Addendum 1 23-0004 Cab Services~1.pdf

Business Services Procurement and Contracting

1270 NW Waterhouse Rd Beaverton, OR 97006

(503) 356-4324

December 6, 2023

SOLICITATION ADDENDUM NO. #1

RFP 23-0004

Cab Services for Student Transportation

THE FOLLOWING CHANGES/ADDITIONS TO THE ABOVE CITED SOLICITATION ARE ANNOUNCED:

This Addendum modifies the Request for Proposal (RFP) document(s) only to the extent indicated herein. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of the RFP document. Proposers must be responsive to any requirements of this Addendum as if the requirements were set forth in the RFP. Failure to do so may result in Proposal rejection. See the RFP regarding requests for clarification or change and protests of this Addendum, and the deadlines for the foregoing.

This addendum is to be acknowledged in the space provided on the Proposer Certification Form supplied in the solicitation document. Failure to acknowledge receipt of this addendum may be cause to reject your Proposal.

The closing date HAS CHANGED TO: December 18, 2023 at 2:00PM PST

CHANGES:

Section III – Instructions to Proposers

20. Confidentiality of Proposals

The District is subject to the Oregon Public Record Laws (ORS 192.410 to 192.505) which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. The District may withhold from disclosure of confidential information pursuant to ORS 192.501 or 192.502.

a. The District will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations.

i. All pages containing the records exempt from disclosure must be marked “confidential” all segregated in the following manner:

A. It must be clearly marked in bold and on each page of the confidential document.

B. It must be kept separate from the other Proposal Documents in aa separate envelope or package and electronic folder submitted as a separate file from non-confidential Proposal content.

C. Where this specification conflicts with other formatting and response instruction specifications, this specification will prevail.

D. Where such conflict (in C. above) occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.”

This statement “Refer to confidential information enclosed” must be inserted in the place where the requested information was to have been placed.

CLARIFICATIONS:

All proposals must be submitted by email to contracts@beaverton.k12.or.us . Prospective Proposers must register with OregonBuys to obtain the solicitation documents and receive any associated information/updates/addenda. DO NOT SUBMIT YOUR PROPOSAL TO OREGONBUYS. Any Proposal submitted to OregonBuys will not be reviewed.

A price schedule is listed as ATTACHMENT G that should be filled out and submitted separately. Additionally, there are questions related to pricing listed in SECTION II-Statement of Work (4.) REQUIRED/DESIRED PRICING that should be addressed in submitted proposals.

There is no preference regarding whether the separate Price Schedule should be submitted as a MS Word document or PDF, either format is acceptable.

Insurance requirements can be found on Page 2 and 3 (10.) in Exhibit A – Beaverton School District Personal Services Contract General Terms and Conditions. A Certificate of Insurance with requirements listed in Terms and Conditions should be submitted with proposals.

A Statement of Agreement to the VEHICLE REQUIREMENTS in Section II – Statement of Work (3.) TRANSPORTATION REQUIREMENTS (c.) VEHICLE REQUIREMENTS. A Statement of Agreement is a signed agreement stating that vehicles included in this proposal will meet all requirements listed.

QUESTIONS:

1.) Can you please elaborate on the number of rides anticipated for the program? How many students will be included? How many students will be actively participating? How many rides would be assumed per day/week/month.

a. It is difficult to accurately predict the anticipated number of rides for the District as the demand of individualized student transportation varies year to year. Currently, we have 16 students actively participating in the program resulting in 224 individual one-way trips per week. However, last year we had 30 students actively participating in the program which breaks down to 420 individual one-way trips per week. These numbers are not guaranteed as this service operates on an as-needed basis.

2.) Sometimes email submissions are restrictive due to file size. If that is the case, would a drop box link to a direct download of the proposal be accepted?

a. Though this RFP doesn’t have a page limit the District encourages brevity regarding mailto:contracts@beaverton.k12.or.us

RFP submissions. Please attempt to send your RFP submission by email first. If you encounter any difficulties in attaching or sending the submission, please contact Alesha Siebe at 503-356-4525 to arrange an alternative method for submission.

3.) How many separate programs do you anticipate having in addition to this program per year? Would these programs be transporting the regular program participant students, or would transportation be opened to the entire student body? In total, how many students and total trips would you anticipate being added with these additional programs?

a. The awarded contract is designed to accommodate the transportation needs of any department within the Beaverton School District. There is the potential for additional programs beyond the current scope of work however, we currently lack specific data regarding the anticipated usage by other departments.

4.) How early will providers be given routes needed to be filled? Will there be same-day bookings, or will the schedule always be provided in advance?

a. Most of the routes are scheduled 48 hours in advance. Typically, there are not same-day bookings, on a rare occasion bookings are made 24 hours in advance.

5.) What is your required form of scheduling? You indicated a paper trail preference like a form or email. Are you willing to consider other forms of scheduling like a call center? Can you please elaborate on your preferred routine in scheduling.

a. The District currently schedules trips by email which includes the following information; Student ID, Name, Pickup and Dropoff Address, Student Phone #, Date, School Start Time, School End Time, Requesting Person, Requesting Person Email, Requesting Person Phone #, Any Specific Needs or Behaviors Relating to the Student, Driver Name, and Name and Cell Phone of Person who can meet the child dropped at home. Vendor confirmation email is expected in return. Vendor will advise if requested start date is possible or make an alternative start date suggestion. The District requires a paper trail, preferably through email, but is open to viewing proposed alternatives to booking. The District cannot guarantee acceptance of the proposed alternative however, we will review alternatives to see if any options will meet our needs/requirements.

6.) Please provide the annual budget, total program budget, and additional budget for extra event needs.

a. The District does not have a set budget for student transportation needs. It is a requirement to provide transportation for students. Due to the dynamic nature of student transportation demands we are unable to anticipate how many students per year that will need individual transportation services.

7.) In regards to the District owning footage from cameras provided on board the vehicles, Would the District allow for ownership of any requested footage that is delivered and downloaded from a cloud hosted platform rather than ownership and hosting of all footage gathered?

a. Yes, if there is secured access to data and only District-authorized individuals have access.

8.) What are the District requirements for footage storage requests timelines? Will 30 days meet requirements for requests?

a. The retention period for video recordings shall span 90 days and will be accessible to the District upon request. In the event that the District requires specific videos to be preserved and archived before the 90-day timeframe lapses, the vendor is obligated to comply.

9.) Regarding the Type 10 driving requirement training: Would the District be able to provide either class space or training for the drivers to get certified?

a. The District doesn’t currently provide Type 10 training. If your company requires it please make sure to incorporate it into your proposal. However, the District does not use Type 10 or Type 20 vehicles nor does the District own Type 10 or Type 20 vehicles.

10.) Just to be clear, the drivers for this scope of work would not be required to have the Type 10 driver training?

a. The drivers for this scope of work are not required to have type 10 driver training.

In the past we have used passenger vehicles.

11.) Is this a new service being established? Or is this augmenting an existing supplemental provider service?

a. This is not a new service being established. To comply to District purchasing policies, we are mandated to release a formal solicitation. Previously the spend did not meet the formal solicitation requirements.

12.) Do you have any idea what percentage of sedans versus wheelchair accessible vehicles you require? And, is there a requirement for mini vans?

a. The District does not have a requirement for mini vans and currently we do not have any students in wheelchairs needing individualized student transportation.

Typically, any students that have needed wheelchair transportation are put on a school bus. If your company has wheel chair capabilities please make sure to include it in your proposal, however it is not a high need for the District.

13.) Is the $2M/$4M Sexual Abuse and Molestation insurance negotiable? Other school District’s are typically $1M/2M.

a. This can be negotiated but there isn’t a guarantee it will be accepted by Risk Management. Regardless of the amount, Sexual Abuse and Molestation coverage is a requirement. Please provide your proposed alternative amount in your proposal.

-END of Addendum

Alesha Siebe Procurement Specialist II

Beaverton School District