SPECS_TSB_Transportation_Services_(FY27-FY31)_FINAL.pdf

ITB Event 73540

ITB Event #73540 Tennessee School for the Blind

Transportation Services (FY27-FY31) Specifications

Tennessee School for the Blind 115 Stewarts Ferry Pike Nashville, TN 37214

Contact Person:

James Bassham (Procurement Supervisor) James.Bassham@tsbtigers.org

(615) 231-7349

Overview:

The Tennessee School for the Blind (“TSB”) is seeking a company contractor to provide safe and reliable transportation for TSB students during travel events both intrastate and interstate. Depending on the nature of the travel event, the Contractor is expected to use motor coach buses for travel. The anticipated term of the Contract will be approximately thirty-seven (37) months with two (2) options to renew.

Examples of potential travel events are weekly trips to and from home and TSB, one-day athletic events, extended overnight athletic events, one-day field trips, extended overnight field trips, and other events that would meet similar needs of school functions.

For most TSB events, travel dates will be established by TSB by August for each individual school year. On occasion, travel dates may be revised to accommodate for inclement weather, emergencies, or other unforeseen circumstances.

These emergency situations are unpredictable and may require immediate cooperation between the Contractor and TSB to safely transport students (i.e., transporting students prior to the arrival of inclement weather). Additionally, some events may present themselves throughout the year and will require additional travel needs upon TSB’s request.

Additional scheduled events or alterations in the original schedule will be determined by TSB.

Motor coaches and drivers must meet all applicable Federal Motor Carrier Safety Administration regulations and licensure requirements for intrastate and interstate commerce travel. Additionally, all motor coaches and their drivers must meet all applicable regulations defined in Tennessee Code Annotated Titles 49 and 55 (Tenn. Code Ann. §§ 49-1- 101 et seq. and 55-1-101 et seq.); State Board of Education (“SBE”) Rules 0520‐01‐05, 0520‐01‐09, and 0520-12-01; and Tennessee Department of Safety and Homeland Security Rules 1340-01-13 and 1340-06-01, including but not limited to requirements for the operation, upkeep, and safety of operable motor coaches; automobile liability insurance coverage;

and the maximum acceptable years of service for coaches. All motor coaches and their drivers shall comply with these laws, rules, and regulations and any other applicable state or federal laws, rules, or regulations as may be amended mailto:James.Bassham@tsbtigers.org during the Term of the contract, and such compliance shall not require a written amendment to the contract. The Contractor shall not permit coaches and drivers that do not meet these regulations or specifications to perform under this Contract.

The Contractor shall bear all expenses associated with the purchase, operation, and maintenance of equipment and supplies.

General Requirements:

1. The Contractor, its employees, and subcontractors shall comply with all applicable TSB policies and procedures.

The current TSB policies and procedures, as may be amended from time to time, can be found here:

https://www.tsbtigers.org/apps/pages/school-policies.

2. The Contractor, its employees, and subcontractors shall conduct themselves in a positive, appropriate, and professional manner while providing services pursuant to this Contract.

3. The TSB Transportation Coordinator will advise the Contractor telephonically within forty-eight (48) hours of any changes to a scheduled trip. The Contractor must confirm receipt of notice of the change by email, text, and/or letter within twenty-four (24) hours.

4. The Contractor shall not provide motor coaches that do not have the number of seats specified for a particular event. TSB will provide notice of the number of seats needed at least ten (10) days in advance of the scheduled event.

5. Communication devices such as two-way radios or cell phones must be on all motor coaches at all times, at no additional cost to the State.

6. In the event of a motor coach breakdown:

• The Contractor shall provide back-up emergency transportation as quickly as possible (defined as reasonable driving time from the Contractor’s terminal to the breakdown location).

• The backup transportation shall be an unoccupied coach. It is not acceptable to use an occupied coach due to overcrowding.

• The Contractor shall not be reimbursed for the trip if the specifications in this section are not met.

• The Contractor shall assume responsibility for all expenses in excess of the bid rate in a breakdown circumstance.

7. The Contractor shall provide a 24-hour emergency telephone number for use in the event of an emergency, problem, or changes to scheduled trips.

8. A motor coach that transports students to and from home and TSB shall have a safety complaint phone number on the rear bumper. TSB staff will follow the protocol for addressing the safety concerns/complaints as authorized by and outlined in Tenn. Code Ann. § 49-6- 2116.

9. In the event the Contractor or any of its employees or subcontractors have allegedly been involved in civil or criminal charges, sexual harassment, or failure to meet obligations or performance standards defined in this Contract, the Contractor shall immediately inform TSB’s Director of Schools or designee following knowledge of such charges. The individual with the charges shall be removed from services until the charges have been resolved or dismissed to the satisfaction of TSB.

https://www.tsbtigers.org/apps/pages/school-policies

10. The Contractor shall thoroughly clean each motor coach after each trip, including but not limited to emptying trash, sweeping floors, and sanitization of surfaces (including bathroom).

Vehicle Requirements:

1. Motor coaches shall have functional air conditioning and heating systems.

2. Motor coaches shall have a minimum of forty-six (46) seats per coach unless otherwise requested by TSB. If applicable, seating capacity shall be in compliance with Tenn. Code Ann. § 49-6-2110(a), which requires a minimum of thirteen linear inches of seat space for each student.

3. Motor coaches shall have at least one (1) functioning restroom facility. See the Restroom Facilities section below.

4. Motor coaches shall have cabin storage as well as luggage storage below the motor coach. See the Luggage Compartments section below.

5. Motor coaches shall meet all applicable State and federal safety regulations outlined in the Safety and Security section below.

6. Motor coaches shall be equipped with a minimum of three (3) televisions with closed caption capabilities and a minimum of one (1) DVD player. Televisions shall be functional during all trips.

7. Motor coaches shall be equipped with wheelchair lift accommodations upon TSB’s request.

8. If applicable, all motor coaches must comply with the commercial advertising requirements outlined in SBE Rule 0520-01-05-.01.

Driver Requirements:

1. The Contractor shall require all drivers to meet all applicable State and federal laws and accompanying regulations according to the Federal Motor Carrier Safety Administration (https://www.fmcsa.dot.gov).

2. The Contractor shall provide certified drivers for all transportation services provided pursuant to the contract.

The Contractor’s drivers shall be fully certified (Commercial Driver’s License (“CDL”) with no air brake restriction, a passenger (P) endorsement, and a school bus (S) endorsement) per the State’s requirements (SBE Rule 0520- 12-01-.13). Additionally, drivers shall have CPR and First Aid certifications upon TSB’s request prior to being assigned to service for TSB pursuant to this contract.

3. The Contractor shall ensure that all drivers provided pursuant to this contract complete all applicable trainings, including but not limited to school bus driver training program pursuant to Tenn. Code Ann. § 49-6-2107(g), a training regarding the needs and requirements of children with disabilities pursuant to SBE Rule 0520-01-09- .05(2)(e), and the Tennessee Department of Safety’s annual training for school bus drivers.

4. The Contractor’s bus drivers shall obtain and keep current all required medical endorsements as mandated by the Federal Motor Carrier Safety Administration (49 C.F.R. § 391.41) and Tenn. Code Ann. § 49-6-2108, including but not limited to evidence of completion of annual physical and mental examinations.

5. The Contractor shall ensure that any drivers provided pursuant to the contract are subject to and enrolled in a Tennessee Department of Transportation drug screen pool, the annual Federal Motor Carrier Safety https://www.fmcsa.dot.gov/

Administration Drug & Alcohol Clearinghouse, and an annual pull and review of the bus driver’s Motor Vehicle Records.

6. If applicable, the Contractor shall require all drivers to maintain logs as mandated by the Federal Motor Carrier

Safety Administration (49 C.F.R. § 395.8) and shall provide copies of these logs to TSB upon request.

7. TSB reserves the right to request replacement of any driver deemed unsuitable for safety or performance reasons, or for any other reason at the discretion of TSB. All replacement drivers must meet the requirements set forth in this section (Driver Requirements). Upon TSB’s request, a replacement driver shall be dispatched immediately.

8. The Contractor shall obtain and retain records pertaining to each driver’s qualifications and credentials relative to driving motor coaches as required by all applicable State and federal laws for the duration of this Contract at no cost to TSB. The Contractor shall provide these records to TSB upon request. At a minimum the records shall include but not be limited to the following:

• Verification that driver meets minimum age requirements (at least 25 years of age);

• Minimum of two (2) customer references for driving services;

• Satisfactory background check (as detailed below in Background Checks section below);

• Driver’s motor vehicle report (MVR);

• Verification that driver meets licensure and endorsement requirements;

• Pre-employment drug screening;

• Federal Department of Transportation (DOT) medical cards;

• A list of each driver's qualifications and a U.S. Department of Safety survey of each driver’s driving records;

• Evidence of each driver’s compliance with the Federal Motor Carrier Safety Regulations, including but not limited to 49 C.F.R. 303.1 et seq.;

• If applicable, drivers' logs for the current day and the prior seven (7) consecutive days;

• Certificates evidencing completion of all required trainings; and

• Other compliance documentation requested by State and/or TSB officials as the result of monitoring.

Background Checks:

The Contractor shall ensure that all drivers or other employees or subcontractors provided under this contract that shall have direct contact with school children or will be on school property and/or engaged in the operation of the motor coaches while children are present have a satisfactory background check prior to being assigned for service at TSB. This includes an FBI and TBI check, in accordance with T.C.A. § 49-5- 413(d)(1)(A). A satisfactory background check for the purposes of this Contract means the check has no indications of offenses as outlined in T.C.A. § 49-5-413(d)(3). Clearance letters from the TBI for each driver will be required prior to the first date of service, and TSB and the State reserve the right to request documentation of background checks at any time. The Contractor shall be solely responsible for all costs associated with the background checks.

Restroom Facilities:

1. Restroom facilities shall be stocked with toilet tissue, paper towels, sanitary disposal bags, and soap at all times.

2. Both toilet and sink shall properly function at all times.

3. Restroom facilities shall have a means to contain waste on each vehicle.

4. The Contractor shall ensure that waste is never released onto streets or highways during trips.

5. Restroom facilities shall be clean and sterile with no odor, with the exception of disinfectant and shall have means to dispose of waste in accordance with any and all applicable federal, State, and local laws and regulations when TSB is not in use of the coaches.

Luggage Compartments:

1. Overhead luggage compartments shall be clear and available for use on motor coaches.

2. Under coach luggage compartments shall be available to store luggage and shall have adequate doors to secure luggage.

Passenger Compartment:

1. The passenger compartment shall be clean with no oil, grease, or fuel stains on carpet, seats, or other fabrics.

2. The passenger compartment shall remain free of any protruding sharp or pointed edges.

3. All emergency exits shall be clearly and properly marked.

4. Passenger seating area shall be equipped with clean, properly padded seats, and cushions that are not ripped.

5. Vehicles shall not have ever been smoked in and shall remain smoke free.

Travel Schedule:

1. Motor coaches shall be on the TSB campus at least forty-five (45) minutes prior to scheduled departure times.

2. TSB reserves the right to cancel any or all trips by notifying the Contractor within twenty-four (24) hours of the scheduled trip upon determination of non-requirement of services with no charges to TSB. The Contractor will be notified of any cancellations by TSB’s Transportation Coordinator or another authorized TSB representative telephonically, and the Contractor shall confirm receipt of notice of cancellation by email, text, and/or letter on the same date.

3. TSB reserves the right to change any or all dates, times, and/or destinations with no charge to TSB by giving the

Contractor forty-eight (48) hours advance notice before the scheduled trip. The Contractor will be notified of any changes to scheduled trips by TSB’s Transportation Coordinator or another authorized TSB representative telephonically, and the Contractor shall confirm receipt of notice of the change by email, text, and/or letter within twenty-four (24) hours.

4. The Contractor shall be responsible for notifying TSB’s Transportation Coordinator immediately if a coach is unavailable or behind schedule.

5. All athletic travel dates will be confirmed by TSB at the beginning of the school year, no later than August 31st.

6. All homegoing and return dates will be confirmed by TSB at the beginning of the school year, no later than August 10th. Under certain circumstances, TSB’s Transportation Coordinator may alter and adjust dates based on the determination of needs at TSB or weather conditions.

7. Trips may include use of the motor coach during the stay at the destination, including but not limited to transporting students from rooming location(s) to tourist activities, restaurants, etc.

8. Trips may include use of the motor coach to transport students one (1) time within a 100-mile radius to any area site of interest during the trip. Trip schedules will be mailed and/or emailed by TSB to the Contractor in July before the start of the school year.

9. Trips include up to twelve (12) drop points. A list of drop points and schedules will be provided by TSB to the Contractor no later than August 10th each year. TSB staff will determine when the coach is to depart to the drop points.

10. Trips may include meal stops as determined by the TSB staff.

11. During home going trips, the Contractor shall bring TSB staff back to TSB after the students have been dropped off at designated drop points. During return trips, the Contractor shall pick up TSB staff at TSB prior to traveling to pick up the students.

12. During the summer camp enrichment program, transportation may be requested based on the student enrollment transportation needs.

Evacuation Drills:

1. The purpose of the evacuation drills are to prepare TSB students and staff, who will act as chaperones, to evacuate in case of an emergency.

2. One (1) evacuation drill shall be held in the fall and one (1) in the spring of each school year. Dates of evacuation drills are to be agreed upon between TSB and the Contractor. The Contractor shall provide one (1) motor coach and at least one (1) driving instructor for each evacuation drill.

3. The Contractor shall ensure that driving instructors provided pursuant to the contract have passed training in evacuation drills as part of their licensure requirements to drive the coach.

4. All TSB students shall participate in each evacuation drill.

5. Students may be divided into three (3) separate groups at the discretion of TSB to complete evacuation drills.

6. Each group will take forty (40) to forty-five (45) minutes on coaches, for a total of approximately six (6) hours to complete evacuation drills.

Safety and Security:

1. The Contractor shall provide coach buses that comply with all applicable provisions of the Federal Motor Carrier Safety Standards (40 C.F.R. § 571.1 et seq.) and the Tennessee minimum school bus standards (SBE Rule 0520- 01-05-.02).

2. No passengers shall be allowed on any motor coach except TSB students, staff, and other persons approved by

TSB’s Director of Schools or Transportation Coordinator.

3. All motor coaches used shall be equipped with emergency equipment, including but not limited to fire extinguishers, emergency reflective triangles, a first aid kit, blood borne pathogen spill kits, fire blanket, and emergency stretcher, pursuant to SBE Rules 0520-01-05-.02 and 0520-12-01-.13.

4. The Contractor shall provide TSB with maps (electronic or hard copy is acceptable) that clearly mark the exact route for each trip. The maps shall be provided two (2) weeks prior to the scheduled trip.

5. The Contractor shall ensure that no firearms are on the motor coaches while transporting children.

6. The Contractor, its employed driver, or subcontracted driver shall inform TSB’s Charter Bus Supervisor, Director of Residential Services, and Director of Schools by text message immediately following the occurrence of any accident or incident involving a motor coach while providing service to TSB in any capacity. The Contractor shall inform TSB’s Transportation Coordinator of any and all moving violations by any driver that occur during the Term of the contract while providing service to TSB or otherwise within forty-eight (48) hours of receipt of the moving violation. If applicable, school bus accidents involving pupil injury and/or fatality shall be reported to the State by telephone within twenty-four (24) hours of the accident; by written report within ten (10) days on the State’s School Bus Accident Report Form. Property damage accidents shall be reported to the State at the end of the school year on the Annual Pupil Transportation Report (SBE Rule 0520-01-05-.01(3).

7. The Contractor agrees to inform TSB’s Transportation Coordinator and Director of Schools of any instances of student-on-student bullying, harassment, intimidation, or discrimination that occurs on the coach, as defined below and in TSB policy (https://www.tsbtigers.org/apps/pages/policies). If the Contractor fails to inform TSB of an instance of student-on-student bullying, harassment, intimidation, or discrimination that the Contractor knew about, or should have known about, the Contractor agrees to indemnify and defend the TSB and its agents and employees from any costs, losses, damages, or judgements rendered against TSB for such student-on-student bullying, harassment, intimidation, or discrimination. The Contractor is deemed to have known about student-on-student bullying, harassment, intimidation, or discrimination if the Contractor, its employees, or subcontractors observed or reasonably should have observed such student-on-student bullying, harassment, intimidation, or discrimination.

a. Bullying, harassment, or intimidation is an act that substantially interferes with a student’s educational benefits, opportunities, or performance and has the effect of:

• Physically harming a student or damaging a student’s property;

• Knowingly placing the student or students in reasonable fear of physical harm to the student or damage to the student’s property;

• Causing emotional distress to a student or students; or

• Creating a hostile educational environment.

Bullying, harassment, or intimidation may also be unwelcome conduct based on a protected class (race, nationality, origin, color, sex, gender, disability, or religion) that is severe, pervasive, or persistent and creates a hostile environment.

b. Discrimination is conduct that deprives a student of the benefit of an educational opportunity on the basis of race, color, national origin, sex, gender, or disability.

8. The Contractor shall maintain any video footage from recording devices on the motor coaches provided pursuant to this contract in accordance with all applicable State and federal privacy laws and in compliance with State law regarding such recordings, including but not limited to Tenn. Code Ann. § 49-6-2119.

9. The Contractor shall ensure that drivers provided pursuant to this contract do not operate the coach buses while using a portable electronic device pursuant to Tenn. Code Ann. § 55-8-192. Notwithstanding the foregoing and as applicable pursuant to Tenn. Code Ann. § 55-8-192, drivers may utilize two-way radio communications made to and from a central dispatch, the TSB transportation department, or its equivalent; a device capable of voice communication to report an emergency to first responders; or a portable electronic device for navigation of the bus. Any portable electronic device used for navigation must meet the following criteria:

a. Neither of the driver’s hands may be used to hold the portable electronic navigation device or enter data into the device while the bus is in motion;

b. The device must be mounted on the bus’s windshield, dashboard, or center console area in a manner that does not hinder the driver’s view of the road; and

c. The driver may view only data related to the navigation of the school bus and student information related to bus pick-up and drop-off locations, as needed.

Maintenance and Repairs:

1. The Contractor shall provide a written management plan to TSB that describes how the Contractor will accomplish repairs, replacements, and/or emergency transportation to meet the requirements of this Contract.

This plan shall be provided to TSB’s Transportation Coordinator within two (2) weeks of the Contract being awarded and annually thereafter.

2. The Contractor shall provide maintenance for all motor coaches used under this Contract to maintain a fully functional fleet that meets the specifications of this Contract.

3. If applicable, the Contractor shall maintain maintenance records of all vehicles used in the performance of this

Contract pursuant to the Federal Motor Carrier Safety Regulations and Tenn. Code Ann. § 49-6-2109(b)(6) and provide such records upon request by TSB.

Invoicing:

1. The Contractor shall only invoice TSB for trips that are completed. Cancelled trips shall not be invoiced.

2. TSB must not be held responsible for any expenses in excess of the bid rate in those instances where a coach is rejected under the provisions of this Contract (see Inspection section below). This includes any expenses resulting from the Contractor’s having to sub-contract services from other carriers due to rejection of a coach and inability to replace with a proper vehicle.

3. Invoicing for each trip shall be submitted to TSB’s Director of Schools.

4. Driver per diem rates for lodging must be approved by TSB and shall be subject to amounts and limitations specified in the current State Comprehensive Travel Regulations.

Inspection:

1. Drivers are required to do pre- and post-trip inspections of provided motor coaches. In addition, if applicable, all motor coaches provided pursuant to this contract shall comply with the years of service and inspection requirements outlined in Tenn. Code Ann. § 49-6-2109 and SBE Rule 0520-01-05-.01. The Contractor shall also provide written assurance to TSB that coaches have been inspected annually by the U.S. Department of Safety and that all motor coaches and drivers have been entered into the Portal Administrator Accounts Management System (“PAAMS”).

2. TSB reserves the right to inspect the motor coach and driver records for compliance with the specifications listed herein and reserves the right to either approve or reject any motor coach driver for use. In the event a motor coach driver is rejected, TSB will notify the Contractor immediately. Rejected motor coaches shall be either repaired or replaced at no additional cost to TSB within the period of time defined as reasonable driving time from the Contractor’s terminal to the TSB campus. A rejected driver shall be replaced with a qualified driver within the period of time defined as reasonable driving time from the Contractor’s terminal to the TSB campus.

3. Motor coaches identified as unacceptable by the Contractor, driver, TSB, or the U.S. Department of Safety shall not be used under this contract until such time as the deficiencies have been corrected and the unit re-inspected and determined by TSB to meet all specifications. In the event that a motor coach is rejected, TSB’s Transportation Coordinator will notify the Contractor, and the Contractor shall send another motor coach pursuant to paragraph 2 above.

4. If at any time during the Term of this Contract, should a previously approved unit become unacceptable, Contractor shall immediately remove the unit from the acceptable list. Any rejected unit shall pass inspection as outlined in this section prior to being used in service again.

Driver Relief:

1. Tenn. Code Ann. § 55-20-204 requires that drivers do not exceed twelve (12) hours of driving time, fifteen (15) hours of on-duty time, and seventy (70) hours in any period of eight (8) consecutive days. Should a TSB route cause a driver to exceed these hours, a relief driver shall be scheduled by the Contractor. This driver relief requirement shall be communicated by the Contractor to TSB as needed and must be approved by TSB in writing prior to scheduling these routes.

2. The Contractor shall be responsible for driver relief logistics, including but not limited to relief driver transition points, relief driver scheduling, unforeseen scheduling changes, etc. The Contractor shall ensure that all drivers do not exceed the maximum hours listed above within a 24-hour period or as required pursuant to Tenn. Code Ann. § 55-20-204 or any other applicable state or federal laws, as may be amended during the Term. The Contractor shall minimize the need for driver relief by ensuring all scheduled drivers are dedicated to TSB routes on scheduled days.