Charter Bus Services for Extra Curricular Activities - Supplemental Bid

2.0 SCOPE OF GOODS AND/OR SERVICES AND APPLICABLE SPECIFICATIONS This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL. The intent of this bid is to secure firm fixed pricing and select multiple Bidders to provide Charter Bus Services for Extra Curricular Activities to be used on an as needed basis. The performance of awarded Bidders shall be in accordance with the terms of the specifications and at the quality standards of service set forth herein. 2.01 General Bidder Requirements and Responsibilities 1. Awarded bidders shall provide safe and timely transportation from School Board locations to destination points of scheduled events. 2. Awarded bidders shall possess all necessary and applicable licenses, permits and authority as may be required by Federal, State or Local Laws for the operation of the business and its vehicles. Awarded vendor is to also provide proof that all drivers have been processed and passed a Level 2 background check. 3. Awarded bidders shall provide all equipment, personnel, and drivers for appropriate operation of the buses 4. Awarded bidders shall guarantee all buses used in the execution of this contract are routinely inspected and properly maintained in accordance with manufacturers suggested standards and to ensure the safety of the students being transported. 5. All equipment shall be properly inspected prior to its delivery at the designated pick-up point(s). At minimum, this inspection must include: a complete safety check to ensure equipment is in proper working order; Verification of proper mechanical operation of all systems. 6. Awarded bidders shall submit all documentation as required in paragraph 3.08 Definition of Responsive and Responsible for this bid. All paperwork needs to be clearly labeled and can be submitted as one (1) attachment. 7. After bid opening, potential awarded vendors may be contacted to schedule an appointment to bring in one of their buses to the District offices for a minor inspection. 8. The Board reserves the right to inspect the facilities and/or buses of bidders. 9. Buses are to be clearly marked with at the least the Company Name and Vehicle Number. 10. If an awarded bidder must subcontract any trip, they must subcontract to another awarded bidder under this bid, as awarded bidders have met all the District requirements. No other subcontractors will be permitted. 2.02 Scheduling Procedures 1. There will be no deposits or other payments made in advance to the awarded bidders. 2. The bid between the awarded bidders and the School Board shall be approved by the Board. District Staff will be allowed to sign confirmations that do not have any additional Terms and a Conditions on them. Purchase Orders are considered to be the contract between the School District and the awarded vendor. 3. It will be the awarded bidder’s responsibility to finalize all arrangements, confirm dates and times of departures, length of trip and event (in hours or days), number of passengers, return dates and times, and other pertinent information as required by the awarded bidders at least thirty (30) days prior to the date of the scheduled trip. 4. It is the responsibility of the bidder to provide to the school trip sponsor or Bookkeeper the cell phone number of the bus driver. It is the responsibility of the school to provide the cell phone number of the trip sponsor to the bidder. 5. It will be the awarded bidders’ responsibility to reserve the correct number of buses and drivers for the school making the arrangements and to assure that seating capacity is maximized and utilized for cost efficiency purposes, keeping safety, comfort, and the best interests of the passengers in mind. Schools may request buses with a minimum seating capacity to be used for a specified trip. 6. On scheduled events, more than one (1) school may be transported on the same bus with more than one (1) pick up and drop off site. 7. Awarded bidders shall insure that buses and personnel are present at the pick-up site a minimum of fifteen (15) minutes (This time shall be included in travel time pricing on the bid document) prior to the scheduled departure time and must leave no later than 15 minutes after assigned time to leave. If there is a wait time of more than fifteen (15) minutes due to the actions of the school, vendors may charge a “Wait Fee”. 8. The Board reserves the right to modify or cancel trips during inclement weather or unforeseen circumstances and shall notify the awarded bidders of any such modification or cancellation, without penalty to the Board prior to the scheduled departure or pick-up. 9. Awarded bidders shall immediately notify a school when buses will not be on time for a scheduled pick-up or departure. If necessary, the awarded bidders shall provide replacement buses at no extra cost to the Board. 10. In the event of a late arrival due to the fault of the awarded bidders, as determined by District personnel, the awarded bidders shall be liable for liquidated damages equal to any resulting additional costs incurred by the Board, to include but not limited to registration fees, attendance fees, lodging, meals, etc. and the awarded bidders shall refund one hundred percent (100%) of the bus transportation fee. 11. All services rendered under this bid shall be rendered under the District’s name: The School District of Osceola County, Florida, o/b/o (the Schools and/or Department name). 2.03 Driver & Personnel Requirements 1. All drivers must hold a Commercial Driver’s License, Class B with the P (Passenger) endorsement. All drivers shall be qualified and possess good, clean driving records as verified by a license check. License checks must be verified every six months. Awarded bidders must not use drivers with suspended or revoked licenses. 2. All drivers must also pass a Level 2 Background Screening in accordance with the requirements found in Attachment A, section 30f. 3. Awarded bidders shall insure that each driver is adequately trained before transporting students, and that drivers operate the buses in careful and prudent manner, always exercising the highest degree of care and observing and complying with all rules of the road and traffic regulations. 4. Awarded bidders must ensure that all drivers are in compliance with the Omnibus Transportation Act of 1991. 5. Drivers must be clean and neatly attired, carry proper identification and possess a company or personal credit card or cash adequate to refuel or make necessary emergency repairs. Under no circumstances will a school student or staff member advance funds during a scheduled trip (including gratuities). 6. The awarded bidders shall have a system in place for handling driver complaints and accident reports. This documentation may be requested at any time from the School Board. 2.04 Bus/Vehicle Requirements 1. Vehicles must be clearly identified with the Companies name and vehicle number. 2. Awarded bidders must provide buses that are 2015 or newer in age. 3. When transporting students, awarded bidders must furnish buses that meet or exceed all applicable Federal and State of Florida Motor Vehicle Safety Standards and requirements of the State of Florida, Department of Education for student transportation. 4. The awarded bidder(s) shall own a minimum of five (5) buses and must be able to comply with American Disabilities Act as it applies to motor coaches. 5. All vehicles must be equipped with cellular telephones that allow communication with the awarded bidders terminal and/or emergency contacts. 6. Awarded bidders shall guarantee all buses used in the execution of this contract are routinely inspected and properly maintained in accordance with manufactures suggested standards and to ensure the safety of the students being transported. 7. Every 12 months, at no additional cost to the School Board, an Inspection Report on all buses that will be used during the term of this bid is to be turned into the Purchasing Representative overseeing this bid. This report is to have special emphasis on the brake system, engine, exhaust, and tires. Attach a sample copy of your Bus Inspection Report with your bid response. 8. All equipment shall be properly inspected prior to its delivery at the designated pick-up point(s). At a minimum, this inspection must include: a complete safety check to ensure equipment is in proper working order; verification of proper mechanical operation of all systems. A copy of the inspection report is to be given to the District Representative (coach, teacher, etc.) at the designated pick-up location. 9. Equipment shall be properly cleaned, sanitized, and maintained to ensure a comfortable trip for the students and staff. 10. All buses must have operational air conditioning and restrooms. If DVD monitors are requested, all monitors are to be operational. 11. Vehicles shall have a full tank of fuel upon arrival at the school and/or department site. 12. Awarded bidders shall maintain adequate spare buses to ensure continuity of service if a breakdown or mechanical failure shall occur. 13. In the event it is determined that the buses delivered fail to meet bid requirement, the awarded bidder must immediately provide replacement buses fully complying with the contractual requirements of the bid prior to the time of schedule. 14. In the event of an incident of mechanical breakdown of the bus or a traffic accident, the driver(s) are to immediately contact the School Principal. 15. Buses must meet the following FMCSA definition of an over the road bus: A bus is characterized by an elevated passenger deck over a baggage compartment.