bus Services

FIRM NAME: ____________________________________

● The cost proposal will be 20 points of the total evaluation points available. Costs for proposals that meet the mandatory minimum requirements will be scored as follows: low bid = 100% total possible points, next lowest bids in succession will receive 90%, 80%, 70%, etc., of total possible points.

Provide information for charter bus sizes over 10 passengers:

Bus Passenger Capacity

Quantity of Buses Minimum Flat Rate for 5 hours

Rate per Hour over 5 hour minimum

Rate per mile

PUC Tax $_________________ Fuel Surcharge $_________________ Deadhead Miles $_________________ Cancellation Fee (within 48 hours) $_________________ Other charges (specify) $_________________

Provide costs based on the following scenarios:

SCENARIO #1

Event: PCHS girl’s lacrosse Date of Trip: Friday, Oct. 3, 2027 Passenger Count: 30 passengers Stage at PCHS: 2:30pm Departing School: PCHS Park City High School 1750 Kearns Blvd Park City, UT 84060 Destination: Bingham High School Address: 2160 S Jordan Pkwy, South Jordan, UT 84095 Returning to PCHS: 10:30pm Special Instructions: Wait and return service.

Size of bus recommended: ________ Cost $_____________ based on current pricing

SCENARIO #2

Event: PCHS boy’s baseball Dates of Trip: Thursday, Oct. 9 – 11, 2027 Passenger Count: 42 passengers Stage at PCHS: 4:00pm, Aug. 9 Departing School: PCHS Park City High School 1750 Kearns Blvd Park City, UT 84060 Destination: Snow Canyon High School Address: 1385 N 2400 W, St. George, UT 84770 Returning to PCHS: 11:00pm, Oct. 11 Special Instructions: Wait, local transport, and return service.

Size of bus recommended: ________ Cost $_____________ based on current pricing

ATTACHMENT “C”

EVALUATION SCORE SHEET

(to be completed by PCSD RFP committee)

RFP 08272026

Charter Bus Services

FIRM NAME: ________________________ Score will be assigned as follows:

0 = Failure, no response

EVALUATOR: _______________________ 1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive

DATE: _______________________ 3 = Average, meets min requirement 4 = Above Average, exceeds min requirement

5 = Superior

CATEGORY

POINTS

POSSIBLE

SCORE

(0-5)

WEIGHT POINTS

Firm and Team Member’s Experience

20 X4

Technical Capabilities

10 X2

Meets District Objectives - including Implementation & Product Support

40 X8

References

10 X2

Sub-Total 80

*Cost Proposal 20 --- ---

* inserted by purchasing

Total Evaluation Points 100 --- TOTAL