Answers to Questions and Requests for Clarifications INDIVIDUAL TRANSPORTATION SERVICES TAXI LIKE 7.3.2025 .pdf

Answers to Questions and Requests for Clarifications OregonBuys Bid Number S-P02509-00014183 for

INDIVIDUAL TRANSPORTATION SERVICES (“TAXI LIKE”)

Issued: 7/3/2025

1. Can you clarify how the current vendor obtains these [district-issued identification] badges from the district (e.g., process, timing, and documentation required)?

○ Contractor shall submit a photo of Qualified Drivers (see section 2.4.1) to Corvallis School District. District-issued identification badge is printed, free of charge, by the District and made available at the District Office for pickup. When the district has received ODE driver approval, the badge will typically be ready for pickup within two business days.

2. Can you confirm if mobile phones meet this [two-way radio or equivalent communication system] requirement, or if two-way radios are strictly required?

○ Mobile phones may be used as a two-way communication system if they meet the following requirements:

i. The mobile phones must provide adequate coverage throughout the District's service area.

ii. The mobile phones must be issued by the contractor (e.g. business phone not a personal phone). No district business shall be conducted on personal cell phones.

3. Who is currently providing these transportation services to the district?

○ Dial-A-Bus of Benton County

4. What are the current rates being paid to the existing vendor(s)?

○ $6.75 per mile

5. What is the average one-way mileage (home to school) currently being serviced under this contract?

○ Average one-way = 10.1 miles

○ Shortest one-way = .2 miles

○ Longest one-way = 49.4 miles

6. How should the Proposer's pricing proposal address scenarios involving multiple riders (rideshare) traveling together?

○ RFP Amendment shall be issued for ‘Pricing Proposal Attachment C’.

○ The District typically has multiple students in each vehicle throughout the day and at the same time. We typically route based on geographic area, not school attended. However, we are open to collaborative problem solving for routing and billing to meet the District’s needs and best interest of students.

7. What counties are included in the District’s service area?

○ The following counties were in the District’s service area for the 2024/25 school year:

Benton, Lane, Linn, Mario, Polk, and Yamhill.

○ Please note that the list of served counties may be modified (added or removed) with minimal notice, given the dynamic nature of the services covered by this contract.

8. Is an App required for parents/guardians to track student transportation under this contract?

○ No; however, the contractor must provide a process for parents to report cancelled rides.

9. For the mandatory training ( Positive Behavior Reinforcement). Can the district make available a train the trainer option? Is this training available on site at the winning bidders facility?

○ The District will provide the mandatory Positive Behavior Reinforcement training annually, prior to the beginning of the school year, at a designated District facility.

i. To facilitate ongoing training throughout the school year for new drivers, the District is open to offer a "train the trainer" option for one of the Contractor's qualified personnel.

10.Various OAR's are listed. Will an SB 710 application be valid for winning this contract provided it is completed before service starts and is it a mandatory requirement?

○ Per Oregon Department of Education’s Pupil Transportation Department and Department of Human Services, SB 710 does not impact the services under this contract as each driver is independently approved through ODE’s Type 10 procedures.

11. For drivers who will only operate passenger vans (not school buses), will a standard valid driver's license be acceptable, or is a commercial driver's license (CDL) required for all drivers providing this service?

○ A valid Oregon driver license is acceptable. The Oregon Department of Education may approve an out-of-state operator's license if consistent in provision with the required Oregon license.

12.Can you please confirm the anticipated total number of SPED students requiring individualized transportation services for the upcoming school year?

○ Approximately 20%.

13.Per page 5, section 2.2.3 Orders and Services Changes, there appears to be a potential contradiction between two statements.

1. “Under no circumstances shall the Proposer initiate new service or implement changes without prior authorization from the District Transportation Department...”

2. “...unless a voucher number is provided as outlined below. In situations requiring immediate transportation service, the District will issue a voucher number. This voucher number authorizes the holder to arrange one-time or short-term service...”

Could you please clarify whether the issuance of a voucher number constitutes sufficient authorization for the Proposer to initiate service without additional prior communication or approval from the District Transportation Department? Additionally, is there a specific protocol or point of contact for confirming the validity and scope of a voucher when such situations arise?

Also, how often has the District issued these vouchers in the past school year?

○ The issuance of a voucher authorizes the Proposer to initiate transportation for up to three days. It is not a continuous order for service. In the 2024/25 school year, the district issued 140 vouchers. When a voucher is issued by the district, the recipient is given a unique voucher number. With that unique voucher number, the Proposer is authorized to initiate transportation without verifying with district staff.

14.Can the District provide an example of an approved invoice format?

○ After award, the District-approved format shall be established by the contractor and the

District. Please see section 2.11 for data that may be required in reports and invoices.

15.Please clarify, does the winning contractor need to have an office in the Corvallis area?

○ An administrative office is not explicitly required to be located within the Corvallis School District boundaries. However, the District is committed to fostering a strong and collaborative partnership to ensure the effective delivery of transportation services. This partnership may necessitate some in-person meetings, held at the Corvallis School District Office, for purposes such as performance monitoring and review, feedback mechanisms, and joint training and professional development.

○ Conversely, the Proposer's vehicle facility shall be located within the Corvallis School District boundary, unless expressly authorized in writing by the District. This requirement for a centralized vehicle facility in Corvallis is essential to allow for inspection of school school activity vehicles by ODE and/or District personnel at any time. The District reserves the right to negotiate mileage rates to and from the vehicle storage facility, depending on how central the location is.