Charter_Bus_Transportation_Services.pdf

2025-178

CHARTER BUS TRANSPORTATION SERVICES

Mt. San Antonio College

1100 N. Grand Ave.

Walnut, CA 91789

Mt. San Antonio College

REQUEST FOR PROPOSAL

Charter Bus Transportation Services

I. Introduction II. Scope of Work

III. Evaluation Criteria IV. Pricing Proposal V. Submittal Requirements

VI. General Provisions VII. Vendor Questionnaire

Attachments:

A - Transportation Services Agreement 07.18.24

B - RFP TRIP SAMPLE 23-24 trips

Request For Proposal #2025-178 Title: Charter Bus Transportation Services

1. Introduction

Request for Proposals for : Charter Bus Transportation Services, (2025-178)

1.1. Summary

Mt. San Antonio College (Mt. SAC) is soliciting proposals from qualified charter bus providers to support the transportation needs of the College’s academic programs, student services, and intercollegiate athletics. The selected vendor(s) will be responsible for providing safe, reliable, and cost-effective charter bus services for local and long-distance travel throughout the academic year. Charter bus services are used to transport students, faculty, and staff to a variety of destinations for field trips, competitions, conferences, and special events. Trip requirements may range from single-day excursions to multi-day overnight travel, with varying group sizes and destination distances. The College is seeking a provider with a proven track record of safety, punctuality, customer service, and compliance with all applicable federal, state, and local transportation regulations, including SPAB (School Pupil Activity Bus) certification when required. This RFP aims to establish a contract with one or more vendors who can meet the diverse and evolving transportation needs of the College, with flexibility in scheduling, competitive pricing, and the capacity to accommodate varying trip types and volumes across the academic calendar.

1.2. Background

Mt. SAC is a single-campus California community college district that annually currently serves over

50,000 full-time equivalent credit and noncredit students. Interested respondents to this RFP should go to www.mtsac.edu to learn more about the District. This website includes information, including the current educational, facilities, strategic, student equity, and technology plans that will be essential in the preparation of a response to this RFP.

Mt. San Antonio College (Mt. SAC) maintains a strong commitment to providing safe, reliable, and accessible transportation in support of its academic, athletic, and student programs. In October of 2019, a Request for Proposal was solicited for Charter Bus services commencing on 12/1/2019 and concluding on 11/30/2024. Since the conclusion of that agreement, charter bus services have been obtained on an as-needed basis through the use of multiple vendors. The College is now seeking to establish a continuing five-year contract with at least one local service provider to enhance consistency, streamline scheduling, and ensure cost-effective transportation for a broad range of College-sponsored activities.

1.3. Timeline

Release Project Date May 23, 2025

Pre-Proposal Meeting (Mandatory) May 29, 2025, 10:00am

Agenda https://mtsac-edu.zoom.us/j/81398753793?pwd=dZM05waVpCb qr5rBrcEGyYsaPktpYT.1

Meeting ID: 813 9875 3793

Passcode: 918550

Request for Information Cut Off June 9, 2025, 2:00pm

Submit Proposals No Later than: June 23, 2025, 2:00pm

Interviews (optional) July 7, 2025

Recommendation for Award July 25, 2025

Contract to Start: August 1, 2025

2. Scope of Work

2.1. Bid Conditions

Bus Condition: Buses furnished for use under this contract shall be the Contractor's best condition equipment. Frequent use of subcontracted buses, or of lower quality equipment shall be grounds for termination of the contract. All vehicles must be clean, which includes restrooms, all interior areas including seats, storage areas, etc. Contractor shall be responsible for completing regular preventive maintenance, as approved by the bus manufacturer. Buses shall be cleaned inside and out as necessary, and repairs to visible body damage, inside or out, shall be made immediately after such damage occurs. All equipment in the buses must be fully operational, including heating, air conditioning, and restrooms.

Eligibility of Bidders: All bidders must have had at least five (5) years experience operating bus services similar to those in this agreement and maintain valid state and local licenses that are required by law for the execution of this contract, including certification for transporting students. Bidders must submit proof of licensing and certifications upon request by the College.

Inspection and Acceptance: All items provided under this RFP shall meet or exceed specifications and shall comply with all Federal and California state laws governing their production, handling, processing, and labeling. Items found to be defective or not in accordance with the RFP specifications, shall be https://government-project.s3.amazonaws.com/166516/eb070e62-4da8-4a57-bfa0-aca689cc54aa_Pre-Proposal_Meeting_Agenda.pdf https://mtsac-edu.zoom.us/j/81398753793?pwd=dZM05waVpCbqr5rBrcEGyYsaPktpYT.1 https://mtsac-edu.zoom.us/j/81398753793?pwd=dZM05waVpCbqr5rBrcEGyYsaPktpYT.1 https://mtsac-edu.zoom.us/j/81398753793?pwd=dZM05waVpCbqr5rBrcEGyYsaPktpYT.1 replaced by the bidder at no cost to the District. Failure to replace said items shall be considered sufficient cause for default action. Contractors awarded the contract shall provide evidence of DMV inspection reports and other such documents evidencing the safety and inspection records of its vehicles and drivers upon request by the College.

Period of Service: The contract shall be for a five (5) period starting 08/01/2025 and ending on

07/31/2030.

Pricing: Prices quoted must be firm prices for the period of 08/01/2025 through 07/31/2030.

Adjustment of Rates: Compensation for all services provided under the terms of this contract may be adjusted annually upon contract renewal and upon agreement by both parties. Price adjustments must be submitted in writing with sufficient justification/documentation not less than 60 days prior to effective date of renewal. This escalation figure is for factoring in any fuel cost increases or industry changes that may apply. Only one price increase will be allowed per Contract Year.

Bid Withdrawal: No bidder may withdraw their bid for a period of ninety (90) days after the date set for the opening thereof.

Errors or Omissions: It shall be the responsibility of the Bidder to acquaint themselves with the Contract

Documents before submitting their bid, and they assume full liability for any errors or omissions in their bid.

Conformity to Law: The successful bidder/s shall conform to all Federal and State laws, including all requirements of CAL/OSHA and the Federal Consumer Products Safety Act, and to all County and City

Ordinances and Regulations, covering equipment and/or service on this bid.

Insurance: The awarded contractor will supply the District with proof of insurance, including an

Endorsement listing Mt. San Antonio College as additional insured, for the bus company, which will be submitted to the District on an annual basis as specified in the attached sample contract.

Conformity to Law: The successful bidder/s shall conform to all Federal and State laws, including all requirements of CAL/OSHA and the Federal Consumer Products Safety Act, and to all County and City

Ordinances and Regulations, covering equipment and/or service on this bid.

Accident Reports: All reportable (as defined by law) accidents involving the Contractor's equipment or personnel while operating for the College shall be reported to the College. Accidents involving injuries to students or other persons shall be reported to the College immediately after the Contractor is notified of same. Accident reports may be delivered verbally; however, a written report which includes all pertinent information must be provided by Contractor as soon as reasonably possible after each occurrence, but in no event later than one (1) working day after the accident.

CHP Rating: The Contractor shall, prior to the start of each school year, furnish the College with the then current California Highway Patrol Motor Carrier Section rating and will further advise the College immediately of any change in rating which may occur during the school year.

Insertions into Agreement: Each and every provision of law and clause required by law to be inserted in this Agreement shall be deemed to be inserted herein and the Agreement shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted or is not correctly inserted, then upon application of either party, the Agreement shall forthwith be physically amended to make such insertion or correction.

2.2. Specifications

Bus Condition: The contractor will ensure that buses will be in good working condition prior to arrival for the purposes of transporting Mt.SAC Students, Faculty, and/or Staff.

Bus Equipment: At a minimum, all passenger buses (motor coaches) are to be equipped with air conditioned, reclining chairs, luggage compartments, radio dispatch equipment, a restroom, a public address system, and a video entertainment system capable of playing pre-recorded media, all in working order.

Two-Way Radios: The Contractor shall provide two-way radio equipment for each bus, and the

Contractor's dispatch office servicing the Agreement, including standby buses. The radios must be maintained in good working condition at all times during the term of the Agreement. Failure to maintain each radio or each bus in good working order at all times when such buses are being assigned to transport students shall be a material breach of the Contractor's obligations pursuant to this

Agreement.

Bus Sizes: At a minimum, the Contractor must be able to readily supply multiple 55-passenger and 47-passenger buses designed for adult riders.

Smaller Capacity Buses: Preference will be given to proposals that demonstrate availability of smaller-capacity buses or shuttles, priced at a reduced rate as compared to the 55 and 47 passenger buses. that may be more appropriate for specific trip needs.

Wheelchair Buses: Wheelchair buses must be certified by the California Highway Patrol and have a capacity of at least two (2) ambulatory passengers in addition to wheelchair passengers. Roofs must be hi-top or extended. Ramps must include a safety catch to prevent wheelchair roll-off when the lift is raised. Lifts must remain flat or tilt upward when the bus is on level ground; under no circumstances should the lift tilt downward when the bus is level. The lift must be operable by the driver from both inside and outside the bus, or while the driver is positioned on the lift.

Fleet Size: The minimum fleet size a bus Contractor shall have and maintain is twenty vehicles.

Driver Requirements: Drivers must hold a valid, appropriate Class of Driver’s License and possess relevant experience. They must demonstrate professionalism in both conduct and attire. When operating buses on behalf of the College, all drivers shall wear the uniform issued by the Contractor and display the Contractor-issued ID badge for clear and immediate identification.

Continuous Approval: All Contractor personnel assigned to perform under this contract shall be subject to continuous approval by the College.

Driver Meals and Admissions: The Contractor shall ensure that the driver is responsible for providing their own meals and covering any admission fees on all excursions.

Driver Lodging Expenses: The College will be responsible for driver’s lodging expenses. The District will not pay for any lodging incidentals such as movies, telephone calls, honor bar, laundry, etc.

Stay Policy: Unless arranged differently at the time of the trip request, the bus and driver must remain at the drop-off site for the duration of the event. They may not leave the site without notifying the designated trip liaison or head coach assigned by the College.

Second Driver: When a second bus driver is needed because the duration of the trip will exceed the maximum number of hours a single driver can legally drive in any given period, the contractor must make the arrangements for a replacement driver prior to the initial departure time. The District will not be responsible for logging driver’s hours and/or calling for a replacement

2.3. Trip Scheduling, Fees and Charges

Pricing: (See Pricing Proposal). Pricing will be evaluated using the Pricing Proposal portion of the RFP, and will include Minimum Rates, Hourly Rates over Minimum/Rates per Mile (whichever is greater) for each size bus available to the College. but at minimum your 47/48 and 55/56 size coach. Included in the

RFP is also a sample list of trips the Contractor is to asked to estimate at Contractor's current rates.

Trip Scheduling: All trips shall be scheduled through the College's Transportation Department. Upon receiving a trip request, the Contractor shall confirm with the Transportation Department—by e-mail to mharo8@mtsac.edu or phone at (909) 274-5531—as soon as possible and no later than one week prior to the week of the scheduled trip, unless the request is made with less than one week's notice, in which case confirmation must be provided as soon as possible.

Trip Changes:-If substantial changes arise during the trip—such as changes to the itinerary, destination, or return time—the driver or contractor must make every effort to contact the College’s Transportation liaison for prior approval before proceeding. If the Transportation liaison is unavailable, the designated head coach or trip liaison may authorize the change. In all cases, the contractor must notify the College’s

Transportation Office of any changes as soon as possible by calling (909) 274-5531.

Short-Notice Requests: Bus services are generally scheduled in advance; however, the College may occasionally request service with as little as one day's notice. If the Contractor is able to accommodate such requests, the pricing provided in the RFP response shall apply to these trips without modification.

Trip Cancellation by the College: The College will not incur charges for trip cancellations made at least

24 hours prior to the scheduled departure. Cancellations made less than 24 hours before departure will result in reimbursement to the Contractor for either the full estimated/confirmed cost of the trip or the contract daily rate per bus for a 24-hour period—whichever amount is less.

Unexpected Problems: The Contractor is responsible for notifying the District immediately if any issues arise prior to arrival at the pickup location. The Contractor must also provide alternate transportation if the originally confirmed vehicle becomes unavailable.

Contractor Trip Failures: In the event of a failure to appear for a confirmed trip—whether or not prior notice is given—the Contractor shall reimburse the College an amount equal to the applicable trip cancellation charge. The same reimbursement applies if tardiness results in the cancellation of the trip.

Any additional cost incurred by default of the Contractor's obligation to provide timely service for any confirmed trip may be collected by the College from the Contractor and/or the Surety on the

Performance Bond. The College also reserves the right to collect from the Contractor such other additional damages as may flow from the Contractor's failure or refusal to perform.

On-time Service: It is expected that Contractor provide bus service on an on-time basis. For purposes of evaluating the Contractor, a bus will be considered late when arriving at designated departure destinations fifteen (15) minutes or more after the scheduled time.

Trip Fees: Time and mileage charges shall commence at the time and place specified in the official request for such service, and shall end when all passengers have been returned to the starting point within the College. Each bus shall remain with the passengers unless arrangements have been made for a split drop-off and pick-up. Any exceptions must have the prior approval from the College

Transportation Department designee.

Overnight Trips: The College periodically requires buses for in-state and out-of-state overnight trips from one to several days in length. These will be quoted on an individual basis, as needed.

3. Evaluation Criteria

The District will select the best Consultant for this project based on the following:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience/Referrals

The College is requesting proposals from contractors with evidence of experience on three projects of similar scope within the last five years and feedback from Referrals associated with each project.

Points Based 15 (15% of Total)

2. Local Representation and Dispatch Office

The Contractor in its response to this RFP, shall indicate how they will serve the college through a local Bus Yard (Preference given to

Yards within 50 miles of College). The College is also asking the Contractor to provide hours their Dispatch Office is open to the College.

(Preference given to offices available 24 hours, seven days a week)

Points Based 10 (10% of Total)

3. Pricing

Comprehensive pricing covering the entire

Scope of Work for the Entire 5-Year period

Points Based 40 (40% of Total)

4. Safety

Proposals will be evaluated based on the vendor’s documented safety history over the past three years. Factors considered include accident frequency, severity, regulatory compliance history, and safety program practices.

Points Based 20 (20% of Total)

5. Proposal Quality of Narrative

Proposal demonstrates understanding of providing transportation services and client support for the safe and reliable operation of charter buses in accordance with this RFP and as defined in the Scope of Work, including an awareness of the challenges faced by the

College in overseeing dynamic and time-sensitive scheduling needs.

Points Based 15 (15% of Total)

4. Pricing Proposal

36 PASSENGER BUS

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Minimum Trip Cost 1 5hrs

2 Overtime Hr. Cost (Over 5 hours) 1 1hr

3 Rate Per Mile (Whichever is greater

Hourly vs Mileage to be used when calculating trip costs)

1 Mile

4 Long Distance Trips (Not To Exceed

1300 miles or 10 Hrs.) (After 1300 miles or 10 hours whichever is greater

Hourly vs Mileage to be used when calculating trip costs)

1 Trip

5 Transfer Trip (1-way local trip limited to LA, Riverside, and Orange Counties) 1 Trip

6 Estimated upcharge for Wheelchair

Accessible Bus of same size 1 %

TOTAL

47 PASSENGER BUS

Line Item Description Quantity Unit of

Measure Unit Cost Total

7 Minimum Trip Cost 1 5hrs

8 Overtime Hr. Cost (Over 5 hours) 1 1hr

9 Rate Per Mile (Whichever is greater

Hourly vs Mileage to be used when calculating trip costs)

1 Mile

10 Long Distance Trips (Not To Exceed

1300 miles or 10 Hrs.) (After 1300 miles or 10 hours whichever is greater

Hourly vs Mileage to be used when calculating trip costs)

1 Trip

11 Transfer Trip (1-way local trip limited to LA, Riverside, and Orange Counties) 1 Trip

12 Estimated upcharge for Wheelchair

Accessible Bus of same size

55 PASSENGER BUS

Measure Unit Cost Total

13 5-Hour Minimum Trip Cost 1 5hrs

14 Overtime Hr. Cost (Over 5 hours) 1 1hr

15 Rate Per Mile (Whichever is greater

Hourly vs Mileage to be used when calculating trip costs)

1 Mile

16 Long Distance Trips (Not To Exceed

1300 miles or 10 Hrs.) (After 1300 miles or 10 hours whichever is greater

Hourly vs Mileage to be used when calculating trip costs)

1 Trip

Measure Unit Cost Total

17 Transfer Trip (1-way local trip 2-hour max) 1 Trip

18 Estimated upcharge for Wheelchair

Accessible Bus of same size.

ADDITIONAL COSTS

Miscellaneous costs that apply regardless of Bus size.

Line Item Description Quantity Unit of

Measure Unit Cost Total

19 California Public Utilities Commission

(PUC) Tax 1 %

20 Fuel Surcharge 1 %

SAMPLE TRIPS ESTIMATE

Please provide CURRENT COST estimations for the following trips taken from actual past Mt. Sac trips.

Assume Mt San Antonio College is the starting point. Include all charges and taxes in your estimates.

Line Item Description Quantity Unit of

Measure Unit Cost Total

21 Trip-1 10/9/24, 1:00PM-11:00PM, UC

San Diego, 52 Total Riders, One 55

Passenger Bus

1 Trip

22 Trip-2 12/13/24 6:00AM thru

12/15/24 2:00AM, College of San

Mateo, 102 Total Riders, Two 55-

Passenger Buses

1 Trip

23 Trip-3 12/20/24, 2:30PM-9:30PM, Los

Angeles Harbor College, 23 Total

Riders, One 47 Passenger Bus

Measure Unit Cost Total

24 Trip-4 8/29/24 9:00AM thru 8/31/24

9:00PM, Merced College , 39 Total

Riders, One 47 Passenger Van-

Wheelchair accessible.

1 Trip

25 Trip-5 8/31/24 6:00AM-12:00PM, Carbon Canyon Regional Park, 32

Total Riders, One 36 Passenger Van

1 Trip

26 Trip-6 3/29/24 6:30AM thru 4/7/24

7:30PM, Sparks Nevada, 12 Total , 12

Riders, One 56 Passenger Van. Driver did not stay. Drop off and pick-up trip.

5. Submittal Requirements

5.1. Format for Submission

It is strongly recommended that the Consultant submit Proposals in the format identified in this section to allow the District to fully evaluate and compare the Proposals. All requirements and questions in the

RFP shall be addressed and all requested data shall be supplied.

Responses to the vendor questionnaire will be considered the vendor's proposal. The College will evaluate the responses to the vendor questionnaire. All responses should be submitted through the vendor questionnaire, in the format requested. Responses provided in an alternate format may not be reviewed. Please respond to the vendor questionnaire in the format requested, i.e,. long answer and short answer responses should contain a direct written response, and should not provide a link to a document. Providing a link to a document in lieu of entering the response directly in the space and format requested may result in the response not being reviewed.

The District reserves the right to request additional information, which, in the District's opinion, is necessary to assure that the Consultant's competence, number of qualified employees, business organization, and financial resources are adequate to perform according to contract. Failure to submit in the described formats and space limitations may, at the sole judgment of the District, result in a

Proposal being considered as non-responsive.

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Consultant's demonstrated capability to perform work of this type. Expensive bindings, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on completeness, approach to the work, and clarity of the Proposal.

Disqualification: Each Proposal must be complete. Incomplete statements will be considered non-responsive and grounds for disqualification. In addition, the Consultant may be automatically disqualified for any one of the following: falsification of information, lack of relevant experience, and/or lack of responsiveness.

5.2. Electronic Delivery of Proposal

To submit a proposal, the first step is to register on Mt. SAC's eProcurement Portal online

The Company is entirely responsible for the means of all proposal documents submitted electronically via the eProcurement Portal. The Proposal Package must be completed and submitted in sufficient time to avoid disqualification for lateness due to electronic difficulties.

5.3. Evaluation and Award of Contract

Best Value Procurement Selection Method

It is the District's intent to select a Consultant best evidencing demonstrated competence and professional qualification to perform the described services. The District reserves the right to reject any/all Proposals, select by Proposal review only, or interview as needed.

It is the District’s intention to have the responsive Proposals reviewed by a selection committee, whose intention is to short-list certain Consultants to make a brief presentation to and conduct an oral interview with the District’s Review Committee. The top finalists from this interview may be asked to make a brief presentation and conduct an oral interview. The Consultant will be selected based on information provided in the vendor's proposal, in-person presentations and interviews, and the results of the District's research and investigation. Upon selection of a Consultant, the District will endeavor to contract with the Consultant using the Agreement forms provided in this RFP. In the event that the

District is unable to reach agreement, the District will proceed, at its sole discretion, to negotiate with other Consultants selected by the District. The District reserves the right to contract for services in the manner that most benefits the District, including awarding more than one contract if desired.

5.4. Responsiveness to RFP

All Proposals shall be reviewed to verify that the Consultant has met the minimum requirements of the

RFP. Consultants are required to follow the proposal format requested in the RFP in order to facilitate

District review.

6. General Provisions

6.1. Additional Services

The District may elect, at any time, to amend any contract awarded hereunder to require the selected

Consultant to provide additional services. In this case, the selected Consultant and the District will agree mutually on the scope and fees associated with any additional services.

https://procurement.opengov.com/portal/mtsac

6.2. Addenda

The District may modify this RFP or any of its deadline dates set forth in the Introduction section of the

RFP prior to 2:00 pm on Monday, June 23, 2025 by issuance of an addendum to all Consultants following the Project via Mt. SAC's eProcurement Portal. All communications regarding this RFP, including RFI answers and Addendum’s will be sent via the eProcurement Portal to the contact email listed in the vendor profile for your company.

6.3. Alternative Proposals

Only one Proposal is to be submitted by each Consultant. Multiple Proposals will result in rejection of all

Proposals submitted by the Consultant.

6.4. Withdrawal of Proposals

Proposals may be withdrawn and resubmitted via Mt. SAC's eProcurement Portal if done so before 2:00 pm on Monday, June 23, 2025. Withdrawal or modification offered in any other manner will not be considered.

6.5. Reservations

The District reserves the right to revise the RFP. Revisions to the RFP shall be re-uploaded via Mt. SAC's eProcurement Portal. The District expressly reserves the right to extend the date by which Proposals are due.

The District reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for Proposal preparation, interview, fee negotiation, or other marketing costs associated with this RFP.

The District may reject any or all Proposals and may waive any immaterial deviation in a Proposal to be considered for further review, at the District’s sole discretion. The District's waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Consultant from compliance with the other provisions of this RFP.

6.6. Disposition of Proposals

Proposals are the property of the District, and returned only at the District's option and at the

Consultant's expense. Information, excluding Consultant's financial information, contained therein shall become public documents subject to the Public Records Act.

6.7. Non-Discrimination

The District does not discriminate based on race, color, national origin, ancestry, sex, age, religion, marital status, disability, or sexual orientation in any of its policies, procedures, or practices.

6.8. Prevailing Wages

Consultants are aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000 et seq. ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain "public work" and "maintenance" projects. The Consultant must agree to comply with and to require its sub-consultants to comply with such Prevailing Wage Laws to the extent applicable. All

Project cost estimates shall include such consideration.

6.9. Restrictions on Lobbying and Contacts

During the period beginning on the date of the issuance of this RFP and ending on the date of the award of the contract, no person (or entity) submitting a Proposal in response to this RFP, nor any officer, employee, representative, agent, or consultant representing such a person (or entity) shall contact through any means or engage in any discussion regarding this RFP, the evaluation or selection process, or the award of the contract with any member of the District, Board of Trustees, member of the

District’s Campus Master Plan Coordinating Team (CMPCT), the District’s Construction Management

Contractor, Tilden Coil Constructors, Inc., or any member of the Citizens’ Oversight Committee. Any such contact shall be grounds for the disqualification of the Consultant.

6.10. Debriefing

Following the award/execution of a contract and approval from the Board of Trustees, Mt. San Antonio

College will provide debriefing opportunities to any unsuccessful proposer or bidder upon written request. The purpose of the debriefing is to promote transparency, improve future proposals, and provide insight into the evaluation process. To request a debriefing, please contact purchasing@mtsac.edu with this solicitation on the subject line. Debriefings are limited to 30 minutes.

6.11. Sole Point of Contact

All questions should be submitted via Mt. SAC's eProcurement Portal Q&A feature. Vendors should not reach out to any Mt. SAC employee to request information or answer questions during the RFP process via alternate contact methods. Doing so may be grounds for disqualification.

6.12. Term

The contract term is estimated to be five (5) years from start to finish beginning 08/01/2025.

6.13. Changes to Pricing

Prices submitted must be firm for the first year of the contract. Contractor may adjust the proposal rates on an annual basis for the following renewal term to reflect any increase in such costs with acceptable proof of escalated costs. The Pricing Proposal may be adjusted to reflect increases in the LA/Riverside

Consumer Price Index or reasonably quantified increases as determined by Mt. SAC. Increases shall not be allowed more than once per year. College must be notified of any rate changes at least 60 days prior to the new renewal term, and will review and make final decision regarding the approval of requested increase.

7. Vendor Questionnaire

7.1. Company Profile

Please tell us briefly about your company including:

mailto:purchasing@mtsac.edu

• Company background and years in operation

• Description of services and vehicle fleet including bus sizes and quantity of each bus size.

• Relevant experience with educational institutions

• Dispatch and operational procedures

• What distinguishes your company from competitors in the charter transportation industry

Maximum response length: 2250 characters

7.2. Experience/Referrals*

Please provide evidence of experience on at least three projects of similar scope within the last five years and at lease one referral for each project listed. Preference will be given for experience in

Community Colleges, Universities, and K-12 Schools.

*Response required

7.3. Local Representation*

Please indicate how you will serve the College through a local Bus Yard and describe your Dispatch

Office hours of operation.

*Response required

7.4. Safety Record*

Please provide a summary of your company's safety record to demonstrate a commitment to safe work practices and compliance with applicable safety regulations. The information provided must not include any personally identifiable employee information and must be limited to the company-level data outlined below:

A. OSHA 300A Summary Logs

Provide OSHA 300A Summary Logs for the three (3) most recent calendar years. Do not submit the full OSHA 300 Log.

B. Experience Modification Rate (EMR)

Submit your current EMR along with an official verification letter from your workers’ compensation insurance provider.

C. Recordable Incident Rate

Include your company’s Total Recordable Incident Rate (TRIR) for the past three (3) years, and note how it compares to the national average for your industry (NAICS code).

D. Regulatory Citations

Disclose any serious citations received from OSHA, Cal/OSHA, or any other applicable regulatory agencies within the past five (5) years. Include the citation date, nature of the violation, and resolution status.

E. Health and Safety Program Overview

Provide a brief description or table of contents of your company’s Health and Safety Program, outlining key safety policies, training practices, and compliance procedures.

F. Safety Training Summary

Submit a general description of the types of safety training provided to employees and the frequency of such training (e.g., fall protection, hazard communication, lockout/tagout, PPE).

G. Jobsite Safety Audits or Inspections

Include a summary or sample (redacted) of jobsite safety audits, inspection procedures, or internal safety reviews conducted within the last three (3) years.

H. Safety Awards or Recognition (Optional)

You may include copies or descriptions of any industry safety awards, recognitions, or safety certifications received.

*Response required

7.5. Licensing and Compliance*

Please submit proof of the following current licenses and documentation in order to be considered responsive:

• Valid Motor Carrier Permit (MCP) issued by the California Department of Motor Vehicles (DMV)

• Charter-Party Carrier Operating Authority (TCP License) issued by the California Public Utilities

Commission (CPUC)

• U.S. DOT Number and FMCSA Operating Authority (MC Number), as applicable

• Most recent CHP Terminal Inspection (BIT) report or rating letter showing satisfactory status

*Response required

7.6. Worker's Compensation Insurance*

Please confirm compliance with California Labor Code Section 3700 by securing and maintaining valid workers' compensation insurance for all personnel engaged in the performance of this contract. Proof of coverage shall be provided upon request.

☐ Please confirm

*Response required

7.7. Class B Commercial Driver's License*

Please confirm that all drivers assigned to any Mt. SAC requests hold a valid Class B Commercial Driver's

License (CDL) with Passenger Endorsement. (Please do not disclose any Driver's names or personal information)

☐ Please confirm

7.8. Medical Examiner's Certification*

Please confirm that all drivers assigned to any Mt. SAC requests have a valid Medical Examiner's

Certificate. (Please do not disclose any Driver's names or personal information)

☐ Please confirm

*Response required

7.9. Drug & Alcohol Testing*

Please confirm that that all drivers assigned to any Mt. SAC requests are enrolled in a DOT-compliant

Drug & Alcohol Testing Program. (Please do not disclose any Driver's names or personal information)

☐ Please confirm

*Response required

7.10. Other additional costs not listed in Pricing Proposal*

Please list out any other costs that will be included with the pricing that's not listed in the Pricing

Proposal

*Response required

7.11. Non-Collusion Declaration*

The undersigned declares, states and certifies that:

A. The Bid Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation.

B. The Bid Proposal is genuine and not collusive or sham.

C. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any other bidder or anyone else to put in sham bid, or to refrain from bidding.

D. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price, or that of any other bidder, or to fix any overhead, profit or cost element of the bid price or that of any other bidder, or to secure any advantage against the public body awarding the contract or of anyone interested in the proposed contract.

E. All statements contained in the Bid Proposal and related documents are true.

F. The bidder has not, directly or indirectly, submitted the bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any person, corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

☐ Please confirm

*Response required

7.12. Drug Free Certificate *

I am aware of the provisions and requirements of California Government Code §§8350 et seq., the Drug

Free Workplace Act of 1990.

I am authorized to certify, and do certify, on behalf of Contractor that a drug free workplace will be provided by Contractor by doing all of the following:

A. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in Contractor's workplace and specifying actions which will be taken against employees for violation of the prohibition;

B. Establishing a drug-free awareness program to inform employees about all of the following:

A. The dangers of drug abuse in the workplace;

B. Contractor's policy of maintaining a drug-free workplace;

C. The availability of drug counseling, rehabilitation and employee-assistance programs; and

D. The penalties that may be imposed upon employees for drug abuse violations;

C. Requiring that each employee engaged in the performance of the Contract be given a copy of the statement required by subdivision (A), above, and that as a condition of employment by

Contractor in connection with the Work of the Contract, the employee agrees to abide by the terms of the statement.

D. Contractor agrees to fulfill and discharge all of Contractor's obligations under the terms and requirements of California Government Code §8355 by, inter alia, publishing a statement notifying employees concerning: (a) the prohibition of any controlled substance in the workplace, (b) establishing a drug-free awareness program, and (c) requiring that each employee engaged in the performance of the Work of the Contract be given a copy of the statement required by California

Government Code §8355(a) and requiring that the employee agree to abide by the terms of that statement.

Contractor and I understand that if the District determines that Contractor has either: (a) made a false certification herein, or (b) violated this certification by failing to carry out and to implement the requirements of California Government Code §§8355, the Contract awarded herein is subject to termination, suspension of payments, or both. Contractor and I further understand that, should

Contractor violate the terms of the Drug-Free Workplace Act of 1990, Contractor may be subject to debarment in accordance with the provisions of California Government Code §§8350, et seq.

Contractor and I are aware of the provisions of California Government Code §§8350, et seq. and hereby certify that Contractor and I will adhere to, fulfill, satisfy and discharge all provisions of and obligations under the Drug-Free Workplace Act of 1990.

I declare under penalty of perjury under the laws of the State of California that all of the foregoing is true and correct.

☐ Please confirm

*Response required

7.13. IRAN CONTRACTING ACT CERTIFICATION (Public Contract Code § 2204)* Pursuant to Public Contract Code (PCC) section 2204, an Iran Contracting Act certification is required for solicitations of goods or services of one million dollars ($1,000,000) or more.

I certify that I am duly authorized to legally bind the Vendor/Contractor to this certification, that the contents of this certification are true, and that this certification is made under the laws of the State of

California.

Vendor/Contractor shall check ONLY ONE of the following choices below:

☐ Bidder’s Proposal is less than one million dollars ($1,000,000)

☐ Bidder’s Proposal is one million dollars ($1,000,000) or more, but Bidder is not on the current list of persons engaged in investment activities in Iran created by the California Department of General

Services (“DGS”) pursuant to Public Contract Code § 2203(b), and Bidder is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

☐ Bidder’s Proposal is one million dollars ($1,000,000) or more, but the District has given prior written permission to Bidder to submit a proposal pursuant to PCC 2203(c) or (d). A copy of the written permission from the District is included with this Contract.

*Response required

7.14. Vendor Packet*

Please download the below documents, complete, and upload. Only fill out pages 1-2 if you are in the state of California.

• MT_SAC_VENDOR_PACKET_(5).pdf https://government-project.s3.us-west-2.amazonaws.com/39008/12e00b5e-f32a-4cdc-baa3-e7c046d98a52_MT_SAC_VENDOR_PACKET_%285%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GY5V7W32%2F20250529%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250529T184121Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDq5ZsiMeg1TKHPK1eEl1gdJd5n7Y9HXywEcFEJkwJWQwIhAKkKhjUdZFv7XLcPi5sA7tyjlEx0%2BW%2FI0bFqi7XuBSraKowFCJP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgxUhH%2Buj%2FtKSoY8sIIq4AT6USBqd%2BTlP6JPhCvD7d%2BKcfDnMZgWVn6epm8gm9fH%2FWFBXdmnpmOWd6cJzETiv6sMQm2ArLfPno1M%2FSo%2BtNu1quhdyPCTauVDQTrbtGzq1HzQzAF3d3sJFuzhjeIbn1lVTx2ZlbB3s%2FVVudSe%2BPQqGikvtZJhVeHlC1hANTn%2BKjODWxRTNUl%2BTD20gopz7nKmkT9Sn1THpM5h0knpoQ0Zs7gynmFEbIw9X3Fqb9gnuBYRmhmqYf4weJcK%2FEqMLcBQnqRK7eDaOIj63OPlbe4SYBabmFSFa4CS%2F9OXKYyXPj%2FXcdGklCVJZybxeRZXxTAh8MtQMsGplDb8%2FVB8JrGvCb8Lwfic687a2euL8zLoNXOTZvx73wpzvWRT5c02U%2FcjAP1c8%2FNJsePJkvXzR9omHo3AlI%2FK271xvT695nE6tGyKYZaxFsB5dsWmYGpGfIwRnpGd82FEN9z9BdAgrq9QzKyoUqYKQuEqnWw0awXcTSMaphUPE0a2wro6N4intyW6r2N8cqSpZKbbxTtBgb%2Bt2icD2HXy2ddwukAvyg4wg64H%2Ff1CPBy8hZT15PX%2FcgmDFdGTXL4220YP0GVL4lFZgygkYU7OpKvp0Wfd70OFEddcDG92diq%2BdcSG505LTLg3Nh3DPr5FRFBLvR1rzwPTA6lmkeWhxp2DaecMKMDyd53szSt7%2BbpY4s7lirIrXSLTU0wirFNgpXTetLegWb2B57mPAOfMOe%2BIZxgzCGohM2RN6ryUj%2BRrpIXxhOCyYbMFenhfkrpdcBiGefG9bcXSvJCRRtpqMwmTX%2Foa3iJgizC3teLBBjqaASYLJrB3A8UagkvBjd6IsIats%2FUW%2Bfa3etjNho1eHS7fO%2Ftw4W%2FE%2BXGcoGy3xbwdRwQRz7uaInFg7lTU6BOKMsqzHKdWSlmlyyJaVfYov3rum95kTJ1AjVKaZQCn0ttOwMxCN6d3LBoOhi1Qa5DnMx41q6UGNOeEwhiEKA7m3B76nZxeRJgqRN8xAzl5aKm8ei4lBNT8yvRgrfA%3D&X-Amz-Signature=78aa999829bf0d5e52e1e4f6867e1fc8d33d9505426c09460191884d08500df0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22MT_SAC_VENDOR_PACKET_%285%29.pdf%22&x-id=GetObject

7.15. Unavailability of Confirmed Buses*

If, after confirming with the College the availability of bus of a particular size and type is deemed no longer available for the College's use, it is the Contractor's responsibility to arrange for a bus of the type and size requested and confirmed, from another bus company. The Contractor shall invoice the College for buses provided by other companies at the rates specified herein. Frequent use of subcontracted buses shall be grounds for termination of this contract.

☐ Please confirm

*Response required

7.16. Acknowledgement*

I certify that I have downloaded, read, understood and agreed to all of the solicitation and contract documents herein

☐ Please confirm project-field-criterion_id.3851857