MAPS MCISD Transportation 2024 Request for Proposal.pdf

MENOMINEE COUNTY INTERMEDIATE

SCHOOL DISTRICT

AND

MENOMINEE AREA PUBLIC SCHOOLS

STUDENT TRANSPORTATION SERVICE

REQUEST FOR PROPOSALS (“RFP”)

February 28, 2024

INTRODUCTION

Menominee County Intermediate School District (MCISD) encompasses Menominee County in the Upper Peninsula of Michigan, which is approximately 1338 square miles, of which a majority of this is land.

Menominee County Intermediate School District currently transports Special Education students to one location within Menominee County. In addition, students are transported to and from On-the-Job Training (OJT) and other school activities throughout the district.

2023/2024 Approximate Enrollment: 16

Approximate Students Eligible for Transportation: 16 (currently transporting 11)

Total Transportation Staff (currently contracted): 2 bus drivers, 1 van driver, 1 bus aides

2022/2023 Mileage Data:

Special Education 80,578 Miles

OPERATIONAL INFORMATION

General Information: The School District provides daily transportation services for and Special Education students within ISD Classrooms to and from school and other programs. A more-detailed summary of the School District's current transportation program is provided herein.

The School District contracts/operates its transportation services in accordance with all applicable federal, state and local laws, rules, regulations and ordinances, as well as the District’s Board of Education Policies, Guidelines and Procedures. The school year shall be the number of days in which the School District is actually in session.

The number of busing days may vary from the school calendar as necessitated by early starting dates, different vacation dates, snow days, partial closings, late start days, or other conditions which may have the effect of altering the school year calendar. The School District has 180 to 200 student attendance days for Special Education. Other programs requiring student transportation do not always follow the instructional calendar. The routing, usage, and personnel information provided below describes the School District's current and past operations, which needs may change at any time in the future.

Routing. The goal of the School District is to make all runs and routes as safe and efficient as possible, while using the fewest buses necessary. The School District's route planning has utilized a number of General Education-style buses to transport special needs students; however, it is imperative that all routes and runs meet applicable laws, regulations and IEP requirements. All current ISD owned buses are wheelchair accessible.

Summary of buses needed to cover school year daily routes - Currently using 2 buses and 1 van.

Summer Routing: There is one (1) summer route – running for up to 10 days between mid-June and mid-August

– which transport Special Education students to the Menominee CI Classroom, located at Menominee JH/HS.

These routes must be staffed with a driver and a bus aide. There are approximately 5 total students who need transportation for this program.

Other Special Routes: Special Education CI classrooms are take two (2) field trips per week, many require transportation.

The School District and Proposer will work together to establish routes, guidelines, distances, and other relevant information for such events.

Current School District Transportation Personnel: The School District employs all transportation personnel/services with the exception of the Transportation Coordinator, who is a contracted employee (shared with a local district).

NOTE: Proposer shall employ staff that is adequate to fulfill the needs of its operation and meet the requirements of this RFP.

More information regarding the District can be found on our School District website at https://www.mc-isd.org/ https://www.mc-isd.org/

Menominee Area Public Schools (MAPS) is a school district operating a kindergarten through high school program in Menominee, Michigan, and includes, among the services which it provides to students, transportation.

Menominee township covers 73.4 square miles with the main city being Menominee, Michigan.

2023/2024 Approximate Enrollment: 1,186 students.

In the 2023/2024 school year Menominee had:

6 morning bus runs with approximately 271 students. (173 miles, 14 hours 30 minutes)

6 afternoon bus runs with approximately 271 students. (173 miles, 14 hours 15 minutes)

AM Special Totals- Mon-Fri 5 hours

PM Special Totals- Mon-Fri 5 hours

Tues-Thur Specials total- 45 min

MAPS Transportation operates on the 180 day school calendar.

Extra Curricular bus runs are also used and contracted with the winning bidder.

More information regarding the District can be found on our School District web site at www.gomaroons.org.

http://www.gomaroons.org

I. INSTRUCTIONS TO BIDDERS:

1.1 NOTICE IS HEREBY GIVEN that the Menominee County Intermediate School District and Menominee Area Public Schools (School District(s)) will accept bids for a five (5) year contract for STUDENT TRANSPORTATION SERVICE. Bids will be opened and read aloud at the MCISD Building (1201 41st Ave. Menominee, MI 49858) on April 5, 2024 at 3:30pm CST and may be referred to a committee meeting for analysis and final acceptance. Bids should be submitted for a five (5) year period, encompassing the 2024-25, 2025-26, 2026-27, 2027-28 and 2028-29 fiscal years.

1.2 Sealed proposals shall be delivered to the following address (MCISD, 1201 41st Ave, Menominee, MI 49858, Attn: Steve Martin, Superintendent), any time prior to, but not later than, April 5, 2024 at 3:00 pm CST and clearly state Student Transportation Bid on the front of the envelope. The top document in each bid (whether mailed or emailed) must be Attachment C - Proposal Form. Bids received after this time will not be considered by the Board. Bids may be emailed to stevemartin@mc-isd.org and must have the subject line stating Student Transportation Bid. Proposals submitted via email must be in PDF format. Email bids will be opened at 3:00 p.m. CST on April 5, 2024 and put into a sealed envelope. All bids must contain the name and address of the bidder.

1.3 All bids must be valid for a minimum period of 60 days after bid opening.

1.4 The Board of Education of the School District reserves the right to reject any and all bids, or to waive any informalities, irregularities or technicalities in any proposal, should it deem to be in the best interest of the School District to do so. The contract will be awarded as determined by the Board of Education. Bids should be submitted on the premise that the School District intends to contract as a single unit, and that the proposal must be acceptable to the Board. Acceptance of a bid by the School District does not constitute a contract. The final contract document will be subject to negotiation and the Board will approve execution of a contract. While the financial responsibility of the bidder is a significant concern, the Board is equally concerned with the proven ability of the bidder to satisfactorily perform the contract so that the service will be provided in accordance with proposed contract documents.

1.5 Any explanation or statement, which the bidder wishes to make, must be placed in the same envelope with the proposal but shall be written separately and independently of the proposal and attached hereto. Unless the bidder so indicates, it is understood that the bidder is in strict accordance with the specification requirements.

1.6 The primary bid shall be based on the premise that the School District will not be responsible for financing, holding title to, or licensing vehicles.

1.7 All figures given for passengers, routes, or lengths of routes are based on data available for the 2022-23 school year.

1.8 Bidders must satisfy themselves, upon examination of these specifications, as to the intent of the specifications. After submission of the proposal, no complaint or claim that there was any misunderstanding in regard to items listed for bidding will be entertained.

1.9 All bids shall be deemed final, conclusive and irrevocable and no bid shall be subject to correction or amendment for any error or miscalculation.

1.10 Collusive Bidding and Relationship Disclosure: The Proposer shall submit a Familial Relationship Disclosure in substantially the form attached hereto as:

a. Attachment A1 - Familial Relationship Disclosure - MCISD.

b. Attachment A2 - Familial Relationship Disclosure - MAPS.

The Proposer shall submit an Iran Economic Sanctions Act Certification in substantially the form attached hereto as :

a. Attachment B - Iran Economic Sanctions Act Certification.

1.11 The bidder shall at all times observe and comply with all applicable School District program mandates, policies, rules, State of Michigan Department of Consumer and Industry Services Licensing Rules for Child Care Centers, and including specifically the Head Start Final Rule for Transportation, laws, ordinances, regulations and codes of the federal, state, county and other local government agencies, which may in any manner affect the performance of the contract, and in particular, such laws pertaining to safety. These policies will be made available to any bidder, upon request. The Contractor, in performing under this contract shall not discriminate against any worker, employee or applicant, or any member of the public because of race, creed, color, age, sex or national origin, nor otherwise commit an unfair employment practice.

1.12 No contract shall be assigned or any part of the same subcontracted without written consent of the Board, but in no case shall such consent relieve the Contractor from his obligations, or change the terms of the contract.

1.13 Alternate bids will be considered only secondarily to the contract specifications. Any alternates submitted must be thoroughly detailed to merit consideration.

1.14 Contractor shall submit a description of the equipment, which he proposes to use in carrying out the contract prior to the beginning of the school term including year, model, capacity, and fuel type.

1.15 It is understood that all equipment furnished shall comply with all statutes, school bus specifications, and safety regulations in force, and that if any bus equipment owned by the Contractor fails at any time to comply in whole or in part during the term of the contract, it shall be replaced by the Contractor without expense to the School District and without claims for adjustment per diem, or per trip, compensation.

1.16 The Contractor shall own all buses or vehicles provided under this contract.

1.17 These bid specifications shall be affixed to the contract entered into with the Contractor, and shall be considered an integral part thereof. Should there be determined that there is contradiction between the bid specifications and Contract, terms and conditions as stated in the Contract shall prevail.

1.18 See Attachment E1 - Current Transportation Information and Route Details MCISD and Attachment E2 - Current Transportation Information and Route Details MAPS for information of the School District’s current pupil transportation program. Contractors are to base their cost projections on duplicating this service within the requirements of the RFP.

II. SELECTION TIMELINE, CRITERIA, AND EVALUATION

2.1 The RFP shall be released and considered on the following schedule:

Release of RFP February 28, 2024 Proposals Due April 5, 2024

2.2 Proposal Information: Proposals must demonstrate an understanding of the scope of work and the ability to accomplish the tasks set forth herein and must include information that will enable the School District to determine the Proposer’s overall qualifications. Each Proposal shall include the information identified below and any other information required by this RFP, but may also include any other information that the Proposer feels is significant with respect to the School District making an informed decision relative to the Proposal.

2.2.1 Original bid document as required by Section 1.3.

2.2.2 The Proposed Contract Sum shall be identified on, and in compliance with, the Proposal Form attached hereto as Attachment C1 - Proposal Form MCISD, Attachment C2 - Proposal Form MAPS, and Attachment C3 Cost Adjustment Form MCISD and MAPS. The Proposed Contract Sum shall be identified as a total dollar amount, but the Proposer shall provide an adequate explanation how its costs have been computed.

2.2.3 By submitting a Proposal, each Proposer is attesting to the following: (a) Proposer has read and understands the RFP and project requirements and the Proposal is made in accordance therewith, (b) Proposer warrants that it is familiar with the local conditions (e.g., roads, weather, urban/suburban/rural areas) under which the work will be performed, and (c) Proposer’s price is based upon personnel and equipment described in the RFP and in accordance with all terms and conditions without exception.

2.2.4 The Proposer shall submit a statement of the Proposer’s qualifications, including any evidence that they are currently providing transportation services for other intermediate school districts and Head Start programs of similar size and scope as the School District, particularly identifying outstanding transportation contracts and the number of school buses used in the first year transportation was furnished with respect to each such contract.

2.2.5 The Proposal shall include background information and qualifications of the personnel who will be involved with the School District, including:

2.2.5.1 A list of proposed management staff assigned to the School District, including profiles describing experience, education, background, specific professional accomplishments, and any special qualifications.

2.2.5.2 A description of the chain of command and reporting relationships, including an organizational chart showing the staffing and lines of authority (which chart shall identify where the School District's Transportation Coordinator will be placed, as such Transportation Coordinator will act as liaison between the School District and the proposer).

2.2.5.3 When requested, a list of drivers (last, first and middle initial), driver’s address, proof of proper licensure, bus driver certification status and schedules.

2.2.6 The Proposer shall acknowledge that management, drivers, and aides may be replaced or transferred upon request, subject to Proposer's status as independent contractor, as further described herein.

2.2.7 The Proposer shall provide a list of training programs and a description of the safety programs, both as further described herein.

2.2.8 When requested, the Proposer shall describe its preventative bus maintenance program.

2.2.9 When requested, the Proposer shall provide a list of experience with the Michigan State Police Motor Carrier Division inspections, including results and any corrective action taken.

2.2.10 The Proposer shall provide a list of at least three (3) references, including contact names, addresses, and phone numbers, from separate entities who have contracted with Proposer to receive transportation services, including the type and scope of services provided. The bidder should use Attachment I.

2.2.11 The Proposer shall describe its experience with providing routing management services, including identifying the experience of any applicable staff. The description should include all facets of routing and boundary planning and should discuss any experience the Proposer has with using computer routing software programs (and, if applicable, its plan to do so on this project).

2.2.12 The Proposer shall provide evidence of its ability to furnish insurance required by this

RFP.

2.2.13 The Proposer shall acknowledge and agree to comply with all applicable federal, state, and local laws, rules, regulations, codes, ordinances and policies that apply to Michigan public schools and transportation services, particularly including the Revised School Code and the Pupil Transportation Act. Without limiting the breadth of the foregoing, the Proposer shall agree to comply, at its cost, with the requirements for criminal history and background checks found in the Revised School Code.

2.2.14 The Proposer shall provide a list of all litigation, arbitration, mediation and/or regulatory proceedings for the past five years related to Proposer’s provision of transportation services, provision of maintenance services, provision of supplies, materials and equipment with respect to same, working conditions, employment practices, and mistreatment of pupils or other persons being transported. It is not contemplated that workers compensation or unemployment proceedings be discussed pursuant to this section.

2.2.15 The Proposer shall provide a summary (by narrative, brochure, chart or other means) showing the Proposer's special qualifications and philosophy which may give the Proposer the ability to satisfy all bid requirements.

2.2.16 The Proposer shall specifically identify and explain any and all complaints or requested exceptions to its compliance with the requirements of this RFP and the form of Contract, if applicable. The failure to specifically identify and explain an exception shall be deemed an express agreement to be bound by the terms of the RFP and/or Contract.

2.3 Evaluation of Proposals: The purpose of this RFP is to consider a contractual relationship with an experienced and qualified transportation company to provide complete transportation and maintenance services to the School District in the most efficient and cost-effective manner possible while, at the same time, maintaining the highest level of safety and reliability.

2.3.1 The School District shall have the right to take such steps as are necessary to determine the ability of the Proposer to perform the work in a prompt and efficient manner in accordance with the RFP. In determining the qualifications and responsibilities of the Proposer, the School District shall take into consideration those criteria listed in Section

2.2 and any other consistently-applied information the School District deems necessary.

2.3.2 The School District reserves the right to reject any and all Proposals and to waive all informalities and/or technicalities where the best interest of the School District may be served, including the right to award a Contract without further discussion or negotiation with anyone proposing these services.

2.4 Contract Award and Requirements:

2.4.1 A Contract shall be based on the terms of this RFP and any accepted portions of the selected Proposer's response thereto, except as may be amended by the School District in its sole discretion. Notwithstanding anything to the contrary herein, the School District may elect in its sole discretion to further negotiate the terms of same with Proposers whose Proposals fall within a competitive range as determined by the School District.

2.4.2 The award of a Contract is contingent upon securing an acceptable Proposal, as determined within the School District’s sole discretion. A Contract shall be binding and enforceable only upon the following conditions: (a) successful negotiation of terms in accordance with Section 2.4.1, if applicable, and (b) authorization by the School District’s Board of Education or its designee.

2.4.3 The Contract shall be for an initial five (5)-year term from July 1, 2024 to June 30, 2029.

The Contract may be terminated upon ninety (90) days’ written notice from the School District with or without cause.

2.4.4 Insurance:

2.4.4.1 The Proposer shall insure jointly the liability of itself, the School District, and their duly authorized representatives for damage to property or injury to persons which arise as a result of the Contract and the duties of the Proposer which arise therefrom. Such insurance shall be secured from an insurance company authorized by law to transact the business of insurance in the State of Michigan. Proof of such insurance, a statement of coverage limits and a copy of the applicable policy shall be provided to the School District prior to execution of the Contract. Failure to do so shall be a justifiable basis to act against the Proposer’s bid security.

2.4.4.2 The Proposer shall maintain insurance coverage satisfactory to the School District, including with respect to coverage limits and deductibles, and as set forth below during the term of the Contract. The Proposer shall furnish evidence thereof to the School District not less than thirty (30) calendar days before coverage is required and services are scheduled to begin pursuant to the Contract. Such evidence shall be in the form of a certificate of insurance, which shall also include a minimum of sixty (60) days notification to certificateholders of cancellation or change in the policy, and shall be extended to include the School District as an additional insured. The proposed insurance provider(s) must be recognized to do business in the state. Contractor shall provide Personal Injury Protection and Property Damage Liability Insurance with limits of not less than one million dollars ($1,000,000) for all personal injuries, and one million dollars ($1,000,000) for property damage, five hundred thousand dollars ($500,000) per person bodily injury and shall name the District as an additional insured. The Contractor and or its insurer/claim administrator will be responsible for claim investigation and claim payments for all losses with exposure up to Five Million Dollars ($5,000,000) for accidents involving Contractor owned buses serving the District.

The Contractor agrees to notify the District Superintendent or his/her designee immediately of any claim arising pursuant to said policies. The Contractor shall cause the policy to include an endorsement to the effect that the policies shall not be canceled without thirty (30) days prior written notice to the District

Superintendent or his/her designee. In case of termination, the Contractor shall provide evidence of new insurance at the earliest possible date, but not later than ten (10) days prior to the termination of the original policy. Contractor shall provide said insurance before the effective date of this Contract and prior to the beginning of each school fiscal year.

2.4.4.3 The Proposer shall maintain such public liability insurance that will protect the Proposer from any claims for damages for personal injury, including death, and damage to property that may arise from operations under, related to, or about the Contract.

2.4.4.4 The Proposer shall maintain such workers compensation insurance as will protect the Proposer from claims that may arise from operations under, related to, or about the Contract.

2.4.4.5 A list of types of insurance, limits of liability, and policy extensions required of the Proposer are to be listed at Attachment D - Insurance Coverage. The Proposer shall not commence work under the Contract until all insurance stated in this RFP is obtained and the School District has reviewed all associated insurance policies. However, such review by the School District does not relieve or limit the Proposer's liability and/or responsibility under this RFP.

2.4.5 Any Contract shall incorporate the terms of this RFP and accepted portions of the Proposer's response thereto. As described above, at the School District's option, the Contract will be premised on this RFP document and accepted responses subject to: (a) the School District’s ability, in its sole and absolute discretion, to negotiate the Contract’s terms, and (b) any specific exception to the Contract’s terms as identified and explained in writing by the Proposer pursuant to Section 2.2.15. In the event of any inconsistency between the Contract and the RFP and response, the provision that is most favorable to the School District (as determined in the School District's sole discretion) shall govern.

Any submitted Proposal is an offer to enter into a contract based upon the foregoing.

III. DESCRIPTION OF SERVICES

3.1 Generally:

Proposer shall, during the term of the Contract, furnish all management, supervision, drivers, equipment, services, necessary buses and related vehicles, and necessary insurances required to provide all School District transportation services in accordance with this RFP and at least at the same or similar service level as currently provided by the School District, including:

3.1.1 Safe, efficient and reliable on-time delivery of Special Education students between home and center-based programs, between school buildings or other destinations determined by the School District and the relevant IEP and, generally, to and from school on a daily basis within School District defined parameters and any field trips, after-school excursions, or other applicable extracurricular activities designated by the School District.

3.1.2 Daily Transportation Services. The Contractor shall provide safe, efficient and reliable on-time transportation from home to school and school to home for general education, special needs students or those other persons eligible or authorized for transportation services on a daily basis including mid-day transportation all of which is referred to as the “Daily Transportation services”.

3.1.3 Assist the School District in the efficient routing of all Head Start, Special Education, MAPS and other transportation needs of the School Districts, including but not limited to extracurricular routes, athletic events and field trips, as outlined in this RFP and/or Contract. The Contractor shall propose alternate routes that conform to all federal and state laws and School District Policies, which routes shall be approved by the School District prior to implementation. If the Proposer uses routing software, then the Proposer shall provide the School District with reasonable access to such software.

3.1.4 Maintenance of the buses and transportation fleet, utilizing certified mechanics. All maintenance records shall be retained, organized and made reasonably available to the School District.

3.1.5 The selection, evaluation, training, compensation, and retention of transportation employees, including all necessary, drivers, bus aides, and management and clerical personnel to complete the provisions of the transportation and maintenance services. The Proposer shall not discriminate against any worker, employee or applicant with respect to hire, tenure, terms, conditions, or privileges of employment because of race, color, religion, national origin, age, sex, height, weight, or marital status. Breach of this covenant may be regarding as a material breach of contract. Throughout the term of a contract, the contractor shall retain all personnel necessary for the provision of the transportation and maintenance services as set forth herein.

3.1.6 Student discipline in cooperation with the School District, and as mandated by applicable law and School District policies/guidelines, as same may be amended from time to time by the School District’s Board of Education. Any changes to such policies/guidelines after the commencement of services shall be communicated from the School District to the Proposer.

3.1.7 Effective communication with the School District, including, but not limited to, the School District’s administration, Board of Education and, as applicable, with parents, students, and the community.

3.1.8 Continuous analysis of the transportation operations of the School District in order to effectively manage costs, while maintaining service levels in accordance with School District policy and safety protocol. The Contractor shall identify and implement operational efficiencies that will lead to cost reductions.

3.1.9 Repairs to Property Damage: Damage to the District Facility or District property caused by the Contractor, its agents or employees shall be repaired so the Facility or properties are in as good condition as before entering into this Contract. All repairs shall be accomplished at no cost to the District.

3.2 Management:

3.2.1 The Proposer shall provide management staff to coordinate all Proposer functions described in the RFP. These staff members shall ensure that the School District’s transportation needs are smoothly and efficiently met. The Proposer must employ or subcontract with state-certified school bus trainers and examiners who will be available to meet the training, evaluation, and instructional needs of drivers transporting the School District pupils. The Proposal shall include a list of the proposed management staff. To ensure consistency and efficiency, the Proposer's management staff shall not be removed or reassigned without prior approval of the School District, which shall not be unreasonably withheld. However, the School District may request the removal and replacement of proposed management staff and/or other Proposer employees should the School District reasonably believe such services to be inadequate or otherwise detrimental to the School District. The Contractor shall be required to supervise all of its employees, agents, or servants in all respects. Upon such request, the Proposer shall promptly replace such staff and/or employees, subject to Proposer's status as independent contractor. The Proposer’s employees are the employees of the Proposer and not employees, or other servants of the School District.

3.2.2 It is expressly agreed between the Contractor and the District that the Contractor will act as an independent contractor in the performance of its duties under this Contract and under no circumstances shall any of the employees of one party be deemed the employees of the other for any purpose. Accordingly, Contractor shall meet all of its obligations and responsibilities for payment of all taxes including Federal, State and Local taxes arising out of Contractor's activities in accordance with this Contract, including by way of illustration but not limitation, Federal and State income tax, Social Security tax, Unemployment Insurance taxes, Workers' Compensation Insurance and any other taxes or business license or permits fees as required. This Contract shall not be construed as authority for either party to act for the other party in any agency or other capacity or to make commitments of any kind for the account of, or on behalf of, the other party, except to the extent, and for the purposes, expressly provided for and set forth herein, and no partnership or joint venture is created hereby. Contractor is retained and engaged by the District only for the purposes and to the extent set forth herein. Neither the Contractor nor its employees or agents shall not be considered an employee of the District, nor is Contractor entitled to participate in any plans, arrangements, or distributions by the District pertaining to or in connection with any fringe, pension, bonus, profit sharing, or similar benefits, or any medical, dental, life or disability insurance plans. Further, the District will not withhold or pay any State, Federal or Local taxes, FICA, FUTA, MESC Insurance or Workers' Compensation Insurance and Contractor will indemnify, defend and hold the District harmless for the payment of such sums, interest, penalties, or cost of collection of same, including reasonable attorney fees. Nothing in the Contract shall be construed to interfere with or otherwise affect the rendering of the Transportation Services or Maintenance Services by Contractor in accordance with its independent and professional judgment. No tenure or other rights/benefits typically arising out of an employee-employer relationship shall arise out of this Contract on behalf of Contractor, it employees or agents.

3.2.3 Proposer and its drivers are required to comply with any and all standards, regulations, codes and laws of the State of Michigan and the federal government, including but not limited to transportation issues, privacy issues, student record issues and any other issues arising out of the services provided pursuant to the Contract. Further, the Proposer and its drivers must abide by the applicable policies of the School District. The School District and Proposer shall cooperate in providing ongoing in-service training to all drivers and attendants employed to transport students. The Proposer's Proposal shall include a listing and description of the proposed training programs. All employees of Proposer must attend these training sessions and all drivers must hold and maintain a valid school bus driver license and certification. Topics to be addressed will include, but not be limited to, driving skills; behavioral programs; public relations with students, parents, and school personnel; first aid; basic medical information; emergency procedures; and student evacuation drills including evasive maneuvers, pre-trip, post-trip, accidents, etc. All drivers must attend a six (6) hour training session at least once every two (2) years.

3.2.4 The Proposer agrees to advise the School District(s) on routine organization and operation matters concerning the transportation services, provided that such consultation does not disrupt the Proposer’s ability to perform the services described in the Request for Proposal.

3.2.5 Proposer shall be fully responsible for the care and supervision of the pupils during their period of transportation. The transportation of a pupil shall be deemed to have begun when such pupil prepares to board the vehicle and shall be deemed to have ended when the pupil has completed alighting from the vehicle at a reasonably safe place in which to alight in view of the circumstances then prevailing. Further, if required for Head Start and Special Education students, or otherwise, prior to the pupil alighting from the vehicle, the driver must visually verify a responsible and designated person is present to receive the pupil. If no such person is present, the driver shall contact dispatch and review the transportation plan for that pupil to identify the next course of action the driver shall not permit the pupil to alight from the vehicle, shall proceed with the vehicle's scheduled run and, within a reasonable time, return to the pupil's stop to again attempt to visually verify whether a responsible person is present to receive the pupil. If, after that second attempt, there is still no responsible person present to receive the pupil, the driver shall contact dispatch again and review the next course of action. The Proposer must adhere to mandated child care licensing/transportation rules. Without limiting the School District's protections or rights as otherwise set forth in this RFP, the School District or its authorized representatives, shall not in any way or manner be answerable or suffer loss, damage, expense or liability of any kind or nature arising from such transportation service either by accident, negligence, thefts, vandalism, or any cause whatever, and Proposer shall indemnify the School District and its authorized representatives for all liability of every kind and nature arising from accident, negligence, or any cause whatever that the School District may suffer arising out of or in any way related to the Proposer’s performance under the Contract.

3.2.6 Proposer shall not assign its Contract, or any interest therein, without the prior approval in writing of the School District.

3.3 Operations, Routing, and Scheduling:

3.3.1 Operating Requirements:

3.3.1.1 The Proposer shall provide all pupil transportation necessary to meet the School District’s transportation needs as described by the School District, including but not necessarily limited to regular home-to-school-to-home transportation, building-to-building shuttles, other center-based Head Start and Special Education transportation, field trips, community based activities and On-the Job Training (OJT) described by the School District. Service shall be provided on school days and on other days designated by the School District.

3.3.1.2 The Proposer shall, as requested by the School District, provide other transportation for school-sponsored activities when such other transportation does not conflict with regular transportation service.

3.3.1.3 The Proposer shall, as requested by the School District, provide other transportation that may conflict with regular transportation service if that transportation does not require the Proposer to utilize more vehicles than the School District has requested be dedicated to its transportation service.

3.3.2 Routing and Scheduling: The Proposer shall operate buses along routes approved by the School District. The School District prior to the opening of school in the fall shall provide the Proposer with a detailed list of students and class/center schedules. The Proposer shall provide recommendations to the School District regarding routes, schedules, and stops. The Proposer shall coordinate with the School District to assure that students are transported safely, efficiently, and in a timely manner. The Proposer shall recommend routes, in keeping with pupil safety, so as to deliver students within a reasonable time prior to the commencement of school activities, and so as to return them to their respective stops with a reasonable time after the end of same. Proposer shall perform the work described in this RFP diligently so as to assure adherence to all relevant school schedules, and the Proposer shall assume responsibility for timely delivery of pupils to and pick-up of pupils from programs. At no time shall the Proposer's office or garage be reused as a depot for the transfer of students. Proposer shall structure all bus routes with particular attention to reasonably minimizing pupil ride times on standard bus routes. To that end, no MCISD pupil's ride time shall be more than seventy (70) minutes, exclusive of staging periods, except as may be excused by express written notice from the School

District. Contractor shall provide a map showing the approved bus route of each bus and a list of metered miles for each route which shall be established each year and shall be adjusted annually as needed. Contractor shall furnish, not less often than once per school year, an accurate odometer reading with respect to each vehicle used by Contract.

Contractor agrees to work in cooperation with the District to establish the most advantageous routing plan for the safety of Students within the guidelines provided for in this Contract and the District’s Board of Education policies. Contractor agrees to work with District designees regarding necessary Individual Education Plan (IEP) transportation requirements. Contractor shall pick-up Students identified by the District at any location and at times approved by the District to transport to the classes/facilities set by the District. Contractor shall transport designated Students to such locations, arriving at times approved by the District and return them to their stops, using routes recommended by Contractor and approved by District. All pick-ups of Students may be door-to-door or in groups as specified by District policies. Subsequent to approval by the District of the of the Contractor’s recommended routing plan, Contractor shall make no substantial changes thereto without prior notice to, and written approval by, the District.

3.3.2.1 The Contractor and the District shall mutually agree in writing on a method of notification to parents and Students of scheduled pick-up times prior to the start of each school year and the costs for notification shall be borne by the District.

All necessary continuing communications shall be in conjunction with the District.

3.3.3 Changes in Established Routes or Stops: The Transportation Coordinator will submit route modifications as needed throughout the school year. These needs, as presented, must be met by the Proposer. Additional or special routes will be established by mutual agreement with the Proposer. Changes to established routes, stops, or schedules must be reviewed and approved, in advance, by School District, any associated costs must be included. If approved, such change shall be implemented by the Proposer as soon as possible, no more than three (3) working days after Proposer is notified of approval by the School District, unless otherwise mutually agreed upon by all parties. In all cases, runs, routes, and stops must conform to all pertinent IEPs and applicable federal, state, local, and School District laws, regulations and policies. Current rosters shall be provided by the Proposer to the School District by the 1st of each month.

3.3.3.1 Changes in School Schedules:

3.3.3.1.1 The MCISD will make all efforts to notify the contractor in a timely manner of any delays or cancellations. There will be no change in the base bid for either the MCISD or contractor.

In the event that MAPS issues a cancellation of school due to inclement weather after some buses have already gone out, MAPS will be billed only for actual miles driven prior to the notification of cancellation. Canceled snow days that are not rescheduled will not be assessed a cost.

3.3.3.1.2 The Proposer shall provide a one (1)-hour response time to provide transportation services after oral notice of any instances in which school classes are canceled in the middle of a school day for reasons of emergency, inclement weather or other lawful reason.

Similar response time shall be provided by the Proposer in instances of delays in the beginning of school classes.

3.3.3.1.3 MAPS Contractor shall be paid for the transportation of students pursuant to the schedule. For the purpose of the contract, the school year shall be the number of days in which school is actually in session. The number of busing days may vary from the school calendar as necessitated by early starting dates, different vacation dates, late closings, or snow days. The Contractor shall be paid for the actual days of service provided. There shall be no additional reimbursement for inconvenience nor guarantee the number of days of bus transportation as a result of these variables. In the event of any dispute regarding any amount due or claimed hereunder, the District shall have the right to hold any amount in dispute pending the resolution of the amount. Payments to Contractor shall be subject to audit and verification based on actual mileage driven. Payments shall be made monthly, with two weeks of service being held in arrears to allow for audit. Contractor shall pay all costs of operation of its school buses.

3.3.4 Dispatch: The Proposer shall ensure that: (a) an appropriate size and type of bus is assigned to each run each day, (b) the bus assigned to each run is in compliance with legal and contractually described maintenance requirements, (c) each run is assigned to a driver who is available to drive it, and (d) each run is assigned to a driver who possesses all relevant endorsements or credentials required by law, regulation, standard or policy to drive the type of bus assigned to that run or to transport the pupils assigned to that run.

3.3.5 Options to Cancel: The School District shall have the option to cancel any scheduled co-curricular trip on the School District’s notification of the Provider at least 2 hours prior to the time of the first scheduled pupil pick-up or (unless the School District notifies otherwise) upon the cancellation of school due to inclement weather.

3.3.6 Limitation of the School District’s Obligations: The School District is not at any time obligated to request other transportation services from the Proposer, nor pay for services not received, with the sole exception of the failure to timely cancel scheduled service.

3.3.7 School District’s Right to Contract Separately: The School District expressly retains the right to Contract separately with other vendors or entities for any transportation services not expressly awarded to Proposer by the Contract.

3.3.8 Transportation Software/GPS: Transportation Software/GPS is not a requirement but is a District preference since the below features improve safety, efficiency and communication. The School District requests that any vendor making a proposal indicate the type and specifications of any software package they use to manage their fleet. It is a bid requirement to complete Attachment H - Transportation Technology. If the transportation software is approved as part of the final proposal, all buses must be equipped with the necessary GPS and software and it must be functionable at all times. In the event of a breakdown of equipment, the vendor will have 14 days to rectify the situation. District staff must have access to the functions that provide or improve safety, efficiency, and communication.

Areas of interest include:

a. Scheduling and Routing Capabilities: To include optimization of routes and time, as well as plans for alternate routing and management schedule changes in the case of student illness or absence.

b. Bus Driver Management: To include personnel functions and dispatch capabilities.

c. Analysis: Including GPS analysis for efficiency and safety, cost management, productivity management, fuel usage, fleet and maintenance management, and performance analysis.

d. GPS Tracking

e. Accessibility: For the School District, as well as parents.

f. Reporting Functionality: Timely invoicing and reporting of all areas, including incident reporting.

g. Special Needs: Optimization for special needs transportation, and timely reporting for Medicaid and other purposes.

3.4 Staff Management Requirements:

3.4.1 Pre-Employment Screening: The Proposer shall develop and implement a pre-employment interview and/or screening program for all candidates for employment in conjunction with the Proposer’s performance under the Contract. . The pre-employment interview and/or screening program shall be designed to assist the Proposer in determining the candidate’s suitability for work with school pupils in the transportation setting. That program shall seek to identify those candidates who may be suitable for assignment of transportation services for Head Start, Special Education, and MAPS students. These programs shall require that each candidate satisfy or exceed all legal requirements, including the examination of the candidate’s criminal history, drivers licensing, school bus driver licensing and certification, training and motor vehicle record, as required by the state of Michigan. Further, it shall include federal and state criminal history and criminal record background checks, at least as required by law. The Proposer shall not hire bus drivers who have been convicted of any felony, charged with offenses relating to criminal sexual conduct involving minors, convicted of any felony moving violations, convicted of or presently charged with alcohol or drug related charges in any state within the past ten (10) years, or drivers who have previously been involved in and were negligent, with such negligence resulting in personal injury or property damage accidents and any offenses in the School Safety Laws listed as unemployable. A pre-employment physical shall be administered which will meet the MDE bus driver requirements. Copies of the MDE certification cards for Proposer's employees who will be providing services pursuant to the Contract shall be available to the School District upon request. In addition the Proposer shall provide to the School District a current list of names, telephone numbers, and copies of records for each bus driver, including, but not limited to, motor vehicle operator licenses, medical cards, all required state or federal bus driver course enrollment and completion forms. These shall be provided annually and upon hiring new drivers prior to driving school District students. In the event any of the pre-employment screening is failed by a potential employee, that employee shall not be hired by the Proposer for any position that serves the School District pursuant to the Contract. The Proposer shall annually review the driving records of all bus drivers, and provide copies of such records to the School District for review prior to commencement of the school year. Pre-employment physicals, screenings, and federal and state criminal history and criminal record background checks will be paid by the Proposer.

3.4.2 Credentials and Related Requirements:

3.4.2.1 License and Permits:

3.4.2.1.1 Every driver employed by the Proposer to provide services to the School District must have and maintain a valid school bus driver license and certification in satisfaction of 1990 PA 187, as amended, appropriate to the vehicle that is being driven, with a passenger endorsement as issued by the State of Michigan. The School District shall not pay for Proposer’s required license cost, and all such costs shall be borne by the Proposer. Copies of driver’s license verifications of Proposer's employees providing service pursuant to the Contract shall be available to the School District upon request.

3.4.2.1.2 Every driver and driver supervisor shall have successfully completed the basic bus driver education program and continuing education programs as required by law and the Michigan Department of Education. Additionally, a driver supervisor shall successfully complete the supervisor training program. Training specific to the School District programs and mandates, as deemed necessary by the School District, will be provided by the Transportation Coordinator. The School District will be responsible for costs associated with transporter attendance and participation in such School District trainings. Costs specific to the trainer and training program will be assumed by the School District. The School District will provide the Proposer ten (10) business days advance notice of any necessary training. Drivers who have not participated in district provided mandated trainings will be prohibited from transporting School District students.

3.4.2.1.3 Each driver shall have a certified safe driving record, with no felony convictions (whether or not affiliated with the operation of a motor vehicle), with no convictions for driving under the influence of liquor or other illegal…