RFP INDIVIDUAL TRANSPORTATION SERVICES.pdf

CORVALLIS SCHOOL DISTRICT 509J

COVER PAGE

Request for Proposals (RFP)

OregonBuys Bid Number S-P02509-00014183 for

INDIVIDUAL TRANSPORTATION SERVICES (“TAXI LIKE”)

Date of Issue: 6/23/2025

RFP Due: 7/15/2025 9:00AM

Single Point of Contact : Maria McEldowney, Accounting Manager

Attention: Business Services

Address: 1555 SW 35th St

City, State, Zip Corvallis, Oregon 97333

Phone (voice) 541-757-3900

E-mail: maria.mceldowney@corvallis.k12.or.us

The Corvallis School District does not discriminate on the basis of age, citizenship, color, disability, gender expression, gender identity, national origin, parental or marital status, race, religion, sex, or sexual orientation in its programs and activities, and provides equal access to designated youth groups.

SECTION 1: GENERAL INFORMATION

PURPOSE

Corvallis School District 509J (CSD) is issuing this Request for Proposal for safe, reliable, and efficient individualized transportation services via school activity vehicles (“taxi like transportation services”). CSD is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140. CSD is using the Competitive Sealed Proposal method set forth in ORS 279B.060 and OAR 125-247-0260.

PERIOD OF CONTRACT

CSD anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be from the date the original contract is signed by both parties through June 30, 2028 with options to renew up to four additional one-year terms (through June 30, 2032).

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date Time

Date of Issue 6/23

RFP Protest Ends 7/1 4:00 PM

Pre-Proposal Conference 7/1 10:00 AM

Questions / Requests for Clarifications Due 7/1 4:00 PM

Answers to Questions/ Requests for Clarifications Issued (approx.)

7/4

RFP Due 7/15 9:00 AM

Opening 7/15 9:00 AM

Presentations, Demonstrations, or Interviews (if needed)

TBD

Issuance of Notice to Award (approx.) 7/18

Award Protest Ends 7 days after Notice of Award

SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the solicitation only to the SPC.

PUBLIC NOTICE

The solicitation and attachments are published on https://www.csd509j.net/departments/business-services/ under Public Procurement Opportunities and in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this solicitation will be made by written Amendment(s) published in OregonBuys.

Prospective Proposer is solely responsible for checking CSD website and/or OregonBuys to determine whether or not any Amendment(s) have been issued.

PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Pre-Proposal conference is a virtual meeting via https://csd509j.zoom.us/j/81391270062 Meeting ID: 813 9127 0062 Prospective Proposers’ participation in this conference is mandatory.

The purpose of the Pre-Proposal conference is to:

● Provide additional description of the project;

● Explain the RFP process; and

● Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon the District. Proposers may be asked to submit questions in Writing.

https://www.csd509j.net/departments/business-services/ https://www.csd509j.net/departments/business-services/ https://www.google.com/url?q=https://csd509j.zoom.us/j/81391270062&sa=D&source=calendar&ust=1751142869575717&usg=AOvVaw0-2r_gXKtjeWJGMh7H-I9R

QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must be delivered in writing to the SPC via email;

reference the OregonBuys bid number; identify Proposer’s name and contact information; refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

SOLICITATION PROTESTS

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract (if provided). This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below. Protests to the RFP must be received by the due date and time identified in the Schedule.

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

All solicitation protests must:

● Be delivered in writing to the SPC via email with subject line ‘RFP Protest’

● Reference the OregonBuys bid number;

● Identify Proposer’s name and contact information;

● Be sent by an authorized representative;

● State the reason for the protest including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based; and

● State the proposed changes to the RFP provisions or other relief sought.

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the

RFP requirements.

SECTION 2: SCOPE OF WORK

2.1 About Corvallis School District

Corvallis School District is the 20th largest school district in the State of Oregon. We serve around 5,700 students in Corvallis, Oregon, and the surrounding areas. The District is dedicated to creating an inclusive and equitable educational setting for all students, with a mission to cultivate wellness and community. The District values strong partnerships that support our mission of providing exceptional learning experiences and maintaining efficient operations. Our schools include seven elementary schools, two middle schools, two high schools, and alternative programs. Vendors must demonstrate an understanding of the specific needs of an educational institution and the importance of timely and dependable service.

2.2 Overview of Services

The District seeks a highly qualified Proposer to deliver safe, reliable, and efficient individualized transportation services via school activity vehicles (“taxi like transportation services”). School activity vehicle means a vehicle, other than a school bus, that is used to transport students to or from authorized school activities, also known as Type 10 vehicle. Taxi services are needed for approximately 50-70 students on regular school days/calendar. Taxi services for other non-school days will vary. The Proposer will be responsible for providing taxi like transportation services for a diverse student population, which may include:

● Students with Special Needs (Disabilities, Medically Fragile): The Proposer shall provide specialized transportation services for students with special needs, demonstrating expertise in accessible vehicle provisioning, personalized service delivery, and specialized driver training.

Proposer must provide access to wheelchair-accessible vehicles and those that can accommodate other child restraint systems and safety support systems.

● Students in Foster Care or Covered by the McKinney-Vento Homeless Assistance Act: The Proposer shall provide flexible and responsive transportation solutions to support students in custody of DHS and experiencing homelessness, including dynamic route management, adapting routes and schedules to accommodate frequent changes in student living situations.

● Early Childhood Education Students: The Proposer shall ensure the safe and age-appropriate transport of early childhood education students.

● Students Attending Specialty Programs: The Proposer shall provide reliable and timely transportation for students attending specialized educational placements by providing out-of- District transport.

● Other Individualized Transport as Needed: The Proposer shall provide individualized transportation services for students with unique circumstances not explicitly covered in the preceding sections. This may include, but is not limited to, transportation for students experiencing temporary medical conditions, behavioral challenges requiring specialized transport, or other situations requiring tailored transportation solutions as determined by the District. The Proposer must be able to adapt quickly and efficiently to these unique needs, ensuring safe and reliable transportation.

2.2.1 Service Hours

Transportation Services must be available to meet individual student needs. While peak service hours are typically 6:30 AM to 9:30 AM and 1:30 PM to 5:30 PM on school days, required service hours are not limited to these times. The Proposer must also be prepared to provide transportation outside of peak hours, including before 6:30 AM and after 5:30 PM, on weekends, holidays, other non-school days, and during summer months. Specific times and calendar dates for each student's transportation request will be detailed during the Request for Individual Transportation Services.

2.2.2 On-time Performance

The District places a high value on consistent and dependable transportation services. The Proposer shall ensure that all students are delivered to school a minimum of 15 minutes prior to the official school bell time. Deliveries prior to the school's readiness to receive students are prohibited, except under pre-approved, case-by-case arrangements.

A pick-up or drop-off is deemed "On-Time" if it occurs within a 10-minute window of the scheduled time.

The Proposer must be aware that the authorization for a student to be left unattended at their school or home drop-off location may vary. The specific requirement for a parent/guardian or authorized employee to be present at the drop-off location shall be outlined in the Request for Individual Transportation Services.

The Proposer will provide a daily report to the District Transportation Department detailing any instance of a 10-minute or greater delay at a scheduled pick-up or drop-off, any alteration in service level, any service refusal, or any other service interruption. This report must specify the reason for the disruption. Delays exceeding 15 minutes must be immediately communicated to the District Transportation Department and the affected school and/or family.

2.2.3 Orders and Service Changes

All transportation services and service modifications will be initiated and authorized through communication from the District Transportation Department. The necessary information to initiate transportation service or modify existing service will be provided electronically by the District Transportation Department. Under no circumstances shall the Proposer initiate new service or implement changes without prior authorization from the District Transportation Department, unless a voucher number is provided as outlined below. Any expenses or liabilities incurred by the Proposer for actions taken without District authorization will be the sole responsibility of the Proposer.

Within 72 hours the Proposer will provide the District with written documentation of vehicle number, pick up and drop off times, and verification of parent notification to initiate service (name, date, time). Proposer will provide similar reports monthly with updated vehicle number and pickup/drop off times for each student.

In situations requiring immediate transportation service, the District will issue a voucher number. This voucher number authorizes the holder to arrange one-time or short-term service (up to three days, unless expressly extended by the District Transportation Department) with the Proposer. Voucher-based services must be billed as a separate line item on invoices, clearly referencing the applicable voucher number

2.3 Compliance with Applicable Law, Rules, and Regulation

Proposer must comply with all provisions of the State of Oregon Motor Vehicle Code, Oregon Department of Education, Corvallis School District and all other federal, state, and local laws, rules, and regulations applicable to the types of Transport Services provided including, but not limited to, the following laws, codes, and regulations:

● Oregon Department of Education Type 10 requirements for drivers, vehicles, and mechanics.

Type 10 requirements

● Oregon Department of Education Driving and Criminal Records.

● OAR 581-053-0050 Fingerprinting Non-licensed Personnel in Public Schools OAR 581-021-0500

● Oregon Health Authority, Division 33, Standards for Secured Transportation Provider 309-033-

0432 Oregon Health Authority, Division 33

● OHA, Division 33, Client rights with regards to a Secured Transportation Provider 309-033- 0435.

Oregon Health Authority, Division 33

● OHA, Division 33, Mechanical Restraint by a Secured Transportation Provider 309-033- 0437.

Oregon Health Authority, Division 33

● Family Educational Rights and Privacy Act (FERPA) (34 CFR Part 99) FERPA 34 CR part 99

● Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191 Health

Insurance Portability and Accountability Act of 1996

Proposer shall ensure ongoing compliance with all applicable federal, state, and local laws, rules, and regulations throughout the term of the contract, and shall remain apprised of any updates or amendments to the laws, rules, and regulations referenced herein.

2.4 Pupil Transportation Operation

The Proposer shall employ and maintain a sufficient number of qualified drivers and support personnel to ensure continuous and reliable transportation services for the District.

The District reserves the right to request action regarding any Proposer employee whose performance is deemed unsatisfactory, based on feedback, complaints, or other observations. The Proposer shall address such requests promptly and responsibly, which may include the employee's removal from providing services for the District.

2.4.1 Driver Requirements

Proposer is solely responsible for all licensing, training, certification, background checks, and DMV (ARS) costs. An authorized official shall provide a signed certification that the driver has completed or shall complete all requirements prior to transporting any District passengers.

Driver requirements -- Each driver shall:

1. Be at least 21 years of age;

2. Possess a valid driver license or Oregon commercial driver license. The Oregon Department of

Education may approve an out-of-state operator's license if consistent in provision with the required Oregon license;

3. Possess a valid first aid card; i.e., an American Red Cross First Aid program requirements or an equivalent course;

4. Pass a driving and criminal records check by meeting requirements specified in OAR 581-053- 0006(8);

5. Receive emergency procedure and evacuation training, vehicle pretrip inspection training, student confidentiality training, and all other training as determined necessary by Proposer and/or District.

6. Receive specialized training designed for special education transportation prior to transporting students with disabilities;

7. Be judged by an authorized official as having the ability to operate the Type 10 vehicle safely and to perform related duties. Examples of related duties include, but are not limited to, handling stressful situations such as mechanical breakdowns, traffic accidents, and unruly students;

8. Be placed on an approved driver list maintained at the Oregon department of Education by filing Form 581-2279.

2.4.2 Driving and Criminal Records

The Oregon Department of Education shall review the driving record of each applicant for certification or approval as a school bus or school activity driver. Applicants who have held a driver license in a state other than Oregon anytime during the preceding three-year period may be required to furnish a copy of the driving record from each state in which the applicant has held a driver license to ODE. If the driver currently holds a driver license from another state, the driving record shall be printed no more than 30 days prior to the date received by ODE. ODE shall review the criminal record of each applicant for certification or approval as a school bus or school activity driver.

Proposer shall immediately notify the District and ODE if they have reason to believe any change has occurred in an employed driver’s criminal or driving record that could affect the driver’s qualifications under the provisions of OAR 581-053-0050.

Automated Reporting Service (ARS)

● Proposer shall maintain an active account with the Oregon Department of Motor Vehicles (DMV) Automated Reporting Service (ARS) at their own expense.

● The purpose of this service is to receive immediate notification of any changes to a driver's record, including convictions, accidents, suspensions, cancellations, or revocations.

2.4.3 Driver Conduct

Driver conduct -- Each driver shall:

1. Require that all student passengers are properly secured in their assigned safety equipment before transport. This includes but is not limited to seat belts, child safety restraint systems and safety support systems. Drivers shall use all securement straps and attachments for students with adaptive/assistive devices in a manner consistent with their design.

2. Maintain order in the vehicle at all times. The inside of the vehicle shall be kept clean. Make certain that all aisles and passageways are kept clear.

3. See that all doors on the vehicle are kept closed while the vehicle is in motion. Drivers will engage child safety locks on passenger doors unless specifically directed otherwise by District.

4. Transport one student at a time, unless provided special authorization by District officials. Driver will not allow other passengers in the vehicle (siblings, parents, guardian, etc.) unless provided special authorization by District officials.

5. Require all student passengers to ride in the back seat of the vehicle, unless provided special authorization by District officials.

6. Not use tobacco in the vehicle, on District property, or within visual distance of students. Driver shall not permit passengers to use tobacco on the vehicle.

7. Not be under the influence of any alcoholic beverage or any drug likely to affect the person's ability to operate a vehicle safely while on duty.

8. Not consume any alcoholic beverage regardless of its alcoholic content or any drug likely to affect a person's ability to operate a vehicle safely while on duty or within eight hours before going on duty to operate or to have physical control of a pupil-transporting vehicle.

9. Not permit signs of any kind to be attached to the vehicle except those specifically permitted by law or regulation.

10. Not permit animals in the vehicle; however, service animals are allowed as are other assistance animals and guide/assistance animals in training with special authorization by District officials.

Driver shall accommodate the safe transportation of a student's service animal unless its behavior poses a direct threat to the health or safety of others. Proposer will obtain necessary information from the animal's owner regarding its functions and commands relevant to transportation. District is not responsible for providing, training, or the behavior of service animals

11. Not permit firearms, other weapons, or potentially hazardous materials in the vehicle.

12. Secure any article in the passenger compartment likely to cause injury to a passenger in the event of an accident.

13. Not fill the fuel tank while passengers are in the vehicle or while the motor is running.

14. Not leave the vehicle when passengers are aboard until the motor is shut off, the brakes set, a manual transmission put in gear and the key removed from the ignition.

15. Report as soon as possible to the proper official any deficiency, damage or malfunction of any equipment or component of the vehicle.

16. Not alter routes unless approved by school authorities.

17. Drivers must immediately notify the District if a student is a no-show at their designated pickup location for any scheduled trip.

18. Wear District-issued identification badges, which must be easily visible at all times. The Proposer is responsible for ensuring badges are current and obtaining replacements as needed.

19. Not use a cell phone, with or without a hands free device, while driving a school bus unless summoning medical or other emergency help if no other person in the vehicle is capable of summoning help.

2.5 Student Management

2.5.1 Student Management

The Proposer is responsible for student management, customer communications and documenting issues that occur with the students, parents or school staff. Communication with the District is a key part of student management. The Proposer is required to immediately communicate any incidents or service issues to the District Transportation Department and follow-up in writing within 24 hours. Proposer is required to adhere to the District’s Pupil Transportation Referral Process and collaborate with school behavior support staff and administration to support student success during transport. It is the responsibility of the School Administrator to discipline students if it becomes necessary.

2.5.2 Student Behavior

If a student’s behavior becomes disruptive or dangerous during a trip, every effort should be made to take the student to his or her assigned school or residential address. If student behavior becomes unmanageable or unsafe, the driver should pull over and contact the School or the District for instructions.

The Proposer will immediately communicate incidents, behavioral, or health issues arising while being transported to the District Student Transportation Department, and document in writing within 24 hours.

The ultimate responsibility and authority to suspend or expel, or deny, any pupil from transportation services hereunder shall rest with the District. Proposer’s drivers are responsible only for such discipline as is required to properly operate Proposer’s vehicles. Each driver shall handle all disciplinary matters in strict accordance with District policy.

2.5.3 Positive Behavior Reinforcement

The District employs a Positive Behavior Intervention System (PBIS) to incentivize students with small positive wins. Deployment of this approach should be done with consultation of the student’s school staff.

District will provide in-service training annually for all drivers.

2.6 Student Safety Equipment

The Proposer will purchase and supply all safety equipment required to safely and securely transport District passengers. The Proposer shall train Drivers to operate all authorized safety equipment per manufacturer's recommendations for the safe transport of passengers. The Proposer shall confirm that each passenger is safely secured in the assigned transport vehicle before and during transport using appropriate equipment. Equipment may include, but not be limited to:

1. Child Safety Restraint System (CSRS):

o Different styles of CSRSs will be used based on the child's age, weight, and height.

o CSRSs used in vans and sedans must be models that accommodate the child's age, weight, and height.

o CSRSs must be properly installed according to CSRS manufacturer and vehicle instructions.

o All manufacturers' recommendations must be followed when using a mix of equipment.

2. Safety Support System (SSS):

o It is the responsibility of the District to discuss and approve the use of an SSS during a student's IEP meeting. Use of an SSS must be added to the service summary page prior to use.

o The Proposer cannot deploy or discontinue use of an SSS without authorization by the District Student Transportation Department.

o The Proposer must coordinate with the customer and District to get each student passenger's measurements at the beginning of each school year, at the beginning of summer school, and at other times as needed to ensure the proper fit and use of equipment as the student's needs change.

o The Proposer must coordinate with the customer and District to obtain student measurement information and to complete the Student Equipment Measurement form.

o All special order vests must go through the District. The Proposer will obtain a Release of Authorization form signed by the customer and will return it to the District.

o The Proposer will use only SSS vests and seat mounts that have been crash tested and are approved for use in sedans and vans.

o SSSs must be properly installed according to SSS manufacturer and vehicle instructions.

All manufacturers' recommendations must be followed.

3. Wheelchair/Mobility Scooter:

o Standard and Motorized: The Proposer shall confirm that the student is safely secured to the chair by using the lap shoulder belt and the chair is safely secured to the vehicle using the 4-point tie-down system before transport.

o Mobility Scooters: The Proposer is responsible to provide safety assistance for student transfer to the transport vehicle seat.

o Crutches and walkers need to be safely secured in the vehicle by the Proposer.

4. Seat Belt Buckle Guards (BG):

o The use of a BG must be authorized by the program, parent, and/or guardian before it is used during student transport. If there is a student safety concern during taxi transport, the driver may use a BG without authorization in their best judgment.

o The Proposer must notify the District Transportation Department immediately of the use of BGs without prior authorization.

All safety equipment will meet or exceed all applicable equipment codes and regulations and will be approved for use in the vehicle in which it is installed. All expired or recalled equipment will be removed from service immediately.

Prior to initiating an individual taxi service transport, the Proposer will confirm the Driver is able and appropriately trained to operate all safety equipment according to manufacturer's recommendations for the safe transportation of the assigned passenger.

2.7 Fleet Acquisition, Maintenance and Inspection

The Proposer shall provide a sufficient number of vehicles to efficiently transport all passengers as directed by the District, including adequate spare vehicles to ensure uninterrupted service. All vehicles used for transportation under this Agreement must meet Oregon Department of Education (ODE) specifications and requirements. The Proposer shall obtain written ODE approval for all vehicles and provide documentation of such approval to the District for review. Written District approval is required before any vehicle can be used for services under this Agreement.

Upon entry into Oregon, all school buses and school activity vehicles shall conform to the Oregon minimum standards currently in force as they apply to each vehicle and to the Federal Motor Vehicle Safety Standards in place at time of manufacture, prior to transporting students. Transportation entities shall not transport students in any school bus or school activity vehicle until: (a) The school bus or school activity vehicle license approval Form 2251-M has been received by ODE certifying that the vehicle meets all applicable minimum standards; and (b) The transportation entity has received approval from

ODE. OAR 581-053-0070.

School buses and school activity vehicles shall be maintained in safe operating condition and shall meet or exceed the minimum standards in effect at the time of purchase, as well as any subsequently adopted standards that are applicable to the vehicle. OAR 581-053-0070.

The transportation entity shall keep vehicle maintenance records for each vehicle used to transport students. These records shall be available to ODE and/or District upon request. Records shall be kept for every service, adjustment or repair of the following items and shall include date and mileage (Form 581- 2255-M).

Proposer is solely responsible for all associated maintenance and inspections costs.

2.7.1 Required Vehicle Equipment

Proposer shall ensure all school activity vehicles are equipped with the following systems and emergency supplies. Systems must be operational whenever students are present. Proposer shall inspect all system components and emergency supplies and maintain them in good working condition.

1. District-approved two-way radio or equivalent communication system. Proposer shall provide the District with all communication frequencies and necessary means for monitoring, as requested by the District. The communication system must provide adequate coverage throughout the District's service area.

2. District-approved digital monitoring systems, including camera, video/audio recording device, and microphone. Systems shall maintain high-quality digital video and audio recordings.

Recording equipment shall have the capacity to store recordings for a minimum of 2 weeks.

Video surveillance of students is confidential and considered the property of the District. Proposer shall not allow unauthorized viewing of recordings. Access to the recordings will only be granted by the District.

3. 24-unit first aid kit, in accordance with requirements set forth in OAR 581-053-0517(13)(e).

4. U.L. approved five pound-2A.10BC fire extinguisher (plastic head not permissible), in accordance with OAR 581-053-0517(13)(d).

5. D.O.T. approved triangular disabled vehicle road reflectors, in accordance with OAR 581-053-

0517(13)(b).

2.7.2 Type 10 Daily Inspection

The Proposer shall ensure the following is inspected daily for each school activity vehicle:(i) Windshield and wipers; (ii) All outside lights; (iii) Service door, emergency door and buzzer; (iv) Tires and wheel lug nuts; (v) Battery, belts, oil and coolant level; (vi) Horns; (vii) Brakes; (viii) Steering; (ix) Exhaust system;

(x) Emergency equipment; and (xi) See that lights, windshield and mirrors are clean.

2.7.3 Annual Inspection

1. Proposer shall have all vehicles used in transporting pupils inspected annually by inspectors holding current school bus inspection certification and certify to ODE that all deficiencies have been corrected before September 1 each year. ODE shall furnish forms for the inspection and for the certification reports (Form 581-2255-M).

2. Any person performing an annual school bus or school activity vehicle inspection and signing the Annual Vehicle Inspection and Maintenance Report form 581-2255-M, or performing repairs on a school bus or school activity vehicle, must successfully complete a test administered by the Oregon Department of Education (buslicense@ode.oregon.gov) or designee and be certified over the contents of the School Bus Maintenance and Inspection Manual for Oregon School Buses, current edition.

3. ODE and/or District personnel may inspect school buses and school activity vehicles at any time or upon request of transportation entities. ODE and District may investigate accidents and examine school buses and school activity vehicles involved in accidents as ODE and District considers necessary.

4. Upon inspection of school buses or school activity vehicles by ODE and/or District personnel, the Proposer shall be notified in writing of deficiencies. Such deficiencies shall be corrected within 30 days. If Proposer is unable to correct the deficiency within 30 days, the transportation entity may submit a written request for an extension of time to ODE and/or District. Such request may be granted, provided the deficiency does not affect the safety of students or public, and is not contrary to Oregon Motor Vehicle Laws.

5. ODE and/or District personnel may issue a written order that a vehicle is unsafe and shall not be used to transport students when there is reason to believe that a deficiency is such that continued operation of the vehicle may jeopardize the safety of students or public.

6. Proposer shall notify ODE an District in writing that the deficiency is corrected before transporting students in a vehicle that has been declared unsafe in section of this rule.

mailto:buslicense@ode.oregon.gov

2.8 Accidents & Breakdowns

All vehicle accidents/breakdowns or student incidents occurring while providing service to the District must be reported to the District Transportation Office immediately after securing the scene, followed by a written report. All vehicle accidents must be reported while providing service to the District regardless of whether District passengers were present.

Proposer shall address accidents and breakdown, including evacuations, in their Safety Plan.

Written Reports

● Transportation Incident Protocol Form shall be submitted the same day as the accident/incident

● Student Injury Report shall be submitted within 12 hours after the vehicle accident or student incident to the District Transportation Office.

● Form 581-2250-M a copy shall be submitted within 24 hours after the vehicle accident to the District Transportation Office.

ODE & DMV Reports It is Proposer’s responsibility to report all accidents in compliance with the laws and regulations of the Oregon Department of Education and governing Department of Motor Vehicles.

1. As required, School Bus Accident Report Form 581-2250 shall be submitted within 72 hours after the accident to the Oregon Department of Education, Pupil Transportation Services, Salem, Oregon 97310-0203. This report must be filed regardless of fault, or the location of the accident.

OAR 581-053-0015 (y). In the case of an accident involving serious injury or death, ODE shall be notified immediately. ODE may investigate accidents and examine school buses and school activity vehicles involved in accidents as ODE considers necessary.

2. As required, Traffic Accident and Insurance Report Form 735-3 shall be submitted within 72 hours after the accident to the Oregon Department of Motor Vehicles, Salem, Oregon 97310- 0203.

2.9 Safety Program

The Proposer shall be responsible for developing, implementing, and maintaining a comprehensive Safety Program that aligns with the Oregon Department of Education Pupil Transportation standards and fully complies with all applicable federal, state, and local laws, rules, and regulations. The Proposer's Safety Program must, at a minimum, encompass the following key elements:

● Driver Qualification and Training: Proposer shall describe employment qualifications and initial and ongoing training for drivers that meet or exceed the Requirements stated in the District's Request for Proposals (see Driver Requirements).

● Regular Driver Performance Monitoring: Implementation of a robust system for monitoring driver performance and adherence to safety protocols. This shall include, at a minimum, documented ride checks conducted by a qualified Driver Trainer or Supervisor at least once every three months for each driver providing transportation services.. These ride checks must evaluate driving practices with specific attention to safety, proper vehicle operation, effective student management, adherence to assigned schedules, and compliance with all applicable laws, rules, and regulations. Documentation of these ride checks shall be maintained and made available to the District upon request.

● Drug and Alcohol Testing: A comprehensive drug and alcohol testing program that meets or exceeds state and federal requirements, including pre-employment, reasonable suspicion, post-accident, and random testing.

● Accident and Incident Reporting and Analysis: Clear procedures for the prompt reporting, thorough investigation, and comprehensive analysis of all accidents, incidents, and safety concerns. The Proposer shall implement corrective actions based on the findings of these analyses to prevent recurrence.

● Vehicle Maintenance and Inspection Program: A rigorous program for the regular maintenance and inspection of all vehicles to ensure they are in safe operating condition at all times, meeting or exceeding ODE standards. Detailed maintenance records shall be maintained and available for review.

● Compliance: To ensure ongoing compliance, the Proposer shall describe the specific methods they will utilize to stay informed of any changes to student transportation laws, regulations, guidelines, and best practices. This may include, but is not limited to, dedicated staff responsible for monitoring ODE communications, active participation in industry associations, subscription to relevant ODE newsletters and updates, and regular review of the ODE Pupil Transportation website.

● Continuous Improvement: A commitment to the ongoing review and improvement of the Safety Program based on best practices, incident data, and regulatory updates. The Proposer shall adopt a proactive approach to identifying and resolving potential issues or concerns. When challenges arise, the Proposer will communicate openly with the District, propose solutions, and work collaboratively to implement effective resolutions in a timely manner. The District values a collaborative and communicative partnership with its Proposer to ensure the successful delivery of transportation services. The Proposer shall be committed to building and maintaining a positive and mutually beneficial relationship with the District.

The Proposer shall submit a comprehensive written copy of its Safety Program to the District annually for review and approval. Any updates or revisions to the Safety Program during the contract period must also be submitted to the District for review and approval prior to implementation. The Proposer shall provide detailed documentation of its Safety Program to the District for review upon request and shall be prepared to discuss its implementation and effectiveness. The District reserves the right to audit the Proposer's Safety Program to ensure compliance with the terms of this Agreement and applicable regulations.

2.10 Records and Reports

The Proposer shall maintain accurate and comprehensive records related to the provision of transportation services, ensuring compliance with all applicable federal, state, and local regulations, including those of the Oregon Department of Education (ODE) and the Oregon Department of Transportation (ODOT). The following records and reports, including but not limited to, shall be maintained and made available to the District upon request:

● Form 2251-M School Activity Vehicle License Approval

● Form 581-2279 Approval Request for Drivers of Type 10 Pupil Transporting Vehicles

● Form 581-2255-M Annual Vehicle Inspection and Maintenance Report

● Safety Program (as detailed in the Safety Program and Compliance section of this agreement)

● On-time Performance data related to student pick-up and drop-off delays

● Form 581-2250-M School Bus Accident Report

● Form 735-3 Traffic Accident and Insurance Report

● Transportation Incident Protocol Form

● Student Injury Report

● DMV ARS report for all drivers providing service to the District

● Copy of driving record, driver’s license, training certifications, and applicable permits

The District shall be copied (cc'd) on any report or written communication submitted by the Proposer to the Oregon Department of Education (ODE).

In addition to the reports specifically listed, the District reserves the right to request other reports and documentation from the Proposer, including but not limited to, detailed information on fleet maintenance, operational performance metrics, and financial records related to the services provided under this Agreement. The Proposer shall cooperate fully with such requests and provide the requested information in a timely and organized manner.

All records and reports must be maintained in accordance with applicable legal and regulatory requirements and for the duration specified therein or as otherwise directed by the District. The Proposer shall ensure the confidentiality and security of all student-related information in accordance with FERPA and other relevant privacy laws.

2.11 Invoice and Compensation

Proposer will invoice the District monthly for services provided from the first to the last day of the month.

Invoices must be submitted electronically in a District-approved format and are due to the District no later than the 10th of the following month. The billing detail will be on a per trip basis. The following data may be required in reports and invoices:

● Student Last Name

● Student First Name

● Pick-up Address

● Drop-off Address

● Trip Cost

● No-Show Cost (if applicable)

● Cancellation Fee (if applicable)

● Additional Charges/Credits (with explanation)

● Total Adjusted Amount (including all trip-related fees per student)

● Date of Service

● Service Period (AM, MD, PM)

● Driver Name (Last, First)

● Vehicle Number

● Vehicle Type (Sedan, Secure, Van)

● School

● Qualifier

The District will only pay for trips where transportation service was provided. Any additional expenses require prior written approval from the District before being included in an invoice. The District will not reimburse the Proposer for any expenses incurred while performing services. Any action by the Proposer that conflicts with the statement of work is unauthorized and will be the sole financial responsibility of the Proposer. The Proposer will not be compensated for any action deemed unauthorized by the District.

2.12 Fuel

Proposer, at its own expense, shall procure, supply, and store all fuel required for the performance of this Agreement. Fueling should be conducted when vehicles are not transporting District passengers.

2.13 Inclement Weather and School Closure

The District will notify the Proposer of delayed school openings, school closures, or canceled school sessions as soon as practically possible following official announcements.

The Proposer shall provide transportation services during inclement weather or emergency conditions unless:

1. Trips are officially canceled by the District.

2. Trips are explicitly canceled by a parent or guardian.

3. Proposer shall immediately notify District if they are unable to transport due to unsafe conditions within District boundaries or service area.

The Proposer is responsible for communicating with parents/guardians regarding any necessary alternate pickup/drop-off locations due to inclement weather conditions. This communication should be timely and clear.

2.14 Cancellation Policy and No-Show

● Family Notification: The District asks families to notify the Contractor in advance if a student will not require transportation for a scheduled trip.

● District Notification of Cancellations: The District will promptly notify the Contractor of any known student transportation cancellations.

● Official Service Changes: All modifications to service or permanent cancellations must be communicated in writing from the District Transportation Office. (Note: Families are not authorized to make changes to transportation services, other than cancellations).

● Late Cancellation Definition: Cancellations received less than 60 minutes prior to the student's scheduled pick-up time will be classified and treated as a no call/no show.

● Contractor Reporting of No-Shows: The Contractor is responsible for immediately reporting any instance where a student's trip is not cancelled but the student does not meet the vehicle (no call, no show).

● Confirmation of Remaining Service After Cancellation/No-Show: If a student's AM or mid-day trip is cancelled or missed (no call, no show), the Contractor must confirm with the District whether transportation is required for any remaining scheduled trips that day before dispatching a vehicle for those trips. The District will not be liable for any no-show charges if this confirmation is not documented by the District.

2.15 Parent/Guardian Communication

The Proposer will establish and maintain communication with parents/guardians to ensure effective coordination of transportation services, addressing the following:

● Service start date and any parent-specific calendar conflicts.

● Established pickup and drop-off times, driver's name, vehicle number, and detailed location specifics (street address, driveway/parking constraints).

● Identification of authorized adults for drop-off, if required.

● Alternate pickup/drop-off locations for inclement weather

2.16 District Communication and Collaboration

The District is committed to fostering a strong and collaborative partnership with the Proposer to ensure the effective delivery of transportation services. The Proposer shall embrace a collaborative approach, recognizing the District's expertise in student needs and local context, while contributing their specialized knowledge in transportation services.

To facilitate a productive working relationship, the following principles and mechanisms for communication and collaboration shall be implemented: designated points of contact, regularly scheduled meetings, clear communication protocols, collaborative problem solving, performance monitoring and review, feedback mechanisms, joint training and professional development, and amendments and adaptability.

2.17 Civil Rights Assurance

The District is a recipient of Foster Care Title IV-E for student transportation (federally funding related to Students in Foster Care and Covered by the McKinney-Vento Homeless Assistance Act). Entities applying for or receiving federal financial assistance from the DHS must provide assurances of nondiscrimination in their programs and activities, extending this obligation to subcontractors and other participants. The successful proposer hereby agrees that it will comply with:

● Title VI of the Civil Rights Act of 1964 which prohibits discrimination on the basis of race, color, or national origin.

● Language Access: National origin discrimination includes discrimination on the basis of limited English proficiency (LEP). Recipients must take reasonable steps to ensure that LEP persons have meaningful access to their programs and activities.

● Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination on the basis of sex in education programs and activities.

● Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination on the basis of disability, and requires that recipients have procedures to handle disability-related requests, which may include requests for auxiliary aids and services and requests for reasonable modifications of policies, practices, and procedures.

● The Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis of age.

● U.S. Department of Homeland Security regulation 6 CFR Part 19, which prohibits recipient organizations that provide social services from discriminating against individuals on the basis of religion.

https://www.dhs.gov/publication/title-vi-dhs https://www.dhs.gov/language-access https://www.dhs.gov/disability-access-department-homeland-security

SECTION 3: PROPOSAL INFORMATION

To be considered for evaluation, Proposals must contain each of the following elements:

1. Executive Summary

a. Briefly describe how Proposer would carry out the major activities of this project defined in SCOPE OF WORK. Address any specifications the Proposer is unable to meet defined in SCOPE OF WORK.

b. A summary of qualifications, relevant experience, organizational structure, etc.

c. Must include authorized representative signature.

2. Persons

a. Specify key persons to be assigned to this project and include a current resume or summary for each key person that demonstrates the person’s qualifications/credentials and experience for the Work described in this RFP.

3. References

a. Provide 3 references from current or former client firms for similar projects performed for any clients within the last 3 years. References must be able to verify the quality of previous, related Work. Proposer shall submit reference names, contact information, and short description of project/services.

b. CSD may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. District may use references to obtain additional information, or verify any information needed. District may contact any reference (submitted or not) to verify Proposer’s qualifications.

4. Fleet/Equipment

a. Provide a list of vehicles in your fleet which would be used for transportation of students.

Include in the description of vehicles Make, Model, Year, Condition, Last Inspection Date, ODE School Activity Vehicle License Approval (Yes/No) and any special features (example: Wheelchair Lift Door, Securement System, etc.)

b. Describe two-way radio or equivalent communication system.

c. Describe digital monitoring systems, including camera, video/audio recording device, and microphone (including capacity to store recordings).

d. Provide a list of student safety equipment which would be used for transportation of students. Include in the description of equipment Condition, Last Inspection Date.

5. Safety Program

a. Include a copy/draft of your Safety Plan. The Safety Plan should meet section 2.9 Safety

Program of this RFP.

6. Fee Proposal

a. Provide Fees as specified in Attachment B and Attachment C.

7. Samples

a. Proposer may provide other documents to verify the quality of previous, related Work.

PROPOSAL FORMAT

Proposal should follow the format and reference the sections listed in the Proposal Requirements section.

Responses to each section and subsection should be labeled to indicate the item being addressed.

Proposer shall submit one copy of its Proposal and all other submittal requirements. Proposer shall mark “Confidential” on all attachments to its Proposal that the Proposer believes are exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).