MWVCAA Request for proposal - Contract Drivers 2023-2024 Combined.docx.pdf

Request for Proposal Timeline

MWVCAA Transportation: Contract Drivers Project

Release Date: Tuesday, June 27, 2023

Proposal Due Date: By 5:00 pm on Friday, July 7, 2023

Project timeline: Awarded by July 14, 2023 or earlier

School year starts: Monday, September 18, 2023

School year ends: Thursday, June 6, 2024, for Part-day part-year classes

Note: The year may be extended due to snow days and class cancelations and may be extended to make up days missed.

Direct all questions to George Shay, Transportation Supervisor@ (971)304-8581 or email

George at: george.shay@mwvcaa.org

The question and answer period for the proposal will be Friday, June 30, 2023, from 1 pm to 2 pm.

Submit proposals to:

Mid-Willamette Valley Community Action Agency

Attn: George Shay

2475 Center St NE

Salem, Oregon 97301

Proposals must be received by 5:00 pm on Friday, July 7, 2023, to be considered. Proposals can be delivered to the address above or emailed to George Shay at the email address above.

Please complete the attached Cover Sheet and the Evaluation Criteria Sheet and submit them with your proposal.

mailto:george.shay@mwvcaa.org

Scope of Work:

We transport kids who are pre-kindergarten ages from birth to 5 years of age. Our area of coverage encompasses both Marion and Polk counties so we must transport students in a large area. We are struggling to hire enough drivers to cover our transportation needs and are seeking to hire contract drivers to fill in where we are deficient.

Site locations & Site Contact Numbers:

Contacts during the school year.

George Shay - Transportation Supervisor (971) 304-8581 Tristin Sutton - Transportation assistant (503) 510-6846 Debra Devine – Operations Manager – (503) 598-8056 Liz Salinas – Associate Director of Operations & Compliance (503) 881-2252 Eva Pignotti – Chief Program Officer of Early Learning & Child Care (503) 881-2243

Santiam - AM & PM 3.5 hours (Monday - Thursday) 11656 Sublimity Rd. SE Sublimity, Or 97385 Description: Transport Pre-K children 3 – 5 years of age for the one-morning route (AM) and one late morning to afternoon route (PM). This site covers Stayton, Aumsville, Turner, and up the canyon past Mill City.

Woodburn – AM 5 hours (Monday- Friday) & PM 3.5 hours (Monday - Thursday) 950 Boones Ferry Rd.

Woodburn, Or 97071 Description: Transport Pre-K children 3 – 5 years of age for the one-morning route (AM) and one late morning to afternoon route (PM)

Buena Crest -AM & PM 3.5 hours (Monday - Thursday) 8485 River Rd. NE Salem, Or 97303 Description: Transport Pre-K children 3 – 5 years of age for the one-morning route (AM) and one late morning to afternoon route (PM)

Dallas – AM & PM 3.5 hours (Monday - Thursday) – (EHS) Early Head Start - 2 groups, 2 days each 3.5 hours (Monday – Thursday) 336 SW River Dr.

Dallas, Or 97338

Description: Transport Pre-K children 3 – 5 years of age for the one-morning route (AM) and one late morning to afternoon route (PM)

Middle Grove - AM & PM 3.5 hours (Monday - Thursday) 4950 Silverton Rd. NE Salem, Or 97305 Description: Transport Pre-K children 3 – 5 years of age for the one-morning route (AM) and one late morning to afternoon route (PM)

Hawthorne Center – (EHS) Early Head Start - 2 groups, 2 days each 3.5 hours (Monday – Thursday) 748 Hawthorne St NE Salem, Or 97301 Description: Transport Pre-K children from Birth to 3 years of age AM.

Dallas – AM & PM 3.5 hours (Monday - Thursday)

(EHS) Early Head Start - 3.5 hours (Monday – Thursday) 336 SW River Dr.

Dallas, Or 97338 Description: -Transport Pre-K children 3 – 5 years of age for the one-morning route (AM) and

-Transport Pre-K children from Birth to 3 years of age AM.

Independence - AM 5 hours (Monday- Friday) & PM 3.5 hours (Monday – Thursday)

– (EHS) Early Head Start - 3.5 hours (Monday – Thursday) 495 I St.

Independence, Or 9735 Description: -Transport Pre-K children 3 – 5 years of age for the one-morning route (AM) and

-Transport Pre-K children from Birth to 3 years of age AM.

Description of Work:

We follow ODE regulations but interject Federal Regulations as well. For the most part, this is the same, but there are no turnarounds with buses on our routes, buses must move forward.

We also do not cross any children even if parents are with them. Evacuation drills are the same as ODE with the exception that we add one more after spring break. See the regulations below.

All our routes have a bus rider that must ride the bus at all times. The driver is to pick up the bus rider from the school. If there is no bus rider a substitute rider must ride the bus. Drivers cannot pick up students unless a rider is present. If there are no bus riders transportation will be canceled for that class. Parents will have to self-transport. Bus riders must receive bus rider training in order to ride the bus. There must be two adults with students at all times. Drivers, at times, may have to walk children to the classroom with the bus rider. There are a maximum of

17 children in each class so no more than 17 children plus at least a bus rider and the bus driver will ride the bus.

Routes:

The length of time for each route cannot exceed one hour without supervisor approval. All routes developed need the Transportation Supervisors’ approval.

Route book:

The Transportation Supervisor must approve all route books. These books will have evacuation drill sheets, a person’s authorization, family demographics, and emergency medical treatment sheets for each student riding the bus. These sheets are placed in a single plastic slip sheet in a three-ring binder the person’s authorization sheet and family demographics sheet are on the outside for easy viewing, while the emergency medical treatment sheet is between them. The route book will have the route in a plastic slip-sheet well. The Transportation Supervisor and/or the transportation Assistant will review all route books. These books are stored in a locked file cabinet at each site at the end of the day.

Buses:

Buses equipment follows ODE guidelines, except Head Start requires labeling of fire extinguishers, bodily fluids kits, first aid kits, and seat belt cutters. Head Start also requires four seat belt cutters. One located at the driver seat, one at both sidewalls above students’ seats, and one at the rear of the bus.

EHS- Early Head Start students (birth to 2 years of age) use car seats that are either rear-facing or forward-facing. Children under 2 years of age and less than 30 lbs. should ride in a rear-facing car seat with a five–point harness. Children 2-4 years of age and weighing between 30 lbs. to 39 lbs. must be secured in a front-facing or rear-facing car seat with a five-point harness.

Integrated seats are used between 22 lbs. to 85 lbs. SafeGuard SuperSTAR 5-point restraint system weight limits 25 lbs. to 90 lbs. with a torso of 52 inches.

Loading and Unloading of Students:

Head Start follows ODE guidelines for student stops, on and off-road stops, and the loading and unloading of students. Head Start, whenever possible, discourages parents from the crossing of students. Students are picked up from the right side of the bus. When possible include group stops in route and look to do off-road stops when possible. Parking lots and bus stops are best.

The bus will drive up one side of the street and turn around, then drive down the other side of the street to pick up the other side of the street.

A roster will be provided that the driver marks arrival time and notes the person’s authorized first and last name at pick-up and drop-off. The persons Authorized must have a valid ID and must be on the person’s authorized list in the route book at drop-off.

Mid-Willamette Valley Community Action Agency

Head Start Program

Transportation – Contracted Drivers RFP

Name of individual or company submitting the proposal: _____________________________________

Evaluation Factors For Proposals

The qualifying proposals will be evaluated based on the following criteria. The percentages to the left of each factor reflect the maximum percentage score that is being allowed for that particular factor.

Please explain briefly how you fulfill these evaluation factors and submit the completed sheet with your proposal:

(10%) 1. Demonstrated commitment to the non-profit sector ___________________________________

(20%) 2. Ability/commitment to meeting time deadlines _______________________________________

(20%) 3. Skill, training and experience of company’s drivers____________________________________

(10%) 4. Company’s demonstration of advocacy of minority-owned or women-owned businesses____________________________________________________________________________

(20%) 5. Please write the total dollar amount of your proposal here: ____________________________

(20%) 6. This factor will be filled in by MWVCAA staff and will be determined by the results of the reference calls.

(100%) Total Possible Scoring of Evaluation Factors

Name of MWVCAA Staff conducting the evaluation: _________________________________________

Attachment A

PROPOSAL COVER SHEET

Organization Name:

Primary Contact Person: Title:

Address: City/State/Zip:

Phone # Fax # Email:

Federal Tax ID # MWESB Certification: Yes No #

Name and title of the person(s) authorized to represent the Proposer in any negotiations and sign any Personal Services Contract that may result:

Name Title:

Provide at least three references with telephone numbers (please verify numbers). References must be able to verify the quality of your previous work in the proposed area of work.

REFERENCE #1

Organization Name:

Contact Person/Title:

Contact Phone Number:

REFERENCE #2

Organization Name:

Contact Person/Title:

Contact Phone Number:

REFERENCE #3

Organization Name:

Contact Person/Title:

Contact Phone Number:

By signing this page and submitting a Proposal, Proposer certifies that the following statements are true:

1. Proposer, acting through its authorized representative, has read and understands all RFP instructions, specifications, and terms and conditions contained within this RFP and addenda, if any.

2. Proposer certifies that its Proposal has been arrived at independently and has been submitted without any collusion designed to limit independent proposals or competition.

3. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin; Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055.

4. If awarded the agreement, Proposer will be authorized to do business in the State of Oregon at the time of award and will be and remain in compliance with all applicable State of Oregon professional registrations and licensure requirements.

5. The statements contained in this Proposal are true and complete to the best of the Proposer’s knowledge; Proposer accepts as a condition of the agreement the obligation to comply with the applicable state and federal requirements, policies, standards, and regulations. The undersigned recognizes that this is a public document and open to public inspection.

6. The Proposer acknowledges receipt of all addenda issued under this RFP if applicable.

Signature: Date:

(Official Authorized to Bind Proposer)

Requirements for Program Transportation:

Head Start Policies and Regulations

1303.71 Vehicles.

(a) Required use of school buses or allowable alternative vehicles. A program, with the exception of transportation services to children served under a home-based option, must ensure all vehicles used or purchased with grant funds to provide transportation services to enrolled children are school buses or allowable alternate vehicles that are equipped for use of height-and-weight-appropriate child restraint systems, and that have reverse beepers.

(b) Emergency equipment. A program must ensure each vehicle used in providing such services is equipped with an emergency communication system clearly labeled and appropriate emergency safety equipment, including a seat belt cutter, charged fire extinguisher, and first aid kit.

(c) Auxiliary seating. A program must ensure any auxiliary seating, such as temporary or folding jump seats, used in vehicles of any type providing such services are built into the vehicle by the manufacturer as part of its standard design, are maintained in proper working order, and are inspected as part of the annual inspection required under paragraph (e)(2)(i) of this section.

1303.72 Vehicle operation.

(a) Safety. A program must ensure:

(1) Each child is seated in a child restraint system appropriate to the child’s age, height, and weight;

(2) Baggage and other items transported in the passenger compartment are properly stored and secured, and the aisles remain clear and the doors and emergency exits remain unobstructed at all times;

(3) Up-to-date child rosters and lists of the adults each child is authorized to be released to, including alternates in case of emergency, are maintained and no child is left behind, either at the classroom or on the vehicle at the end of the route; and,

(4) With the exception of transportation services to children served under a home-based option, there is at least one bus monitor on board at all times, with additional bus monitors provided as necessary.

(b) Driver qualifications. A program, with the exception of transportation services to children served under a home-based option, must ensure drivers, at a minimum:

(1) In states where such licenses are granted, have a valid Commercial Driver's License

(CDL) for vehicles in the same class as the vehicle the driver will operating; and,

(2) Meet any physical, mental, and other requirements as necessary to perform job-related functions with any necessary reasonable accommodations.

(c) Driver application review. In addition to the applicant review process prescribed

§1302.90(b) of this chapter, a program, with the exception of transportation services to https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/1302-90-personnel-policies children served under a home-based option, must ensure the applicant review process for drivers includes, at a minimum:

(1) Disclosure by the applicant of all moving traffic violations, regardless of penalty;

(2) A check of the applicant’s driving record through the appropriate state agency, including a check of the applicant's record through the National Driver Register, if available;

(3) A check that drivers qualify under the applicable driver training requirements in the state or tribal jurisdiction; and,

(4) After a conditional employment offer to the applicant and before the applicant begins work as a driver, a medical examination, performed by a licensed doctor of medicine or osteopathy, establishing that the individual possesses the physical ability to perform any job-related functions with any necessary accommodations.

(d) Driver training. (1) A program must ensure any person employed as a driver receives training prior to transporting any enrolled child and receives refresher training each year.

(2) Training must include:

(i) Classroom instruction and behind-the-wheel instruction sufficient to enable the driver to operate the vehicle in a safe and efficient manner, to safely run a fixed route, to administer basic first aid in case of injury, and to handle emergency situations, including vehicle evacuation, operate any special equipment, such as wheelchair lifts, assistance devices or special occupant restraints, conduct routine maintenance and safety checks of the vehicle, and maintain accurate records as necessary; and,

(ii) Instruction on the topics listed in §1303.75 related to transportation services for children with disabilities.

(3) A program must ensure the annual evaluation of each driver of a vehicle used to provide such services includes an on-board observation of road performance.

(e) Bus monitor training. A program must train each bus monitor before the monitor begins work, on child boarding and exiting procedures, how to use child restraint systems, complete any required paperwork, how to respond to emergencies and emergency evacuation procedures, how to use special equipment, child pick-up, and release procedures, how to conduct and pre- and post-trip vehicle checks. Bus monitors are also subject to staff safety training requirements in §1302.47(b)(4) of this chapter including Cardio Pulmonary Resuscitation (CPR) and first aid.

(d) Child restraint systems. A program must ensure each vehicle used to transport children receiving such services is equipped for use of age-, height- and weight-appropriate child safety restraint systems as defined in part 1305 of this chapter.

(e) Vehicle maintenance. (1) A program must ensure vehicles used to provide such services are in safe operating condition at all times.

(2) The program must:

(i) At a minimum, conduct an annual thorough safety inspection of each vehicle through an inspection program licensed or operated by the state;

(ii) Carry out systematic preventive maintenance on vehicles; and, https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/1303-75-children-disabilities https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/1302-47-safety-practices https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/part-1305-definitions

(iii) Ensure each driver implements daily pre-trip vehicle inspections.

(f) New vehicle inspection. A program must ensure bid announcements for school buses and allowable alternate vehicles to transport children in its program include correct specifications and a clear statement of the vehicle’s intended use. The program must ensure vehicles are examined at delivery to ensure they are equipped in accordance with the bid specifications and that the manufacturer’s certification of compliance with the applicable FMVSS is included with the vehicle.

1303.73 Trip routing.

(a) A program must consider the safety of the children it transports when it plans fixed routes.

(b) A program must also ensure:

(1) The time a child is in transit to and from the program must not exceed one hour unless there is no shorter route available or any alternative shorter route is either unsafe or impractical;

(2) Vehicles are not loaded beyond maximum passenger capacity at any time;

(3) Drivers do not back up or make U-turns, except when necessary for safety reasons or because of physical barriers;

(4) Stops are located to minimize traffic disruptions and to afford the driver a good field of view in front of and behind the vehicle;

(5) When possible, stops are located to eliminate the need for children to cross the street or highway to board or leave the vehicle;

(6) Either a bus monitor or another adult escorts children across the street to board or leave the vehicle if curbside pick-up or drop-off is impossible; and,

(7) Drivers use alternate routes in the case of hazardous conditions that could affect the safety of the children who are being transported, such as ice or water build-up, natural gas line breaks, or emergency road closing.

Route Planning

Fixed routes Transit time under one hour whenever possible At no time may the vehicle capacity be exceeded Vehicles must not be required to back up or make U-turns unless unavoidable – A route must never be routed to turn around. The bus must move forward.

Stops must be located to minimize traffic disruptions Drivers must know what to do if an emergency disrupts the planned route and the planned emergency route

Vehicle Evacuation Drills

Head Start follows ODE regulations pertaining to evacuation drills. It is required to perform an evacuation drill during the first 6 weeks at the beginning of the school year and after winter break. Head Start requires an additional evacuation drill in the first six weeks upon returning from spring break.

Emergency Equipment

Must be labeled..i..e…fire extinguisher, body fluids kit, first aid kit, seat belt cutters

Seat belt cutters: The must be 4 seat belt cutters. One at the driver station, one on each sidewall, and one at the rear of the bus. Large buses require two additional seat belt cutters. It will have two on each sidewall in addition to the one with the driver and one at the rear of the bus. Note: All seat belt cutters must be labeled.

1303.74 Safety procedures.

(a) A program must ensure children who receive transportation services are taught safe riding practices, safety procedures for boarding and leaving the vehicle and for crossing the street to and from the vehicle at stops, recognition of the danger zones around the vehicle, and emergency evacuation procedures, including participating in an emergency evacuation drill conducted on the vehicle the child will be riding.

(b) A program that provides transportation services must ensure at least two bus evacuation drills in addition to the one required under paragraph (a) of this section are conducted during the program year.

1303.75 Children with disabilities.

(a) A program must ensure there are school buses or allowable alternate vehicles adapted or designed for transportation of children with disabilities available as necessary to transport such children enrolled in the program. This requirement does not apply to the transportation of children receiving home-based services unless school buses or allowable alternate vehicles are used to transport the other children served under the home-based option by the grantee. Whenever possible, children with disabilities must be transported in the same vehicles used to transport other children enrolled in the Head Start or Early

Head Start program.

(b) A program must ensure special transportation requirements in a child’s IEP or IFSP are followed, including special pick-up and drop-off requirements, seating requirements, equipment needs, any assistance that may be required, and any necessary training for bus drivers and monitors.

Child restraint system

Child restraint system means any device designed to restrain, seat, or position children that meets the current requirements of Federal Motor Vehicle Safety Standard No. 213, Child Restraint Systems, 49 CFR 571.213, for children in the weight category established under the regulation, or any device designed to restrain, seat, or position children, other than a Type I seat belt as defined at 49 CFR 571.209, for children not in the weight category currently established by 49 CFR 571.213.

https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/_link