IVY PREPARATORY ACADEMY FOR GIRLS

Transportation Services Request for Proposals

TRANSPORTATION SERVICES REQUEST FOR PROPOSALS (“RFP”)

Interested parties (“Vendors”) shall respond to this RFP by submitting proposals as soon as possible to: Ivy Preparatory Academy for Girls at Kirkwood (IPA). IPA reserves the right to reject any and all qualification statements, to cancel this solicitation, and to waive any informalities or irregularities in procedure.

Timeline

June 8, 2026 Release RFP

June 10, 2026 Written questions from vendors are due to Ivy by 6pm EST; email to RFP@ivyprepacademy.org

June 11, 2026 Responses to questions will be posted to bid notice page at the Georgia Procurement Registry by 6pm EST

June 15, 2026 REQUIRED proposal submission template and vendor selected attachments due by 12pm EST to RFP@ivyprepacademy.org

June 16-18, 2026 Proposal Review and Evaluation

June 19, 2026 Virtual Vendor Presentations and Interviews BY INVITATION ONLY (Zoom Links will be provided)

June 23, 2026 Recommendations presented to the Ivy Preparatory Academy for Girls at Kirkwood Governing Board for Approval

June 25, 2026 All Vendors informed of action(s) of the Governing Board

Introduction IPA is soliciting proposals from Companies having specific interest and qualifications in the areas identified in this solicitation. Qualification statements and proposals for consideration must contain evidence of the Vendor’s experience and abilities in the specified area and other disciplines directly related to the proposed work. Other information required by IPA includes the submission of profiles and resumes of the staff to be assigned to the projects, references, illustrative examples of similar work performed, and any other requested information which will clearly demonstrate the Vendor’s expertise in the area of this solicitation. A selection committee will review and evaluate all qualification statements and may request Vendors to make oral presentations. The selection committee will rely on the qualification statements in selection of finalists and, therefore, Vendors should emphasize specific information considered pertinent to this solicitation and submit all information requested.

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

Background IPA, located in DeKalb County, Georgia, is a single-gender public charter school for girls serving families eligible for DeKalb County Schools, Clayton County, Atlanta Public Schools and Fulton County School District clusters. IPA is a Title I school that serves approximately 400 scholars in grades Kindergarten through 8. IPA occupies a property located at 1807 Memorial Drive Southeast, Atlanta, GA 30317. The one-story, 55,838 square-foot, brick and mortar building was constructed in 1955 and renovated in 1988 and 2014.

Project Description The Vendor would be responsible for the daily transport of at least 150 IPA Students (“Scholars”) in the 2026-2027 school year. The first day of service is August 3, 2026 and the last day of service is May 27, 2027. Scholars are not scheduled to attend school on certain days throughout the school year. Transportation services will not be provided on days when school is not in session for scholars. Please refer to the school calendar for scheduled student holidays, breaks, and other non-attendance days: IPA 2026-2027 Calendar

To the extent possible, drivers will have experience working with school-aged children. Scholars transported to IPA on the Morning Route must arrive at IPA by 7:30am; Scholars transported from IPA on the Afternoon Route must leave IPA by 3:15pm. The Vendor shall be responsible for determining routes for transportation with demographic input from IPA.

IPA is requesting an annual cost for service based on a daily rate determined by the number of scholar attended days for the year per the attached calendar. Actual costs may vary based on actual days served. Additionally, IPA seeks pricing for transportation for:

Plan A. THREE buses (FOUR buses, if needed based on bus capacity) with daily pickup and drop off service: Each bus with one designated pickup and drop off location (i.e., Transportation Hub) for a total of three designated Transportation Hubs with the possibility of two buses assigned to one of the three Transportation Hubs (based on bus capacity).

Plan B. Transportation rates for planned field trips throughout the Metropolitan Atlanta area.

Plan C. Transportation rates for scheduled athletic events throughout the Metropolitan Atlanta area.

Only single level subcontracting is allowed, and all subcontractors must be equally qualified and completely understand the scope and terms of the contract. All subcontractors must be approved by IPA prior to starting work under this contract.

All special circumstances requiring additional/revised hours must be pre-approved by the IPA Director of Operations and the Chief Financial Officer.

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:de563458-6090-4d38-be6f-8e0cf816c08b

All work performed by the Vendor and its personnel will, at all times, be subject to review and acceptance by IPA who reserves the right to modify these specifications at any time during the terms of the agreement and negotiate cost changes, if any.

Passenger Behavior

The Vendor and the Vendor’s drivers will support IPA’s Bus Transportation Code of Conduct. The Vendor’s drivers will be responsible for maintaining order to properly and safely operate the buses. The Vendor shall have the right to refuse service for disruptive passengers and/or passengers who are not eligible for transportation by the Vendor.

Vehicles

The Vendor shall supply and maintain such a number of school buses and personnel as are required to fulfill the needs of IPA for transportation as defined herein. Transportation shall mean the safe and convenient transportation of any and all passengers who are designated by IPA to be transported for any purpose designated by IPA. All vehicles supplied by the Vendor shall meet or exceed the standards established by the laws and regulations of the State of Georgia. The Vendor shall maintain vehicles used to provide transportation services in accordance with law and accepted industry maintenance standards. The Vendor shall furnish all fuel to be used in its performance of transportation.

Insurance Requirements

The Vendor shall, at its own expense, obtain and maintain the following insurance coverage throughout the entire term of this Agreement:

Commercial General Liability Insurance with limits of not less than:

○ $1,000,000 per occurrence for bodily injury and property damage; and

○ $1,000,000 per occurrence and aggregate for personal injury.

Automobile Liability Insurance with limits of not less than:

○ $1,000,000 combined single limit per occurrence for bodily injury and property damage covering all owned, hired, leased, and non-owned vehicles used in connection with the services provided under this Agreement.

Umbrella/Excess Liability Insurance with limits of not less than:

○ $2,000,000 per occurrence and aggregate, in addition to the coverages and limits required above.

The insurance coverage shall protect the Vendor, its employees, drivers, agents, and representatives performing services under this Agreement.

The Vendor shall provide IPA with a current Certificate of Insurance evidencing all required coverage prior to the commencement of services and upon renewal of any policy during the term of this Agreement. Failure to maintain the required insurance coverage may be considered a material breach of the Agreement.

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:31d98a30-d890-4dee-b8e9-0a9c74f1418d https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:31d98a30-d890-4dee-b8e9-0a9c74f1418d

Personnel Expectations The Vendor shall employ a sufficient number of drivers and support personnel to assure IPA of continuous and reliable service; the qualified drivers shall be trained and licensed in accordance with the laws of the State of Georgia and the rules and regulations of IPA.

Services shall be performed under the immediate supervision of the IPA Director of Operations.

Vendors will be required to be available to speak with IPA 24/7 should IPA have any questions or concerns about transportation and passenger safety.

The Vendor is solely responsible for all matters concerning the recruitment, performance, and retention of their employees. The Vendor must fully comply with all federal, state and local laws and regulations regarding employment and immigration, including nondiscrimination, compensation, taxation, benefits, etc.

Vendors must complete and submit with their proposal the applicable documentation related to E-Verify that determine the eligibility of employees to work in the United States and/or Georgia House Bill 87 (commonly known as the “Illegal Immigration Reform and Enforcement Act of 2011”) OR proof of waiver of participating in E-Verify. Failure to provide the required documentation may result in the Vendor’s response to the solicitation being deemed non-responsive and ineligible for evaluation.

The Vendor shall only assign duties under this contract to persons who have received the proper screening and training prior to deployment to IPA.

The Vendor shall designate a primary company contact within 24 hours of notice of award. This representative should be someone other than the job supervisor. They shall be available to attend in person or virtual meetings as designated by the IPA Director of Operations. These meetings will be attended without any extra costs to IPA.

Training and Professional Development

The Vendor will establish a thorough and comprehensive training program for all drivers.

All personnel employed by the Vendor must be trained by the Vendor. The course of instruction shall include instruction in each of the following general subject areas:

● Conflict de-escalation

● Positive Behavior Interventions and Supports (PBIS)

● Communications/emergency response

● Ethics and professional conduct

● First aid/CPR/AED

● Any other subject areas determined as necessary

Driver Interaction

The Vendor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by the Director of Operations, Executive Director or the Chief Financial Officer will be grounds for

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

removal. Vendor employees are to be respectful to faculty, scholars, parents and visitors and are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses and other such inquiries will be cause for the Vendor’s employee to be removed from the premises.

Drivers assigned to IPA shall be expected to recognize that they are the first person with whom a scholar comes in contact and should be pleasant and helpful. Each driver assigned to IPA is an ambassador to the community and as such a high level of performance shall be expected. Friends, associates or relatives are not to visit the driver’s workplace or travel as a passenger with the driver while the driver is transporting IPA Scholars.

Drivers shall be required to provide general information to IPA and to maintain order. Drivers shall be required to deal and interact with the public in a courteous and professional manner, and as such must be personable and capable of dealing with minor public relations during an emergency. Drivers shall exercise tact and diplomacy in their daily contact with the public and staff.

Uniforms, Equipment, and Resources All personnel shall be dressed in a manner authorized by the Vendor unless otherwise indicated by IPA in writing. A uniform that identifies the person as an employee of the Vendor and identification badge shall be worn at all times while working at IPA. The uniform should identify the company’s name. Vendors, at their cost, shall provide uniforms to their employees.

The Vendor shall furnish all necessary vehicles, services, management, personnel, training, materials, equipment, uniforms, licenses, forms, printing, phone charges, cell phones, reimbursable expenses, overhead, and administrative costs, and all things necessary for the performance of driver, in accordance with this RFP.

Work Hours The Vendor shall provide transportation services in accordance with the schedules issued by IPA. The exception will be for days declared as official IPA holidays. In the event IPA is not opened, or in the event IPA is closed early, due to inclement weather or emergency conditions, the IPA Director of Operations will notify the Vendor of any needed adjustments. It is expected that the Vendor shall resume their regular schedule on the next available workday.

The Vendor must immediately notify IPA if they are not able to complete any duties due to circumstances beyond their control. The Vendor may not work weekends or extended evening hours without written consent from the IPA Director of Operations or Chief Financial Officer. The Vendor’s employees shall not perform any services not specified in this proposal for the faculty and scholars, which are outside the scope of this contract.

Driver Termination The Vendor should, within 24 hours after termination of an employee, inform the IPA Director of Operations in writing that the employee has been terminated. When the Vendor hires a new employee, the Vendor or responsible representative of the company shall meet the

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

new employee at IPA. The new employee is to be instructed as to what the Contract provisions are and is to be given a list of these provisions.

In Case of Emergency Drivers will immediately notify 911 in case of emergency. Drivers will notify the Vendor and IPA thereafter.

Safety / Security / Criminal History Background Checks IPA policy requires that all contractors, consultants, or vendors providing services on IPA premises or those having direct supervised or unsupervised contact with scholars be fingerprinted and submit to a criminal background check. The payment of this fee is the sole responsibility of the contractor, consultant, vendor or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by IPA.

The Vendor shall comply with the following:

● The Vendor shall not employ for the services of IPA, any person who does not pass the criminal history background check. No person, who has been convicted of a crime of moral turpitude, may be assigned duties under this contract.

● The successful vendor shall certify that all employees, drivers, substitutes, supervisors, and contractors assigned to Ivy Preparatory Academy have successfully completed criminal background screenings and sex offender registry checks. Copies of background check reports shall not be required unless otherwise permitted by law; however, the vendor must provide written certification of compliance and make records available for audit upon request.

● The Vendor is responsible for ensuring that all workers have the correct immigration status

The Vendor shall provide to the IPA Director of Operations and Chief Financial Officer, the names of all personnel assigned to perform services for IPA, prior to the start of work.

Badges All Vendor employees deemed eligible to perform services for IPA shall wear photo ID badges and clothing identifying the name of the company. Contract employees shall not report to any IPA school or facility at any time or perform services without an ID badge and identifiable clothing. If so, the employee will not be allowed to enter the building to perform services. Badges and identifiable clothing shall be worn at all times when on property and while working with Scholars. The Vendor must enforce the badge policy throughout the term of the awarded contract.

Alcohol and Drugs

Possession and/or use of alcohol, tobacco or illegal drugs are prohibited on IPA property and when working with IPA Scholars. Being under the influence of illegal drugs and alcohol, while on IPA property or grounds, is prohibited. Violation of this provision shall

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

be cause for the immediate removal of the employee from IPA property and from any further work under this contract.

Use or possession of legally prescribed or over-the-counter medication is not prohibited.

However, the Vendor is cautioned to closely monitor and supervise employees taking medication, such that they will not endanger themselves or others by being unable to work effectively and safely, while under the medication. IPA maintains a smoke-free environment.

Smoking is not permitted on IPA property or in the presence of IPA scholars at any time.

Visitations

The Vendor’s employees shall not be assisted, accompanied, or visited by family, friends, or associates, during their work shift, unless specific, written authorization has been granted by the IPA Director of Operations.

Required Attestations

The successful bidder shall provide quarterly signed attestations certifying compliance with the following:

1. Criminal Background Screening Attestation – Certifying that all employees assigned to provide services have successfully completed criminal background checks and sex offender registry screenings.

2. Driver Qualification Attestation – Certifying that all drivers possess and maintain valid licenses, endorsements, certifications, and qualifications required by federal, state, and local regulations.

3. Drug and Alcohol Testing Compliance Attestation – Certifying compliance with all applicable DOT and FMCSA drug and alcohol testing requirements.

4. Insurance Compliance Attestation – Certifying that all insurance requirements outlined in this RFP and any resulting contract are maintained throughout the contract term.

5. Student Safety Compliance Attestation – Certifying compliance with all applicable student transportation safety laws, regulations, and school safety requirements.

6. Compliance with Laws Attestation – Certifying compliance with all applicable federal, state, and local laws, regulations, and requirements governing student transportation services.

Compliance, Reporting, and Documentation Requirements

The successful bidder shall comply with all applicable federal, state, Georgia Department of Education (GaDOE), Georgia Department of Driver Services (DDS), and Department of Transportation (DOT) requirements governing student transportation services.

At a minimum, the successful bidder shall:

● Provide a current roster of drivers assigned to Ivy Preparatory Academy

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

● Maintain and provide, upon request, proof of valid driver medical certifications, licenses, endorsements, and qualifications

● Submit monthly vehicle maintenance and inspection logs by the 10th business day of each month

● Equip all buses with operational interior and exterior video surveillance systems and provide footage upon request for investigations or incidents.

● Immediately notify the school of any driver disqualifications, accidents, failed inspections, safety concerns, or service interruptions.

● Submit a signed Quarterly Compliance Attestation certifying continued compliance with all contract requirements, including driver qualifications, medical certifications, vehicle maintenance, insurance coverage, background screenings, and applicable transportation regulations

Failure to maintain compliance or provide required documentation may result in corrective action, withholding of payment, or contract termination.

Payment The Vendor will submit to IPA a statement of its services rendered during the prior month. IPA will be invoiced with net 30 terms.

Inspection and Evaluation Documentation

The Vendors must have a written inspection and corrective action program included with all proposals submitted. The Vendors must state the inspections frequency and time table to ensure corrective actions are complete.

IPA will take the following steps for corrective action when conducting (scheduled and unscheduled) Vendor Performance Reviews. The frequency of the Vendor performance reviews will be determined by IPA:

● Performance Review 1 - below IPA standard of safety, security and transportation, written warning and request for plan of action from the Vendor to comply with IPA standards

● Performance Review 2 - below IPA standard of safety, security and transportation, written warning and request for plan of action from the Vendor to comply with IPA standards

● Performance Review 3 - below IPA standard of safety, security and transportation, contract termination with the Vendor

It shall be noted as a warning when performance is showing deterioration from the standard.

The Vendor is required to take corrective action. It is the Vendor’s responsibility to correct the noted deficiencies within the allotted time frame. After the issuance of a negative performance report for substandard performance, IPA has the option to:

● Allow for a reasonable amount of time for Vendor’s cure; or

● Terminate the Vendor’s contract with IPA

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

The Vendor must provide IPA with written documentation regarding all inspections on a time table to be determined by IPA. IPA reserves the right to adjust the time table regarding written inspections and corrective actions to be taken as required.

Indemnification

The Vendor agrees to indemnify, hold harmless and defend IPA, its governing board, officers, employees and agents from and against every claim or demand which may be made by any person, firm, or corporation, or any other entity arising from or caused by any act of neglect, default or omission of the Vendor, except to the extent that such claim or demand arises from or is caused by the negligence or willful misconduct of the Vendor, its agents, or employees.

IPA agrees to indemnify, hold harmless and defend the Vendor, directors, officers, employees and agents from and against every claim or demand which may be made by any person, firm, or corporation, or any other entity arising from or caused by any act of neglect, default or omission of IPA, except to the extent that such claim or demand arises from or is caused by the negligence or willful misconduct of the Vendor, its agents or employees.

Vendor Request for Proposals Response

Vendors shall submit the following:

1. Firm Overview: A 1000 word or less statement of the firm, its organization, and services offered;

2. Firm Experience and Qualifications: A 1000 word or less statement in which the Vendor demonstrates experience and history of providing said service as identified in this solicitation;

3. Team Experience and Qualifications: Proposed team and qualifications and experience of team members;

4. Staff Training and Development: A 1000 word or less statement describing the Vendor’s staff training programs;

5. Proposed Scope of Services and Annual Cost for Plan A, Plan B, Plan C (i.e., Plan A. THREE buses (FOUR buses, if needed based on bus capacity) with daily pickup and drop off service: Each bus with one designated pickup and drop off Transportation Hub for a total of three designated Transportation Hubs with the possibility of two buses assigned to one of the three Transportation Hubs (based on bus capacity). Plan B. Transportation rates for planned field trips throughout the Metropolitan Atlanta area. Plan C. Transportation rates for scheduled athletic events throughout the Metropolitan Atlanta area.)

6. Business license or state certificate of incorporation.

7. Two to four client references.

Submission Requirements

June 15, 2026: REQUIRED proposal submission template and vendor selected attachments due by 12pm EST to RFP@ivyprepacademy.org

Proposal Review, Evaluation, and Recommendation

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

It is the intent of IPA to accept the proposal that will best promote the public interest and is most advantageous to IPA, its scholars, and the school environment.

A review team will examine and evaluate each proposal using comparative criteria:

● 20 Points | Firm Overview; Firm Experience and Qualifications (i.e, Knowledge and experience in the industry; Record and Qualifications)

● 20 Points | Team Experience and Qualification; Staff Training and Development (i.e, Employees - Management and Staff; staff training programs)

● 30 Points | Proposed Scope of Services for Plan A, Plan B, and Plan C (i.e., Technical Plan and Response to RFP)

● 15 Points | Annual Costs for Plan A, Plan B, and Plan C (i.e, Cost)

● 15 Points (with 10 points for references) | Industry Reputation (i.e, Business

License or State Certificate of incorporation; Client References) 100 Points

Additional Information

IPA reserves the right to reject any and all proposals and to waive any “informalities” in the proposals received whenever such action, rejection, or waiver is in its best interests.

IPA will accept no claims of ignorance regarding any item in this RFP or the Agreement as a basis for any claim by the Vendor for extra charges or fees.

For further information regarding this request for proposal, please contact RFP@ivyprepacademy.org.

Do not distribute this RFP in any form, for any purpose other than to respond to this request without the permission of IPA.

mailto:RFP@ivyprepacademy.org

Compliance, Reporting, and Documentation Requirements