5-26-12- Bid Specs - Supplemental Secondary Taxi Service.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-12

DATE PUBLISHED:

August 12, 2025

GOODS / SERVICE AREA:

Supplemental Secondary Taxi Service

BID OPENING:

Date: August 26, 2025 Time: 2:00 PM CST

Location:

MEETING ID PHONE PIN:

meet.google.com/ hke-kifp-wyb

(US)+1

470-241-4947

PIN: 917 004

931#

CONTRACT PERIOD:

Three (3) or more Years from Date of Award

See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

SB-1 GENERAL INFORMATION:

The Parkway School District (District) is seeking bids for the 2025-2026 school year, from qualified local transportation companies to provide supplemental secondary overflow transportation services alongside our current primary vendor. The services are needed for students during school hours, parent/teacher conferences, and additional academic/sports activities and supportive services. The transportation services will be ordered on an “as needed basis”, as required throughout the term of the contract, under a blanket purchase order agreement.

The initial term of this agreement will be for three (3) years, with the option to extend two (2) additional one (1) year terms.

The District estimates that during the term of this agreement, it will spend approximately $100,000 per year. This is not a guarantee but is listed for vendor guidance in preparing the bid. The District does not guarantee any quantities that it will purchase as a result of this invitation for bid.

Parkway School District reserves the right to accept or reject any or all bids or any part of any bid for any reason. All bids shall be deemed final, conclusive and irrevocable and no bid shall be subject to correction or amendment for any error or miscalculation.

Bidders shall not include Federal Excise Tax, Transportation Tax, or State Retail Sales Tax in quotations.

These taxes do not apply to the District.

SB-2 BID AWARD METHOD:

It is the District's policy to award a bid based on the lowest or best bid. However, the district retains the right to award in whatever manner serves the best interests of the District.

SB-3 CONTACT PERSON

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-4 TERMS:

The District will designate one or more supplemental secondary vendors. The primary supplemental secondary vendor will be scheduled for as many of the listed trips as can be covered; thereafter, the District will schedule trips with the other supplemental secondary vendor.

Bids are being sought as follows:

● Firm prices for the 2025-2026, 2026-2027, 2027-2028 school year with firm prices for each optional extension for the 2028-2029 and 2029-2030 school years.

● The District shall have the sole right to extend the contract for the optional 2 one year agreements and in order to exercise such rights, the District shall notify the Contractor, in writing, prior to the start of the next school year, of its decision to exercise the optional extension for the next school year.

● The estimated effective date of the contract shall begin in September 2025.

SB-5 PERFORMANCE REQUIREMENTS:

● Contractor and Driver understand that no child shall be left unattended at any time for any reason.

● The vendor shall provide transportation service for Parkway School District in the City of St.

Louis and St. Louis County, plus an additional 62 miles outside of the Parkway School District boundary in accordance with the terms and conditions specified herein.

● For the purposes of this document, the vendor shall agree that taxi service shall be defined as a portal-to-portal transportation service in a vehicle clearly marked as a transporter for hire.

● Prior to the award of the contract, the vendor must have a minimum of twelve (12) continuous months of experience in transporting the public as a transporter for hire.

● The vendor must obtain prior approval from the District for any changes to student pickup times and locations.

● The vendor shall not transport any more than four (4) students at any time, or any more than three (3) elementary-aged students, at one time in a vehicle. Elementary age students shall not be allowed to sit in the front passenger seat.

● The vendor shall not transport any undesignated individual in the same vehicle transporting a

District designated student. The District shall not pay for transportation services to transport individuals not designated by the District.

● The vendor shall provide a safe and timely taxi service. The vendor shall transport the students to/from school in a time frame determined appropriate by the District.

● Scheduled pick-up of Parkway students and passengers shall occur within five minutes before or five minutes after the pick-up time specified by Parkway staff.

● The district has numerous last-minute notices, and pick-up requirements. These pick-ups shall occur within thirty minutes of notification by district staff.

● Unscheduled pick-ups requested by Parkway staff shall occur within thirty minutes of notification to the vendor.

● Students shall arrive at school fifteen (15) minutes prior to class beginning.

● Students shall be picked up within fifteen (15) minutes after their last class ends for the day.

● Students are to be in transit for no more than ninety (125) minutes.

SB-6 TRANSPORTATION & PERSONNEL REQUIREMENTS:

The vendor must provide information on all drivers who will operate the taxis upon request. If requested by the District, the vendor shall investigate any employee's performance and the District shall be sole judge if that individual may be used to fulfill the contract. It is the responsibility of the vendor to track and keep record of each driver.

All such drivers must:

● Be licensed in accordance with all applicable Federal, Missouri and State Board of Education Laws, Regulations and Policies.

● Have a good driving record as verified by a license check with the Missouri Department of

Revenue.

a. The vendor shall verify each driving record upon employment and then every three (3) months. Such records shall be placed into the driver's file.

b. The vendor shall not use drivers to fulfill the contract that have accrued more than four

(4) moving violations for any reason in the last three (3) years nor use drivers who have had a DWI or controlled substance-related violation within the last ten years.

c. In the event the vendor fails to maintain driving record checks, the vendor may be assessed liquidated damages in the amount of 3% of the current monthly invoice for each month the vendor fails to maintain driving record checks.

d. A second violation of a non-complied driver operating a District issued run may result in accessing liquidated damages equal to 10% of the current monthly invoice for each month the driver has not complied with such.

e. If a vendor assigns a driver to operate a District issued run and that driver has not complied with all applicable laws, rules and/or regulations, the vendor shall be assessed liquidated damages in the amount equal to the cost of the trips the vendor’s assigned driver while not complying with such.

● Drive in a careful and prudent manner, exercising at all times the highest degree of care and observing and complying with all rules of the road and traffic regulations.

● Abstain from use of tobacco products while students are present in the taxi or on school grounds.

● Be of good moral character. No person shall be employed to provide service where the report of criminal history convictions, as obtained through the Missouri State Highway Patrol (and/or the person's state of residence) indicates the person has been convicted of a felony or misdemeanor as specified in Section

302.272 RSMo.

a. The vendor shall verify whether each driver is listed on sex offender registries and every six (6) months with the Missouri State Highway Patrol. Such verification shall be placed in the driver’s file.

b. The vendor shall verify each driver's criminal record upon employment and then every six (6) months with the Missouri State Highway Patrol. Such verification shall be placed in the driver’s file.

c. In the event the vendor fails to maintain such criminal checks, the vendor shall be assessed liquidated damages in the amount of 3% of the current monthly invoice for each month the vendor fails to maintain the criminal checks.

d. A second violation of non-compliance of drivers criminal checks may result in liquidated damages equal to 10% of the current monthly invoice for each month the driver is in non-compliance with criminal checks.

● The vendor shall ensure that their driver's display their driver's license and school bus permit upon request of a school official or District authorized individual. Failure to comply at the time of request shall result in the denial of payment for the run and any charges if additional transportation is required. For the second offense, the vendor may be assessed liquidated damages in the amount of 10% of the current monthly invoice for each workday the vendor's driver does not display their driver's license and school bus permit to the state agency.

● The vendor shall have a company policy addressing proper dress code for its employees. The drivers must not wear attire that might be considered offensive.

● The vendor shall have a company policy requiring each driver to have in his/her possession a photo I.D.

badge containing facial photograph, employee's full name and the name of the taxi company. If a driver does not produce or fails to show a photo I.D. upon request, the vendor shall be assessed for liquidated damages in the amount of $25 per incident.

● The District reserves the right to require the vendor to investigate any employee's performance. The

District shall have the right to request removal of any person or driver and the right to require reassignment of a driver to specific runs. The District shall be the sole judge if a driver may be used to fulfill the contract.

● Contractor and Driver understand that no child shall be left unattended at any time for any reason.

● The vendor shall maintain records on all employees that demonstrate that all personnel requirements of the contract have been met.

● The personnel file shall contain current copies of the following: State of Missouri Motor Taxi Record check (MVR); State of Missouri Criminal Record check (CRC); State of Missouri School Bus Permit; and current Commercial Drivers License (CDL).

● The District shall retain the authority to examine all personnel records of the vendor to determine compliance with the contract.

● Contractor shall be periodically required during the course of the contract to provide the District documentation, for randomly selected drivers utilized for Parkway transportation services, that drivers meet all District requirements.

a. If requested by the District, the vendor shall investigate any employee's performance and the District shall be sole judge if that individual may be used to fulfill the contract.

SB-7 MEDICAL EXAMINATIONS:

Transportation drivers must have an annual medical examination by a physician licensed in medicine osteopathy in the State of Missouri. The examination must confirm that the driver has no medical/limiting conditions that would impair the safe operation of the transporting vehicle. (Section

302.272 RSMo.) In the event the vendor fails to maintain medical and drug/alcohol testing records on all safety-sensitive employees, the vendor shall be assessed liquidated damages in the amount equal to 10% of the current monthly invoice for every month that the vendor is not in compliance.

SB-8 DRIVER TRAINING:

The vendor shall ensure that each driver and all other employees are provided training in the proper methods of dealing with students, parents and school administrators. The following behaviors will not be tolerated:

1. Rudeness to students, parents and/or school administrators

2. Vulgar or obscene language

3. Inappropriate physical contact

4. Transporting unauthorized passengers while students are on board

5. Making unauthorized stops while transporting students

SB-9 TAXI AND EQUIPMENT REQUIREMENTS:

● The vendor must supply taxis licensed according to St. Louis City or St. Louis County and Missouri State Law. The taxi must display a Missouri motor taxi inspection sticker. All taxis must possess a current license from the Metropolitan Taxicab Commission (MTC).

● All taxis must be marked as a transporter for hire. The vendor's company name must be painted or stenciled onto the taxi. No temporary signage will be permitted without written approval of the District.

● The vendor shall maintain all taxis in a clean, safe and reliable mechanical condition. The vendor shall equip all taxis with a two way FM radio system that shall enable a central dispatcher to contact the driver.

● The vendor must equip all taxis with a seat belt for all passengers. All seat belts must be visible and work properly. Failure to comply shall result in denial of payment for the run and any additional charges.

SB-10 INCLEMENT WEATHER:

During inclement weather, the District shall have sole responsibility of altering taxi schedules or canceling service for that day. If taxi service should be required, the vendor agrees to abide by the decision of the District and operate trips as normal as possible.

SB-11 INVOICING AND REPORTING REQUIREMENTS:

● The vendor shall submit a monthly invoice for services actually provided along with all reports required.

● The vendor shall submit separate invoices for VST and pupil personnel scheduled trips.

● The vendor shall be compensated at the applicable firm, fixed price per trip as indicated on the

Bid Form in accordance with the following:

a. The vendor shall provide detailed data, including a charge ticket for each trip to substantiate the invoice. Each charge ticket must include: date, time, time of pickup, address (pickup and drop off), full name of student, driver's name, billing number if applicable, and applicable firm, fixed price.

b. The vendor shall maintain all charge tickets for a minimum of three (3) years. Failure to maintain charge tickets, the vendor could be assessed liquidated damages in the amount not-to-exceed 10% of the current monthly invoice for every month that the contract was not in compliance.

c. Other than the payments specified above, no other payments or reimbursements shall be made to the vendor.

SB-12 CONTRACTOR LIABILITY:

The vendor shall be responsible for any and all injury or damage as a result of the vendor's negligence involving any equipment or service provided under the terms and conditions, requirements and specifications of the contract. In addition to the liability imposed upon the vendor on account of personal injury, bodily injury (including death) or property damage suffered as a result of the vendor's negligence, the vendor assumes the obligation to save the District, including its agencies, employees, and assigns, from every expense, liability or payment arising out of such negligent act.

However, the vendor shall not be responsible for any injury or damage occurring as a result of any negligent act or omission committed by Parkway School District, including its agencies, employees and assigns.

SB-13 TERMINATION:

The District reserves the right to terminate the contract at any time, for the convenience of the District, without penalty or recourse, by giving written notice to the vendor at least fifteen (15) calendar days prior to the effective date of such termination. In the event of termination pursuant to this paragraph, all documents, data, reports, supplies, equipment and accomplishments prepared, furnished or completed by the vendor pursuant to the terms of the contract shall, at the option of the District, become the property of the District. The vendor shall be entitled to receive just and equitable compensation for services and/or supplies delivered to and accepted by the District pursuant to the contract prior to the effective date of termination.

SB-14 CONTRACTOR STATUS:

The vendor represents himself/herself to be an independent vendor offering such services to the general public and shall not represent himself/herself or his/her employees to be an employee of the District.

Therefore, the vendor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc.

SB-15 COORDINATION:

The vendor shall fully coordinate all contract activities with those activities of the District. As the work of the vendor progresses, advice and information on matters covered by the contract shall be made available by the vendor to the District throughout the effective period of the contract.

SB-16 PROPERTY OF THE DISTRICT:

All reports, documentation and material developed or acquired by the vendor as a direct requirement specified in the contract shall become the property of the District. The vendor shall agree and understand that all discussions with the vendor and all information gained by the vendor as a result of the vendor's performance under the contract shall be confidential and that no reports, documentation or material prepared as required by the contract shall be released to the public without the prior written consent of the District.

SB-17 DEFAULT:

In the event the vendor should fail to perform as required under this contract or be adjudicated as bankrupt, or if it should make a general assignment for the benefit of creditors, or if a receiver should be appointed on account of its insolvency, the District, may, at its option, declare the vendor in default.

SB-18 FORCE MAJEURE:

Neither party shall be liable or responsible for the delay or inability to perform as required under the terms of the contract as a result of labor disputes, strikes, war, riots, acts of God, fire, flood, civil disturbances, or other cause totally beyond the control of the party delayed in performance or unable to perform.

SB-19 INFORMATION PROVIDED:

Although an attempt has been made to provide accurate and up-to-date information, the District does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this Invitation for Bid.

SB-20 EVALUATION PROCESS:

The District will evaluate the bids submitted and will make award(s) to the responsive and responsible bidder(s) who are deemed most advantageous to the District.

The ability of the bidder(s) to adequately service the district and have a sufficient number of taxis available to meet the district’s daily transportation service needs is a critical requirement of this bid solicitation and is a major component of the evaluation process.

SB-21 DEFINITIONS:

The vendor shall agree and understand that whenever the following words and expressions appear in the Request for Bid document, the definition or meaning described below shall apply:

● A TRIP shall be defined as the transporting of at least one designated student/parent to a designated location.

● A ROUTE is defined as two or more trips that are paired together to transport the same student/parent to or from school.

SB-22 INSURANCE PROVISIONS:

The vendor must acquire and maintain adequate liability insurance in the form and amount sufficient to protect Parkway School District, its employees, its volunteers, its students and the general public against any loss, damage, and/or expense related to his/her performance under the contract. Except as otherwise set forth below, every vehicle shall be insured and carry minimum motor vehicle liability insurance in the sum of two hundred thousand ($250,000.00) dollars combined single limit for any one accident.

Separate coverage is required for uninsurance/underinsurance.

If the minimum insurance requirements of the Missouri Motor Vehicle Financial Responsibility Law exceed these amounts, such Missouri minimum requirements shall automatically become the minimum requirements.

The vendor will be required to provide to the District at the time of contract award, a certificate of insurance. Parkway School District to be named as "Additional Insured".

SB-23 PROPOSAL FORMAT AND CONTENTS:

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor uses company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

7. PRICING SHEET

The vendor shall complete the Bonfire Bid Table BT-78UV.

SB-24 PRICING:

When completing the bid form, all submitted prices must be inclusive of any and all costs including any processing fees, handling fees, surcharges, etc. All pricing submitted shall be the total cost of Parkway School District indicated in dollars and cents. No percentages or any other form of pricing is permitted.

SB-25 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-26 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published August 12, 2025 3:00PM Q&A End August 19, 2025 2:00PM Intent to bid August 26, 2025 1:30PM Bid Close August 26, 2025 2:00PM Vendor Notified of Award (Tentative) September 11, 2025 4:00PM