IFB_CSSSA24106_Questions_and_Answers.pdf
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- Solicitation number
- 0000033254
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This is a Q&A document for IFB# CSSSA24106 issued by the California State Summer School for the Arts (CSSSA) in Sacramento regarding school transportation services. The document addresses eight questions from potential bidders about a transportation services contract that includes requirements for vehicles with seatbelts, air conditioning, and bathrooms as needed. Key operational details include a 24-hour cancellation period (subject to negotiation), protocols for handling trip changes within 5 miles of original mileage, and requirements for Lead Chaperones to manage student behavior during transport.
The payment terms allow up to 45 days for the State of California to process undisputed invoices. Performance metrics include vehicle requirements compliance, driver timeliness, and responsive points of contact. The contract includes provisions for performance management through a formal Cure Letter process and potential 30-day termination notice if deficiencies persist. CSSSA will cover upgrade fees for special requirements like ADA-compliant vehicles through an "Unanticipated Materials, Supplies, Equipment, Personnel, Services, Upgrades, Trips, Fees, and/or Tasks" provision.
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| File | Type | Posted |
|---|---|---|
| IFB_CSSSA24106_Attachment_18_Cost_Sheet.xlsx | XLSX spreadsheet | |
| IFB_CSSSA24106_School_Transportation_Services.pdf |
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Califronia State Summer School for the Arts (CSSSA)
7801 Folsom Street, Sacramento, CA 95826 https://www.csssa.ca.gov/
Notice to Prospective Bidders
IFB# CSSSA24106
November 22, 2024
Subject: IFB CSSSA24106 School Transportation Invitation for Bid Q&A
TO POTENTIAL BIDDERS: This notice was created to provide answers to the following questions regarding the Invitation for Bid and its contents.
Question 1: What constitutes “similar” when CSSSA reserve the right to change trip details at no additional cost?
Answer: As indicated in Exhibit A, Scope of Work “similar” means that if new trip details are no more than 5 miles over approximate mileage, do not differ much from time(s)/hours already indicated, do not differ much from dates (weekends vs weekdays) already established, and vehicle requirements (seatbelts, air conditioning, bathroom if required) indicated then total costs for trip should not be more than rates already established. However, if upgrades like a request for an ADA compliant vehicle is needed then CSSSA will pay upgrade fee from “Unanticipated Materials, Supplies, Equipment, Personnel, Services, Upgrades, Trips, Fees, and/or Tasks”.
Question 2: What is the minimum notice period required for trip cancellations?
Answer: CSSSA requests it be allowed a 24hr cancellation period. However, CSSSA is open to negotiation and/or further discussions about an appropriate cancellation timeline with awarded Contractor.
Question 3: Will there be any compensation for last-minute cancellations to cover costs already incurred?
Answer: Yes, if CSSSA is as fault for last-minute cancellation(s). However, is CSSSA Contract Manager or designee provides cancellation notice within agreed upon cancellation time but Contractor’s point of contact and/or dispatchers fail to inform drivers, CSSSA reserves the right to dispute charges and request Contract cover costs already incurred.
Question 4: Can CSSSA clarify the typical timeline for payment processing after invoice submission?
Answer: The State of California has up 45 days to process invoices after submission of an undisputed invoice.
Question 5: What specific metrics will be used to evaluate "satisfaction" as mentioned in Exhibit D, Section 3?
Answer: Vehicle Requirements Met (Seat Belts, Air Conditioning, Bathroom if required), Driver Timeliness, Responsive Point of Contact(s) (for contract execution, scheduling, dispatch issues, invoice issues), etc.… https://www.csssa.ca.gov/
California Science Center IFB CSC 19-130 A#2 Refuse and Recycling
Question 6: What is the process for addressing and resolving any performance concerns?
Answer: CSSSA Contract Manager or designee, will address any performance issues with awarded contractor’s point of contact(s). If performance issues are not resolved in a timely manner and/or persist, CSSSA Contract Manager or designee will issue a formal Cure Letter outlining contractor deficiencies and strict deadline for Contractor to cure those deficiencies. If deficiencies are not cured, CSSSA reserves the right to terminate agreement with a 30-day written notice to the Contractor.
Question 7: Who is responsible for student behavior management during transport?
Answer: Lead Chaperone(s). When trips are scheduled CSSSA Contract Manager or designee will provide Contractor with Lead Chaperone(s) name(s) and contact information. However, Contractor and/or Driver is also free to contact CSSSA Contract Manager or designee regarding any issues during the trip. Please also note CSSSA has very strict behavior policies and students are made fully aware of policies and that they may be dismissed from the program if those policies are not followed.
Question 8: Are there specific protocols drivers should follow if a student becomes ill during transport?
Answer: Contact Lead Chaperone(s) and/or CSSSA Contract Manager or designee.
Please feel free to contact me at (916) 413-9850 or sarreola@csssa.ca.gov, should you have any questions.
Thank You, Sindy Arreola Procurement, SSM I mailto:sarreola@csssa.ca.gov
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