IFB-24060 Taxicab Services.pdf

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

200 EAST NORTH AVENUE

BALTIMORE, MD 21202

INVITATION FOR BIDS

TAXICAB SERVICES

IFB-24060

ISSUED BY: Procurement Office

Baltimore City Public Schools 200 East North Avenue, Room 401 Baltimore, MD 21202 Attention: Ted King

IFB NUMBER: IFB-24060

RELEASE DATE: Friday, January 19, 2024

PRE-BID MEETING: Friday, January 26, 2024 @11:00 a.m.

Held virtually via a Microsoft Teams Meeting

QUESTIONS DUE: Monday January 29, 2024 @ 4:00 p.m.

Submitted to the Buyer (trking@bcps.k12.md.us)

BID DUE DATE: The initial bid due date shall be February 5, 2024 at 11;00 am ; however, this is an open-ended IFB. Bids may be submitted after the initial due date until such date when City Schools’ student transportation needs are met.

DIRECT INQUIRIES TO: Ted King, Senior Buyer

PH: 410-396-8817

FX: 410-545-6977

E-mail: trking@bcps.k12.md.us

Entities are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render an Entity’s Bid unacceptable and subject to rejection. Questions and inquiries may be addressed as outlined in Part II, Item 4 of this solicitation. Any exceptions to the Baltimore City Public Schools’ (“City Schools’”) terms and conditions are not binding unless they are negotiated and affirmatively deemed mutually agreeable by the Entity and City Schools in an executed Contract. City Schools is not required to negotiate changes to its terms and conditions.

mailto:trking@bcps.k12.md.us

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

2.0 BACKGROUND

3.0 SCOPE OF SERVICES

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-BID MEETING

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 TRAVEL REIMBURSEMENT – N/A

10.0 ELECTRONIC PAYMENT

11.0 IFB REVISIONS

12.0 SUBMISSION DEADLINE

13.0 BID OPENING

14.0 DURATION OF BID

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

17.0 INSURANCE

18.0 LIQUIDATED DAMAGES

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION BADGE

20.0 LIVING WAG

21.0 BONDING – N/A

22.0 TERMS AND CONDITIONS

23.0 BASIS OF AWARD

24.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

25.0 UNNECESSARILY ELABORATE BROCHURES

26.0 SERVICE LEVEL AGREEMENT – N/A

PART III: BID FORMAT

1.0 BID SUBMISSION FORMAT

2.0 VOLUME I: BID SUBMISSION FORMAT

PART IV: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

APPENDIX B - CITY SCHOOLS GENERAL ARTICLES

APPENDIX C - REFERENCES

APPENDIX D - NON-COLLUSION CERTIFICATE

APPENDIX E - DEBARMENT AFFIDAVIT

APPENDIX F - ANTI-BRIBERY AFFIDAVIT

APPENDIX G - ETHICS CERTIFICATION

APPENDIX H - BID PROPOSAL FORM

EXHIBIT I - BALTIMORE CITY TAXICAB RATES

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

This Invitation for Bids (“IFB” or “solicitation”) is soliciting Bids from qualified Entities (Licensed by the Maryland Public Service Commission) to supply taxicab services for Baltimore City Public Schools students.

For purposes of this IFB, the following definitions apply: “City Schools” refers to the Baltimore City Board of School Commissioners, which operates a system of public schools commonly known as the Baltimore City Public School System or Baltimore City Public Schools; “Entity” or “Bidder” means any qualified, reliable, and interested broker, vendor, bidder, consultant, contractor, manufacturer, and/or other entity that responds to this IFB, as well as the entity awarded a Contract or otherwise duly authorized by City Schools to provide Services in accordance with applicable Laws; “Contract” or “Agreement” refers to the legally enforceable Contract or agreement between City Schools and the Entity that is the successful Bidder responding to this IFB; “Services” or “Work” refers to the work, deliverables, products, goods, materials, equipment, and/or services required to be provided or performed by the Entity under the terms of the Agreement; “Law” or “Laws” refers to any applicable federal, state, and local laws, regulations and rules, as well as Baltimore City Board of School Commissioners policies and administrative regulations, which are available at this link: www.baltimorecityschools.org/board-policies; and “Bid” means a bid or submission to City Schools in response to this IFB.

2.0 BACKGROUND

City Schools serves the needs of public education in Baltimore City, covering approximately 77 square miles, with a residential population of more than 646,000. It is the fourth largest public school system in the State of Maryland. City Schools operates 156 facilities over a ten-mile radius, which includes Pre-k, elementary, middle, and high schools as well as special education centers and alternative schools. The Central administration headquarters is located at 200 East North Avenue, Baltimore, Maryland.

City Schools is governed by the Baltimore City Board of School Commissioners (“Board”), which has 10 members (including a student member). The Board is appointed by the Mayor of Baltimore. The Board sets and oversees policy and implementation of regulations for the school system and approves all major appointments. The City Schools Chief Executive Officer reports to the Board.

City Schools currently has approximately 79,000 students supported by approximately 10,000 employees and an annual operating budget of approximately $1.3B.

Due to the diverse transportation requirements of the student population, City Schools utilizes regular yellow school buses, MTA buses, and taxicabs for transportation of students to and from school. City Schools currently has five (5) taxicab contractors under contract for the provision of this service.

http://www.baltimorecityschools.org/board-policies

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

3.0 SCOPE OF SERVICES

A. General

The contractor shall furnish taxicab transportation service to City Schools Office of Pupil Transportation for the purpose of transporting public school students to and from school, to include after school programs, and interscholastic athletic activities on an as-needed basis.

It is estimated that approximately 700 taxicab vehicles will be required for each school day. Service may also be required on certain Saturdays and Sundays, and in some cases, on evenings if a student requires transportation after normal school hours. The estimated number of days per school year is 180. No services will be required for days when schools are closed for inclement weather or other extenuating circumstances. The contractor will be officially notified by City Schools when services are not required. Notification is normally provided by approximately 6:30 a.m.

Additionally, if the parent fails to notify the contractor, or if City Schools fails to notify the contractor, the contractor may request a payment of $5.00 per each taxicab sent that day.

B. Taxicab Driver Requirements

All taxicab drivers involved in transporting students with special needs or disabilities to public and intensity V nonpublic special education facilities as defined by COMAR Title 13A..Subtitle 06. Chapter 07. Section 17- Title 13A Subtitle.06 Chapter .07. Section 19 must meet all of the following requirements:

(1) Meet all licensing requirements of the Maryland Motor Vehicle Administration;

(2) Pass the annual physical examination required by the Motor Vehicle Administration for school vehicle drivers;

(3) Have no evidence of a criminal record which in the opinion of the local supervisor of transportation, makes the individual unfit for employment as outlined Title 13A, Subtitle 06, Chapter 7 Section 07 of COMAR;

(4) Receive a verified negative controlled substances test result and an alcohol concentration test result of less than .02 as required under Section 10 of this chapter;

(5) Complete required pre-service and annual in-service instruction. (Training is provided by the City Schools driver safety instructors.); and

(6) Complete random drug testing under the guidance of OPT.

C. Routing and Dispatching

City Schools shall furnish to the contractor a roster of the students to be serviced by each taxicab vendor. Taxicab vehicles shall be operated under the rule and regulations set forth by the Public Service Commission of the State of Maryland, (psc.state.md.us), utilizing the shortest practicable route possible.

The contractor shall require all drivers to record on the contractor’s voucher, all of the following information:

1. Route number and school,

2. Date,

3. Student name, IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

4. Pickup address for each student.

5. Pickup time for each student,

6. Drop off address for each student,

7. Drop off time for each student,

8. Actual waiting time at each address if more than authorized (see wait times below). All waiting time is to be recorded in clock hours; i.e., 8:10am to 8:20am.

9. State all unusual situations, such as:

a. student did not show at pickup point;

b. student is very late;

c. misconduct by student;

d. student not deliverable to drop-off address and had to be taken to the Office of Pupil Transportation office or another address as authorized by the Director of Office of Pupil Transportation;

e. road closed and had to detour; or

f. any situation that might cause a problem to the driver or cause an additional charge on the trip charge ticket.

10. Drivers full name, cab number, and Public Service Commission (PSC) badge number.

11. Total time and miles for the trip including the meter start and stop readings.

12. All vouchers must be signed by either the passenger, parent, guardian or school administrator. Exceptions should be noted in the comments section.

13. Driver signature on the trip charges.

Names, addresses, destinations, and/or other information pertinent to the use of taxicabs shall be furnished to the contractor as soon as such information becomes available to City Schools when students are removed, added, or have a change of address or change of schools. It shall be the responsibility of the contractor to accommodate these changes as soon as practicable, but in no case, later than 24 hours after the contractor’s receipt of such information.

The contractor shall acknowledge and submit the notification of student assignment to City Schools within 24 hours. The notification shall include student’s name, taxicab number, driver’s name and driver’s cell phone number.

At the beginning of the school year and at the end of every week thereafter, the contractor shall submit a rider list (in an Excel format) of all assigned students which shall include students’ names, attending school, taxicab number, driver’s name and driver’s cell phone number. The contractor will also provide by driver a list of students transported (in an Excel format) which shall include student name, driver, school, bell schedule.

The driver shall wait no more than five (5) minutes in the morning at the student’s home and no more than ten (10) minutes in the afternoon at the school on a per route basis;

however, the cab shall arrive at the scheduled pick-up time. Students should not be left at schools without school staff supervision and signing in at school.

If the student is not ready when scheduled, the cab does not return unless directed by City Schools Transportation personnel.

D. Reporting of accidents or incidents

It shall be the responsibility of the contractor to make prompt verbal and written reports of any incident or accident occurring during the course of operations under this contract.

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

An accident is defined as any incident where the taxicab comes into contact with any object or person, regardless of damage value, or any injury to passengers of any kind while in the taxicab, while entering or embarking from the taxicab, or while passing through the loading zone area of the school. Minor fender-benders, rolling over curbs, etc., must be reported even though such occurrences may seem trivial.

Any employee of taxicab contractor who is involved in an accident while operating a vehicle for Baltimore City Public Schools shall notify his or her supervisor immediately or as soon as practicable. The supervisor of the given contractor shall, in turn, notify the Baltimore City Public Schools Supervisor of Safety & Training or his or her designee immediately and email saferide@bcps.k12.md.us. Where warranted, the contractor’s supervisor shall first contact the appropriate emergency services unit and provide detailed information concerning the location and nature of the accident.

Contractors shall ensure that their respective drivers are sent timely for post-accident drug and alcohol testing and that completed accident reports are submitted to the Baltimore City Public Schools Safety Office within 24 hours after the accidents occur.

Where the driver is injured and taken to a medical facility for treatment, the Supervisor of Safety & Training or his or her designee shall attempt to have the treating medical facility conduct the post-accident drug and alcohol test, if possible. If the treating medical facility is unable to conduct the test, the driver shall be sent for post-accident drug and alcohol testing as soon as practicable following his or her release from the treating medical facility.

No payment will be made for metered time and charges when delayed because of being in an accident or traffic violation while transporting students.

Unruly behavior of any pupil while he/she is a passenger must also be reported. This should be communicated to OPT on the date of the occurrence with the completion of an incident report. The decision to continue to transport students who have been reported for unacceptable behavior will rest with City Schools to do so. The taxicab contractor may not refuse service.

The contractor shall also report those instances where no one is at home to receive the pupil at his home. The report shall include the pupil’s name, address, and number of the school he attends as well as the time he/she was delivered home. If no one is at home to receive the student, the taxicab driver is to contact the OPT dispatcher at 1210 E. 20th Street, 410-396-7440 for instructions prior to leaving the student’s home.

E. Monitoring and Reporting of Speed & Red-Light Camera Citations.

City of Baltimore Ordinance – sited as: City Code, article 31, §16-24, Ord. 13-096, The City Code was amended at Article 31, Subtitle 16, Part 3. The Bill was Council Bill 12- 0164, Titled: Transit and Traffic – Speed and Red-Light Camera Monitoring Systems – Violations by School Vehicles, introduced: 11/19/12, Passed and signed by the Mayor:

2/8/13.

The Contractor shall comply with the rules and regulations of the Maryland Motor Vehicle Administration and shall specifically report issuances of red-light and speeding camera citations issued to drivers in their employ.

The Contractor shall provide reports to the Pupil Transportation Safety Officer (Safety Officer) of City Schools within thirty (30) calendar days of receiving notice of any red-light mailto:saferide@bcps.k12.md.us

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021 or speed light camera infraction incurred by its drivers while transporting City Schools students for any purpose. Drivers obtaining three (3) or more infractions under this section within any 12-month period shall undergo mandatory safety training provided by the Safety Officer. It is within the discretion of the Safety Officer to decide that any one (1) infraction by a driver is averse to the health and safety of City Schools students and subject to immediate corrective action. City Schools reserves the right to reject the assignment of any driver who has completed the safety training provided for herein and who subsequently incurs any other moving violation or motor vehicle related infraction within a 12-month period.

Failure to comply with the provisions of this section shall be deemed a material breach of contract and may result in termination of the contract.

F. Cancellation, Lateness, or No-Show Remedies

▪ Cancellation

The contractor will be notified at least one (1) hour before the scheduled pickup time if a student is not to be picked up either at home or at school. If City Schools fails to give at least a one (1) hour notice of cancellation, the contractor may charge a cancellation charge not to exceed $5.00.

▪ Lateness

If the contractor arrives at the pickup point or drop off point more than ten (10) minutes after the scheduled pickup time, the contractor will be considered LATE, and City Schools shall deduct fifty dollars ($50) per student from the contractor’s invoice.

• No show

If City Schools is notified by a parent or guardian that the contractor’s taxicab did not show, the contractor shall be liable for liquidated damages in the amount of fifty dollars ($50) per student, per occurrence,

• Cancellation at pickup point

If the cab arrives at the pickup point and is cancelled by someone there, the driver shall note the cancellation on his voucher. This will verify cab arrival and permit the cab company to invoice for the cancellation fee. The driver will also immediately radio dispatch and request that City Schools, Office of Pupil Transportation, be notified by telephone to confirm the cancellation. Failure to do so may result in non-payment or a late or no-show charge being assessed. The cancellation fee shall not exceed $5.00.

G. Taxes, Licenses, and Fees

The contractor shall, at the sole expense of the contractor, pay all required taxes and obtain, pay for, and keep current all business licenses and permits required for the lawful performance of this contract, and as required by federal, state, county, or city laws, ordinances, or regulations as applicable.

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

H. Billing and Payment - Currently

City Schools will issue a blanket purchase order to each vendor to cover the services required. The contractor is prohibited from performing any work that would exceed the amount of the purchase order nor will City Schools be obligated to pay any charges which exceed the amount of the purchase order.

The contractor shall electronically submit a monthly invoice to Baltimore City Public Schools, Attention: Director of Pupil Transportation, 1210 E. 20th Street, Baltimore, MD 21218 at fiscal.OPT@bcps.k12.md.us.

Total invoice charges may not exceed the amount of the purchase order and must conform to the agreed upon trip rate. The trip rate is calculated by City Schools using the current Maryland Public Service Commission rates, (psc.state.md.us), and the NAVTEQ mileage and times for each route. This will be available for the Taxicab Company at the time the route is assigned. Any questions about the trip rate sheet must be raised at the time the trip rate sheet is presented to the taxicab company.

Along with the monthly invoice, the contractor must submit the original copy of each voucher. The invoice charges must be in chronological order sorted by student. The accompanying vouchers must also be sorted in chronological order sorted by student.

Each invoice shall show the following information:

A. Date of invoice B. Invoice number C. Purchase order number D. Period of coverage E. Total number of students F. Total number of trip tickets submitted G. Total amount due

The individual trip vouchers shall indicate any unusual circumstances that would clarify any charges that exceed the agreed upon trip rate sheet.

City Schools will only pay invoices for which a complete invoice and individual trip vouchers have been received and approved. Vouchers must be signed the student and driver; vouchers without signatures will not be paid.

No payment will be made on questionable charges unless justification for those charges appears on the trip voucher. Vouchers that do not provide the written justification will be paid at the agreed upon trip rate sheet. Any disputes about invoice payment amount must be submitted in writing to the Director of Pupil Transportation within fifteen (15) days of receipt of the payment in question.

I. Facility and Record Keeping

Contractor shall have a physical location to operate business. There must be staff available to answer phones between the hours of 5:30 am to 7:00 pm, or until all student trips are completed. Files must be maintained in accordance to City Schools guidelines.

Driver folders must include the following sections: (see email) Monthly accident report indicating all accidents while providing transportation services for City Schools.

mailto:fiscal.OPT@bcps.k12.md.us

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this IFB may contain trade secrets, which are confidential and proprietary. The winning Bidder agrees not to disclose or knowingly use any confidential or proprietary information of the Baltimore City Schools and/or third-party participant.

Entities are notified that City Schools has unlimited data rights regarding Bids submitted in response to this IFB. “Unlimited data rights” means that City Schools has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display publicly any information submitted by the Entity in response to this or any solicitation issued by City Schools. City Schools will exempt information that is confidential commercial or financial information of an Entity, as defined by the Maryland Public Information Act (“MPIA”), Title 4 of the General Provisions Article of the Maryland Annotated Code. It is the responsibility of the Entity to clearly identify each part of its Bid that is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with one-inch, bold face letters stating the words “confidential” or “proprietary”. The Entity agrees that any portion of the Bid that is not stamped as proprietary or confidential is not proprietary or confidential. As a condition for City Schools keeping the information confidential, the Entity must agree to defend and hold City Schools harmless if any information is inadvertently released. Each Entity must submit a proprietary and confidential redacted copy of its Bid to be used in responding to MPIA requests. However, and in accordance with the MPIA, Entities are hereby notified that every portion of the Bid may still be subject to disclosure under the MPIA.

2.0 TERM OF AGREEMENT

The anticipated term of the Contract that City Schools intends to award pursuant to this IFB shall be for four (4) years from the date of Board Approval to June 30, 2027 subject to the termination provisions set forth in the attached City Schools General Articles (Appendix B).

3.0 PRE-BID MEETING

Entities are strongly encouraged to attend a pre-Bid meeting scheduled for Friday, January 26, 2024 at 11:00 a.m. EST. The pre-bid meeting will be conducted via Microsoft Teams. Call-in details are below:

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Meeting ID: 264 213 438 80

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Download Teams | Join on the web https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTYwMzZkMTEtZjExZi00MTc0LWE1MWYtZDhiOGQyMDdkNTY4%40thread.v2/0?context=%7b%22Tid%22%3a%22065bb2f4-6fe3-414f-a910-f2886305c814%22%2c%22Oid%22%3a%2225ecfd1a-aa92-4d30-a880-faec69d6b82b%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

Or call in (audio only)

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Phone Conference ID: 931 229 109#

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While attendance at the pre-bid meeting is not mandatory, the information presented is informative. All interested bidders are encouraged to attend in order to be better able to prepare an acceptable bid.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Entity orally. Questions shall be submitted in writing to the Point of Contact (see Part II, § 5.0). If the Entity is allowed to submit the Bid in hard copy, the word "INQUIRY” and the IFB name and number must be noted on the envelope. Alternatively, inquiries may be e-mailed to the Point of Contact. The subject field of the e-mail must include "INQUIRY” and the IFB name and number.

To be given consideration, the questions must be received NOT LATER THAN Monday, January 29, 2024 at 4:00 p.m. EST. Questions that are deemed to be substantive in nature will be answered only in writing, with both the question(s) and answer(s) posted on https://emma.maryland.gov. Unless expressly authorized by the Point of Contact, contact by Entities with any other City Schools employee regarding this solicitation until the Contract is awarded by the Board will be considered by City Schools as an attempt to obtain an unfair advantage and result in non-consideration of the Entity’s Bid.

5.0 POINT OF CONTACT

Ted King, Senior Buyer Baltimore City Public Schools Office of Procurement 200 E. North Avenue Baltimore, MD 21202 Phone: 410-396-8817 E-mail: trking@bcps.k12.md.us

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

For purposes of the Contract awarded pursuant to this IFB, the City Schools Project Monitor is Jacinta Hughes, Director-Office of Pupil Transportation.

The Entity’s performance will be under the technical direction of the City Schools Project Monitor, who will be responsible for ensuring the Entity’s compliance with the requirements of the Contract to include managing the daily activities of the Contract, providing technical guidance to the Entity, and overall project scheduling and coordination. The Entity shall tel:+14439611488,,931229109 https://dialin.teams.microsoft.com/086aed28-7d04-4f8c-bdbb-89c4ddddf66e?id=931229109 https://dialin.teams.microsoft.com/usp/pstnconferencing https://aka.ms/JoinTeamsMeeting https://teams.microsoft.com/meetingOptions/?organizerId=25ecfd1a-aa92-4d30-a880-faec69d6b82b&tenantId=065bb2f4-6fe3-414f-a910-f2886305c814&threadId=19_meeting_OTYwMzZkMTEtZjExZi00MTc0LWE1MWYtZDhiOGQyMDdkNTY4@thread.v2&messageId=0&language=en-US https://emma.maryland.gov/

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021 be accountable to the City Schools Project Monitor on all matters relating to the scope of Work.

7.0 CONTRACT TYPE

The Contract resulting from this solicitation will be a Requirements Contract.

8.0 PAYMENT TERMS

The prices, rates, and other compensation for Services performed is as described in the Agreement. When transportation or freight charges are billed to City Schools, a paid freight bill must accompany the invoice. Invoices received unaccompanied by such evidence will be paid only upon acceptance by City Schools. Cartage, handling, packaging, or boxing charges will not be allowed unless specifically so stated in the purchase order.

The Parties acknowledge and agree that the Entity’s invoices are to be submitted to City Schools in a timely manner, per the terms of a purchase order, after the Services have been provided to City Schools. If invoices are submitted more than one calendar year after the last date the Entity’s Services have been rendered or the last date when Services were accepted by City Schools, then City Schools shall have no obligation to pay for the stale invoices. City Schools shall have no obligation to pay for Services performed before City Schools approves the Agreement or after it terminates, in excess of the monetary amount of the Agreement, or prior to the issuance of a purchase order. The Entity shall comply with additional City Schools guidance regarding invoices, Bids, and quotes, available on the City Schools website (https://www.baltimorecityschools.org/sites/default/files/inline-files/Quote- InvoiceGuidancev10.6.20.pdf).

The Entity’s invoices shall be approved for payment by the City Schools Project Monitor only after the City Schools Project Monitor is satisfied that the Entity is performing the Services and has prepared the invoice as required by the Agreement. Prior to approving any Entity invoices for payment, City Schools, through any authorized representative, has the right at all reasonable times to inspect, or otherwise evaluate, the Services performed or being performed at the premises on which it is being performed. If any inspection or evaluation is made by City Schools on the premises of the Entity or any of its subcontractors, the Entity shall provide and shall require its subcontractors to provide all reasonable facilities and assistance for the safety and convenience of City Schools representatives in the performance of their duties. All inspections and evaluations shall be performed so that they will not unduly delay the Services.

Within thirty (30) days after receipt of each invoice and accepting the Services, City Schools shall, except as provided in the Agreement, pay for the Services performed when approved by the City Schools Project Monitor. A payment schedule will be jointly developed between City Schools and the Entity. City Schools reserves the right to submit payment using an electronic payment method, such as credit card, Single Use Account, or Automated Clearing House. The Entity shall not assess City Schools with any additional charge, fee, or price for the use of these electronic payment methods.

Regardless of any other provisions of the Agreement, failure of the Entity to submit required reports when due or failure to perform or deliver acceptable Services will result in City Schools withholding or limiting payments under the Agreement until such time as City Schools determines that the Entity has met the performance terms as established by this Agreement, unless such failure arises pursuant to Article 7 (“Force Majeure”) of the https://www.baltimorecityschools.org/sites/default/files/inline-files/Quote-InvoiceGuidancev10.6.20.pdf https://www.baltimorecityschools.org/sites/default/files/inline-files/Quote-InvoiceGuidancev10.6.20.pdf

IFB-24060 IFB Template Effective Date:

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City Schools General Articles and without the fault or negligence of the Entity. City Schools shall promptly notify the Entity of its intention to withhold or limit payment of any invoice submitted.

If at any time City Schools determines that a cost for which payment has been made is a disallowed cost, such as overpayment, City Schools shall notify the Entity in writing of the disallowance or claim for unallowable costs. City Schools shall also state the means of correction, which may be, but shall not be limited to, adjustment of any future claim submitted by the Entity by the amount of the disallowance, or to require repayment of the disallowed amount by the Entity.

The Entity shall fully comply with any Bid, payment, performance bond and/or other bonding or surety obligations as set forth in this IFB.

9.0 TRAVEL REIMBURSEMENT – N/A

10.0 ELECTRONIC PAYMENT

City Schools has the ability to process payments to contractors electronically using the CTX+ (“Corporate Trade Exchange”) payment format. The payment format will contain summarized information and will not provide details concerning each invoice amount included in the check total if the depositing bank does not accept CTX+ format. Entities must contact their bank in order to receive the CTX+ format and the depositing bank may charge a fee for this format. Entities need to discuss potential charges with their bank.

Please complete and submit the Authorization for Entity Payment - ACH form. Forms can be obtained by visiting the City Schools procurement website:

https://www.baltimorecityschools.org/procurement. City Schools will only process ACH forms for awarded Entities.

11.0 IFB REVISIONS

Should it become necessary to revise any part of this IFB, addenda will be posted on https://emma.maryland.gov. All addenda, amendments or changes issued shall be deemed received by the Entity, provided they are posted to eMaryland Marketplace Advantage or the City Schools website. Failure of any Entity to receive or acknowledge receipt of such addenda or interpretation shall not relieve any Entity from any obligations under this IFB as amended by all addenda. All addenda so issued shall become part of the Contract award.

12.0 SUBMISSION DEADLINE

Bids for this solicitation are being accepted solely online through eMaryland Marketplace Advantage (https://emma.maryland.gov).

The Bid Due date is Monday, February 5, 2024 at 11:00 am local time. Bids will be opened electronically in eMM as soon as practicable after the deadline for the receipt of bids in the solicitation. Bid results will not be given by phone.

Bidders’ response shall be submitted as one (1) pdf file on-line to eMaryland Marketplace Advantage. Bids will not be accepted by fax, by postal mail, by electronic mail, or by hand delivery.

https://emma.maryland.gov/

IFB-24060 IFB Template Effective Date:

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PLEASE NOTE: Bids submitted after February 5, 2024 @ 11:00 am will be accepted and evaluated for contract award consideration. All required documents must be submitted before bids are evaluated and considered for contract award. Bids submitted after February 5, 2024 @ 11:00 am shall must be submitted electronically to the Buyer at (trking@bcps.k12.md.us).

Hard copy submissions will not be accepted. All Bids must be submitted electronically.

13.0 BID OPENING

Bids will be opened electronically in eMaryland Marketplace Advantage as soon as practicable after the deadline for the receipt of bids in the solicitation.

All Bids shall be opened virtually in the presence of one or more witnesses. The amount of each bid, and such other relevant information as may be specified in the Invitation for Bid, together with the name of each bidder shall be recorded.

The bid tabulation will be available to the respondents for review once the Procurement Office has completed its review of all submitted bids.

14.0 DURATION OF BID

A Bid submitted in response to this solicitation is binding upon the Entity and is considered irrevocable for a minimum of 180 days following the closing date for receipt of initial Bids or the closing date for receipt of a best and final offer, if applicable.

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

During the MBE/WBE goal determination process, this solicitation was not assigned M/WBE goals pursuant to City Schools Administrative Regulation DJA-RA, Procurement, pertaining to Minority and Women’s Business Enterprises (MBE/WBE Requirements).

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

eMaryland Marketplace Advantage (https://emma.maryland.gov) is the primary site for

City Schools to transmit solicitations over $50,000.00. This website also serves to publish any addenda, associated materials, Entity/Bidder questions and City Schools’ responses, and other solicitation related information.

Notices of solicitations are also posted on our website www.baltimorecityschools.org in accordance with the Maryland Annotated Code, State Finance and Procurement Article § 13-103 Competitive Sealed Bids, Article § 13-104 Competitive Sealed Bids, and Article § 13-107 Sole Source Procurements.

The eMaryland Marketplace Advantage law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s e-commerce website eMaryland Marketplace Advantage (“eMMA”). All Entities are required to register with eMaryland Marketplace Advantage, so that the award notice can be properly published.

http://www.baltimorecityschools.org/

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

17.0 INSURANCE

Insurance requirements are set forth in Article 20 of the attached City Schools General Articles (Appendix B). The Entity shall submit with their Bid a Certificate of Insurance that complies with § 19-116 of the Insurance Article, Maryland Annotated Code. The Baltimore City Board of School Commissioners should be named as Additional Insured on the Entity’s insurance and named as Certificate Holder. The Entity’s insurance shall be effective at time that the Entity submits its Bid. If the Certificate of Insurance contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. The Insurance Certificate shall meet the insurance coverage required by Article 20 of the attached City Schools General Articles.

18.0 LIQUIDATED DAMAGES

In the event the Contractor fails to perform the obligations below, which are required under this agreement, the Contractor shall be liable for liquidated damages (to be applied daily until violation(s) are corrected) for each occurrence of the performance failure(s) in the amounts expressed below:

a. Refusal to transport and/or accept transport assignment …...………………$115.00

b. Transporting students to/from unauthorized locations………………………. $90.00

c. Transporting others in the same cab as students with parents (parent must ride) ………………………………………………………………….………………...$175.00

d. Failure to reply to correspondences within forty-eight (48) hours……...……$60.00

e. Transporting students without seatbelts………………………………......…. $275.00

f. Failure to ensure that students disembark at their assigned schools or home with supervision prior to the cab departing …...……………………. $115.00/per student

g. Failure to ensure that students are not left in the cab following completion of the route………………………………………………………………...$275.00/per student

h. Failure to notify City Schools of a cab accident immediately………………$275.00

i. Failure to send a driver for required post-accident or scheduled random drug and alcohol testing…………………………………………………………………... $225.00

j. Failure to submit timely and proper documentation as required…………… $225.00

k. Making an unauthorized stop while providing City Schools’ service……......$225.00

l. Transporting unauthorized adults/children in cab while transporting City Schools’ students ……………………………….………………………………………... $575.00

m. Use of cab driver not certified by City Schools……………………………......$575.00

n. Failure of driver to produce a valid license, DOT physical card, and PSC card upon request ……….………………………………………………….......................$115.00

o. Smoking tobacco products while transporting City Schools student………. $115.00

p. Late cab arrival (exceeding ten (10) minutes) at schools where the reason for the delay is not accepted by City Schools (Acceptable reasons include: traffic

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021 congestion, road closures, inclement weather, parental/guardian cause accidents and bus incidents) ……………………………….…………...…....$60.00/per Student

q. Failure of a scheduled cab to show up at student’s home………$60.00/per Student

r. Failure to submit a weekly rider list that includes student pick-up times and cab assignments.... $115.00

s. Failure to verify student’s change of address with City Schools …………. $115.00

t. Failure to submit daily email to City Schools of students not assigned to cabs for ridership ………………………………………………………………………... $115.00

u. Stakeholders not being able to reach a company during business hours……$75.00

v. Early drop off of students at school before scheduled time (per student) ...…$50.00

w. Late drop off to student home beyond 15 minutes of schedule time (per student) …………………………………………………………………………................. $50.00

x. Failure to submit camera data on request…………………………………… $200.00

One or more of these liquidated damages may apply at any one time. Damages will not be imposed for situations beyond the control of the Contractor. Situations that are beyond the control of the Contractor include, but are not limited to, accidents, unusual traffic jams, road construction, weather-oriented delays, and schedule conflicts authorized by City Schools. Liquidated damage amounts will be deducted from regularly scheduled payments, if any, due the Contractor.

The listing of occurrences above is not to be construed as a limitation on available remedies or a limit on the type of offenses that may result in sanctions or actions on Contract by City Schools against the Contractor. In no event shall the liquidated damages assessed exceed 20% of the total value of the contract.

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION

BADGE

Depending upon the type of services that the Entity performs and the Entity’s access to students and/or student records, the Entity’s (and its subcontractor’s) employees may be required to submit to a criminal background check and fingerprinting. Also, such employees may be required to obtain a photo identification badge. A full statement of these requirements is set forth in Article 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”) of the City Schools General Articles (Appendix B).

20.0 LIVING WAGE

During the term of the Contract resulting from this solicitation, the Entity shall pay its employees a Living Wage in accordance with Baltimore City Living Wage legislation and regulations. Baltimore City’s current Living Wage can be obtained by going to https://civilrights.baltimorecity.gov/wage-commission/wages#living or by contacting the Baltimore Wage Commission at 410-396-4835. The award amount of the Contract resulting from this solicitation cannot be increased for the Entity’s failure to factor into its Bid any future increases in the Living Wage rates in effect at the time of this solicitation during the initial Contract term.

https://civilrights.baltimorecity.gov/wage-commission/wages#living

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

21.0 BONDING – N/A

22.0 TERMS AND CONDITIONS

City Schools plans to enter into a contractual agreement with the Entity, subject to these IFB General Terms and Conditions and the Special Conditions for this IFB (Appendix A).

The Contract between City Schools and the Entity shall include the City Schools General Articles (Appendix B), unless modified in writing by City Schools.

In the event of conflict between the City Schools General Articles (Appendix B) and these General Terms and Conditions or the Special Terms and Conditions (Appendix A), the City Schools General Articles shall take precedence.

In the event of a conflict between this IFB and any of the terms and conditions proposed by any Entity or incorporated in any acknowledgement of Contract awarded to the successful Entity, then, and in such event, the terms and conditions stated herein shall take precedence, unless modified in writing by the Director of Procurement.

Any exceptions to City Schools’ terms and conditions are not binding unless they are: (i) negotiated and deemed mutually agreeable by the successful Entity and City Schools;

and (ii) memorialized in a binding agreement between the successful Entity and City Schools. Bids must clearly identify any variances from, or exceptions or objections to: (i) the specifications in this IFB; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). In the absence of any response to the contrary, City Schools will conclude that the Entity agrees to and will hold the Entity strictly accountable to City Schools for: (i) the specifications in this IFB; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Bid. In particular, the following provisions are non-negotiable: (i) the Special Terms and Conditions (Appendix A); and (ii) the provisions set forth in the following Articles in the City Schools General Articles (Appendix B)—Articles 5 (“Entity’s Responsibilities”), 6 (“Subcontractors”), 10 (“Termination”), 11 (“Non-Appropriation”), 12 (“Disputes”), 13 (“Integrity, Ethics, and Conflicts of Interest”), 14 (“Publication and Publicity”), 15 (“Data Collection and Confidential Information”), 16 (“Intellectual Property”), 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”), 19 (“Indemnification and Liability”), 20 (“Insurance”), 21 (“Order of Precedence”), 23 (“Governing Law and Jurisdiction”), 24 (“Entire Agreement”), 25 (“Successors and Assigns”), 26 (“Guarantee”), and 27 (“Notice”). In addition, any deviation by the awarded Entity, without prior documented approval, will be grounds for rejection of the Services or of any goods, and/or equipment when delivered.

23.0 BASIS OF AWARD

Notice of the intent to award the Contract will be provided with reasonable promptness by written notice from the Director of Procurement, or his/her designee, to the lowest responsible and responsive Entity whose Bid meets the requirements and criteria set forth in this IFB.

24.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

Entities shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the Entity is in Good Standing with the Department of Assessments and Taxation of Maryland and/or registered to do business in the State of Maryland. The Maryland Certificate of Good Standing must be issued no later than sixty (60) days prior to the Bid Due Date. If the Certificate of Good Standing contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. Certificates of Status may be obtained online by visiting the following website: https://egov.maryland.gov/BusinessExpress/

This requirement applies to both Domestic and Foreign (out of state) Entities. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201 at 888-246-5941, to determine and apply for the appropriate documentation.

25.0 UNNECESSARILY ELABORATE BROCHURES

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective Bid are not desired and may be construed as an indication of the Entity’s lack of cost consciousness. Elaborate artwork and expensive visual and other presentation aids are neither necessary nor wanted.

26.0 SERVICE LEVEL AGREEMENT – N/A

THE REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY.

https://egov.maryland.gov/BusinessExpress/

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

IFB-24060 IFB Template Effective Date:

Taxicab Services 2/17/2021

PART III: BID FORMAT

City Schools will only except Bid responses submitted electronically to eMaryland Marketplace Advantage (https://emma.maryland.gov).

Bidders response shall be submitted in one (1) PDF document on-line to eMaryland Marketplace.

Advantage

1.0 BID SUBMISSION FORMAT – ONE-PART SUBMISSION

A. Bids shall be submitted electronically via the eMaryland Marketplace Advantage website

(https://emma.maryland.gov). Bids will not be accepted by fax, by postal mail, electronic mail or by hand delivery.

Bidders shall submit one pdf file to eMMA the following.

• Volume I – Bid submission

2.0 VOLUME I: BID SUBMISSION FORMAT

Each bid must include a table of contents and all pages in the bid submission must be numbered, consecutively from beginning to end and separated by tabs as described below:

TAB A. TRANSMITTAL LETTER

Bids are to be accompanied by a brief transmittal letter prepared on the bidder’s letterhead and signed by an individual who is authorized to commit the Offeror to the services and requirements in the IFB. This transmittal letter shall include:

1. The name, title, address, telephone number, and electronic mail address of the person authorized to bind the bidder to the contract, who will receive all official notices concerning this IFB.

2. The bidder’s Federal Tax Identification Number or Social Security Number.

3. A brief statement of the bidder’s understanding of the work to be done, the commitment to perform the work within the time period, and a statement of why the firm believes itself to be best qualified to perform the engagement.

4. A statement that the proposal is a firm and irrevocable offer for a period of one-hundred eighty (180) days.

5. Acknowledgement of all Addenda to this IFB.

TAB B. TABLE OF CONTENTS

TAB C. EXPERIENCE AND CAPABILITIES

Bidder shall provide information on past and current experience with rendering services similar to those in this bid. This description shall include:

1. Summary of the services offered including the number of years the bidder provided these services; the number of clients and geographic locations the bidder currently serves, IFB-24060 IFB Template Effective Date:

etc. and has served; and if a past customer, why the bidder is no longer providing services.

2. Organizational chart of the bidder showing the major components of the unit(s) that will be performing the requirements of this contract; where the management of this contract will fall within the organization; and what resources will be available to support this contract in primary, secondary and back-up roles.

3. Name all key personnel who will perform work under this contract and include each individual’s resume. Include work history, educational background and indicate the proposed role/function of each individual.

4. At least five (5) recent references from its customers who are capable of…