12/7/2016
Addendum # 2
Please note that this is the final Q & A addendum.
Additional questions and answers:
Q: Can the district supply the last four months of invoices showing detail – routes/services sent by current provider?
A: This information was provided in addendum 1. See Attachment #1
Q: What is the average mileage for each route?
A: This information was provided in addendum 1. See Attachment #2
Q: Please clarify what is meant in GPS requirements Page 22, Article 15 of the RFP: 4) Be able to respond quickly to inquiries from District’s Transportation Office as to times, all bus routes, stops, starts, passes and locations of vehicles used to transport SMSD students. Specifically, what is meant by “passes” and does SMSD expect the GPS component to provide Comparative Analysis and student tracking?
A: SMSD requires a GPS system that will be able to quickly locate a bus in an emergency situation. The GPS system needs to be capable of providing the time a bus arrives at a stop, if it actually stopped and if the door was opened. “Passes” simply refers to the bus passing by a stop.
Q: How many hours on average, does each route operate daily?
A: This information was provided in addendum 1. See Attachment #4
Q: What was the cost and how many gallons of diesel were purchased for bus transportation during the 2015-2016 school year?
A: Cost: $475,818.86, Gallons used: 282,124 gallons
Q: What is rtime, ctime and slack on the route run ID information?
A: Those terms are internal First Student terms of no relevance to SMSD.
Q: What is the correct number of buses per type to bid on?
A: Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to number of buses, the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
Q: When does SMSD expect to Award the Contract?
A: The District hopes to award a contract in January pending Board approval at the January 23 Board meeting.
Q: Need detailed route miles and hours for all regular, Sp. Ed. mid-day and shuttles (Days worked on shuttles and mid days.)
A: This information is provided in addendum 2 attachment #2.
Q: Any school boundary, bell time changes, major attendance center changes, new schools, or anything that would impact the number or length of routes projected within this 5-year contract.
A: Bell times and attendance boundaries are under review and are subject to change. A new elementary and middle school may be constructed on the west side of the district within five years.
Q: Number of field/athletic trips for year. Total mile and hours billed.
A: This information is in the RFP page 11, article 7.3.3.
Q: Any Z-Pass type rider monitoring?
A: No
Q: Staffing requirements? Office and mechanic
A: This information is in the RFP page 14, article 8.31.
Q: Summer School Information (Billing for last year’s summer school work)
A: This information is in addendum 1. See June and July invoices.
Q: Please provide copies of 3 months of the maintenance reports being provided by current contractor relative to this RFP requirement.
A: The district does not have this information.
Q: Please confirm that Exhibit 1 is not required for the proposal submittal.
A: Yes
Q: Please confirm that Exhibit 3 is not required for the proposal submittal, but rather a contract form to be completed upon award.
A: Yes
Q: Please confirm that Exhibit 4 comprises two (2) pages, the second of which is the form provided on page 45 of the RFP. Please confirm if Exhibit 4 should be included with the proposal submittal.
A: Yes
Q: Is SMSD currently using Zonar? If not what technology is currently in place?
A: The current contractor has Zonar. This district does not provide this technology.
Q: What is the current parent/student notification method for beginning of school year dissemination of route/stop information?
A: Secondary Division: The contractor provides this information to students/parents at the middle and high schools.
Elementary Division: The contractor mails this information to parents.
Q: Please confirm that Shawnee Mission Unified District #512 will provide Edulog routing software and/or access to Edulog, as well as related licensing?
A: The district provides Edulog to the contractor.
Q: How will the upcoming Supreme Court decision on Gannon vs. State and potential changes to the Kansas State funding formula affect the District’s ability to support this service?
A: The District does not anticipate the Kansas Supreme Court decision to affect the financial support to student transportation services. None of the past Supreme Court decisions has affected transportation services.
Q: At the bid opening, will the names of each bidder, as well as proposal pricing be read aloud, or just notification of who submitted responses to the RFP?
A: The Proposal is not a public opening as per the RFP.
Q: Please provide Driver/Para/Aide seniority list, hire dates, pay scales, and copy of the current Collective Bargaining Agreement governing those participating employees.
A: The district does not have this information.
Q: Please provide a copy of the current contract for the current contractor for these services.
A: A copy of the contract and revised contract was provided in addendum 1.
Q: Please provide copies of invoices for the current contractor and all contracted services provided for 3-months of service from the current school year and from the 2015-2016 school year.
A: 2015-16 invoices are provided in attachment #1. 2016-17 was provided in addendum 1.
Q: Will alternate proposals be considered?
A: The district expects the RFP to be followed, but an alternate proposal may be considered.
Q: Please confirm that the reference to “para” and references to “aides” refer to the same position. If not, please provide the number of routes that require aides on the price pages.
A: Yes
Q: What are the para/aides hourly pay rates?
A: $10.25. This is a correction from addendum 1.
Q: Please confirm the number of operating days on which proposers should base their proposals. Please describe plans, if any, for any changes to the school calendar in the next 12 months.
A: Yes-Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
Q: Please confirm the average number of operating days and routes anticipated for Summer School.
A: This information was provided in addendum 1.
Q: The price pages show 178 Days per year on the first page and 179 Days per year on the second page. Please clarify which is correct.
A: Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
Q: Please clarify exactly how the prices will be evaluated, i.e. will only the Year 1 price be considered or the full contract term cost?
A: Both year one cost and the full contract term cost will be considered.
Q: Please clarify if proposers will be required to provide financial statements certified by a third party certified public accounting firm.
A: Yes
Q: How many vehicles servicing the District currently have seatbelts? Please provide bus types/configurations.
A: All special education and early childhood buses are equipped with seatbelts.
Q: Please provide a current fleet list with vehicle make, model, year, fuel type, capacity, and mileages for vehicles being used for student transportation services.
A: The district does not have this information.
Q: Please confirm the bus numbers on the Diesel Bus Special Education Transportation Price Page, which differ from the propane bus numbers.
A: This information was provided in addendum 1.
Q: Can you please confirm the number of buses that require contactor-supplied bus aides?
A: All special education and early childhood buses are supplied with a para/aide.
Q: The pricing sheets are using 178 days as an annual cost. The response indicates 174 days, and 144 days for the Pre School, EC 171 days. Recommendation would be to match the pricing sheet to actual expected days of service. Having a different number of days could lead to a misunderstanding from a prospective vendor regarding the anticipated revenue.
A: Agreed. Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
Q: Will there be an updated pricing sheet with the corrected operating days?
A: No-Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
Q: The pre-bid questions/answers directs the bidders to disregard page 25; however the new Center for Academic Achievements pricing would not be covered. Will the pricing sheets be updated to capture the Center for Academic Achievements routes?
A: No-Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
Q: (RFP pg. 24) The middle school late loads run four (4) days per week for a total of 135 days and the high school late loads operate only 29 days. Will the pricing pages be changed to reflect the reduced operating days?
A: No-Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
Q: (RFP pg. 24) The regular education shuttles have 144 operating days. Will the pricing pages be changed to reflect the reduced operating days?
A: No-Please complete pricing pages 24-44 as presented in the RFP. This will give the district consistent pricing. Once the District selects a contractor, final pricing will be negotiated with the contractor to account for variables and unknowns that relate to the district calendar, vocational education (Center of Academic Achievement), various construction projects and etc.
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