Addendum Number 1- IT Managed Service RFP - 2026.pdf

28 Lord Road, Suite 125

Marlborough, MA 01572

P 508.460.0491

F 508.460.0493 www.avcollaborative.org

April 14, 2026

ADDENDUM #1 to BD-26-2123-AVC01-AVCMB-127722

Questions received, clarifications, revisions:

1. We checked Commbuys already, but there appears to be NO Attachment #1 and/or Attachment #2. This would be a Vendor Profile as well as a list of questions that need to be answered. Will you be posting those documents.

AVC Response: These are now posted in Amendments as Attachment A and Attachment B

2. In the COMMBUYS posting, under the Tax Compliance Certificate section, when the document link is opened it appears to be the Certificate of Non-Collusion rather than a tax compliance certificate. I wanted to check whether there is a specific Tax Compliance

Certificate document you would like us to use, or if it is acceptable to create one based on previous COMMBUYS submittals.

AVC’s Response: Tax Compliant Certificate has been updated and is now posted in Amendments.

http://www.avcollaborative.org

TRANSPORTATION

HANDBOOK

Transportation Procedures for Students, Parents, Guardians & Program Providers

Assabet Valley Collaborative Transportation

Marlborough, MA 01752 774-285-3645 (cell) Fax: 508-460-0493

Assabet Valley Collaborative ensures equal employment/educational opportunities regardless of race, color, national origin, sex, gender identity, disability, religion, limited English speaking ability, sexual orientation and homelessness.

Updated August 2022

Providing joint programs and services for the school districts of: Assabet Valley Region. Auburn.

Berlin/Boylston Region. Berlin. Boylston. Grafton. Hudson. Marlborough. Maynard. Millbury.

Nashoba Region. Northborough. Northborough/Southborough. Southborough. Shrewsbury.

Westborough

Dear Parents/Guardians/Caretakers, You are receiving this handbook because of your connection to a student who will receive transportation services from Assabet Valley Collaborative (AVC) on behalf of your public school district. AVC contracts with a transportation company - Van Pool Transportation, LLC - to provide this service to and from school. Van Pool owns the vehicles, employs transportation staff, and establishes routes. Van Pool has a several of offices in MA; AVC’s contract is with Van Pool’s Hudson office; phone (508) 919-5054. Please add this number to your contacts!

At this time, staffing shortages in the school transportation industry are significantly impacting all school transportation services. At the start of this school year, staffing shortages have caused some of the routes to be longer than usual, more crowded than usual, and in some cases to be delayed in getting set up. Van Pool is working diligently to add drivers during this critical shortage. Please see the Van Pool webpage at https://vanpoolma.com/ Our collective goal is to return to more normal conditions for transportation as soon as possible. We appreciate your patience, flexibility and creativity during this critical shortage time.

When a new route is set up, a representative from Van Pool will contact you to discuss details of pick-up and drop-off times at your home. Please share any information you feel will help your student’s transportation to go smoothly. As you do so, please be aware that all changes to student’s transportation must be initiated by the Special Education/Pupil Services Office in your district.

Neither driver, vendor nor Collaborative can make any change to your student’s transportation schedule unless directed to do so through your district’s office.

As an enhanced safety measure for students and drivers, Van Pool’s vehicles are equipped with video cameras. These devices record both audio and video and are the property of Van Pool. The files (tapes) recorded are also the property of Van Pool and hold up to 380 hours of route footage (approximately 2 months of driving). After this time, the footage is recyclable and overwritten.

Parents/Guardians/Students, Schools/Programs, Van Pool and AVC - all have unique roles and responsibilities to ensure safe and effective transportation to and from school. The enclosed handbook highlights some of those roles and responsibilities. Please review and reach out with any questions.

Wishing you and our students a Happy and Healthy School year!

Sincerely, Cathy Cummins Executive Director https://vanpoolma.com/

AVC Transportation Contact Information:

Barbara Parmenter phone: 774-285-3645 email: bparmenter@avcollaborative.org

PARENT/GUARDIAN / STUDENT RESPONSIBILITIES

1. COMMUNICATION and COORDINATION:

a. Please notify Van Pool at 508-919-5054 as soon as possible of any of the following:

i. If your student will not need transportation either in the morning or in the afternoon for any reason

ii. If you make alternate arrangements for morning transportation, please remember to tell Van Pool if you need them to transport your student home;

otherwise they will assume the student is absent.

b. Students will be picked up and dropped off at the locations and times provided by the school district to Van Pool and AVC. Changes in location for pick up or drop off require the authorization of the school district with a minimum of 48 hours notice.

c. Students should be ready for pick-up ten (10) minutes before the vehicle is due to arrive. Please wait with your student until the vehicle arrives.

d. A parent/guardian or authorized person should be at home to receive your student.

If you wish to allow your student to be dropped off without an adult present, you must notify your district in writing. You may also send an email giving permission for this to the AVC Transportation Coordinator at: bparmenter@avcollaborative.org

2. SAFETY:

a. ALL STUDENTS ARE REQUIRED TO WEAR SEAT BELTS

b. In Massachusetts, children under the age of 8 are required to have a car/booster seat unless they are over 57 inches tall. In most instances, Van Pool will provide a car/booster seat when required. If a child needs a specialized car/booster seat based on a student’s specific physical needs, the parent/guardian will supply the seat.

c. Parents/Guardians are required to provide Emergency Contact information for their student in the event we cannot reach the parent/guardian in an emergency.

mailto:bparmenter@avcollaborative.org

d. Weapons of any kind are not allowed on the vehicle.

e. NO SMOKING, USE OF TOBACCO OF ANY TYPE, NO VAPING is allowed on the vehicle.

f. Management of Life-Threatening Allergies If your student has a life-threatening allergy, you are required to follow the protocol outlined below:

i. Inform the School District and the AVC Transportation Office of your student’s specific allergy prior to the start of the school year (or as soon as diagnosed).

ii. Provide the School District and AVC Transportation Office with your student’s Allergy Action Plan and current medication order for Epi-Pen from a licensed provider.

iii. Ensure that an updated twin pack Epi-Pen is in your student’s backpack each and every day and attach the provided yellow twist tie to the backpack.

iv. Provide emergency contact information.

v. Provide updates as needed on the student's allergy status.

vi. If your student is developmentally able, teach them to recognize the first signs of an allergic reaction and to communicate as soon as they feel a reaction starting.

3. RESTRICTIONS/LIMITATIONS

a. No FOOD or DRINK is allowed on vehicles.

b. Students must carry personal belongings in a bag clearly marked with their name on it.

Van Pool staff are not responsible for articles left in the vehicle.

c. Pets are not allowed on vehicles. (This does not apply to district approved service animals.)

d. Medications* cannot be transported on the vehicle for delivery to school or home, per MA health regulations. If parents/guardians need to get medication to or from a school for use at school or at home, they will need to make arrangements with the school to pick up or have those medications delivered. Neither drivers nor students may carry any medication - with the exception of Epi-Pens and inhalers - see above.

e. Van Pool staff are not permitted to escort students from the van to the school or from the school to the van. If a student requires assistance getting on or off the vehicle - this assistance must be provided by parent/guardian/caretaker or by authorized personnel at the location of the school or program.

f. Parents/Guardians will be held financially responsible for damages to the vehicle caused by their student.

4. DISCIPLINE POLICY

Safe student behavior is important to safe transportation. Transportation staff (driver, monitor) will address most behaviors through discussions with students, assignment of seats, collaborating with program staff and families, and seeking guidance from supervisors. Safety issues during transportation are a threat not only to the safety of the students and staff on the moving vehicle, but to the general public as well. Behaviors that jeopardize safety (fighting, violence, horseplay, etc) may result in suspension of transportation services for a period of time until a more effective safety plan can be implemented. If safety concerns continue, a transportation safety meeting with the student, parent/guardian, driver, school staff, district staff and collaborative staff may be convened for the purpose of developing interventions.

5. WEATHER CANCELLATION POLICY

When inclement weather impacts driving conditions in Massachusetts, school closings will impact access to transportation in the following ways:

a. TRANSPORTATION will be canceled:

i. if the district in which you reside cancels school and/or

ii. if the district in which the program is located cancels school.

b. EARLY DISMISSAL:

i. Please arrange to be home or to have another person at home to receive your student in case of early dismissal.

ii. Please ensure that your Emergency Contact information is updated

c. DELAYED OPENINGS: On days when weather is poor but is expected to improve during the day, school districts may announce a delayed opening.

i. If the program the student attends or the school district in which the student resides is starting one or two hours later, the student will be picked up approximately one or two hours later than usual.

ii. In some cases, the student’s program may NOT be delayed on a particular day but your driver may drive for more than one program and may need to make an adjustment in the pick-up time of the student. In this case, drivers will call parents/guardians to discuss the pick-up time.

d. PARENT DISCRETION

i. As a parent/guardian you may decide not to send your student to school on a day with poor weather but in which transportation is available to you.

ii. If you will opt out of transportation, please contact Van Pool 508-919-5054 as soon as possible.

SCHOOL / PROGRAM STAFF RESPONSIBILITIES

1. COMMUNICATION and COORDINATION:

a. School staff/personnel will be present when students are dropped off and picked up.

b. Periodically review rules and regulations of passenger safety with the students throughout the year.

c. Communicate with Van Pool and AVC staff if there are concerns about students or quality of services provided.

d. If a student is dismissed from school early as a result of illness, suspension or any unexpected reason, please call Van Pool 508-919-5054 to cancel transportation.

a. Make sure student seat belts are securely fastened and students are orderly.

b. Do not send a student home with sharp objects, loose toys, balloons or other large items.

c. Prepare the student for their ride home. If the student has a challenging day which may impact the ride home, please convey information to the driver that may help with the ride home.

VAN POOL & AVC RESPONSIBILITIES

1. COMMUNICATION, COORDINATION, QUALITY:

a. Drivers are required to attend all training events required by Van Pool and

Collaborative to meet the needs of students transported and to meet the requirements of the RMV.

b. Ensure the driver is familiar with the route. It is the driver’s responsibility to arrive at the destinations at the designated times.

c. Contact parents/guardians with details of route: time of pick up, drop off, estimated duration of route, etc.

d. Drivers will not wait more than three (3) minutes at each stop.

e. If Parents/Guardians/Students request changes to transportation, drivers will direct parents/guardians to call their SCHOOL DISTRICT OFFICE with any requests for changes.

f. Drivers are responsible for arriving no sooner than ten (10) minutes before and no later than 10 minutes after designated program times.

g. Contact the Collaborative when students do not use transportation services for more than 2 consecutive days.

h. Drivers and transportation staff are required to attend problem-solving meetings when scheduled to address routes that have been unsuccessful or unsafe.

i. Van Pool staff is responsible for supervising the conversations and behavior of students in the vehicle.

j. Drivers/Monitors report immediately to Van Pool dispatch any accidents or other safety concerns - including related to student medical or behavioral needs.

k. Van Pool staff submit Incident reports to AVC and the sending district by the end of the day for incidents taking place before noon and by 10 a.m. next day for incidents taking place after noon.

l. AVC and sending districts collaborate on communication to/with students and families.

m. MATERIALS REQUIRED ON VEHICLES (subject to $100 fine by RMV):

Student lists containing names, addresses, phone numbers, emergency contact, pertinent medical information and program destination.

Three (3) flares Fire extinguisher First aid kit One (1) pair chock blocks

a. Drivers/monitors will check to see that seat belts are securely fastened before putting the vehicle in motion.

b. NO SMOKING, USE OF TOBACCO OF ANY TYPE, FOOD or DRINK is allowed on the vehicle.

c. Drivers are PROHIBITED from transporting medications to or from the school as per Department of Public Health CMR 210.008.

d. No refueling will take place with students on the vehicle.

e. Drivers operating wheelchair vehicles will follow all safety guidelines outlined in wheelchair transportation training.

f. Drivers are not allowed to leave the vehicle with students on board. If an emergency occurs, the driver will secure the vehicle in Park, turn off the engine, remove keys from the ignition and secure the emergency brake.

g. Windows can be opened at the discretion of the driver. They should not be lowered more than four (4) inches to prevent personal injury and property loss.

h. If a behavior problem arises, inform the dispatch office and if necessary find a safe location to stop the vehicle. Instruct students the vehicle will remain stopped until the behavior stops. (See incident report guidelines above.)

i. If a student shows symptoms of illness, including seizures, the driver will inform the dispatch office and if necessary, find a safe location to stop the vehicle. The driver shall observe symptoms and call 911 as necessary.

j. State law prohibits the use of cell phones while driving.

k. All incidents/accidents must be reported to your supervisor or dispatcher immediately using communication radio or phone as warranted. AVC should be notified of accidents immediately by phone and after emergency personnel are dispatched. (See incident report guidelines above.)noon on that day.

l. Transportation staff are considered “mandated reporters” when it comes to suspicion of abuse, including sexual abuse or neglect. If a driver/monitor suspects abuse or neglect, you are mandated to report your suspicion. You can report it to Van Pool supervisors, AVC transportation staff, and/or file directly with MA DCF.

m. Transportation staff are required to report any threats of potential harm. They should report any threats made, bullying observed, or actions witnessed to the supervisor and AVC as soon as possible.

n. VEHICLE BREAKDOWN POLICY AND PROCEDURE

i. The driver will contact the dispatcher as soon as possible. The driver will remain with the student (s) at all times.

ii. The dispatcher will work to solve the problem. When necessary, a replacement vehicle will be provided in a timely manner.

iii. Van Pool will notify the Collaborative office as soon as possible. Programs, parents and guardians will also be notified by Van Pool and/or AVC.

o. ACCIDENT PROCEDURE

i. When an accident occurs, the driver - if able - will call 911 and call supervisor immediately.

ii. When an accident occurs, the driver may not leave the vehicle until the proper authorities have arrived.

iii. Van Pool will notify the Collaborative office. Programs, parents and guardians will be notified by Van Pool and/or the Collaborative.

iv. Make sure all necessary information is exchanged between drivers involved in an accident.

v. Complete an accident form as required by the Commonwealth of Massachusetts Registry of Motor Vehicles. A copy must be emailed/faxed to the Collaborative office upon completion. Such report is due to the Collaborative by the end of the business day for accidents that occur before noon on that day. For accidents occurring later in the day, the report should be sent to the Collaborative no later than 10:00am the next business day.

3. RESTRICTIONS/LIMITATIONS:

a. Only authorized Van Pool, school or collaborative personnel and assigned students will be allowed to ride in the vehicle.

b. Drivers or monitors do not escort students to/from the vehicle to school or home entrance.

c. Drivers should check for personal belongings left behind on the vehicle.

d. Radio/audio will be played at the discretion of the driver while students are in the vehicle. Driver should be aware of any noise sensitivity a student on his/ her vehicle may have before doing so. No audio should be played that is disrespectful, offensive, or inappropriate.

e. Appropriate and respectful attire and language is required at all times of drivers and monitors.

f. Massachusetts General Law, Chapter 90, Section 16 prohibits any person from unnecessarily idling the engine of any motor vehicle on school property for a foreseeable period of time longer than 5 minutes.

PROBLEMS OR CONCERNS

AVC is committed to providing high quality transportation services to our students, families, and districts in order to deliver students to school programs safely and ready to begin programming. In order to maintain high quality services for all students, we rely on parents, schools and students to alert us to problems, concerns, and issues as they arise. If any party has a concern regarding transportation services, please contact our AVC transportation office by phone or email. Our goal is to investigate concerns and respond promptly and thoroughly. Schools, parents/guardians, and other parties are encouraged to submit concerns in writing. Written concerns should be directed to the AVC Coordinator of Transportation and/or the AVC Executive Director who will review and respond to them.

To contact AVC Transportation staff:

Assabet Valley Collaborative

Marlborough, MA 01752 bparmenter@avcollaborative.org (Transportation Coordinator) ccummins@avcollaborative.org (Executive Director)

Telephone: 774-285-3645

Best wishes for a happy and healthy school year!

Contact Information

Van Pool 508-919-5054

Assabet Valley Collaborative Transportation Coordinator

774-285-3645 mailto:ccummins@avcollaborative.org