Student_Transportation_Services_(Addendum_#2_Revision).pdf

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McKinney Independent School District, TX

REQUEST FOR PROPOSAL

2026-08-651

STUDENT TRANSPORTATION SERVICES

RELEASE DATE: September 4, 2026

RESPONSE DEADLINE: October 16, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2026-08-651 Title: Student Transportation Services

Table Of Contents

1. PROPOSAL INFORMATION

2. PROPOSAL INSTRUCTIONS

3. PROPOSAL ACTIVITIES

4. DISTRICT DEMOGRAPHICS & OVERVIEW

5. SCOPE OF WORK AND PERFORMANCE REQUIREMENTS

6. STANDARD TERMS & CONDITIONS

7. EVALUATION

8. COST PROPOSAL

9. PROPOSER SUBMISSIONS

Attachments:

A - 2026 Transportation Fleet Inventory V2

B - 2025-2026 Transportation Data

C - 2025-2026 Route Services Report

D - 2025-2026 Regular ED Tiers

E - 2025-2026 Athletics and Fine Arts Trips

F - 2026-2036 Enrollment Projections

G - MISD Transportation Building Floorplan and Site Plan 2026

H - 2026-2027 Adopted Attendance Zone Maps All Levels

I - 2026-2027 RegEd & SPED Route Lists

J - REI - McKinney ISD Cam Placements

K - Evaluation Quantity Scenarios

L - Questions & Answers Report

1. PROPOSAL INFORMATION

Number: 2026-08-651

Title: Student Transportation Services

Type: RFP

Issue Date: Friday, September 4, 2026

Question Deadline: Tuesday, September 22, 2026, 10:00 am

Response Deadline: Friday, October 16, 2026, 2:00 pm

McKinney ISD is accepting proposals from qualified proposers to provide Student Transportation Services according to the specifications provided. All interested proposers are encouraged to respond to this request for proposal in its entirety and should submit all required proposal attachments. Missing or incomplete information may impact the evaluation criteria scoring.

1.1 Pre-Proposal Meeting

A pre-proposal meeting will be held virtually on Tuesday, September 15, 2026 starting at 3:00 pm CST.

Attendance is not mandatory but is encouraged by all interested vendors.

Microsoft Teams Meeting Information

Join the Pre-Proposal Meeting

Meeting ID: 288 091 482 982 22

Passcode: Bu9S7uz7

1.2 Electronic Submission

The District strongly encourages that proposers submit their proposals electronically. Electronic submission will eliminate errors, unnecessary work, and reduce paper. When completing a proposal electronically it will not be necessary to submit a paper response.

1.3 Offline Submissions

If you are unable to submit your proposal electronically, you may submit your proposal offline. Proposal must be submitted in a SEALED ENVELOPE OR CARTON bearing on the outside; bearing the name of the proposer, address, and the proposal name and number. Responses shall be mailed or delivered to:

Director of Purchasing

McKinney Independent School District Administration Building

#1 Duvall Street

McKinney, TX 75069

If forwarded by mail (next day, Federal Express, etc.), the sealed envelope containing the proposal must be enclosed in another envelope addressed as specified. McKinney ISD is not responsible for lateness of mail, carrier, etc. The date/time stamp clock in the McKinney ISD Purchasing Department office shall be the official https://teams.microsoft.com/meet/28809148298222?p=WriEqg9ckwwMS5kmzm time of receipt. Proposals submitted after the designated date/time will not be accepted. Faxed or e-mailed proposals will not be accepted.

1.4 Inclement Weather

In case of inclement weather or any other unforeseen event causing McKinney ISD to close for business on the date of a proposal submission deadline, the proposal closing will automatically be postponed until the next business day McKinney ISD is open, unless otherwise notified by the District. The proposal opening time of day shall remain the same.

1.5 Addenda

Any interpretations, corrections, supplemental instructions or changes to the proposal documents will be issued by an Addenda. Oral and other interpretations or clarifications will be without legal effect.

1.6 Award

McKinney ISD reserves the right to accept or reject any and/or all proposals for any or all products and/or services covered in this Request for Proposal and to waive informalities or defects in proposals or to accept such proposals as it shall deem to be in the best interest of McKinney Independent School District.

It is the intent of the District to make a single award; however, the District reserves the right to make awards to multiple proposers offering comparable services. The decision to make either a single or multiple awards will be based on the District’s determination of which option provides the best value.

1.7 Contract Term

The award of any contract resulting from this Request for Proposal is contingent upon approval by the McKinney

ISD Board of Trustees. Upon Board approval, the District may enter into an Agreement with the successful proposer(s).

The anticipated term of the Agreement shall be for an initial period of five (5) years, beginning July 1, 2027, and ending June 30, 2032 ("Initial Term"). The Agreement shall commence on July 1, 2027, to provide the successful proposer(s) with sufficient time to complete transition, onboarding, staffing, training, and other implementation activities. Student transportation services for the 2027–2028 school year are anticipated to commence in August

2027, in accordance with the District's adopted academic calendar.

The District may, by mutual written agreement of the parties, renew the Agreement for one (1) additional five

(5) year term, beginning July 1, 2032, and ending June 30, 2037 ("Renewal Term"). The successful proposer(s) will be required to execute the District's Agreement for the Transportation of MISD Students and Staff as Needed

(the "Agreement"), in a form acceptable to the District. The Agreement, including any Renewal Term, is subject to the availability of appropriated funds.

McKinney ISD reserves the right to solicit competitive proposals rather than exercise any renewal option and is under no obligation to renew the Agreement. If the District elects to pursue a renewal, it will provide written notice of its intent to the Contractor at least one-hundred eighty (180) calendar days prior to the expiration of the then-current term.

1.8 Contract Billing Address

Accounts Payable

#1 Duvall

McKinney, TX 75069

Phone: (469) 302-4000

Email: accountspayable@mckinneyisd.net

2. PROPOSAL INSTRUCTIONS

2.1 Attachments

Please make sure you read the attachments provided in the Attachments tab.

2.2 Questions

Proposer shall submit all inquiries via the eProcurement Portal:

https://procurement.opengov.com/portal/mckinneyisd.

Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the eProcurement

Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted.

It is the responsibility of the proposer to check the website for answers to inquiries.

2.3 Required Submissions

Respondents shall submit all documents, certifications, forms, and information identified in the PROPOSER

SUBMISSIONS section in the Request for Proposal. Failure to submit all required information may result in the proposal being deemed non-responsive and may render the proposal ineligible for further evaluation.

• Submittals:

o Submittal 1: Implementation and Transition Plan o Submittal 2: Experience and Qualifications o Submittal 3: Management, Staffing, and Workforce Plan o Submittal 4: Safety, Training, and Student Management o Submittal 5: Routing, Scheduling, and Operational Efficiency o Submittal 6: Fleet and Maintenance Plan o Submittal 7: Transportation Technology and Data o Submittal 8: Customer Service and Communications o Submittal 9: Student-Specific Transportation o Submittal 10: Athletics, Field Trips, and Other Programs o Submittal 11: Performance Management and Continuous Improvement o Submittal 12: Financial Capacity o Submittal 13: Cost Proposal

• Vendor Questionnaire

• Forms https://procurement.opengov.com/portal/mckinneyisd https://procurement.opengov.com/portal/mckinneyisd/projects/284373/document?section=2741975 https://procurement.opengov.com/portal/mckinneyisd/projects/284373/document?section=2741975

• Federal Certifications

• State and Local Certifications

3. PROPOSAL ACTIVITIES

Release RFP Date: September 4, 2026

Pre-Proposal Meeting (Non-Mandatory): September 15, 2026, 3:00pm

Virtual via Microsoft Teams

Question Submission Deadline: September 22, 2026, 10:00am

Proposal Submission Deadline: October 16, 2026, 2:00pm

Shortlist Notification: November 6, 2026

Anticipated Presentation & Interviews: 11/19/2026 - 11/20/2026

MISD Central Conference Room I, 1 Duvall St. McKinney, TX 75069

Anticipated Board Meeting Date: December 14, 2026

Anticipated Award Date: December 15, 2026

Anticipated Initial Contract Term: 07/01/2027 - 06/30/2032

Tentative Second Term - Renewal Option: 07/01/2032 - 06/30/2037

4. DISTRICT DEMOGRAPHICS & OVERVIEW

4.1 General Transportation Information

ANY INFORMATION PROVIDED BY MCKINNEY lSD IN RELATION TO THIS RFP IS CORRECT TO THE BEST OF

MCKINNEY lSD'S KNOWLEDGE. HOWEVER, SOME INFORMATION MAY HAVE BEEN OBTAINED FROM THIRD

PARTIES AND MCKINNEY ISD HEREBY DISCLAIMS ANY WARRANTY OR REPRESENTATION AS TO THE

COMPLETENESS OR ACCURACY OF SAID INFORMATION.

Transportation Data and information should not be construed as a guarantee for future trends. This information may contain inaccurate information, flaws, and errors, be subject to change and vary from year to year depending on the budgetary and educational needs of the District.

4.2 McKinney ISD Demographics

McKinney ISD encompasses approximately 109 square miles and serves students residing across thirteen ZIP codes. See Attachment H: 2026–2027 Adopted Attendance Zone Maps – All Levels for the District’s current attendance boundaries.

Current and projected District enrollment information is provided in Attachment F: Enrollment Projections. The enrollment projections reflect District-wide enrollment by campus and provide historical enrollment data and projected enrollment through the 2035–36 school year.

4.2.1 Additional District Information

The following demographic and student program information is provided for informational purposes to assist

Proposers in understanding the characteristics of the District and the population it serves.

Ethnicity

Hispanic-Latino 28.33%

Race

American Indian – Alaskan Native 0.29%

Asian 9.28%

Black – African American 19.28%

Native Hawaiian – Pacific Islander 0.11%

White 36.43%

Two-or-More 6.27%

Programs & Indicators

Gifted and Talented 13.17%

Special Education 20.86%

Emergent Bilingual 15.49%

Military Connected 5.38%

Economic Disadvantage 37.27%

Homeless 1.79%

Mobility Rate 13.08%

4.3 Number of School Days

The school district operates 172 student school days per year. In an event the District does not require students to attend 172 days, the District will not be charged for days students are not in school.

4.4 Current School Schedule and Bus Schedule

SCHOOL TYPE EARLIEST DROP OFF CLASSES BEGIN CLASSES END LATEST DEPARTURE

High School 6:50 AM 7:20 AM 2:40 PM 2:50 PM

Early Childhood School 7:30 AM 7:40 AM 2:50 PM 3:00 PM

Elementary School 7:40 AM 8:10 AM 3:20 PM 3:30 PM

Middle School 8:20 AM 8:50 AM 4:00 PM 4:10 PM

Elementary Gifted and Talented (Alpha) students are shuttled to Walker Elementary School daily. All third graders attend on Monday, fourth graders on Tuesday and Wednesday, and fifth graders on Thursday and

Friday. Pickup times are typically between 8:30 – 8:40 AM from the home campuses and drop off at Walker before 9:00 AM. Third grade is picked up at Walker in the afternoons at 1:00 PM and returned to their home campuses by 1:30 PM. Fourth and fifth graders are picked up at Walker at 1:30 PM and returned to their home campuses by 2:00 PM.

MISD reserves the right to alter schedules as needed at MISD's sole discretion to ensure the needs of the students are met, and would seek input from the Contractor to understand the impact, both financially and logistically, that any adjustments would cause.

4.5 Additional Transportation Data

Approximately 180 Buses are in the current fleet. In addition to home to school routes, buses are run for field/activity trips and count varies on a daily basis. All buses are equipped with AC, Armor Cloud cameras, and

GPS systems. Attachment A contains a recent fleet inventory of district-owned and vendor-owned buses.

Additional MISD Transportation Data appears in Attachments B through G of this RFP.

5. SCOPE OF WORK AND PERFORMANCE REQUIREMENTS

5.1. Procurement Objectives and Scope of Services

McKinney Independent School District (“District” or “MISD”) seeks a qualified student transportation services provider (“Contractor”) to manage and operate a safe, reliable, responsive, cost-effective, and continuously improving student transportation program.

Through this procurement, the District seeks to preserve high-quality service while increasing transparency and accountability for cost, operational efficiency, safety, service quality, fleet reliability, and Contractor performance.

The Contractor shall provide the management, personnel, supervision, operations, maintenance, dispatch, routing and scheduling, customer service, technology and technology support, reporting, and other resources necessary to operate the District’s transportation program.

Services include:

A. Regular home-to-school transportation.

B. Transportation for students with disabilities, including specialized transportation and accommodations provided on regular routes.

C. McKinney-Vento transportation, including interdistrict service.

D. Athletic, fine arts, field trip, extracurricular, and co-curricular transportation.

E. School-day shuttles, Career and Technical Education transportation, Gifted and Talented transportation, and other academic-program transportation.

F. Summer school, Extended School Year (“ESY”), tutoring, camps, enrichment programs, and other

District programs.

G. Routing, scheduling, dispatch, fleet operations, maintenance, customer service, technology support, and transportation reporting.

MISD’s objectives are to:

● provide safe, reliable, and timely student transportation;

● improve cost transparency and operating efficiency;

● establish measurable Contractor accountability;

● transition over time toward District ownership of the primary operating fleet;

● maintain District ownership and control of transportation data as provided in Section 5.7;

● maintain a qualified and stable transportation workforce; and

● preserve flexibility to respond to enrollment growth, program changes, fleet changes, and new technologies.

Operating information contained in this RFP and its attachments is provided to assist Proposers in developing their proposals and may change during the Contract term. Attachment A summarizes recent route, ridership, mileage, cost, and operating data.

5.2. Operating Model, Responsibilities, and District Authority

The Contractor shall be responsible for the day-to-day management and operation of the MISD transportation program. MISD will designate one or more representatives to serve as liaisons and monitor the Contractor’s performance and compliance with the Contract.

5.2.1 Contractor Responsibilities

The Contractor shall be responsible for:

A. Daily transportation management and dispatch.

B. Development, maintenance, and optimization of routes and schedules for MISD approval.

C. Staffing, training, supervision, scheduling, and retention of all required personnel.

D. Fleet assignment, operation, inspection, maintenance, cleaning, and repair.

E. Procurement, operation and maintenance of transportation technology defined in Section 5.7

F. Parent, campus, and customer communications related to transportation operations.

G. Scheduling and operation of field trips, athletics, extracurricular service, shuttles, and other requested transportation.

H. Required transportation data, reporting, documentation, and performance measurement.

I. Inter-district coordination of approved McKinney-Vento transportation.

J. Prompt identification of operational changes that could materially affect cost, safety, student ride time, service quality, or District requirements.

Routes and stops shall be developed by the Contractor based on safety and efficiency but remain subject to

MISD approval.

5.2.2 District Responsibilities

MISD retains responsibility and final authority for:

A. Student transportation eligibility.

B. Walking zones and hazardous-route designations.

C. School calendars, bell schedules, and program schedules.

D. Transportation requirements and accommodations established through the District’s ARD/IEP, Section 504, McKinney-Vento, and other student-services processes.

E. Approval of routes, schedules, and material changes to service.

F. District transportation policies, safety expectations, and performance standards.

G. Student discipline and any suspension or denial of transportation privileges.

H. Approval of subcontractors or third-party transportation providers.

I. Procurement and ownership of District vehicles.

J. Audit and oversight of Contractor performance, invoices, operating data, maintenance records, and other Contract records.

5.3. Implementation and Transition

The Contractor shall develop and execute an implementation and transition plan sufficient to ensure that all required services are operational on the first day of transportation under the Contract. This requirement applies to both an incumbent and a new Contractor.

The plan shall address, at minimum:

A. Project management and implementation responsibilities.

B. Inspection and transfer of District vehicles, facilities, equipment, technology, records, and other

District property.

C. Acquisition and preparation of required Contractor-owned supplemental and spare vehicles.

D. Recruitment, transition, hiring, qualification, and training of management, drivers, monitors, mechanics, dispatchers, routers, and other staff.

E. Development or transfer of routes, schedules, student assignments, vehicle assignments, and related operating data.

F. Installation, testing, and operational readiness of District transportation technology.

G. Maintenance-shop, dispatch, customer-service, and reporting readiness.

H. Parent, campus, and stakeholder communication prior to startup.

I. Contingency planning for any element that may threaten service readiness.

5.3.1 Existing Workforce

The successful Proposer shall interview current transportation employees serving MISD. Employees meeting the

Proposer’s and District’s requirements shall be given the right of first refusal for comparable available positions, with wages for comparable positions no lower than their then-current hourly wage.

5.3.2 Fleet Acceptance

Before assuming maintenance responsibility, MISD and the Contractor shall jointly document the condition and mileage of District-owned vehicles and identify existing damage, maintenance issues, and other relevant conditions.

5.3.3 Dry Runs

At the Contractor’s cost, all regular home-to-school routes shall be operated as dry runs before the opening of school each year. Dry runs shall reasonably simulate normal service, be timed and documented, and identify routing, staffing, technology, or vehicle issues requiring correction before service begins.

5.3.4 End-of-Contract Transition

At Contract expiration or termination, the Contractor shall cooperate with MISD and any successor provider to prevent disruption of transportation service and shall return or transfer District-owned vehicles, equipment, technology, records, data, and other District property.

The Contractor and the District shall cooperate to select an independent party that, at the Contractor’s expense, shall inspect all vehicles and equipment being transferred and shall identify any repairs necessary to return the vehicles or equipment to a state of good repair. Identified repairs shall be performed by the Contractor or the

Contractor shall apply a discount to the Contractor’s invoices to offset the cost of the repair as estimated by the independent third party

5.4. Staffing, Qualifications, and Training

The Contractor shall provide sufficient qualified management, drivers, monitors/aides, mechanics, dispatchers, routers, customer-service personnel, and support staff to meet all Contract requirements.

The Contractor shall maintain an on-site General Manager at the MISD transportation facility with authority to manage daily operations and act on behalf of the Contractor. The General Manager and any replacement

General Manager shall be subject to MISD approval, which shall not be unreasonably withheld.

MISD reserves the right to request removal of a Contractor employee from District service, with its reasoning provided in writing.

The Contractor shall provide adequate functional coverage for operations, safety/training, dispatch, routing, field trips, recruitment, customer service, technology, and maintenance.

Current staffing information includes, among other positions, 172 bus drivers, 56 monitors, 11 passenger-van drivers, and approximately 85 MISD coach drivers. The 85 coach drivers are MISD employees who are authorized to drive MISD vehicles. These current staffing levels are provided for informational purposes and do not constitute required minimum staffing.

Additional staffing shall be provided during periods of peak demand, including the beginning of each school year and during after-hours, weekend, holiday, and summer operations.

All personnel shall satisfy applicable licensing, certification, medical, criminal-history, driving-record, drug and alcohol testing, and other legal requirements for their assigned duties.

The Contractor shall maintain an ongoing safety and training program appropriate to employee assignments and shall maintain records demonstrating completion of required training. Training shall include applicable school-bus safety, student management, emergency procedures, District policies, transportation technology, and specialized training required for students with disabilities.

MISD may authorize qualified District employees, including coaches, to operate District vehicles. The Contractor shall establish procedures to ensure that such drivers satisfy all applicable licensing, medical, training, drug-testing, and other requirements.

Key management personnel shall not be removed or reassigned from the MISD operation without prior notice to MISD and reasonable transition to a qualified replacement.

5.5. Routing, Scheduling, and Operational Efficiency

The Contractor shall develop, maintain, and continuously evaluate routes, schedules, stops, runs, vehicle assignments, and driver assignments necessary to provide District transportation.

Routes shall be designed to promote:

● student safety;

● on-time performance;

● reasonable student ride times;

● efficient use of drivers and vehicles;

● appropriate vehicle capacity; and

● cost-effective operation.

All routes, schedules, and bus stops are subject to MISD approval. Material changes shall not be implemented without District approval except where immediate temporary action is required for safety or emergency conditions.

MISD shall establish transportation eligibility, walking zones, hazardous-route designations, school schedules, and student-specific service requirements. The Contractor shall implement those requirements through its routing and operating plan.

The Contractor shall continuously evaluate opportunities to reduce cost and improve efficiency, including route consolidation, vehicle right-sizing, capacity utilization, deadhead mileage, driver Platform Hours, layover time, fuel consumption, and use of routing or analytical technology.

MISD reserves the right to modify school schedules or other District-controlled operating parameters. The

Contractor shall provide requested analysis of anticipated fleet, staffing, routing, and cost impacts of proposed changes.

The Contractor shall maintain dispatch coverage whenever MISD transportation service is operating and shall have access to current routes, driver and vehicle assignments, GPS information, communications systems, and emergency contacts.

5.6. Fleet, Maintenance, and Fuel

5.6.1 Fleet Ownership

MISD’s long-term objective is to own the primary fleet used for District transportation.

At Contract commencement, MISD may not own enough vehicles to meet the full service requirement. The

Contractor shall provide supplemental vehicles sufficient to cover any shortfall and shall phase down those vehicles as additional District-owned vehicles become available.

MISD does not guarantee a minimum number of Contractor-owned vehicles throughout the Contract term.

The District currently owns 130 buses, predominantly 2023 and 2024 vehicles as well as nineteen charter-style activity buses. Ten of these are blue-and-white activity vehicles reserved for activity service unless MISD authorizes another use. A detailed fleet inventory is included with the solicitation as Attachment A, including the current supplemental fleet.

5.6.2 Vehicle Requirements

All vehicles used for MISD service shall:

A. Meet applicable school-bus and vehicle safety requirements.

B. Be appropriate for the students and service assigned.

C. Have operational heating and air conditioning.

D. Be maintained in clean, safe, mechanically sound condition.

E. Carry required MISD transportation technology.

F. Be available for MISD inspection.

G. Be included in a current electronic fleet inventory maintained by the Contractor.

Contractor-owned regular-route school buses shall not exceed twelve (12) model years of age and spare vehicles shall not exceed fifteen (15) model years of age unless MISD approves an exception.

The Contractor shall maintain sufficient spare vehicles, including an appropriate mix of regular, accessible, and specialized vehicles, to protect continuity of service. The combined available spare fleet shall be no less than ten percent (10%) of the peak daily vehicle requirement unless otherwise approved by MISD.

5.6.3 Maintenance

The Contractor shall maintain all District-owned and Contractor-owned vehicles used in MISD service in accordance with applicable law, manufacturer recommendations, and a documented preventive-maintenance program.

The Contractor shall:

● perform required pre-trip, post-trip, preventive-maintenance, and regulatory inspections;

● correct safety-critical defects before returning a vehicle to service;

● maintain complete electronic maintenance records;

● provide sufficient road-call and breakdown response;

● maintain applicable warranties on District-owned vehicles; and

● make maintenance and inspection records available to MISD.

MISD may inspect any vehicle used for District service.

Contractor-owned vehicles shall be maintained at Contractor expense.

5.6.4 Fuel

MISD shall purchase and provide vehicle fuel used for District transportation. Proposers shall not include fuel or a fuel surcharge in transportation rates.

The Contractor shall provide vehicle fluids and lubricants other than fuel and shall comply with MISD fuel-control procedures.

MISD currently uses Fuel Master AIM. Required fueling information includes vehicle/asset number, driver identification, mileage, and gallons dispensed. The Contractor shall review fuel information and promptly investigate abnormal usage or discrepancies.

Normal home-to-school service shall not use toll roads without District approval. Reasonable tolls and parking associated with approved field trips or extracurricular transportation may be treated as pass-through costs as provided in the Cost Proposal.

5.7. Transportation Technology and Data

The Contractor shall install, configure, operate, maintain, repair, and support transportation technology throughout both District-owned and Contractor-owned vehicles used for MISD service.

Required systems include:

A. Internal vehicle video and audio cameras (District-owned).

B. GPS/Automatic Vehicle Location.

C. Driver navigation and turn-by-turn routing.

D. Student Ridership Management and Boarding/Alighting Verification.

E. Parent vehicle tracking and communication.

F. Two-way vehicle communications.

G. Scheduling and Routing Software.

H. Fleet-management technology.

MISD shall provide the equipment and software for the internal vehicle video and audio cameras.

Every vehicle used for recurring home-to-school, specialized, or McKinney-Vento transportation shall have all applicable required technology installed and functioning unless MISD approves otherwise.

MISD shall have direct real-time access to vehicle GPS information and administrative or appropriate access to routing, ridership, video, maintenance, and other transportation information.

All MISD transportation data generated in performance of the Contract, including student, route, GPS, ridership, video, operational, maintenance, and customer-service information, shall remain under District ownership and control.

The Contractor shall protect District information, restrict access to authorized personnel, provide MISD access and reasonable electronic exports, and transfer District data, technology, credentials, and equipment at

Contract expiration or termination.

If District technology is installed on a Contractor-owned vehicle that leaves MISD service, the Contractor shall remove, return, or reinstall that equipment as directed by MISD.

5.7.1 Student Ridership Management

MISD intends for Contractor to implement a student ridership management system that electronically records students boarding and exiting District transportation vehicles. The Contractor shall select, procure, install, configure, integrate, operate, maintain, and support the system across all applicable vehicles and shall ensure it records, at minimum, the student, date, time, vehicle, route or run, and boarding or exit location; provides authorized personnel visibility into current and historical ridership activity; supports driver manifests and manual entry when a student credential is unavailable; and exchanges data as reasonably necessary with

Contractor’s GPS/AVL, routing and scheduling system, the District student information system, and applicable parent communication systems. The system may use RFID, NFC, barcode/QR, student identification cards, or other District-approved technology. The Contractor shall be solely responsible for selecting, procuring, funding, producing, distributing, managing, and replacing all student credentials, identification cards, RFID tags, bus passes, or other media required for operation of the ridership management system, and all associated costs shall be included in the Contractor’s proposed rates unless otherwise approved in writing by the District.

5.7.2 Routing and Scheduling System

The Contractor shall provide, license, operate, maintain, and support the routing and scheduling system required to perform the services. The system shall integrate or exchange data as reasonably necessary with other transportation technology, including GPS/AVL and student ridership systems. MISD shall have administrative or other appropriate access sufficient to review routes, schedules, vehicle assignments, student assignments, and other information necessary for Contract oversight.

All MISD route, student, stop, schedule, assignment, and operating data maintained in the Contractor’s routing and scheduling system shall remain MISD data. The Contractor shall provide such data to MISD in a usable electronic format upon request and shall fully transfer current routing and scheduling data to MISD or a successor Contractor at expiration or termination of the Contract.

5.8. Customer Service, Communications, and Incident Response

The Contractor shall serve as the primary operational point of contact for transportation questions and shall maintain customer-service and dispatch coverage appropriate to the hours transportation is operating.

The Contractor shall provide:

A. Telephone and electronic support during operating periods.

B. Additional customer-service capacity during peak periods.

C. After-hours support whenever MISD transportation is operating.

D. Language-access assistance appropriate to the District population.

E. A process for tracking complaints, inquiries, response time, resolution, and outstanding issues.

The Contractor shall proactively communicate material service disruptions, including late buses, missed routes, breakdowns, substitute vehicles, driver shortages, significant route changes, and technology outages.

Serious safety incidents, including accidents, significant injuries, missing or unaccounted-for students, students delivered to an incorrect location, or students left on a vehicle, shall be immediately escalated to the designated

MISD representative and handled in accordance with District emergency procedures.

Student discipline remains a District responsibility. The Contractor shall report serious or persistent misconduct but shall not independently suspend or deny transportation to a student except where immediate action is required to address an imminent safety issue.

5.9. Student-Specific Transportation Requirements

5.9.1 Students with Disabilities

MISD retains responsibility for determining transportation services and accommodations required through the

District’s ARD/IEP, Section 504, and related student-services processes.

The applicable MISD program coordinator shall provide the Contractor with transportation-specific documentation necessary to implement the required service.

The Contractor shall implement those requirements for students transported on both regular and specialized routes.

Specialized transportation shall include qualified monitors/aides where required by MISD and appropriate accessible vehicles, wheelchair securement, safety seating, harnesses, vests, buckle guards, and other required equipment.

New specialized transportation requests or material changes shall ordinarily be implemented within three (3) to five (5) business days after receipt of complete information and shall not exceed five (5) business days without

MISD approval.

Routes shall be designed to minimize student ride time and provide door-to-door or curb-to-curb service when required by District documentation.

Drivers and monitors shall receive training appropriate to assigned students and any student-specific behavioral, medical, mobility, restraint, or safety requirements provided by MISD.

Specialized transportation shall be available during the regular school year, ESY, and other approved programs.

5.9.2 McKinney-Vento Transportation

MISD shall determine McKinney-Vento eligibility and school-of-origin requirements.

Once MISD provides an approved transportation request, the Contractor shall coordinate directly with any other involved school district regarding route, schedule, transfer arrangements, and other operating details and shall keep MISD informed of the resulting arrangement.

The Contractor shall document the service and provide information necessary for inter-district cost allocation, reimbursement, billing, and reporting.

McKinney-Vento transportation may originate or terminate outside MISD boundaries.

5.10. Athletics, Fine Arts, Field Trips, and Other Programs

The Contractor shall provide sufficient fleet capacity, drivers, scheduling, dispatch, and after-hours support to meet District athletic, fine arts, field trip, extracurricular, shuttle, summer, and other transportation requirements.

For Athletics, the Contractor shall provide timely service during periods of concentrated afternoon demand, after-hours support whenever teams are traveling, charter-style buses with under-storage where needed, and appropriate smaller vehicles where permitted.

For Fine Arts, the Contractor shall provide vehicles and procedures that allow instruments and equipment to be transported without obstructing aisles, exits, or emergency equipment. Under-storage capacity shall be available for programs requiring large instruments or equipment.

The Contractor shall also support school-day shuttles, CTE, Gifted and Talented transportation, summer programs, tutoring, camps, ESY, and other District programs.

When available District and Contractor fleet capacity cannot satisfy a requested trip, the Contractor shall promptly advise MISD. MISD may procure outside transportation directly or authorize the Contractor in writing to arrange third-party service.

5.11. Use of MISD-Owned Transportation Facility

The McKinney ISD Transportation Facility, located at 3251 James Pitts Drive, serves as the District’s central transportation operations hub and provides comprehensive support for the daily operation and maintenance of the student transportation fleet.

The facility consists of approximately 4,425 square feet of administrative office space, dispatch operations, meeting and training areas, driver support facilities, and staff workspaces, along with a 5,520 square foot maintenance and repair bay area designed to accommodate fleet service operations.

The site also includes a 1,536 square foot portable building, open-air storage areas, an on-site fuel depot with eight fueling positions, secure gated access, employee parking, and extensive fleet parking capacity.

The transportation compound provides approximately 244 bus parking spaces, including 24 spaces on a dedicated gravel lot, and approximately 249 vehicle parking spaces. See Attachment G: MISD Transportation

Building Floorplan and Site Plan 2026 for the facility floorplan, site plan, and additional information regarding the facility and site layout.

MISD shall provide the Contractor nonexclusive use of the District transportation facility for performance of the

Contract.

The Contractor shall be responsible for routine care, cleanliness, normal operating responsibilities assigned under the Contract, and damage caused by Contractor negligence or misuse.

MISD shall provide facility access credentials to authorized Contractor employees, and the Contractor shall maintain appropriate control over those credentials.

The Contractor shall not use the MISD transportation facility to support another customer without prior District approval.

5.12. Performance Management and Reporting

MISD intends to use objective, auditable performance information to monitor service quality, safety, reliability, cost, and operational efficiency throughout the Contract.

The Contractor shall provide a monthly performance report with the applicable invoice. MISD shall have access to the source data necessary to validate reported results.

5.12.1 Performance Scorecard

At minimum, the Contractor shall report the following:

Area Measures

Service Delivery Routes and trips scheduled, operated and missed;

GPS-derived on-time performance

Safety Accidents, preventable accidents, preventable accident rate, student and employee injuries

Fleet Reliability Breakdowns, road calls, miles between road calls, fleet availability

Maintenance Preventive maintenance compliance and required inspections

Staffing Driver and monitor vacancies, absenteeism, and service affected by staffing shortages

Customer Service Complaints, response time, resolution time, and unresolved complaints

Cost and Efficiency Cost per mile, cost per rider, riders per route vehicle, mileage, and fuel consumption

Student-Specific Service Timeliness of implementation of specialized transportation and McKinney-Vento requests

Technology Availability of required GPS, camera, student ridership, and other District transportation systems

On-time performance, preventable accident frequency, cost, utilization, and similar system-level measures shall be used primarily for trend analysis, benchmarking, management, and continuous improvement. They shall not independently result in liquidated damages unless a specific underlying failure also violates one of the Minimum

Service Standards below.

5.12.2 Corrective Action

MISD may require a written Corrective Action Plan when:

A. A Minimum Service Standard is violated repeatedly;

B. a reported KPI demonstrates a material or sustained deterioration in performance; or

C. MISD identifies another material deficiency in Contract performance.

The plan shall identify the cause of the deficiency, corrective actions, responsible personnel, implementation dates, and how improvement will be measured.

Liquidated damages do not replace the Contractor’s obligation to correct the underlying problem and do not limit other remedies available under the Contract.

5.12.3 Minimum Service Standards and Liquidated Damages

MISD will apply liquidated damages only to a limited number of significant, objectively verifiable failures that are substantially within the Contractor’s control.

For purposes of Liquidated Damages, a “Service Component” means a discrete scheduled student transportation run, including an individual AM tier, PM tier, midday run, specialized transportation run, or separately authorized trip.

For recurring service billed on a Vehicle/Day basis, the Affected Service Component Value shall equal the applicable Vehicle/Day rate divided by the number of scheduled Service Components assigned to that vehicle for that service day. For service billed separately on an hourly or trip basis, the Affected Service Component

Value shall equal the amount otherwise payable for the affected service.

Liquidated Damages shall be assessed based on the specific failure and affected service described below. The same underlying occurrence shall not result in multiple Liquidated Damages unless the occurrence results in separate and independently actionable failures.

Minimum Service Standard Requirement Liquidated Damage

1. Missed Service No approved Service Component or accepted trip shall be missed because the

Contractor fails to provide required personnel, vehicle capacity, dispatch, or other operational resources.

100% of the Affected

Service Component Value for each missed Service

Component or trip.

2. Required Staffing No vehicle shall transport students without a properly qualified driver and any monitor/aide required by MISD for that service.

100% of the applicable

Vehicle/Day rate for the vehicle involved, or 100% of the applicable separately priced trip charge, for each occurrence.

3. Mechanical Service Reliability No more than 2% of scheduled Service

Components per week shall be delayed more than five (5) minutes or missed because of a mechanical condition attributable to the Contractor's required maintenance, inspection, vehicle readiness, or failure to timely deploy an available replacement vehicle.

50% of the Affected Service

Component Value for each affected Service Component above the 2% threshold.

4. Serious Incident Notification The Contractor shall notify MISD of any accident, student injury, student left on a vehicle, missing or unaccounted-for student, significant mechanical breakdown, or other serious safety incident within 15 minutes of becoming aware of the occurrence.

$250 per occurrence.

For purposes of these standards, circumstances outside the Contractor’s reasonable control, including extraordinary weather, emergency road closures, District-directed changes, delayed student release by MISD, or mechanical failures of District-owned vehicles that could not reasonably have been identified or prevented through required inspection and maintenance shall not constitute Contractor-caused failures. Normal traffic, foreseeable staffing shortages, inadequate spare-vehicle availability, failure to perform required preventive maintenance, or other conditions reasonably manageable by the Contractor shall not automatically excuse performance.

Where one occurrence violates more than one Minimum Service Standard, MISD shall assess the single highest applicable Liquidated Damage unless the occurrence results in separate failures or separate affected Service

Components.

5.12.4 Annual Performance Incentive

In addition to the Minimum Service Standards and Liquidated Damages described above, the Contractor may earn an annual performance incentive for exceptional performance in safety, service quality, fleet reliability, and cost efficiency.

The maximum annual performance incentive shall equal 0.50% of Eligible Service Payments made to the

Contractor during the applicable Contract year. For purposes of this provision, Eligible Service Payments include regular and specialized transportation service payments and exclude reimbursed parts, tolls, third-party transportation, other pass-through costs, and liquidated damages.

The annual incentive shall be divided equally among the following three performance areas:

Performance Area Annual Standard Portion of Maximum Incentive

Safety Preventable accident rate not exceeding 1.0 per

100,000 vehicle miles, with no preventable accident resulting in a fatality or serious bodily injury

33.3%

Fleet Reliability No more than 1% of scheduled route components materially disrupted by mechanical failure and at least 98% preventive-maintenance compliance

33.3%

Cost Efficiency Contractor-initiated and MISD-approved changes produce independently verifiable recurring net savings equal to at least 0.5% of Eligible Service

Payments, without material reduction in safety or service quality.

33.4%

Each performance area shall be evaluated independently. Achievement of a performance area shall earn one third of the available annual incentive. Partial credit within a performance area shall not be awarded unless approved by MISD.

The Contractor shall not be eligible for an annual performance incentive if, during the applicable Contract year, it is in uncured material default, knowingly submitted materially inaccurate performance data, or experienced a Contractor-preventable incident involving a student being left unattended on a vehicle.

Performance incentive payments shall be calculated following completion of the Contract year and validation of applicable performance data by MISD. Any incentive earned shall constitute a one-time payment and shall not increase Contract unit rates or the basis used to calculate future annual rate adjustments.

Savings attributable solely to District fleet acquisitions, District-directed reductions in service, enrollment changes, or other changes not initiated by the Contractor shall not qualify toward the Cost Efficiency incentive.

MISD and the Contractor may mutually agree in writing to establish more stringent performance targets for subsequent Contract years based on prior-year performance, available peer benchmarks, or improvements in

District data quality.

5.12.5 Performance Reviews and Continuous Improvement

MISD and the Contractor shall review performance regularly and identify opportunities to improve safety, reliability, service quality, and cost efficiency.

The Contractor shall provide an annual Cost-Savings and Efficiency Plan addressing opportunities involving routing, staffing, fleet utilization, maintenance, fuel, technology, and other operating practices.

Performance trends, including on-time performance, preventable accidents, fleet reliability, customer service, cost, and efficiency, shall inform the Contractor’s annual performance review. The Contractor may earn an

Annual Performance Incentive in accordance with Section 5.12.4.

5.12.6 Data Integrity and Audit

Performance calculations shall rely on GPS, student ridership, fleet-management, maintenance, and other transportation systems wherever practicable rather than manual self-reporting.

The Contractor shall maintain supporting records sufficient for MISD to independently verify performance metrics, invoices, and claimed exceptions. MISD may audit such records at any time.

5.12.7 State and Regulatory Reporting

The Contractor shall collect, maintain, and provide the ridership, mileage, vehicle, route, service-category, and other transportation information required for MISD to complete applicable Texas Education Agency and other required transportation reports. Information shall be maintained and provided in accordance with applicable state requirements and District reporting schedules and shall be accurate. The Contractor shall use electronic source data, including GPS/AVL and student ridership data, where appropriate and shall provide supporting records sufficient for MISD to verify reported information.

5.13. Subcontracting

The Contractor shall not subcontract material transportation services or use a third-party transportation provider without prior written MISD approval. Approved subcontractors must meet applicable MISD requirements for driver qualification, vehicles, safety, insurance, technology, confidentiality, and service performance. The Contractor remains responsible for performance of approved subcontracted service.

6. STANDARD TERMS & CONDITIONS

McKinney ISD reserves the right to accept or reject any and/or all bids/proposals for any or all products and/or services covered in this bid/proposal request and to waive informalities or defects in bids/proposals or to accept such bids/proposals as it shall deem to be in the best interest of McKinney Independent School District.

6.1. Minimum Standards for Responsible Prospective Proposers

A prospective proposer must meet the following minimum requirements:

• Have adequate financial resources, or the ability to obtain such resources as required.

• Be able to comply with the required or proposed delivery/completion schedule.

• Have a satisfactory record of performance.

• Have a satisfactory record of integrity and ethics.

• Be otherwise qualified and eligible to receive an award.

McKinney ISD may request representation and other information sufficient to determine proposer’s ability to meet these minimum standards listed above.

6.2. Evaluation - Points Based Best Value Criteria

Proposals will be evaluated and ranked in accordance with the best value criteria authorized by Texas Education

Code §44.031(b) and, when federal funds are used, the applicable procurement requirements of 2 CFR Part 200

(Uniform Guidance/EDGAR). McKinney ISD will not award a contract based solely on the lowest price. Proposals will be evaluated to determine the best overall value to the District.

The evaluation criteria below provides a crosswalk between the statutory best value criteria established by

Texas Education Code §44.031(b) and the corresponding sections of the Respondent's proposal that will be considered in evaluating each criterion.