RFQu 012_25 Charter Bus Services_FINAL.pdf

REQUEST FOR QUALIFICATION

RFQu NO. 012-25

CHARTER BUS SERVICES

CLAYTON COUNTY PUBLIC SCHOOLS

DR. ANTHONY W. SMITH RAMONA BIVINS

Superintendent/CEO of Schools CFO/Chief Financial Officer

Drexal Paulk, MBA, CPM, CPPO, CPPB

Director Department of Purchasing

1098 Fifth Avenue, Jonesboro, Georgia, 30236

Response Submission Deadline:

October 15, 2024 3:00 p.m. Eastern Standard Time (EST)

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SCHEDULE OF EVENTS

RESPONSE SUBMISSION FORM

This form must be completed in its entirety and signed by the authorized representative or official submitting the response. The completed and signed form must be returned with each response. Failure to do so may render a proposal non-responsive.

Company Name:

Mailing Address:

(Street, City, State, Zip Code)

Email Address:

Phone Number:

Fax Number:

Social Security or Tax ID#:

Name of Authorized Representative:

(printed or typed only)

Title of Authorized Representative:

Signature of Authorized Representative:

Date of Signature:

EVENT

DATE OR DEADLINE

Eastern Standard Time (EST)

RFQu Release September 5, 2024

Pre-Proposal Conference via Zoom Meeting ID: 607 424 4602.

September 10, 2024 @ 11:00 a.m.

Deadline for Submission of Questions

September 16, 2024 @ 3:00 p.m.

Submit questions to: Bonfire Portal

Answers Posted to Website by Addendum at: CCPS Bonfire Bids and GPR CCPS Bids

September 20, 2024 @ 3:00 p.m.

RFQu Submission Deadline October 15, 2024 3:00 p.m.

Proposal Opening Zoom ID # 607-424-4602

October 15, 2024 @ 3:01 – 3:15 p.m.

Oral Presentations/Interviews or Demonstrations, if necessary

October 28 – November 1, 2024

Procurement Representative Arnita Watson https://claytonk12ga.bonfirehub.com/portal/?tab=openOpportunities https://ssl.doas.state.ga.us/gpr/events?eventType=OPEN

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TABLE OF CONTENTS

DESCRIPTION BEGINNING PAGE

Information and Instructions to Proponents 4

Submission of Responses 7

General Information 10

Introduction 10

Background 10

Objectives 10

Intent to Award 10

Term of Agreement 10

Scope of Services 11

Minimum Requirements 11

Evaluation Process 13

Response Preparation and Guidelines 14

Response Format 14

Contents of Technical Response 15

CCPS Standard Draft Agreement 22

Required Form Submittals 22

Appendices

A. Code of Ethics B. General Terms and Conditions C. Required Forms D. SLBE Required Document E. General School Holiday Calendar F. School Location List G. Cost Schedule

Exhibits A. Scope of Services and Specifications B. Driver Certification List C. Bus List – Equipment Summary D. CCPS Standard Draft Agreement

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RFQu 012-25

A. INFORMATION AND INSTRUCTIONS TO PROPONENTS

1. Services Required: This Request for Qualifications (“RFQu”) is to qualify

Proponents from licensed companies to provide charter bus services for school related activities for Clayton County Public Schools (“CCPS” or “District”).

Proponents qualified through this process will provide services to CCPS on as needed basis.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the CCPS Purchasing Policies and Procedures. By submitting responses in reference to this solicitation, a Proponent acknowledges familiarity with CCPS Purchasing Policy and Procedures and all laws applicable to this solicitation, which policies, procedures and laws are incorporated into this RFQu by reference.

3. Minimum Qualification: Each Proponent shall have the minimum qualifications set forth in the RFQU.

4. Criminal Background Check: By submitting a response in reference to this solicitation, the Proponent acknowledges that a satisfactory criminal background check and history may be required for anyone coming into direct or indirect contact with CCPS students at no cost to CCPS.

5. Certificate of Authority to Transact Business in Georgia: Each Proponent must submit with its response documentation that demonstrates it is duly authorized to conduct business in the State of Georgia. This requirement also applies to Joint Venture (JV) Team Members, Sub-Contractors and Sub-Sub-

Contractors.

6. Business License: The Proponent is requested to submit a copy of its current, valid business license with its submittal. If the Proponent is a Georgia corporation, Proponent is requested to submit a valid county or city business license. If

Proponent is a joint venture, Proponent is requested to submit valid business licenses for each member of the joint venture. If the Proponent is not a Georgia corporation, Proponent is requested to submit a Certificate of Authority to Transact

Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

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7. Professional License: The Proponent must attach a copy of any professional license required by this RFQU with its submittal. All required licenses must be maintained for the duration of any contract award period.

8. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Respondent. All services, labor, and materials must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.

9. No Offer by CCPS and Firm Offer by Proponent: This solicitation does not constitute an offer by CCPS to enter into an agreement and cannot be accepted by any Proponent to form an Agreement. This solicitation is only an invitation for offers from interested Respondents and no offer shall bind CCPS. A Respondent’s offer is a firm offer and may not be withdrawn except as provided in this RFQU, CCPS

Purchasing Policies and Procedures and other applicable law.

10. Georgia Open Records Act: Information provided to CCPS is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to

O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10

[O.C.G.A. § 10-1-760 et seq.]”.

11. Illegal Immigration Reform and Enforcement Act: This RFQU is subject to the

Illegal Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the

Proponent must provide with its submittal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States

Department of Homeland Security. Completed Contractor Affidavit, Illegal

Immigration Reform and Enforcement Act Forms must be submitted with the

Response at the time of submission. Under State Law, the CCPS cannot consider any Response which does not include the completed forms. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer

Identification Number (EIN) from the Internal Revenue Service, Proponent must complete the Contractor Affidavit on behalf of, and provide a Federal Work

Authorization User ID Number issued to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain an EIN, each entity comprising

Proponent must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All

Respondents intending to do business with CCPS are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on CCPS solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll.

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12. Sub-Contractors and Manufacturers: Proponents are required to submit, in writing, the addresses of any proposed Sub-contractor or equipment manufacturers listed in the response and may be required to submit other material information relative to proposed Sub-contractor. County reserves the right to disapprove any proposed Sub-contractor whose technical or financial ability, or resources, or experience are deemed inadequate.

13. Inclusivity in Purchasing Policy: Proponents are required to comply with the

CCPS Inclusivity in Purchasing Policy (DJEAB) and Small Local Business Enterprise

Program.

14. Minority, Female Business and Local Enterprises: It is the intent of CCPS that

Minority Business Enterprises (MBE), Woman Business Enterprises (WBE), and

Local and Small Business Enterprises (L/SBE) have an equal opportunity to participate in CCPS procurement opportunities. Proponents are encouraged to use said MBE, WBE and L/SBE’s whenever possible in the execution of any contract, however, CCPS does not provide a contracting preference and it is not the intent of

CCPS to violate any local, state or federal laws.

15. Cooperative Agreement: CCPS may permit piggybacking or cooperative use of any contract resulting from this RFQU by other city, county, local authority, agency, or board of education if the bidder/proponent will extend the same prices, terms, and conditions. This provision shall not apply to any contract where piggybacking or cooperative use is prohibited by law.

16. Reasonable Accommodation: CCPS will provide reasonable accommodations for Proponents with a disability. Proponents should request reasonable accommodations by contacting the Purchasing Department by email with the RFQu name and number in the subject line to purchasing@clayton.k12.ga.us. If accommodations at the pre-proposal conference are needed, please notify the Purchasing Department by email no later than forty-eight (48) hours in advance.

17. Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict of interest provisions of this RFQu contained in Appendix B, General

Terms and Conditions, and Required Form Submittals.

17.1 CCPS reserves the right to issue solicitations for specific projects that are independent of this RFQu. Except as stated in this RFQu, successful

Proponents under this RFQu are not precluded from responding to such solicitations.

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17.2 All interests of CCPS employees, officers or elected officials in Proponent’s firm should be listed and disclosed with Proponent’s response to this RFQu.

B. SUBMISSION OF RESPONSE

1. Ownership of Responses: Each Response submitted to CCPS shall become the property of CCPS, without compensation to a Proponent, for use by CCPS, at its discretion. CCPS shall not be liable for any response preparation costs incurred by

Proponents, or for any subsequent work on the response or additional documentation required by CCPS.

2. Duration: Responses submitted in to this RFQU must be valid for a period of one hundred-eighty (180) calendar days from the Response Submission Deadline and must be marked as such.

3. Submission Deadline and Proposal Opening: Sealed Responses to this RFQU will be received by the CCPS Purchasing Department until 3:00 P.M., Eastern

Standard Time (EST) on Tuesday, October 15, 2024. The proposal opening will be held via Zoom at: RFQu 012-25 Charter Bus Services Public Proposal Opening at 3:01 PM EST. Meeting ID: 607 424 4602. Attendance during the proposal opening is voluntary for Proponents responding to this RFQu; however, Proponents are encouraged to attend.

3.1 Proponents must register in Bonfire as a vendor at: Bonfire CCPS Bids in order to submit a proposal prior to the submission deadline.

3.2 Proposals and all required forms must be fully completed, signed in ink and uploaded in Bonfire under the correct solicitation (RFQu No. 012-

25 Charter Bus Services Services).

3.3 CCPS will only accept online submissions for this RFQu. Oral, telephonic, facsimile, emailed and mailed proposals will not be considered.

3.4 For any technical questions or difficulties, contact Bonfire Support at https://support.gobonfire.com/hc/en-us.

4. Late Responses: Late Responses received will not be considered. Responses delivered to other locations within CCPS will not be considered. CCPS is not responsible for misdirected mail or items delivered late by carriers.

5. Pre-Proposals Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for Tuesday, September 10, 2024 at 11:00 a.m., EST. The Pre-Proposal

Conference will be held via Zoom at Meeting ID: 607 424 4602. During the Pre-

Proposal Conference, the general requirements of the project will be discussed. Any questions raised by potential Proponents will be discussed. Verbal answers to questions during the Pre-Proposal Conference will not be authoritative. It should be emphasized, however, that nothing stated or discussed during the course of this conference call shall be considered to modify, alter or change the requirement of the https://clayton-k12-ga-us.zoom.us/j/6074244602ID https://claytonk12ga.bonfirehub.com/portal/?tab=openOpportunities https://support.gobonfire.com/hc/en-us

RFQu 012-25 Charter Bus Services Page 8 of 91 solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

6. Solicitation Questions: Any questions regarding this RFQU should be submitted on or before Monday, September 16, 2024 at 3:00 p.m., EST. All questions must be submitted in Bonfire for this RFQu in Bonfirehub.com Portal at Vendor

Discussions. Questions received after the designated period may not be considered. Verbal responses are not authoritative. Answers to questions will be made by addendum posted to Bonfire CCPS Bids and GPR CCPS Bids no later than

3:00 p.m., EST on Friday, September 20, 2024. It is the responsibility of each

Proponent to obtain a copy of any Addendum issued for this solicitation.

7. Prohibited Contacts: All Proponents and representatives of Proponents are strictly prohibited from contacting CCPS employees, CCPS Officials, Elected Officials or any third-party representatives of CCPS on any matter having to do with this RFQU.

All communications by any Proponent concerning this RFQU must be made in writing to the CCPS Purchasing Department.

8. Oral Presentations/Interviews/Site Visits: Responsive Proponents may be required to make an oral presentation of their proposed solution to a CCPS

Evaluation Committee. Technically competent representatives from the Proponent’s team with the ability to respond to questions posed by CCPS must be active participants in the oral presentation. If required, oral presentations, interviews and/or site visits will be held from October 28, 2024 – November 1, 2024. CCPS will notify responsive Proponents of the date, time and location for the presentation and interview, and will supply an agenda or topics for discussion.

9. Examination of Response Documents:

9.1 Each Proponent is responsible for examining with appropriate care the complete RFQu and all Addenda and for informing itself with respect to all conditions.

9.2 Each Proponent shall promptly notify CCPS in writing should the

Proponent find discrepancies, errors, ambiguities or omissions in their

Response Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFQu.

Replies to such notices may be made in the form of an addendum to the RFQu, which will be posted to Bonfire CCPS Bids and GPR CCPS Bids.

9.3 CCPS may in accordance with applicable law, by Addendum, modify any provision or part of the RFQu at any time prior to the Response due date and time.

https://claytonk12ga.bonfirehub.com/portal/?tab=login https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true

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9.4 Each Proponent must confirm Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

9.5 CCPS may waive any technicalities and formalities. CCPS reserves the right to cancel the RFQu in its entirety.

10. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Agreement that may be awarded pursuant to this RFQu are set forth in

Appendix B, General Terms and Conditions. Proponent must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Proponent, if any. For purposes of this section, “Proponent” shall mean an individual, corporation or other corporate entity submitting a response in connection with this solicitation, including each Joint Venture partner if Proponent is a Joint Venture.

11. Protests: Protests dealing with specifications or the solicitation shall be filed not later than three (3) working days prior to the response due date. Other protests shall be filed not later than three (3) working days after the response due date, or if the protest is based on subsequent actions of CCPS, not later than three (3) working days after the aggrieved person knows or should have knowledge, of the facts given rise to the protest. All Protests should specify exactly what is being protested.

Protests are considered filed when received by the Director of Purchasing. Protests which are not filed in a timely manner, as set forth above, will not be considered.

Proponent agrees to pay for CCPS reasonable attorney’s fees and expenses of litigation for any protest arising out of this solicitation in which CCPS is a prevailing party. Only those who participated in the solicitation are eligible to protest.

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RFQu 012-25

GENERAL INFORMATION

1. INTRODUCTION

Clayton County Public Schools (”CCPS”) is soliciting proposals from experienced individuals or firms (“Proponent”) for Charter Bus Services for the District. A detailed

Scope of Services (“SOS”) is set forth in this RFQu.

2. BACKGROUND

Clayton County Public Schools (CCPS) is fully accredited through Cognia. The district offers a focused world-class program based on a challenging curriculum which is taught from pre-kindergarten through 12th grade. Serving over 52,000 students, Clayton County Public Schools is ranked among the 100 largest school districts in the U.S. Made up of 67 schools and a variety of programs, the school system has over 6,200 employees.

3. OBJECTIVE

CCPS is seeking to pre-qualify firms with proven experience to provide charter bus services for athletic, band and field trips. Only pre-qualified firms will be engaged to provide charter bus services. Prequalification will assist CCPS in determining if a Proponent is properly licensed, has proper insurance, is reputable and meets all requirements when it comes to the safe transportation of students.

4. INTENT TO AWARD

CCPS intends to make multiple awards; however, CCPS reserves the right to make one (1) award or no award for RFQu No: 012-25 Charter Bus Services.

5. TERM OF AGREEMENT

The Contract shall commence within ten (10) calendar days after receipt of Notice to Proceed.

The initial term of the Agreement and any renewal terms are collectively referred to as the “Term”. The initial term of this Agreement shall be for one (1) year, and may be automatically renewed for four (4) successive one (1) year terms upon the same terms and conditions. The services to be performed under this Agreement shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of the CCPS on June 30th of the year in which

RFQu 012-25 Charter Bus Services Page 11 of 91 it was executed and on June 30th of each succeeding and renewed year, as required by O.C.G.A. § 20-2-506 (b), as amended, unless terminated earlier in accordance with the termination provisions of this agreement.

This contract shall not be deemed to create a debt of CCPS for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

6. SCOPE OF SERVICES

Proponents must comply with all Federal, State of Georgia and local regulations and laws applicable to Charter Bus Services. Proponents must provide all services as requested in this RFQU in accordance with Attachment A, Scope of Services, Appendix B, Driver Certification List, and Exhibit C, Bus List – Equipment Summary attached hereto and incorporated herein by reference.

7. MINIMUM REQUIREMENTS

7.1 Proponents shall provide copies of their valid Passenger Certificate issued by the Georgia Department of Public Safety and their Passenger Permit issued by the Federal Motor Carrier Safety Administration. Clayton County Public

Schools will visit the Georgia Department of Public, Safety Motor Carrier

Compliance Division (MCCD) site to verify all certifications at http://www.gamccd.net/LPCBusCarriers.aspx.

7.2 Proponents must have a minimum of five (5) years of experience successfully providing Charter Bus Services.

7.3 Proponent must be in full compliance with the Federal Motor Contractor

Safety Regulations and have a “satisfactory” rating indicating compliance with Federal Highway Administration.

7.4 All Proponents are subject to a site visit and inspection of facilities and equipment and must satisfactorily demonstrate to CCPS the ability to comply with the provisions of this RFQu.

8. MINIMUM REQUIREMENTS FOR PROPONENT DRIVERS:

8.1 All drivers must have a Commercial Driver’s License (CDL) with a Passenger

Endorsement from the Department of Driver Services (DDS) and a medical certification card.

8.2 All drivers are subject to all the provisions of Federal Law 49 CFR 383 et.al pertaining to transporting students, and shall maintain a valid State of Georgia

Commercial Driver’s License (CDL) class “B” minimum with a school bus and passenger endorsement. The drivers CDL Medical Certification shall include http://www.gamccd.net/LPCBusCarriers.aspx

RFQu 012-25 Charter Bus Services Page 12 of the prescribed physical examinations, required employer notification of traffic citations, and drug/alcohol testing; including but not limited to pre-certification testing, random testing, post-accident testing, and criminal background results for all drivers assigned to CCPS.

8.3 Drivers shall meet all Federal Motor Carrier Safety Regulations and the State of Georgia Requirements, along with the following:

8.3.1 Yearly Georgia DOT Physical

8.3.2 Clean driving record which must consist of the following:

8.3.2.1 Drivers MVR shall be checked twice a year for

any violations;

8.3.2.2 Drivers shall bring all citations within 24 hours

of receiving, to their immediate supervisor;

8.3.2.3 No speeding ticket 20 mph above the posted

limit;

8.3.2.4 No reckless driving;

8.3.2.5 No DUI;

8.3.2.6 No railroad crossing grade violations;

8.3.2.7 No traffic offenses committed in a CMV in

connection with fatal traffic accidents; and

8.3.2.8 No more than three (3) traffic violations in a

three (3) year period.

8.3.3 Yearly Driving Evaluation

8.3.4 Proof of road & class room training annually

8.3.5 Shall have an Evacuation plan presented before each trip to the students and teachers and all other passengers in case of an emergency or accident

8.3.6 All drivers shall have a pre-employment criminal

background check and then every five (5) years thereafter

8.3.7 Drivers shall be clean, neatly attired, and conduct

themselves in a professional manner

8.3.8 Drivers shall wear proper company pictured identification while transporting Clayton County students and personnel

8.3.9 Drivers shall carry a company credit card with an adequate line of credit to refuel or make necessary emergency repairs

8.3.10 Drivers must have a valid medical certificate

8.3.11 Proponent shall be a Licensed Intrastate (in state) carrier

8.3.12 Proponent shall be a Licensed Interstate (out of state) carrier

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8.3.13 Proponent shall have a “Satisfactory Record” with the State of Georgia Insurance

8.3.14 Proponent shall have a “Satisfactory Rating” with the

Federal Motor Carrier Safety Administration Safety Measurement System (SMS)

8.4 Proponent shall present a USDOT Certificate and number with the company’s exact name and address.

9. SUB CONSULTANTS AND CONTRACTORS

Proponent must ensure the responsibility standards for each of its Sub-Consultants and Sub-Contractors as listed below and in each and every part of this RFQu.

Verification must include documentation that each Sub-Consultant or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFQU, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements. Proponent shall not furnish any statement, representation, or certification in connection with Sub-Consultants or Sub-

Contractors that is materially false, deceptive, incorrect or incomplete. Failure of the

Proponent to provide information concerning the responsibility of any Sub-Consultant or Sub-Contractor may result in a finding that the Proponent is not responsible. All proposed Sub-Consultants and Sub-Contractors shall be listed in the Proponent’s response. Proponent shall ensure that all proposed Sub-Contractors have adequate personnel, past experience, adequate facilities, finances and business systems to perform the scope of services. CCPS reserves the right to approve all Sub-

Contractors and Sub-Consultants.

10. EVALUATION PROCESS

CCPS desires to select the Proponent(s) whose response(s) are determined to be the most advantageous considering the technical evaluation criteria listed below. All

Responses will be evaluated in accordance with CCPS Policies and Procedures, and the criteria specified in this RFQu. An Evaluation Committee will evaluate the

Responses using the following:

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Relative

Weight

ITEM FOR EVALUATION Maximum Points

5% Executive Summary 5

15% Experience and Qualifications of Staff 15

25% Methodology and Approach 25

20% Experience and Performance on Other Projects 20

10% Organizational Qualifications and Financial

Capability

20% Cost Proposal 20

5% Small Local Business Enterprise Participation 5

100% TOTAL SCORE 100

Oral Presentations/Interviews

Oral presentations/interviews may be required before the final selection and award. Additional points for oral presentations, interviews or site visits will be added to the Proponent’s total score.

Scoring

Value

Maximum

Points

11. RESPONSE PREPARATION AND GUIDELINES

11.1 RESPONSE FORMAT

Proponents are required to submit the responses in the following format:

11.1.1 Technical Response. The technical response shall include responses to all of the information requested in the RFQU and shall be tabbed to identify the specific components. The Proponent should include all strategies, solutions and services proposed in response to the requirements of the RFQu. All forms required by CCPS or provided by the Proponent should be included. Any requests for clarification, RFQu 012-25 Charter Bus Services Page 15 of 91 exceptions or amendments to the RFQu must be clearly identified and labeled and submitted with your technical response. CCPS is under no obligation to accept exceptions and any such exceptions may be a basis for disqualification.

Please do not include any cost of any kind in this section.

Inclusion of cost in the Technical Proposal may cause a proposal to be excluded for non-compliance.

11.1.2 Cost Proposal. The Cost Proposal Form affixed hereto as

Attachment B, must be completed in its entirety, signed and uploaded separately from the Proponent’s Technical proposal. The Cost

Proposal Form will become a part of any contract resulting from this

RFQU. CCPS may solicit Best and Final Offers, and discussions may be conducted with responsible proponents who submit proposals determined reasonably susceptible to being selected for award.

Please do not include exceptions to the RFQU in the Cost

Proposal. Please do not include any exceptions, assumptions or clarifications to the RFQU in the Cost Proposal. Inclusion of exceptions in the Cost Proposal may cause a proposal to be excluded for non-compliance.

11.2 CONTENTS OF TECHNICAL RESPONSE

The Response shall include a reply to all of the information requested in this RFQU. Brevity and specificity are encouraged. Concise presentation of pertinent information and organization of the submittal will be part of the evaluation. CCPS prefers a well-planned, straightforward business presentation with brief explanations. Responses with verbose or disorganized responses will be judged accordingly. The Response format described herein may not fully capture the particulars of all the information requested by the RFQu. Should there be any doubt as to where to place any information, use best judgment.

The following is a more detailed description of the requirements of certain portions of the Technical Response. The Technical Response shall be tabbed and organized as follows, with a suggested total page limit of one-hundred (100) (excluding the Required Form Submittals).

11.2.1 Letter of Transmittal. Letter transmitting the Response, identifying the team members and providing a designated point of contact, RFQu 012-25 Charter Bus Services Page 16 of including name, title, address, email address, telephone and fax numbers of one (1) individual to whom all future correspondence and/or communications should be directed by CCPS concerning this solicitation. The letter should include a narrative statement of the

Proponent’s approach to providing the Goods and Services solicited in this RFQu.

11.2.2 Executive Summary. The purpose of the Executive Summary is to provide an overview of the Proponent’s qualifications to accomplish the project and must be no more than three (3) pages stating the agency’s interest and proposed commitment to Charter Bus Services.

At a minimum, the Executive Summary must contain the following information:

11.2.2.1 Complete legal name of the Proponent and the name of the legal entities that comprise the Respondent. The

Proponent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, contact name, address, phone number, email, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices;

11.2.2.2 A declarative statement as to whether;

11.2.2.2.1 Proponent or any member of the Proponent’s

team has an open dispute with CCPS or is involved in any litigation associated with work in progress or completed in both the private and public sector during the past five (5) years;

11.2.2.2.2 Proponent has within the past ten (10) years

filed (or had filed against it) any bankruptcy or insolvency proceedings, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee or assignee for the benefit of creditors. If so, please provide an explanation;

RFQu 012-25 Charter Bus Services Page 17 of 91

11.2.2.2.3 Proponent has failed to complete work or a

contract awarded to Proponents. If so, please provide an explanation;

11.2.2.2.4 Proponent or any of the Proponent’s personnel, agents, independent Proponents or Sub-

Proponents have been convicted of, or pled guilty or nolo contender to any felony. If so, please provide an explanation and details.

11.2.2.3 Provide a summary of the other sections of the Response.

All sections should fit together into a well-organized highlight of the significant points of the Response.

11.2.2.4 Provide general specific capabilities and experience of the

Proponent’s team. Each Proponent must identify examples where team members have worked together to complete a project and discuss how the team was formed and how the team will function as an integrated unit in providing services to CCPS.

11.2.3 Experience and Qualifications of Staff. Describe the experience and qualifications of the staff and organization. Information must include, but not limited to, the following:

11.2.3.1 Provide a description of the Proponent’s overall experience as a Charter Bus Service for school system projects. Include projects for the past five (5) years and provide company names, types, addresses, completion dates, staff members in charge, Owner’s name, Owner’s representative and phone number; and

11.2.3.2 Provide resumes and a description of the staff members experience over the past five (5) years working with school system or similar projects, including the scope of the project, schedule and cost.

11.2.3.3 Describe in detail the Proponent’s training and education program for employees.

11.2.4 Methodology and Approach. The Proponent should describe the procedures and methods that will produce the required outcomes for the project. The Proponent should explain its approach in terms of management, organization, process, techniques, staff and quality

RFQu 012-25 Charter Bus Services Page 18 of assurance/quality control. Such information may include, but not be limited to, the following typical services required by CCPS:

11.2.4.1 Proponents are required to provide a list of all

certified drivers under the Proponent’s employment on the Driver Certification Form and include a copy of each driver’s license (See Exhibit 2, Driver Certification Listing).

11.2.4.2 The Proponent shall provide with their proposal, a summary of all vehicles that may be provided to CCPS for use (See Exhibit 3, Bus List Equipment Summary Form). In addition, the Proponent shall provide a current copy of the Georgia Department of Public Safety (DPS) vehicle annual inspection report with a satisfactory rating for all vehicles listed on the Equipment Summary Form.

11.2.4.3 Proponents must submit a copy of all forms, proposals, service agreements, work orders, etc. that CCPS will be requested to utilize to schedule trips.

11.2.4.4 Describe and provide documentation of the type and

condition of the Proponent’s vehicles to be used for service.

11.2.4.5 Describe and provide documentation to detail the

inspection and maintenance programs for the

Proponent’s vehicles.

11.2.4.6 Describe the procedure used by the Proponent for

providing substitute drivers in case the designated driver has been incapacitated for any reason.

11.2.4.7 Proponents must submit to CCPS renewed insurance, licenses and inspections.

11.2.4.8 Describe the Proponent’s method for supplying alternate transportation due to either a breakdown or accident during a charter service.

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11.2.4.9 Describe Proponent’s method for drivers notifying CCPS or the dispatcher of problems which may affect the safe transportation of students during the charter.

11.2.4.10 Describe the process to ensure the Driver’s license and motor vehicle records (MVR) are current yearly.

11.2.4.11 Describe Proponent’s policy for reservations including booking and cancellation.

11.2.4.12 Describe Proponent’s process in monitoring the driver’s use of Electronic Logging Devices (ELD) to record, certify and share hours of service data.

11.2.4.13 Describe Proponent’s process for accommodating trips that exceed hours of service limits.

11.2.4.14 Describe Proponent’s process for verifying driver’s criminal background.

11.2.4.15 Describe the process and provide the policy for drug and alcohol testing.

11.2.4.16 Describe in detail the Proponent’s policy for

accommodating disabled and special needs riders.

11.2.4.17 Describe in detail the amenities on units (bathrooms, TV/DVD, Wi-Fi, etc.).

11.2.4.18 Describe the environmental, quality assurance or quality control, and safety programs that apply to managing potential risks associated with the provision of the services identified in this RFQu.

11.2.4.19 Provide the following documents with the proposal:

11.2.4.19.1 Certificate of Liability Insurance;

11.2.4.19.2 Evidence of a USDOT Certificate Number;

11.2.4.19.3 Copy of the last compliance review (Safety

Rating) or Department of Defense (DOD)

Certificate;

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11.2.4.19.4 Safety Inspection reports for each vehicle

within the last 12 months (buses cannot be no more than seven (7) years old to transport students under this contract); and

11.2.4.19.5 Georgia Public Service Commission License

11.2.5 Experience and Performance on Other Projects. Describe the Proponent’s experience and qualifications in providing services as described in the Scope of Services. Such Information may include, but not limited to, the following typical services required by CCPS:

11.2.5.2 Provide the number of permanent employees and provide an organizational chart for the Proponent.

11.2.5.3 Proponent must provide four (4) references for which the

Proponent has provided services similar in size and scope.

References are to be provided utilizing the References and

Release Form provided in Appendix D, Required Forms.

11.2.6 Organizational Qualifications and Financial Capability.

To facilitate the efforts CCPS to evaluate, verify, and understand the Proponent’s financial capacity, capability and stability to undertake and perform the Services contemplated in this RFQu, The Proponent must provide accurate and legible financial disclosures to CCPS as requested below. By definition, a “Proponent” is an individual, entity or partnership submitting a response to this RFQu. The Proponent may present additional evidence of financial ability or financial surety it deems appropriate, but must first comply with the following:

11.2.6.1 Instructions: If the Proponent is an individual, financial disclosures for that individual must be provided. If the

Proponent is an entity or partnership, financial disclosures for that entity or partnership must be provided. If the Proponent is a newly formed entity or partnership (formed within the last three years), financial disclosures for that entity or partnership must be provided together with full financial disclosure from the entity’s or partnership’s owners. Financial Disclosure includes a full response to all questions and requests for documentation listed below. The Proponent (and its owners, if applicable) must submit copies of all financial disclosures with its response.

11.2.6.2 Financial Information: The Proponent and its owners, if

RFQu 012-25 Charter Bus Services Page 21 of 91 applicable, should demonstrate its financial capability and stability by selecting and providing documentation from one of the following three groups of requests below with the Response.

11.2.6.3 Financial statements for the three (3) most recent consecutive fiscal years, audited by a Certified Public Accountant (“CPA”), including: Income Statement; Balance Sheet; and Statement of

Cash Flows.

11.2.6.4 Financial statements for the three (3) most recent consecutive fiscal years, either reviewed or compiled by a Certified Public

Accountant (“CPA”), including: Income Statement; Balance

Sheet; and Satisfactory proof of Proponent ’s ability to obtain a

Performance Bond for the amount described in Appendix B, if applicable.

11.2.6.5 Unaudited, self-prepared financial statements for the three (3) most recent consecutive fiscal years, including: Income

Statement; Balance Sheet; Satisfactory proof of Proponent ’s ability to obtain a Performance Bond for the amount described in Appendix B, if applicable; Letters of Reference; and Dunn and

Bradstreet reports for the last two (2) years.

12. COST OF SERVICE

The Proponent shall identify all factors used to determine price and how they are applied to produce a quote for each service separately (i.e., hourly, daily, per mile, overnight stay, etc.) as in Appendix D, Required Forms, Cost of Service Schedule.

Pricing shall include all reasonable expenses incurred by the Proponent (i.e., fuel, mileage, lodging (if applicable), etc.).

12.1 Date of trip/Time of year

12.2 Number of passengers

12.3 Number of miles (If mileage rates vary given certain parameters, provide details.)

12.4 Length of stay (Are there trip minimums, or additional costs for overnight stays?)

12.5 Booking Date (Are there any discounts or penalties for

early/late booking?)

12.6 Trip cancelation, etc.

12.7 Number of drivers

CCPS understands trip costs will vary based on the specific details of each trip. The

RFQu 012-25 Charter Bus Services Page 22 of information provided in this section should describe all variables that can have a direct impact on trip costs. Provide a detailed price schedule for all potentially applicable charges.

13. CCPS STANDARD AGREEMENT

The Draft Agreement included as Attachment C is a standard CCPS document which should be thoroughly reviewed by all Proponents prior to submitting a proposal. Any proposed revisions to the terms or language of this RFQu must be submitted in writing with Proponent’s response. Since proposed revisions may result in a proposal being rejected if the revisions are unacceptable to CCPS, Proponents should review any proposed revisions carefully. Refer to Information and Instructions to Proponents, Award and Execution of Agreement in this RFQU. Modifications or additions to the CCPS Standard Contract will not be entertained after contract award.

14. REQUIRED FORM SUBMITTALS

The forms and documents contained in Appendix C, Required Forms, are mandatory forms required to be submitted with each proposal. Failure to provide the information or documentation required may cause a proposal to be declared non-responsive and rejected. Failure to have an authorized representative sign all documents at the signature line, or failure to have all documents properly notarized as requested, may cause a proposal to be declared non-responsive and rejected.

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APPENDIX A

PURCHASING DEPARTMENT

CODE OF ETHICS

I. Give first consideration to the mission and policies of Clayton County Public Schools.

II. Strive to obtain maximum value for each dollar spent.

III. Decline personal favors, gifts, and gratuities. Grant all competitive Respondents fair and equal consideration.

IV. Conduct business with potential and current Respondents in an atmosphere of good faith.

V. Demand honesty in sales representations whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.

VI. Receive consent from the originator for the use of proprietary ideals and designs.

VII. Make a reasonable effort to obtain equitable settlement of any controversy with a Contractor.

VIII. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

IX. Create an environment of fair, ethical, and legal business practices.

X. Protect Clayton County Public Schools’ interest by ensuring that Respondents honor all terms of their contract.

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APPENDIX B

GENERAL TERMS AND CONDITIONS

The General Terms and Conditions contained in this Request for Proposal (RFP) apply to all solicitations. Where there are specific or special conditions contained herein that conflict with the General Information and Instructions, the more specific or special conditions will prevail. The terms Contractor, Supplier, Provider and Proponent may be used interchangeably herein.

I. Contract Renewal. Upon executing its option to renew, CCPS will notify the

Contractor of such renewal, at which time the Contractor shall be bound to provide Services during such renewal term, without the need for the Parties to execute any further documents evidencing such renewal, it being acknowledged by the Contractor that its initial execution of this Agreement is deemed its agreement to continue to provide Services during any renewal term.

II. Payment. A purchase order will be issued to authorize the purchase of the services/commodities. Delivery/release of services/commodities is not authorized until the receipt of a purchase order.

a. The Contractor shall invoice CCPS on a monthly basis. If payment is to be made by line item, when a single line item has been satisfactorily delivered, complete payment will be made within thirty (30) days from either the date of delivery or the receipt of a satisfactory invoice in triplicate, whichever occurs last. Invoices should be sent to Clayton County Public Schools, Accounts Payable, 1058 Fifth Avenue, Jonesboro, Georgia 30236 or via email to accountspayable@clayton.k12.ga.us. All invoices must show the contract number, work performed and period of work. Payment will be made via electronic payment or check. CCPS reserves the right to modify these terms should extenuating circumstances prevail.

III. Non-Appropriation. Notwithstanding any other provision of this agreement, the parties hereto agree that the charges hereunder are payable to the Contractor by CCPS solely from appropriations received by CCPS. In the event such appropriations are determined, in the sole discretion of the Chief Financial Officer of CCPS, no longer to exist or to be insufficient with respect to the charges payable hereunder, this agreement shall terminate without further obligation of CCPS at the end of any fiscal period (hereinafter referred to as “Event”). In such Event, the Chief Financial Officer for CCPS shall certify to the Contractor the occurrence thereof, and such certification shall be conclusive.

IV. Scope of Services. Contractor shall provide Services as requested by CCPS on an

RFQu 012-25 Charter Bus Services Page 26 of as needed basis in accordance with the RFP and Scope of Services.

V. Compliance with Laws, Licenses, Permits. Contractor shall comply with all local, state, and federal laws and regulations applicable to its responsibilities under this Agreement. During the term of this Agreement the Contractor shall maintain all licensing and permits required to provide Services. Failure to maintain such licensing shall be cause for termination of this Agreement. Contractor shall obtain and maintain all permits, licenses, certifications and approvals as required by all regulatory agencies with jurisdiction over the assigned Services, including any regulatory agencies of CCPS.

VI. Insurance.

Proof of insurance shall be provided within 15 days of the date of written notification of award.

a. The following general requirements apply to any and all work under this contract by all Contractors and Sub-Contractors, where applicable, of any tier.

1. Any and all insurance required by this contract shall be maintained during the entire length of this contract, including any extensions thereto, and until all work has been completed to the satisfaction of

Clayton County Public Schools. Any and all insurance must be on an occurrence basis.

No Contractor or Sub-contractor shall commence any work of any kind under a contract until all insurance requirements contained within the solicitation have been complied with and until evidence of all insurance requirements have been received demonstrating such compliance in each and every contract with each and every sub-contractor of any tier.

2. Clayton County Public Schools shall be covered as an Additional

Insured under any and all insurance required by the contract.

Confirmation of this shall appear on all certificates of insurance and on any and all applicable policies.

3. Clayton County Public Schools shall be given no less than thirty (30) days’ notice of cancellation. Clayton County Public Schools shall be given not less than thirty (30) days prior written notice of material changes of any insurance required under this contract.

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4. Each and every agent shall warrant when signing the certificate of insurance that he is acting as an authorized representative on behalf of the companies affording insurance coverage under the contract and that he is licensed by the State of Georgia to conduct insurance business in the State of Georgia and that the companies affording insurance coverage are currently licensed by the State of Georgia and are currently in good standing with the Commissioner of

Insurance for the State of Georgia.

5. Any and all companies providing insurance required by a contract must meet the minimum financial security requirements as set forth below. The rating for each company must be indicated on the certificate of insurance. For all contracts, regardless of risk, companies providing insurance under this contract must have a current:

a. Best’s Rating not less than A, and

b. Best’s Financial Size Category not less than Class VII

6. In the event the Contractor neglects, refuses, or fails to provide the insurance required by the Contract Documents, or if such insurance is cancelled for any reason, CCPS shall have the right, but not the duty, to procure the same, and the cost thereof shall be deducted from monies then due or thereafter to become due to the Contractor or shall have the right to cancel the contract.

b. Worker’s Compensation and Employer’s Liability Insurance

The Contractor shall procure and maintain Worker’s Compensation and

Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Statutory

Employer’s Liability Bodily Injury by Accident $100,000 each accident Bodily Injury by Disease $100,000 each employee

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Bodily Injury by Disease $500,000 policy limit

c. Comprehensive General Liability Insurance

The Contractor shall procure and maintain Comprehensive Insurance in an amount not less than $1,000,000.00 for bodily injury and property damage combined single limit. The following specific extensions of coverage shall be provided and indicated on the certificate of insurance.

1. Comprehensive Form

2. Contractual Insurance

3. Personal Injury

4. Broad Form…