Charter Bus Services

Hillsborough County Public Schools in Florida is pre-qualifying multiple vendors to provide charter bus services for in-county and out-of-county student and staff travel under RFP 26129-RFP-MST, with proposals due June 8, 2026 at 5:00 p.m. EST (extended via Addendum 1 issued May 22). Eighteen vendors have advanced to Phase I meetings as of June 29; three vendors were deemed non-responsive for failing to provide proof of ability to do business in Florida or lacking three years of required experience.

Scope covers charter bus services for extracurricular activities, student trips, and staff travel. Vendors must submit tiered pricing across multiple service categories: trips of 4, 5, and 6 hours; bus sizes from 38 to 56+ passenger capacity; in-county rates (including fuel surcharge, trip charges, transfer fees, mileage, tolls, and parking with no additional costs); out-of-county travel on a 4-hour minimum flat rate with hourly charges for longer trips, tiered pricing for 10–15 hour trips, and mileage-based quotes for trips exceeding 250 miles. Special pricing applies for Disney Parks, Universal Parks, Busch Gardens, Sea World, Strawberry Festival, MOSI, grad night, relief drivers, and cancellations under 30 days' notice. All vehicles must be 2015 model year or newer, meet Federal Motor Carrier Safety Administration requirements, and have appropriate safety features including seat belts. Contractors must maintain workers' compensation, commercial general liability, and auto liability coverage with $1,000,000 per person and $5,000,000 combined single limits for student transport. Subcontracting is prohibited unless HCPS authorizes in writing for individual events.

The estimated annual budget is $2.075 million. The initial contract term runs one year from the first business day after Board approval, with automatic renewal for up to nine additional one-year periods contingent on appropriations, contractor performance, and continued service need. Pricing must remain firm for the initial term unless mutually agreed upon, with 60 days' notice required for price adjustments supported by manufacturer documentation. Evaluation criteria: specifications and scope (30 points), qualifications and experience (25 points), cost and value (35 points), and Small Business Encouragement Program utilization (10 points). A completed affidavit certifying compliance with Florida Statutes 287.138 (foreign countries of concern prohibition) is mandatory.