Student Transportation Request for Proposal

St. Joseph School DistrictStudent Transportation RFP

Student Transportation Request for Proposal

RFP Issue Date October 27, 2011

The St. Joseph School District of Missouri (hereafter SJSD) is soliciting competitive proposals to identify a student transportation services vendor (hereafter Contractor) that provides exceptional service and competitive pricing for the District. The key contact and reference information is as follows:

St. Joseph School District

Beery Johnson, Director of Transportation

925 Felix Street

St. Joseph, MO 64501

(816) 671-4000,

These specifications outline all the requirements and conditions for performing this service. Any aspects of the service not addressed herein are left for the Proposer to address.

The service shall include providing full-service student transportation unless specifically noted otherwise in Exhibit 1. The service will include the vehicles, cameras, routing software, facility, vehicle repairs, insurance, routing, parent contact, transportation management, drivers, attendants, mechanics, department staff, training, continuing education, and certifications necessary to provide the District’s transportation, unless specifically excluded in Exhibit 1.

The proposed Student Transportation Service Agreement (Exhibit 2) provides and defines the specific parameters within which the Contractor is to provide the transportation service.

This RFP package consists of the following:

RFP Narrative
Pricing Forms – Regular Education Only
Pricing Forms – Combined Regular Education & Special Needs
Exhibit 1 – School District & Pupil Transportation Information
Exhibit 2 – Proposed Student Transportation Service Agreement
Exhibit 3 – District Owned Fleet Listing (Special Needs Fleet)

1)RFP Calendar

a)Issuance date:Week of October 31

b)Requests for Information deadline:Friday, November 11 at 10 a.m.

The District will make a concerted effort to respond to all inquiries in sufficient detail to satisfy the request. Submit to:

Mr. Beery Johnson, Director of Transportation

925 Felix St.

St. Joseph, MO 64501

,816-671-4000, Fax 816-671-4013

c)Pre-Bid Meeting:Wednesday, November 16 at 10 a.m.

i)Open to the public

ii)Attendance is mandatory to be a qualified bidder

iii)Requests for Information will be answered at that meeting

iv)Answers and attendee list will be distributed to all who provided contact information via Request for Information or attendance at Pre-Bid Meeting

v)Addendums will be issued for information provided at the Pre-Bid Meeting

d)Proposals Due:Wednesday, December 14 at 2 p.m.

Mr. Beery Johnson, Director of Transportation

925 Felix St.

St. Joseph, MO 64501, 816-671-4000

e)Finalists Determined:Wednesday, January 11, 2012

f)Meetings with Finalists:Wednesday, January 18, 2012

g)Award and Contract Process Commences: Monday, February 13, 2012

h)Transportation Service Commences: Sunday, July 1, 2012

2)School District Information – Exhibit 1

The Proposer will find in the attached Exhibit 1 abundant information about the school district, its pupil transportation operation, and the details of it contracted and district-operated pupil transportation service. This information is essential to gaining a complete understanding of the operation and determining pricing for its various components.

3)Objectives for RFP

The District intends to provide its patrons with superior pupil transportation service at a fiscally responsible cost. While the Proposer’s cost is of great importance, proposing the lowest price will not assure award of the service. The District will demand safe, reliable, on-time and efficient service; failure to address District concerns and/or requirements for any such matter will disqualify the Proposer from consideration.

The District intends to alter the past transportation pricing methodology to align with its current bus service practices and schedules, shifting prime-time bus services into a base tier pricing model and away from a-la-carte pricing. The new pricing model will provide the Proposers with more certainty fordetermining revenue streams and bus driver pay minimums, and provide incentive for the District and the Proposer to efficiently package bus runs.

The District will require the Contractor to provide professional transportation management and adequate workforce and service supervision, such that the District is not burdened with facilitating the day to day operations and customer service requirements.

The District requires that the Contractor act as a partner with the District, regularly collaborating with District officials to deliver superior services in a safe, courteous, and fiscally responsible manner.

The District is requesting proposals for its regular education services (currently contracted). In addition, the District is requesting proposals for all of its transportation services (regular and special needs) services; the special needs services are currently performed by the District. The District may, or may not, outsource its special needs services. All proposals must include regular education program pricing; submission of special needs program pricing and combined package pricing is encouraged, but is not required. It is the District’s intent to award service to a single provider.

4)Contractor Minimum Requirements

Qualified Proposers will have at least five years of contracted student transportationexperience.

QualifiedProposers will be financially stable and not currently engaged in bankruptcy proceedings, being acquired, merging with another company, or a party to a material lawsuit. Proposer must confirm in writing within the executive summary its compliance with this requirement. The District reserves the option of validating financial and control status and matters with the Proposer before awarding the services.

Qualified Proposers must provide satisfactory assurance as to the financial capacity to purchase, lease, or otherwise supply the quantity, types and age of vehicles specified in this Proposal or its supporting exhibits. Failure to satisfy this concern may cause the District to reject the proposal.

5)Evaluation Criteria

Multiple criteria will be considered in evaluating the proposals. This evaluation will be made based upon information provided within the Proposal, by the Proposer during RFP specific presentations or negotiations, news articles, press releases, client references, industry references, vendors and related sources, and any other sources. Finalists will be determined byapplying the following criteria:

Phase I Criteria

40% Annual Cost (Proposer’s pricing extended by District’s daily service variables)
20% Performance History, Safety, Reputation & Financial Strength
10% Cost Containment & Service Efficiency Strategies
10% Customer Service & Management Methodology
10% Vehicles & Related Equipment
5% Quality, Completeness, & Compliance of Proposal with RFP
5% Proposer’s Intangibles (initiatives, alternatives, creativeness)

Once selected, the Finalists will be presented specific questions pertaining to the submitted proposal or the District’s needs, expectations, and requirements. A recommendation for award and/or contract negotiations will be determined by applying the following criteria:

Phase II Criteria

70% Phase I scoring, adjusted for any clarifications arising in Phase II
30% Phase II interview and responses to questions

6)Proposal Authorities, Restrictions & Clauses

a)District Authorities and Options

i)The District reserves the right to reject any and all proposals for any reason.

ii)The District reserves the right to negotiate any and all proposals for any reason.

iii)The District has 150 days to accept a submitted Proposal; the Proposer cannot withdraw a Proposal within that 150 period without mutual consent with the District.

b)Negative Assurances

i)The District cannot assure that student enrollment or transportation requirements will escalate, decline or remain at status quo. If this is a factor, the Proposer should indicate any minimum or maximum constraints in its proposal.

ii)The District cannot assure that the services will be awarded to any Proposer at any time.

c)Prohibitions

i)The District shall assess, negotiate and decide on this Proposal without influence from the Proposer’s employees, the Proposer’s representatives or agents, the Proposer’s vendors, or any other parties with a business, financial or family relationship to the Proposer.

ii)The Proposer is prohibited from exploiting a conflict of interest, gratuities, kickbacks, or any other type of incentive or influence upon the District, its Board, and its agents; violators will be prosecuted to the extent of the laws pertinent to the District.

iii)The Proposer is prohibited from contacting any District representatives other than those listed as “District Contact”(s), unless so authorized in writing or email by the District Contact.

7)Responsibilities of the Proposer

a)Inspection of all documents to assure completeness, legibility, etc.

b)It is the Proposer’s duty to understand the proposal; any misunderstanding is the responsibility of the Proposer; the District has no obligation to correct, reject or question any portion of the proposal.

c)Abide by all Proposal Requirements, else the Proposal may be rejected by the District regardless of type or significance of noncompliance.

8)Proposal Requirements

a)Executive Summary (3 page maximum)

b)Company Overview

i)Experience with District, Community or Region

ii)Performance History, Safety, Reputation & Financial Strength

iii)Customer Service & Management Methodology

iv)Cost Containment & Service Efficiency Strategies

v)Company Information

(1)Current ownership

(2)Client list

(3)3 reference letters from existing clients

(4)1 reference from previous client

c)Proposal Overview – herein describe how the Proposer will provide service, including transportation management, dispatch, recruiting, facility, fleet, and all related aspects of the service – as it pertains to the St. Joseph School District and the parameters noted.

i)Implementation/Transition Plan

(1)Manager

(2)Driver recruiting and/or staff transition

(3)Safety program

(4)Facility, site, property, etc.

(5)Routing and run packaging

ii)Organization& Staff

(1)Organizational Chart

(2)Resumes of key contributors

(3)Training & professional development program

iii)Vehicles & Related Equipment

(1)List of proposed fleet (model year, size, lift y/n)

(2)Special equipment

d)Pricing Forms

i)Utilizedforms provided – no exceptions

ii)Provide per day pricing for each element of service (this is to be the contracted pricing amount)

iii)Extend pricing to an annual estimate based upon the parameters (bus, runs, hours, etc.) provided by the District.

iv)This annual estimate is for informational and comparison purposes onlyand is not binding.

e)Insurance & Bonds

i)Bid or Surety Bond

(1)Bond amount of $100,000

(2)Cashiers check in lieu of a bid bond is acceptable

(3)Bond or payment will be returned upon award to any Proposer

ii)Evidence of capacity to provide performance bond supplied by bonding company

iii)Evidence of insurance or insurability (copy of certificate is acceptable)

f)Checklist of Required Elements

g)Submission – The proposal should include:

i)1 master, bound copy sealed in an envelope – marked ORIGINAL

ii)2additional bound copies with all attachments

iii)1 PDF or Word version (electronic copy) of proposal narrative

iv)1 PDF or Word version (electronic copy) of pricing matrix

Checklist of Required Elements (include with submission)

Item / Description / Provided ? / Initials
Executive Summary
Company Overview
Proposal Overview
Pricing Form – Regular Education Services
Pricing Form – Regular and Special Needs Services
Bid Bond or Cashiers Check (if required)
Performance Bond Assurance
Evidence of Insurability / Certificate
Checklist Completed
Sealed Original + 2 Copies + Electronic

Confirmation of Proposal and Submission Compliance

Proposer’s Legal Name
District’s Proposal Date of Issue
Last Addendum Date or #
Authorized Representative
Authorized Signature
Date of Execution

- end of document -

Pricing Forms

Regular Education Only – Page 1

Daily Home to School & Shuttle Prime-Time Services

Note: Includes Vo-Tech & Rainbow daily shuttles before 9:30 am and after 1:30 pm

Services / Daily Rate per Bus / # of Route Buses
Regular Routes – Single (≈4-4.5 hrs) / $ / 1
Regular Routes – Double (≈4.5-5 hrs) / $ / 40
Regular Routes – Triple (≈4.5-5.5 hrs) / $ / 23
64

Daily Additional Service Pricing

Note: One-way trips are ≈20-30 live minutes

Services / Rate perTrip or Bus / Daily Count
Mid-day Shuttles & Trips (one way) / $ / 6 Trips
Mid-day Shuttles (one way) / $ / 2 Trips
Tutor Late Release PM Run (one way) / $ / 1 Trip
Special (Cover) Runs (one way) / $ / 1 Trip
Credit for Rainbow route service (operates only 4 days per week and only 33 weeks) / $ < >
credit / 5 buses daily

Other Services Pricing

Notes: Hourly & mileage charges are terminal to terminal

Hourly overtime rate will be 150% of hourly rate

Approximately 8,000 activity hours and 120,000 activity miles annually

Services / Hourly
Rate / Mileage
Rate / Minimum
Hours
Extra Route Hours (as approved) / $ / n/a / n/a
Activities – Field Trips, Special Events, Sports Events, etc. / $ / $
Bus Monitors – regular ed routes / $ / n/a
Bus Monitors - activities / $ / n/a
Activities – Overnight Fee / $ / n/a / n/a

Pricing Forms

Regular Education Only – Page 2

Summer School

Note: Summer school is 4 weeks of 4 days each, a total of 16 days

Basic Services / Daily Rate per Bus / # of Route Buses
Regular Routes- Single (≈2-3 hrs/day) / $ / 43
Regular Routes - Double (≈3-4 hrs/day) / $ / 0
Additional Services / Rate per Hour / Minimum Hours
Bus Monitors / $

Pricing Comments or Explanations

Pricing Forms

* Combined * = Regular Education + Special Needs - Page C-1

Note: This pricing is predicated upon the Proposer providing both regular AND special needs transportation services. The District anticipates that the Proposer will experience economies of scale with providing all of its transportation services. For the Proposer to be considered for providing both services ALL pricing areas should be populated, regardless of the pricing provided in the Regular Education Pricing sheet.

Daily Home to School & Shuttle Prime-Time Services

Note: Includes Vo-Tech & Rainbow daily shuttles before 9:30 am and after 1:30 pm

Services / Daily Rate per Bus / # of Route Buses
Regular Routes – Single (≈4 - 4.5 hrs) / $ / 1
Regular Routes – Double (≈4.5 - 5 hrs) / $ / 40
Regular Routes – Triple (≈4.5 - 5.5 hrs) / $ / 23
64

Special Needs Home to School & Shuttle Prime-Time Services (SN)

Note: Special needs vehicles are to be Type A or B school buses, with lifts as needed

Includes daily shuttles before 9:30 am and after 1:30 pm

Services / Daily Rate per Bus / # of Route Buses
SN Routes – Single (≈5 - 5.5 hrs) / $ / 1
SN Routes – Double (≈5.5 - 6.0 hrs) / $ / 2
SN Routes – Triple (≈6.0 - 6.5 hrs) / $ / 10
13
Bus Attendants / Daily Rate per Attend / # of Attends
SN Routes – Single (≈5 - 5.5 hrs) / $ / 1
SN Routes – Double (≈5.5 - 6.0 hrs) / $ / 2
SN Routes – Triple (≈6.0 - 6.5 hrs) / $ / 5
8

Pricing Forms

* Combined * = Regular Education + Special Needs – Page C-2

Daily Additional Service Pricing

Note: One-way trips are ≈20-30 live minutes

Services / Rate per Trip or Bus / Daily Count
Mid-day Shuttles & Trips (one way) / $ / 6 Trips
Mid-day Shuttles (one way) / $ / 2 Trips
Tutor Late Release PM Run (one way) / $ / 1 Trip
Special (Cover) Runs (one way) / $ / 1 Trip
Credit for Rainbow route service (operates only 4 days per week and only 33 weeks) / $ < >
credit / 5 buses daily
Air Conditioned Vehicles (per day) / $ / 3

Other Services Pricing

Notes: Hourly & mileage charges are terminal to terminal

Hourly overtime rate will be 150% of hourly rate

Approximately 9,000 activity hours and 130,000 activity miles annually

Services / Hourly
Rate / Mileage
Rate / Minimum
Hours
Extra Route Hours (as approved) / $ / n/a / n/a
Activities – Field Trips, Special Events, Sports Events, etc. / $ / $
Bus Monitors – Regular Ed Routes / $ / n/a
Bus Monitors - Activities / $ / n/a
Activities – Overnight Fee / $ / n/a / n/a

Pricing Forms

* Combined * = Regular Education + Special Needs – Page C 3

Summer School

Note: summer school is 4 weeks of 4 days each, a total of 16 days

Basic Services / Daily Rate per Bus / # of Route Buses
Regular Routes - Single (≈2-3 hrs/day) / $ / 43
Regular Routes - Double (≈3-4 hrs/day) / $ / 0
Additional Services / Rate per Hour / Minimum Hours
Bus Monitors / $

Purchase Price for District’s Special Needs Fleet (Exhibit 3)

Price for Vehicles Listed / $

Pricing Comments or Explanations