Addendum 3 - Bethel SD 52 Transportation RFP .pdf

QUESTIONS FOR BETHEL SCHOOL DISTRICT 52

1. On page 58, #2a, the RFP has line items for 27, 65-78 passenger buses. In other locations the RFP states the bid is for 17 routes. Can you clarify if we should submit a proposal for just the 17 routes or for the other buses as well as indicated on page 58 of the RFP? The bid is for the current 17 routes. Our current Vendor has a large fleet that also services neighboring districts.

2. On page 20, #4a, can you please clarify if the number of spare buses is to be 4 or 5.

Minimum of 4 but prefer 5.

3. On page 61, you have requested a management manual. Can you please provide detail in what items you are looking for in this request? See Pages 2-3

4. Does the District or the Contractor generate and provide the routing for each of the routes? Currently we provide routing for our vendor. Ideally though, the routing should be completed by the vendor with appropriate routing software.

5. We are interested in bidding exclusively on the small-capacity vehicle routes the District is seeking to outsource. However, the RFP includes extensive references to bus operations and requires bidders to comply with all terms and conditions outlined in the document. Would the District be open to discussing an alternative transportation-specific contract following award to ensure that all terms are appropriately aligned with the services being provided? Yes, we would.

6. Is the district open to allowing bidders who specialize exclusively in small-capacity vehicle routes to submit an alternative pricing model that more accurately reflects our service structure? Our pricing model is based on an origination cost plus a mileage fee, with separate charges for optional equipment. This approach helps our district partners reduce costs by ensuring they pay only for the mileage and equipment they actually need. Yes - I would think that if you are only proposing for the alternative routes, we would want them you to include a detailed breakdown of your billing model. We are likely to get a lot of different styles of proposal for this portion of the RFP, and we’ll need as much information as possible to help us compare offerings.

7. Please indicate the number of trips First Student runs for the District in a school year.

What is the average number of hours and miles per trip? How many of these trips are run with the required Transit buses with under carriage storage? Refer to Appendix A

8. On page 58 of the RFP, the District asks for pricing for 13 routes with 12-30 passenger mini-buses. The equipment section of the RFP did not list mini-buses. Please provide additional detail on these routes, specifically:

a. Are these Bethel routes currently being run First Student? No, and we don't intend to contract out or SPED routes. We are only offering to parcel out our McKinney Vento and Foster routes.

b. Do you anticipate these routes will be run next year as well?. See above

c. How long are these routes in daily hours and miles? Roughly 2 hours in the a.m.

and 2 to 3 hours in the p.m.

Student Transportation Management Manual – RFP Blueprint

This Management Manual Blueprint outlines the standards and requirements that must be met by any transportation management vendor providing student transportation services for Bethel School District. The intent of this document is to ensure full compliance with Oregon Department of Education (ODE), Department of Motor Vehicles (DMV), and Federal Motor Carrier Safety Administration (FMCSA) regulations, while maintaining the highest levels of student safety, operational integrity, and accountability.

1. Introduction & Purpose Defines the purpose of the manual, scope of contracted services, and alignment with Bethel School District’s mission. Establishes legal oversight under ODE, DMV, and FMCSA authority.

2. Compliance Requirements Vendors must maintain full compliance with all DMV, ODE, Federal, and District policies and expectations governing pupil transportation. Requirements include CDL certification (Class B with P & S endorsements), participation in FMCSA Clearinghouse, active DOT medical certification, and verified background and fingerprint clearance.

3. Management & Staffing Expectations Vendor must provide an experienced Transportation Manager with a valid CDL and ODE certification. Staffing structure must include adequate dispatch, training, and routing personnel.

Annual evaluations and retention strategies are required to ensure consistent staffing quality.

4. Training & Professional Development Vendor shall maintain an annual ODE-approved training plan, including special needs transportation, de-escalation, CPR, first aid, and emergency evacuation drills. Documentation of all training activities must be retained and available for district review.

5. Safety & Operations Standards All buses must meet ODE safety inspection standards. Daily pre-trip and post-trip inspections are mandatory. Vendors must maintain preventive maintenance schedules, report all incidents within district timelines, and provide annual emergency response plans.

6. Student-Centered Care & Accessibility Vendor must ensure equitable, safe, and confidential service to all students, including those with disabilities. Wheelchair securement, lift operations, and medical protocol training are required.

Compliance with FERPA and ADA laws must be maintained at all times.

7. Communication & Technology Vendor must utilize real-time GPS and student tracking systems comparable to My Ride K-12.

All route updates, delays, and incidents must be communicated promptly to district administration and families. Dispatch communication systems must be secure and reliable.

Vendor must maintain regular and timely communication with district staff regarding the overall operation, including but not limited to general transportation and field trips.

8. Documentation & Reporting Vendor is responsible for maintaining accurate records of incidents, certifications, drug/alcohol testing, and maintenance. All required documentation must be submitted to the district quarterly and retained per ODE and DMV guidelines.

9. Performance Metrics & Evaluation Vendor performance will be measured by on-time route completion, safety record, communication efficiency, and parent satisfaction. The district reserves the right to perform annual audits and evaluations to ensure contract compliance.

10. Financial and Contractual Expectations Vendors must provide accurate, timely, and transparent billing and itemized cost reports.

Insurance coverage must meet district and state minimums. Noncompliance with safety or reporting standards may result in contract termination.