4-Attachment A - Bidder Questionnaire and Minimum Requirements Verification.pdf

26IFB015 Charter Bus Services

Attachment A – Bidder Questionnaire and Minimum Requirement Verification

Section 1: Company Information

Legal Company Name: _________________________________________________

Primary Business Address: ________________________________________________________________

Years in Operation Providing Charter Bus Services: __________

USDOT #:____________________________ TxDMV #:____________________________

Section 2: Fleet and Vehicle Standards

How many total buses are available for charter service?___________

Indicate bus types and seating capacities available (check all that apply):

☐ 25-passenger ☐ 40-passenger ☐ 47–55 passenger ☐ 56 + passenger ☐ ADA-accessible

Are all buses no more than 10 years old from current model year? ☐ Yes ☐ No

Do all buses have:

a. Functional seatbelts ☐ Yes ☐ No

b. Air-conditioning / heating ☐ Yes ☐ No

c. Undercarriage storage for equipment or luggage ☐ Yes ☐ No

Are all buses inspected and maintained in compliance with DOT and TxDPS safety standards?

☐ Yes ☐ No

Section 3: Dispatch and Service Area

Is the dispatch hub within reasonable proximity to District boundaries? ☐ Yes ☐ No

Can you provide service to:

a. Local (in-district) ☐ Yes ☐ No

b. Regional (within Texas) ☐ Yes ☐ No

c. Out-of-State ☐ Yes ☐ No

Section 3: Dispatch and Service Area (Continued)

Are you available for early-morning departures, late-evening returns, weekends, and holidays?

Can you provide on-call / short-notice service for rescheduled or emergency trips? ☐ Yes ☐ No

Section 4: Driver Qualifications and Conduct

Do all drivers hold a valid CDL with passenger endorsement? ☐ Yes ☐ No

Are all drivers trained in student safety and emergency procedures? ☐ Yes ☐ No

Do drivers comply with hours-of-service regulations? ☐ Yes ☐ No

Are you willing and able to participate in the District’s background-screening process if required (including fingerprinting through DPS FACT)? ☐ Yes ☐ No

Section 5: Communication and Coordination

Will your company maintain a 24-hour dispatch contact accessible to District staff before, during, and after trips? ☐ Yes ☐ No

Will trip confirmations be provided within 48 hours of request? ☐ Yes ☐ No

Will you immediately notify the District of delays, cancellations, or vehicle substitutions?

Section 6: Insurance and Risk Management

Can you provide a current Certificate of Insurance (COI) meeting all required coverages before award?

Section 7: Pricing

Do you understand that all prices submitted represent firm, fixed ceiling rates and that “market rate” or variable pricing will not be accepted?

☐ Yes ☐ No

What are your minimum hours per trip?__________

Indicate when milage rate charge will apply:____________________________________________________

Indicate when a second driver fee would apply:_________________________________________________

Fuel Surcharge Rate (if applicable):_____________

Explain when Cancellation Fees Apply:_________________________________________________________

Bid Pricing Clarifications: You may use this section to explain or clarify any pricing provided on the Bid Table

Certification

I hereby certify that the information provided herein is accurate and complete and that our company meets or exceeds all minimum requirements of 26IFB015 Charter Bus Services

Authorized Representative Signature: _________________________ Date: _________

Printed Name / Title: ________________________________________