Commercial_Carrier_Services.pdf

REQUEST FOR PROPOSALS

#26-TM-034

FOR

COMMERCIAL CARRIER SERVICES

RFP 26-TM-034 Posted

Friday, October 30, 2026

Proposals Due

Before 4:00 pm on November 30, 2026

All submittals are due electronically through the District’s OpenGov Procurement portal:

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

TABLE OF CONTENTS

SECTION 1. SCOPE OF WORK

SECTION 2. SPECIAL CONDITIONS

SECTION 3. EVALUATION OF PROPOSALS

SECTION 4. COST PROPOSAL

SECTION 5. PROPOSAL

Attachments:

A - Protest Procedures

B - Insurance Specifications for Contractors

C - Samples Label

D - Commercial_Carrier_Request_for_Quote_form_2026 (1)

The School Board Of Pinellas County Prohibits Discrimination In All Purchasing And Contracting

RFP# 26-TM-034

SCOPE OF WORK

STATEMENT OF WORK

The Pinellas County School Board (the District) requests proposals to establish a list of qualified and experienced vendor(s) to provide Commercial Carrier Service for in county and out of county travel for students, staff and chaperones for extracurricular activities, on an as needed basis. Awarded vendor(s) must be able to service all school sites within Pinellas County. A complete list of schools can be found on our website: https://www.pcsb.org/domain/1689

It is the desire of the Districts’ Risk Management & Insurance Department to establish a pre-qualified list of vendors to provide charter bus service in and out of Pinellas County for field trips, athletic activities and extracurricular activities. Awarded vendor(s) will be included on a list of approved providers posted on the District’s Website. As per School Board Policy 2340 Field Trips and Other Sponsored Trips, Schools and Departments will be directed to utilize only vendors who have been approved through this

Request for Proposals.

GENERAL REQUIREMENTS

1.0 The District reserves the right to inspect drivers, buses, licenses, and vehicle maintenance reports at any time during the contract period.

2.0 Bookings: Trips will be booked as soon as possible prior to scheduled departure. A District Purchase order is required to Book a Trip. There may be instances where the district will require a Twenty-Four hour booking request, therefore unable to confirm the booking with a Purchase order. Vendor must confirm all arrangements with requesting school or department in the form of a written quote.

3.0 Quoting: The quote shall be detailed per Scheduling requirements

4.0 Cancellations: School cancellations made less than 72 hours before may be subject to a flat cancellation charge. The vendor is not authorized to cancel a scheduled trip once confirmation is forwarded to the requesting department/school. Cancellations due to acts of God or circumstances that are beyond the reasonable control of either party are exempt from the above damages (mechanical breakdowns or poor scheduling are not “reasonable” exemptions).

5.0 Drivers must be available via cell phone at all times. All charters will be contracted for a minimum of four hours; vehicles assigned to these minimum hour trips (four to eight hours) must remain available at all times for passengers unless there is a need for fuel or sanitation disposal.

6.0 Vehicles must remain with the passengers on extended trips of ten (10) or more hours or on trips beyond a 150 mile radius of the vendor’s nearest station.

7.0 On all extended/overnight trips, the vendor must plot the trip from the school to the destination point(s). Clear directions and route itineraries for each driver will be developed by the vendor and one copy must be provided to the school.

8.0 Food and drink shall be allowed on bus.

https://www.pcsb.org/domain/1689

RFP# 26-TM-034

9.0 Vehicles must be clearly identified with the owner’s name, company name, and vehicle number; they must be clean, inside and outside, and have a full tank of fuel upon arrival at the school site. All vehicles must be equipped with a cell phone and be handicapped accessible. If the furnished vehicles have a restroom(s), they must be clean, sanitized and stocked with sufficient supplies prior to each pick-up.

Under no circumstances may the driver restrict the use of the restrooms by passengers.

VEHICLE REQUIREMENTS

1.0 All buses, regardless of passenger capability, must be 2003 models or newer and air-conditioned.

Older models are not acceptable. Buses must be capable of carrying 20 passengers or more.

2.0 Prohibited vehicles include mini vans and passenger vans capable of seating more than nine passengers, and sport utility vehicles (SUV’s) with a wheelbase of 110 inches or less.

3.0 Vehicles should arrive at least 30 minutes prior to scheduled departure from the school location.

Should a trip be late due to the fault of the vendor and cause 25% or more of the scheduled activity to be missed, the vendor will not charge the school or department for the chartered fee.

4.0 An adequate number of spare vehicles must be maintained to ensure continuity of service in the event of a breakdown, mechanical failure, or emergency. In the event of any incident or delay, the driver(s) are to immediately contact the site administrator or designee.

5.0 Subletting of charter buses will not be allowed unless approved on the District’s Authorized

Commercial Carrier’s List prior to the trip.

6.0 For an overnight trip, in the event that extra food or lodging becomes necessary due to vendor failure, the vendor will be liable for any and all costs and security associated with these extra accommodations for students, staff and chaperones.

7.0 In addition to providing proof of completion of annual DOT vehicle inspections, District commercial carriers are required to provide proof of completion of District commercial carrier inspection form on an annual basis and as requested. District commercial carrier inspection items are as follows, but not limited to:

7.1 Emergency equipment: Fire Extinguisher (press, tag, mount), First Aid Kit, Body Fluid Cleanup Kit and Reflectors.

7.2 Registration and Insurance Card.

7.3 Service Door- Operation, control and overhead pad.

7.4 Passenger Seats – Frames, mounting, pads, cuts, bottoms, modesty panels, stanchions, passenger secured devices, and webbing cutter.

7.5 Emergency Door(s)/Windows/Hatch(es) – Operation, buzzers, labeling, overhead pad(s) and passenger check system.

7.6 Windshield, Side and Rear Windows – Cracks, fogging, latches, and visor.

7.7 Interior Wiring, Cab hoses, and Fire Wall Seals.

7.8 General Condition, Bus Interior – Floor, step well, Grab Rail(s), paneling, broom mounting, loose objects secured, and engine cover.

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7.9 Wheelchair Lift, Door and Securement System – (if equipped).

DELIVERABLES

To facilitate analysis of the RFP package, the vendor shall prepare its package in accordance with the instructions outlined in this section. If the vendors’ package deviates from these instructions, such package may, in the District’s sole discretion, be rejected.

MINIMUM REQUIREMENTS

The following MUST be present in order for your proposal to be considered.

Certificate of Liability Insurance (COI) for General and Auto Liability coverage including:

1.1 Listing Pinellas County Schools as ADDITIONAL INSURED AND CERTIFICATE HOLDER. The certificate holder must be addressed to Pinellas County Schools, c/o Risk Management & Insurance

Department, P.O. Box 2942, Largo, FL 33779.

1.2 Minimum General Liability limits of $1,000,000 per occurrence, $2,000,000 general aggregate.

1.3 Minimum Automobile Liability combined single limit $1,000,000 in-state or $5,000,000 inter-state.

Certificate of Insurance verifying Workers’ Compensation coverage as required by FL statute. (4 or more employees).

Tab I Letter of Interest /Vendor Contact Information (non-scored) Provide a brief, formal letter of interest to include company information, name, address, phone and email address for the owner, name, address, phone and email address for the contact person (authorized to commit the firm to perform the services included in the proposal) and emergency contacts to include a contact phone number that would be answered at all hours. Also include the office address from which this contract would be administered if different than the owners’ address.

Tab II Required Regulatory and Company Documentation (10 points)

1.0 Evidence of your assigned USDOT identification number (An official letter from the DOT with your number, MCS-150, FMSCA letter, etc.).

2.0 Evidence that all of your drivers are Level 2 screened and have a current Florida Public Schools

Contractor Badge (this requirement must be met prior to award of the contract).

3.0 A copy of your company’s policy statement on overbooking and subcontracting, including a list of companies that are used as subcontractors. (NOTE: any company used as a subcontractor MUST also be an awarded vendor on this contract).

4.0 A dated copy of your last USDOT FMCSR compliance review, if your company has had any.

5.0 A dated copy of your company’s Accident Register for the past three years, if maintained.

6.0 A current loss run history for the past three policy years (from your insurance agent). This run must be within the last 30 days.

7.0 If you are registered with the Federal Motor Carrier Safety Administration, a copy of Form MCS-90B, “Endorsements for Motor Carrier of Passengers policies of insurance for public liability under Sections 18 of the Bus Regulatory Reform Act of 1982” (from your insurance agent).

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Tab III Vehicles, Policies, Procedures and Programs (25 points)

1.0 List the total number of vehicles registered in the State of Florida.

2.0 Describe your company’s vehicle maintenance and inspection program. Summarize the program, and provide maintenance personnel qualification requirements, your vehicle inspection program, including the frequency of complete and documented safety inspections. If your company does not perform its’ own vehicle maintenance and inspections, then provide the name, address, phone number and contact name of the company that does this program for your company.

3.0 List any state, national professional, civic or business associations or trade industry groups in which your company maintains membership.

4.0 Summarize your company’s policy on emergencies and maintenance breakdowns. Attach a copy of the actual policy statement. Describe in summary any recent breakdowns on trips and corrective action taken.

5.0 Explain your company’s policy on drivers’ hours of service and how you handle situations where drive time exceeds the permitted number of service hours in a single day.

6.0 It is the policy of the District to include handicapped students in all programs. Vehicles must therefore be handicapped accessible. Describe vehicle lifts or other equipment and special accommodations your company can make which will provide this accessibility.

7.0 Confirm that in the event a subcontractor is needed to fulfill a charter under this contract, you will only use a commercial carrier currently listed on the District’s Authorized Commercial Carrier List.

8.0 Provide a list of all Public School Districts in Florida and out of state that your firm currently has a contract with.

TAB IV Safety Program Information (25 points)

1.0 Describe the safety program(s) available to your employees. Provide brochures or examples of training manuals that would indicate the type of program(s).

2.0 Describe your company’s requirement on any of the following of your employees

2.1 Criminal Background checks

2.2 Driver drug testing

2.3 Driver road testing

2.4 Driver Physicals

2.5 Driver classroom training

2.6 Drug testing for all employees

3.0 How many years and what type of experience are drivers required to have before they are eligible for hire?

4.0 Provide the number of full time and part time drivers.

5.0 Provide the number of drivers with a CDL license.

6.0 Provide the number of drivers without a CDL license.

7.0 Provide the number of full/part time mechanics and of those, how many hold a Medium-Heavy Truck, School Bus or Transit Bus ASE certification?

8.0 Supply copies of all additional relevant certifications held by your mechanics.

9.0 Please list any other safety considerations your company practices.

10.0 Federal Motor Carrier Safety Regulations: Your company MUST meet all safety requirements of the Federal Motor Safety Carrier Administration:

10.1 Part 382, Controlled Substances and Alcohol Use Training.

10.2 Part 383, Commercial Driver’s License Standards; Requirements and Penalties

10.3 Part 387, Minimum Levels of Financial Responsibility for Motor Carriers.

10.4 Part 390, Federal Motor Carriers Safety Regulations; General.

10.5 Part 391, Qualifications for Drivers

10.6 Part 392, Driving of Commercial Motor Vehicles

10.7 Part 393, Parts and accessories necessary for Safe Operation.

10.8 Part 395, Hours of Service of Drivers.

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10.9 Part 396, Inspection, Repair and Maintenance

10.10 Part 397, Transportation of Hazardous Materials; Driving and Parking Rules

11.0 Drug and Alcohol Policy in Compliance with Part 382:

11.1 How many drug tests did your company administer during the 2012 calendar year?

11.2 How many alcohol tests did your company administer during the 2012 calendar year?

11.3 Is your company a member of a motor coach transport drug testing consortium? If so, please list all consortium company(ies).

Tab V Customer References (15 points)

1.0 Provide three (3) customer references, one (1) preferably one of a Public School District. Please utilize the Customer Reference Forms. Please fill out your company name (bidder) at the top and the

Reference Contact Information. The remaining sections are to be filled out by your reference and returned to you to include in your response.

Tab VI Cost Proposal (25 points)

1.0 Utilize the cost proposal form.

PURCHASING CONTACT

Any questions regarding the bid should be posted in the Questions & Answers section in OpenGov.

The procurement contact for this bid is Tyler Marcum and can be reached at marcumt@pcsb.org, RFP# 26-TM-034

SPECIAL CONDITIONS

GENERAL TERMS AND CONDITIONS

The Pinellas County School District (District) “General Terms and Conditions” School Board Adopted

12/08/09 Revised 12/02/2025 can be found at the following link:

https://resources.finalsite.net/images/v1767644581/pcsborg/pty67uqfdi5g2pkphbrc/GeneralTermsandCon ditionsFINAL1222025.pdf

By submitting a proposal, Proposer agrees to abide by all District Terms and Conditions.

AWARD

This contract will be awarded to the responsive and responsible receiving the highest score after all proposals are evaluated.

CONTRACT PERIOD

The Contract Period shall commence on 01/27/27, and end on 01/26/28.

RENEWAL OPTION

By mutual consent of the School Board of Pinellas County, Florida, and the successful Proposer(s), this contract may be renewed for three (1) year renewals.

SUPPLEMENTAL UNILATERAL RENEWAL PERIODS

The District, through its Director of Purchasing, has the option and reserves the right to unilaterally extend the original contract term or any renewal term for up to three (3) additional thirty (30) day periods, at the same terms and conditions. Notice of the District’s intent to renew shall be provided by the District in writing to the Contractor Supplier prior to the expiration of the contract, or the renewal period if the contract has been previously renewed.

PRICE ESCALATION/DE-ESCALATION

The District will allow a price escalation/de-escalation provision within this award. The original proposal prices shall remain firm for the first term of the agreement. A price escalation/de-escalation will be allowed at each renewal period, provided the Awardee notifies the District, in writing, of the pending price escalation/de-escalation a minimum of 60 days prior to the final day of the current term. The price escalation percentage change shall not exceed the previous 1-year’s percentage change of the Consumer

Price Index for All Urban Consumers (CPI-U) published by the U.S. Department of Labor’s Bureau of

Labor Statistics. If proposing discounts from list price, discounts offered may not change. Failure to comply with these instructions shall be grounds for disallowance of a price escalation as allowed herein.

If, at the point of exercising the price escalation provision, market media indicators show that the

Consumer Price Index for All Urban Consumers (CPI-U) has decreased, and that the Awardee has not passed the decrease on to the District, the District reserves the right to place the Awardee in default, cancel the award, and remove the Awardee from the District’s Vendor List for a period of time deemed suitable by the District. In the event of this occurrence, the District further reserves the right to utilize any and/or all options as stated herein.

https://resources.finalsite.net/images/v1767644581/pcsborg/pty67uqfdi5g2pkphbrc/GeneralTermsandConditionsFINAL1222025.pdf https://resources.finalsite.net/images/v1767644581/pcsborg/pty67uqfdi5g2pkphbrc/GeneralTermsandConditionsFINAL1222025.pdf

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ADJUSTMENTS TO CONTRACT TERMS & CONDITIONS NECESSITATED BY

VOLATILITY OF THE MARKETPLACE

The District may, in its sole discretion, make an equitable adjustment in the contract terms and/or pricing if pricing or availability of supply are affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all of the following criteria:

1. The volatility is due to causes wholly beyond the Supplier’s control

2. The volatility affects the marketplace or industry, not just the particular Supplier’s source of supply

3. The effect on pricing or availability of supply is substantial

4. The volatility so affects the Supplier that continued performance of the contract would result in substantial loss or financial hardship

The determination as to whether a situation represents “extreme” volatility of the marketplace and/or whether the effect on pricing or availability is “substantial” shall be solely at the discretion of the District.

Requests for adjustments will not be considered more than once in a one-year period. Adjustments and renewal escalation may not be exercised in the same term.

CONTRACT VALUE

For the purposes of calculating the amount of a protest bond, this contract is valued at approximately

2,000,000.00.

PROPOSAL CONTENT & SUBMITTAL

Each proposal shall include all information and submittals required or requested in this Request for

Proposals.

Incomplete proposals may be declared non-responsive.

ACCEPTANCE OF VENDOR RESPONSES

The purchasing department reserves the right to accept proposals from multiple vendors, and to accept or reject portions of a proposal based upon the information requested. Suppliers may be excluded from further consideration for failure to fully comply with the requirements of this RFP solely at the purchasing department’s discretion.

PROHIBITION AGAINST COERCION FOR LABOR AND SERVICES AFFIDAVIT

Section 787.06(13), Florida Statutes requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services as defined in that statute. The Pinellas County School Board is a governmental entity for purposes of this statute. An affidavit is attached hereto. The affidavit shall be filled out, fully executed and returned as part of your bid/proposal response or the response shall be deemed non-responsive.

BACKGROUND SCREENING

As required by The Jessica Lunsford Act [s.21 of Ch.2005-28, L.O.F.], if anyone representing a vendor under contract with the school district will have access to school grounds when students are present, have direct contact with students or have access to or control of school funds, such personnel are required to be screened at Level 2, to include fingerprinting, statewide criminal and juvenile justice

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records checks through the Florida Department of Law Enforcement and federal criminal records checks through the Federal Bureau of Investigation. [s. 1012.465, Florida Statutes]

The requirements of this law must be met in order for the School Board to contract with your company.

To make an appointment to be screened by Pinellas County Schools, go to: http://fieldprintflorida.com

For a full submission (fingerprinting and a badge) use the code FPPCSNETVendorsJLA. For a badge only (FSSR requests, lost or broken badges) use the code FPPCSBadge.

If Contractor/Vendor is awarded all or a portion of this bid, Contractor/Vendor hereby acknowledges and agrees to abide by the Florida Jessica Lunsford Act (1012.465, F.S.) and obtain, at its own cost, Level 2 clearance of all employees, agents, and subcontractors who (1) have access to school grounds when students are present, (2) have direct contact with students, on or off school grounds, or (3) have access to or control of school funds.

SECURITY ACCESS REQUIREMENTS

Contractors will adhere to the rights of access Pinellas County School’s (PCS) property, including any defined Easement area, and to all State of Florida statutes and Florida State Board of Education rules regarding school safety and security.

Specifically, a vendor shall not:

A. enter a occupied facility or PCS property at any time without first contacting the PCS representative or school principal;

B. at any time, leave a locked portion of the occupied facility or PCS property unlocked for any period of time, or;

C. allow employees without Level 2 clearance (Jessica Lunsford Act) onto the PCS area or property while school is in session.

Contractor further understands the limitations identified in (i)-(iii) above are non-exclusive and contractor obligations may change as state statute and Florida State Board of Education rules evolve. The phrase

“locked portion of the Easement area or PCS property” is defined as any locked vehicle, pedestrian gate, or door on any PCS property.

EVALUATION PROCESS

All proposals will be evaluated using a weighted point system applied to a list of both objective and subjective criteria. The criteria and their associated point value are listed below. The maximum score a proposal may receive is 100 points.

METHOD OF EVALUATION

Pinellas County Schools (District) staff, considered subject matter experts, will comprise the District

Evaluation Committee (Committee) and will independently review submitted Proposals. In all cases, the

Committee will be the sole judge as to whether a Proposer’s Proposal has or has not satisfactorily met the requirements of this RFP.

The Committee will consider how well each Proposer has responded to the RFP requirements and how well the Proposals meet the needs of the District. It is important that Proposals are clear and complete so that the Committee can adequately understand all aspects of the Proposal. Proposers must follow all response instructions carefully, including the required proposal format described herein. The Proposals should be submitted according to the specified Proposal outline.

http://fieldprintflorida.com/

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Evaluation/Selection Process: The evaluation process is designed to award Contract(s) to the Proposer with the best combination of attributes as demonstrated in the evaluation scores. The evaluation process and criteria are described in greater detail below.

SHORTLISTING

The Evaluation Committee at its sole discretion may create a short-list of the highest scored proposals based on the preliminary evaluation against the evaluation criteria. Only those shortlisted Proposers would be invited to participate in interviews and/or presentations, demonstrations or product testing.

Upon conclusion of any interviews and/or presentations, demonstrations or product testing, the

Evaluation Committee will finalize the scoring against the evaluation criteria established by the

Committee and included in shortlist invitations.

INTERVIEWS/DEMONSTRATIONS

If requested, Proposers may be required to participate in on-site interviews and conduct demonstrations to the District’s Evaluation Committee, to clarify the proposal submitted and present the Proposer’s proposed solution. Additionally, the Proposer’s key personnel may be required to be in attendance during this process.

Proposers should be prepared to discuss and substantiate any of the areas of the proposal submitted, as well as its qualifications to furnish the specified products and services. The interviews and demonstrations will be scored by the Evaluation Committee.

Notwithstanding the possibility of a request for an on-site interview and demonstrations, Proposers shall not rely on the possibility of such a request and shall submit a complete and comprehensive written response to this solicitation. Any costs incurred for the interviews and the oral demonstrations are the responsibility of the Proposer.

The District reserves the following rights to:

• Conduct pre-award discussion and/or pre-award/contract negotiations with any or all responsive and responsible Proposers who submit proposals determined to be reasonably acceptable of being selected for award; conduct personal interviews or require presentations of any or all Proposers prior to selection; and make investigations of the qualifications of Proposers as it deems appropriate, including, but not limited to, a background investigation conducted by the appropriate law enforcement agency.

• Request that Proposer(s) modify its proposal to more fully meet the needs of the District or to furnish additional information as the District may reasonably require.

• Accord fair and equal treatment with respect to any opportunity for discussions and revisions of proposals. Such revisions may be permitted after submission of proposals and prior to award.

• Negotiate any modifications to a proposal that it deems acceptable, waive minor irregularities in the procedures, and reject any and all proposals.

• Process the selection of the successful Proposer without further discussion.

• Waive any irregularity in any proposal, or reject any and all proposals, should it be deemed in its best interest to do so. The District shall be the sole judge of Proposers’ qualifications and reserves the right to verify all information submitted by the Proposers. The proposal selected will be that proposal which is judged to be the most beneficial to the District.

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• Request that Proposers submit their annual financial statements for the last three fiscal years, including company financial statement summaries, certified by a Certified Public Accountant. If the organization has been in business for a period of less than three years, Proposers may be required to submit a detailed business plan in addition to any pertinent information that would allow the District to evaluate the sufficiency of financial resources and the ability of the business to successfully perform the services enumerated in the contract. Unless otherwise stated, such requests would be made after the submission of the proposals and prior to award of a contract.

INSURANCE

Insurance is required of all vendors who are awarded a contract from this RFP. See the attached Insurance

Specifications for Contractors included with this Request for Proposals.

NON-EXCLUSIVE AGREEMENT

This RFP does NOT establish an exclusive arrangement between the district and vendor. The district reserves, but is not limited to, the following rights:

• The unrestricted right to use others to perform work, provide services or deliver the same or similar products as described herein when it is to the economic benefit of the district.

• The unrestricted right to separately bid any work, products or services as described herein when it is to the economic benefit of the district.

KEY EVENTS & DATES

RFP Post Date: October 30, 2026

Question Submission Deadline: November 13, 2026, 4:00pm

Proposal Submission Deadline: November 30, 2026, 4:00pm

Distribution of Proposals to Committee

Members:

December 1, 2026

Evaluation of Proposals: 12/01/26 - 12/22/26

Selection Committee Meeting: TBD

Estimated Date of Notice of Intent to Award : 12/18/2026

Estimated Date of Approval by School Board: January 27, 2027

If the time allotted to evaluate proposals and make the selection of contractors as stated above proves to be insufficient, the posting of the Notice of Intent to Award and the Board approval date could both slip two weeks or more. Continue to monitor our OpenGov Procurement portal or contact the purchasing department for more specific information as to when the notice will be posted.

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CONTACT OF DISTRICT PERSONNEL

During any solicitation period, including any protest and/or appeal, no contact with District officials or employees, other than with the individuals specifically identified in the solicitation, the Director of

Purchasing or the Legal Department is permitted from any Bidder. Such communication may result in an automatic disqualification for selection in the pending solicitation and any subsequent District solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

ADDITIONAL QUESTIONS/CLARIFICATIONS

Additional questions or clarifications regarding this solicitation shall be directed through the project page on the District's OpenGov Procurement portal before 4:00 pm on Friday, November 13, 2026.

BUSINESS HOURS & DAYS OF OPERATION

Regular School Year

Days of operation are Monday thru Friday (excluding holidays) 8 a.m. to 4:30 p.m.

Warehouse receiving 6:30 a.m. to 2 p.m.

Summer

From approximately the 1st week of June thru the 1st week of August all schools are closed, with the exception of those that may be in summer session. Beginning the 2nd week of August, schools are once again in session. For more specific information call (727) 588-6143 to confirm if a school can accept deliveries.

Days of operation are Monday thru Thursday as follows:

Administrative Facilities and Schools: 7:30 a.m. to 5:30 p.m.

Walter Pownall Service Center: 6:30 a.m. to 5 p.m. (receiving 6:30 a.m. to 4:30 p.m.)

HOLIDAY BREAKS

Each year, schools and administrative offices are closed for Thanksgiving, winter and spring break periods. Shipments cannot be accepted during these periods. These dates as outlined on the Pinellas

County Schools website will vary each year depending upon our negotiated personnel calendar and when the holidays actually fall. Be sure to check the site for specific dates here:

https://www.pcsb.org/staffcalendar.

REVIEW OF STATE CONTRACTS

Prior to the release of this Request for Proposals, a review of the State of Florida purchasing agreements was conducted to determine if their use would be economically advantageous to the District.

PROPOSAL OPENING PROCEDURES

The names of all firms who have submitted a timely bid, shall be made public immediately following the bid due date and time expiring. Interested parties can view this information at OpenGov.com under the advertised bid title. Any recordings and/or bid proposals shall be exempt from public records requests until such time as the notice of an intended decision is published or until 30 days after opening the bids, proposals, or final replies, whichever occurs earlier.

If the District rejects all bids, proposals, or replies and concurrently provides notice of its intent to reissue a competitive solicitation, any recordings, bid proposals or records submitted, remain exempt from public records requests until such time as the District provides notice of an intended decision concerning the reissued competitive solicitation, until the District withdraws the reissued competitive solicitation, or 12 months after the publication of the initial notice rejecting all bids, proposals, or replies. Section

119.071(1)(b), F.S.; and Section 286.0113, F.S.

Please be aware that any meeting at which (1) there is negotiation with a Supplier, (2) a Supplier makes an oral presentation, or (3) a Supplier answers questions, pursuant to a competitive solicitation, are closed https://www.pcsb.org/staffcalendar

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to competitors and other members of the public. Team meetings at which negotiation strategies are discussed are likewise closed. Such meetings shall be recorded.

PLEASE NOTE: Information initially publicized is based upon what has been provided by each proposer and serve to formalize that a public opening of bids or proposals occurred on the date identified.

The information publicized is subject to change once the Purchasing Department and District division have reviewed the bids for accuracy. Publicized documents do not convey a notice of intended action. All bids or proposals received are subject to comprehensive review to determine responsiveness and responsibility.

PUBLIC ENTITY CRIMES

As stated in paragraph 12 of the General Terms and Conditions, PUBLIC ENTITY CRIME &

CONVICTED VENDOR LIST, please complete, sign and notarize the “SWORN STATEMENT

UNDER SECTION 287.133(3)(A),FLORIDA STATUTES, PUBLIC ENTITY CRIMES” form provided with this Request for Proposals.

This form MUST be included in your response in order for your proposal to be responsive.

PUBLIC RECORD LAW

Public Records: Section 119.0701, Florida Statutes, requires that the Contractor comply with Florida’s public records laws with respect to services performed on behalf of the School Board. Specifically, the statute requires that the Contractor:

A. Keep and maintain public records required by the School Board to perform the service.

B. Upon request from the School Board’s custodian of public records, provide the School Board with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119 of the Florida

Statutes or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and following completion of the Agreement if the Contractor does not transfer the records to the School Board.

D. Upon completion of the Agreement, transfer, at no cost, to the School Board all public records in the possession of the Contractor or keep and maintain public records required by the School

Board to perform the service. If the Contractor transfers all public records to the School Board upon completion of the Agreement, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the

Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.

E. A request to inspect or copy public records relating to this Agreement must be made directly to the School Board. If the School Board does not possess the requested records, the public agency shall immediately notify the Contractor of the request, and the Contractor must provide the

RFP# 26-TM-034

records to the School Board or allow the records to be inspected or copied within a reasonable time.

F. The failure of the Contractor to comply with these provisions, if applicable, shall constitute a default and material breach of this Agreement, which may result in immediate termination, with no penalty to the School Board and may also result in penalties under Section 119.10, Florida

Statutes.

G. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES TO THE CONTRACTOR’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE

RECORDS MANAGEMENT COORDINATOR AT 727-793-2701 X 2393, 2929 COUNTY

ROAD 193, CLEARWATER, FL 33759 AND/OR VIA EMAIL AT

centralrecords@pcsb.org.

INTEGRITY OF PROPSAL DOCUMENTS

Proposers shall use the original Proposal Forms and areas within OpenGov Procurement to provide the requested and required information. Proposers may provide additional attachments to the Proposal in the designated area with the Proposal section of OpenGov Procurement if sufficient space is not available on the original form for the proposer to enter a complete response. Any modifications or alterations to the original proposal documents by the proposer, whether intentional or otherwise, will constitute grounds for rejection of a proposal. Any such modifications or alterations that a proposer wishes to propose must be clearly stated in the proposal.

EXCEPTIONS TO GENERAL TERMS AND CONDITIONS

Proposers taking any exceptions to the General Terms and Conditions, linked in this document, will be reviewed by staff prior to evaluation of proposals. Exceptions to the General Terms and Conditions may be cause for rejection of your proposal.

PROPOSAL FORMS

For your convenience, the forms which are required to be completed and submitted along with and as part of your proposal will be provided along with this Request for Proposals on the District's OpenGov

Procurement portal. If sufficient room has not been provided on a given form to enable you to enter a complete response, please include a supplemental attachment or replicate pages in the form as necessary.

All required sections of the Proposal must be completed or the portal will not allow submittal of a given proposal.

MULTIAGENCY PARTICIPATION

Pinellas County Schools reserves the right, within statutory limits, to extend the terms and conditions of this solicitation to any and all other agencies within the state of Florida as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and its territories. This shall include but not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities that require these goods, commodities and/or services. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The supplier/contractor agrees to notify the issuing body of those entities that wish to use any contract resulting from this bid and will also provide usage information, which may be requested. A copy of the contract pricing and the bid requirements incorporated in this contract will be supplied to requesting agencies.

mailto:centralrecords@pcsb.org

RFP# 26-TM-034

Each participating jurisdiction or agency shall enter into its own contract with the awarded Contractor and this contract shall be binding only upon the principals signing such an agreement. Invoices shall be submitted in duplicate "directly" to the ordering jurisdiction for each unit purchased. Disputes over the execution of any contract shall be the responsibility of the participating jurisdiction or agency that entered into that contract. Disputes must be resolved solely between the participating agency and the Contractor.

AWARD TERMINATION

When deemed to be in the best interest of the District, the District may cancel any award resulting from this specification by the following means:

• 10-day written notice with cause per item 51 of the District’s General Terms and Conditions; or

• 90-day written notice without cause.

ADDENDA

Bidders are required to register for an account via the District e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/PCSB. Interpretations of the bid, clarification of bid specifications and requirements or changes to the bid which have a material effect will be documented and communicated to bidders only by written addenda. Verbal responses to bidders’ questions do not constitute an official response unless documented in the form of written addenda and shall be considered inadmissible in bid protest proceedings. Failure to acknowledge addenda containing material changes may constitute cause for rejection of your bid proposal. Telegraph, facsimile or e-mail acknowledgements of addenda will not be accepted.

RFP# 26-TM-034

EVALUATION OF PROPOSALS

Prior to the Committee's review and scoring of any Proposal, all Proposals will be reviewed on a pass/fail basis. Only Proposals meeting the following criteria will be evaluated and scored. Responsiveness to the

RFP (i.e., Proposal's conformance in all material respects to the requirements stated in the RFP including all required fully executed documents). Proposal documents are fully executed and submitted by submittal deadline for proposals.

NOTE: Cost Proposal scoring will be conducted by the Purchasing Department using a matrix applying the following formula to the total cost of ownership (Net proposed Price) as outlined in the Cost Proposal contained herein:

((Low Proposed Cost)/(Your Proposed Cost)) x Max Points for Cost

After evaluation of proposals is completed, the Committee will meet and score the Proposals as a group, chaired by the Buyer of record. The Committee's scores will be combined and averaged as a total for each criterion, out to two decimal points.

No. Evaluation Criteria Scoring Method Weight (Points)

1. TAB II Required Regulatory and

Company Documentation

Points Based 10

(10% of Total)

2. TAB III Vehicles, Policies, Procedures and Programs

Points Based 25

(25% of Total)

3. TAB IV Safety Program

Information

Points Based 25

(25% of Total)

4. TAB V Customer References Points Based 15

(15% of Total)

5. TAB VI Cost Proposal Form Points Based 25

(25% of Total)

RFP# 26-TM-034

COST PROPOSAL

CATEGORY 1: IN COUNTY TRAVEL (PINELLAS COUNTY ONLY)

Line Item Description Unit of Measure Unit Cost No Bid

1 4 Hour Trip Flat Rate: 47/50

Passenger Bus Each

2 4 Hour Trip Flat Rate: 51/55

Passenger Bus Each

3 4 Hour Trip Flat Rate 56+ Passenger

Bus Each

4 5 Hour Trip Flat Rate: 47/50

Passenger Bus Each

5 5 Hour Trip Flat Rate: 51/55

Passenger Bus Each

6 5 Hour Trip Flat Rate: 56+ Passenger

Bus Each

7 6 Hour Trip Flat Rate: 47/50

Passenger Bus Each

8 6 Hour Trip Flat Rate: 51/55

Passenger Bus Each

9 6 Hour Trip Flat Rate: 56+ Passenger

Bus Each

10 Cost per time increment to be added to, or deducted from the above rates for in-county trips which vary from the time durations listed above, per hour

Each

11 Flat Cancellation Fee if Less Than 72

Hours Each

CATEGORY 2: OUT OF COUNTY TRAVEL

Line Item Description Unit of Measure Unit Cost No Bid

1 Per Hour 4 hour trip minimum: 38

Passenger Bus

RFP# 26-TM-034

Line Item Description Unit of Measure Unit Cost No Bid

2 Per Hour 4 hour trip minimum: 47/50

Passenger Bus Each

3 Per Hour 4 hour trip minimum: 51/55

Passenger Bus Each

4 Per Hour 4 hour trip minimum; 56+

Passenger Bus Each

5 Per Hour (over 4 hours, less than 10 hours): 38 Passenger Bus Each

6 Per Hour (over 4 hours, less than 10 hours):47/50 Passenger Bus Each

7 Per Hour (over 4 hours, less than 10 hours):51/55 Passenger Bus Each

8 Per Hour (over 4 hours, less than 10 hours): 56+ Passenger Bus Each

9 Per Hour (over 10 hours, less than 15 hours):38 Passenger Bus Each

10 Per Hour (over 10 hours, less than 15 hours):47/50 Passenger Bus Each

11 Per Hour (over 10 hours, less than 15 hours):51/55 Passenger Bus Each

12 Per Hour (over 10 hours, less than 15 hours):56+ Passenger Bus Each

13 Mileage Rate per Mile over 250 Miles Each

14 Daily Rate – Multiple Night Trips (2

Day) 38 Passenger Bus Each

15 Daily Rate – Multiple Night Trips (2

Day) 47 Passenger Bus Each

16 Daily Rate - Multiple Night Trips (2

Day) 55 Passenger Bus Each

17 Daily Rate: Multiple Night Trips (2

Day) 56+ Passenger Bus

RFP# 26-TM-034

Line Item Description Unit of Measure Unit Cost No Bid

18 Daily Rate – Multiple Night Trips (3

Day) 38 Passenger Bus Each

19 Daily Rate – Multiple Night Trips (3

Day) 47 Passenger Bus Each

20 Daily Rate - Multiple Night Trips (3

Day) 55 Passenger Bus Each

21 Daily Rate: Multiple Night Trips (3

Day) 56+ Passenger Bus Each

22 Relief Driver Each

23 Flat Cancellation Fee if Less Than 72

Hours

CATEGORY 3: LIMOUSINE PRICING FOR IN COUNTY TRAVEL (PINELLAS COUNTY

ONLY)

1 Limousine per hour Each

MISCELLANEOUS

1 Flat Hotel Room Rate for Driver(s) per night Each

2 Miscellaneous Vehicle Hourly Rate (if not listed above)

RFP# 26-TM-034

PROPOSAL

CERTIFICATE OF INSURANCE*

Please upload your proof of insurance here, including evidence of workers compensation coverage.

*Response required

YEARS IN BUSINESS*

Please state the number of years that your company has operated under its current name.

*Response required

PROPOSAL INFORMATION

TAB I LETTER OF INTEREST /VENDOR CONTACT INFORMATION (NON-SCORED)

Provide a brief, formal letter of interest to include company information, name, address, phone and email address for the owner, name, address, phone and email address for the contact person (authorized to commit the firm to perform the services included in the proposal) and emergency contacts to include a contact phone number that would be answered at all hours. Also include the office address from which this contract would be administered if different than the owners’ address.

TAB II REQUIRED REGULATORY AND COMPANY DOCUMENTATION (10 POINTS)*

1.0 Evidence of your assigned USDOT identification number (An official letter from the DOT with your number, MCS-150, FMSCA letter, etc.).

2.0 Evidence that all of your drivers are Level 2 screened and have a current Florida Public Schools

Contractor Badge (this requirement must be met prior to award of the contract).

3.0 A copy of your company’s policy statement on overbooking and subcontracting, including a list of companies that are used as subcontractors. (NOTE: any company used as a subcontractor MUST also be an awarded vendor on this contract).

4.0 A dated copy of your last USDOT FMCSR compliance review, if your company has had any.

5.0 A dated copy of your company’s Accident Register for the past three years, if maintained.

6.0 A current loss run history for the past three policy years (from your insurance agent). This run must be within the last 30 days.

7.0 If you are registered with the Federal Motor Carrier Safety Administration, a copy of Form MCS-90B, “Endorsements for Motor Carrier of Passengers policies of insurance for public liability under Sections 18 of the Bus Regulatory Reform Act of 1982” (from your insurance agent).

*Response required

TAB III VEHICLES, POLICIES, PROCEDURES AND PROGRAMS (25 POINTS)*

1.0 List the total number of vehicles registered in the State of Florida.

2.0 Describe your company’s vehicle maintenance and inspection program. Summarize the program, and provide maintenance personnel qualification requirements, your vehicle inspection program, including the frequency of complete and documented safety inspections. If your company does not perform its’ own vehicle maintenance and inspections, then provide the name, address, phone number and contact name of the company that does this program for your company.

3.0 List any state, national professional, civic or business associations or trade industry groups in which your company maintains membership.

4.0 Summarize your company’s policy on emergencies and maintenance breakdowns. Attach a copy of the actual policy statement. Describe in summary any recent breakdowns on trips and corrective action taken.

RFP# 26-TM-034

5.0 Explain your company’s policy on drivers’ hours of service and how you handle situations where drive time exceeds the permitted number of service hours in a single day.

6.0 It is the policy of the District to include handicapped students in all programs. Vehicles must therefore be handicapped accessible. Describe vehicle lifts or other equipment and special accommodations your company can make which will provide this accessibility.

7.0 Confirm that in the event a subcontractor is needed to fulfill a charter under this contract, you will only use a commercial carrier currently listed on the District’s Authorized Commercial Carrier List.

8.0 Provide a list of all Public School Districts in Florida and out of state that your firm currently has a contract with.

*Response required

TAB IV SAFETY PROGRAM INFORMATION (25 POINTS)*

1.0 Describe the safety program(s) available to your employees. Provide brochures or examples of training manuals that would indicate the type of program(s).

2.0 Describe your company’s requirement on any of the following of your employees

2.1 Criminal Background checks

2.2 Driver drug testing

2.3 Driver road testing

2.4 Driver Physicals

2.5 Driver classroom training

2.6 Drug testing for all employees

3.0 How many years and what type of experience are drivers required to have before they are eligible for hire?

4.0 Provide the number of full time and part time drivers.

5.0 Provide the number of drivers with a CDL license.

6.0 Provide the number of drivers without a CDL license.

7.0 Provide the number of full/part time mechanics and of those, how many hold a Medium-Heavy Truck, School Bus or Transit Bus ASE certification?

8.0 Supply copies of all additional relevant certifications held by your mechanics.

9.0 Please list any other safety considerations your company practices.

10.0 Federal Motor Carrier Safety Regulations: Your company MUST meet all safety requirements of the Federal Motor Safety Carrier Administration:

10.1 Part 382, Controlled Substances and Alcohol Use Training.

10.2 Part 383, Commercial Driver’s License Standards; Requirements and Penalties

10.3 Part 387, Minimum Levels of Financial Responsibility for Motor Carriers.

10.4 Part 390, Federal Motor Carriers Safety Regulations; General.

10.5 Part 391, Qualifications for Drivers

10.6 Part 392, Driving of Commercial Motor Vehicles

10.7 Part 393, Parts and accessories necessary for Safe Operation.

10.8 Part 395, Hours of Service of Drivers.

10.9 Part 396, Inspection, Repair and Maintenance

10.10 Part 397, Transportation of Hazardous Materials; Driving and Parking Rules

11.0 Drug and Alcohol Policy in Compliance with Part 382:

11.1 How many drug tests did your…