Transportation Service - EC Student

Henderson County Public Schools Board of Education is requesting sealed proposals for specialized transportation services to drive one Exceptional Children student from Hendersonville, NC to Charlotte, NC approximately 220 days per year, with sealed proposals due September 1, 2026 at 2:00 p.m. EST and questions due August 26, 2026 by noon EST. The contract is federally funded and subject to Uniform Guidance (2 C.F.R. Part 200) and Davis-Bacon prevailing wage standards.

The scope spans daily round-trip service covering approximately 115 miles each way (230 miles total per day), with arrival in Charlotte by 8:30 a.m. and departure at 2:30 p.m. on most days. The contractor must provide a vehicle with specified safety features, surveillance systems, and real-time tracking capabilities. Required personnel standards include comprehensive background checks, drug testing, driving record verification, Jessica Lunsford Act sex offender screening, and specialized training in medical emergency response and de-escalation. Operational procedures must address mechanical failure protocols with guaranteed backup vehicle arrival times and behavioral crisis management. The contractor must submit a per-mile rate structure and clarify whether billing is based on deadhead (total miles) or loaded (student-present) miles.

The initial contract term is one year beginning as soon as possible in 2026, with two optional one-year renewals by mutual consent. Either party may terminate with 30 days' written notice. Insurance requirements include commercial general liability of $1,000,000 combined single limit, automobile liability of $150,000 bodily injury/property damage, and professional/sexual abuse and molestation coverage. The contract is subject to E-Verify, FERPA compliance, and non-discrimination requirements. Award will be made based on approach, qualifications, experience, references, ability to meet specifications, and pricing—not solely on cost. Prices quoted remain in effect during the initial term with future increases subject to mutual agreement.