Houston Independent School ... - REQUEST FOR PROPOSALS€¦ · Houston Independent School District Board Services - Room 1C03 Attn: Demetria Thomas- Procurement Services 17-05-29

17-05-29 RFP /Rental of Extra-Curricular Charter & School Bus Services

Page 1 of 19 Revised 07/19/2017

REQUEST FOR PROPOSALS

RFP # 17-05-29

Rental of Extra-Curricular Charter & School Bus Services

PART II The Houston Independent School District (“HISD” and/or the “District”) is soliciting proposals for a Rental of Extra-Curricular Charter & School Bus Services as more fully set out in this Request for Proposals (“RFP”). One (1) hard copy original of the proposal, one (1) hard copy duplicate of the original, and two (2) USB drives of the proposal must be submitted in accordance with the instructions set out herein to: Houston Independent School District Board Services - Room 1C03 Attn: Demetria Thomas- Procurement Services 17-05-29 RFP /Rental of Extra-Curricular Charter & School Bus Services

4400 West 18th Street Houston, TX 77092

The following schedule and timelines apply to this RFP. The following timelines are subject to change at the District’s discretion:

Timeline Release RFP August 4, 2017

Pre-Proposal Conference August 14, 2017 at 2:00 p.m., Houston, Texas 77092, 4400 West 18th Street, Conference Room 2E02

Last date for questions: September 5, 2017, at 5:00 p.m. CST

RFP Due September 14, 2017 10:00 a.m.

Evaluation Period September 19, 2017 to September 22, 2017

Selected Proposal(s) Approved

November 9, 2017 (tentative)

Each set of the proposal must be submitted in a binder. The original proposal must be labeled “ORIGINAL” and contain original signatures. The copies of the original must be labeled “COPY.” Response submission must be delivered in a sealed folder or container (i.e. envelope, box, or



bin). If documents are submitted in an unsealed container or folder, the District is not responsible for any unsealed/unlabeled documents and materials. Each binder and any container for the binder(s) must be labeled on the outside with the Proposer’s name, address, the RFP number and the RFP name. Each USB drive must be labeled with the RFP number and the supplier name. Proposals will be received at the above address until September 14, 2017, 10:00 a.m., Central Standard Time. A pre-proposal conference will be held in conjunction with the RFP on August 14, 2017, 2:00 p.m., Conference Room 2E02, 4400 West 18th Street, Houston, Texas 77092. Submitting proposals prior to the pre-proposal conference is not recommended, and such proposals may be rejected by HISD. A more detailed timeline is set out in the Instructions, Submission Requirements and Procedures section of the RFP. Proposals will be reviewed as received in a manner that avoids disclosure to competing proposals. Contents of proposals will remain confidential during the negotiations period. Only the project [RFP] number and the identity of the Proposer(s) submitting the proposal will be made available to the public before award of the RFP. Faxed or emailed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the proposal due date and time. HISD will not be responsible for proposals delivered late by the United States Postal Service, or any other delivery or courier services. Proposals received after the Proposal due date and time will not be considered. All proposals must remain open for one hundred twenty (120) days from the proposal due date pending acceptance by HISD. The designated Sourcing Specialist during the proposal process shall be Demetria Thomas, Procurement Services, 4400 West 18th Street, Houston, Texas 77092, [email protected] . All communications pertaining to the RFP shall be addressed in writing to the Sourcing Specialist, as indicated in the next paragraph. Questions concerning the RFP will be answered only if sent to the Procurement Services Department, in writing via email to [email protected] not later than 5:00 p.m. Central Standard Time September 5, 2017. All questions submitted in writing to the Sourcing Specialist prior to the deadline will be answered in the form of addenda. All addenda will be posted on the HISD Procurement website. The General Terms and Conditions for Requests for Proposals governs this RFP and any contract(s) awarded under this RFP. This document can be downloaded and printed via HISD Procurement Services website or requested in hard copy format via email to Sourcing Specialist Demetria Thomas, at [email protected]. HISD will be entitled to assume that by submitting a Proposal, all Proposers have reviewed and consented to all provisions of the General Terms and Conditions.

mailto:[email protected]





The District will award this RFP to one or more supplier(s) based upon the evaluation of all proposals received. More details regarding the evaluation of proposals are included in Section II below.

Richard Gay 08/04/2017 ________________________________________ _____________________ Richard Gay, CPPO, Officer of Procurement Services Date



SECTION I: PROPOSAL RESPONSE REQUIREMENTS

The Proposal shall be submitted in a binder with tabs as set forth below:

Title Page Show the RFP subject, the name of the Proposer’s firm, address, telephone number, name of contact person, and date.

Tab 1 – Table of Contents Clearly identify the materials by sections and page numbers

Tab 2 – Proposal Submission Forms

Complete and return Forms A through O set forth in Part III of this RFP. The set of forms submitted in the proposal marked “ORIGINAL” requires original manual signatures. Copies of the forms bearing original signatures should be included in each additional proposal. The forms provided in Part III should be submitted in the following order:

1. FORM A: Supplier Information (CHE (Local) Questionnaire)

2. FORM B: MWBE Instructions and Participation Report 3. FORM C: Reference Survey Instructions 4. FORM D: Reference Survey 5. FORM E: General Certifications

6. FORM F: Price Schedule (should be placed in tab 7) 7. FORM G: EDGAR Certifications 8. FORM H: Exception Forms 9. FORM I: Conflict of Interest Instructions and form CIQ 10. FORM J: Instructions for Completion of Disclosure of Interested Persons Certification (HB

1295) 11. FORM K: IRS Form W-9 12. FORM L: Certificate of Insurance (Acord Form) or a letter from its insurance provider

stating that Proposer can provide the levels of insurance required in this RFP. 13. FORM M: Acknowledgement Form 14. FORM N: “Sample” Master Services Contract (MSC) 15. FORM O: CRIMINAL HISTORY BACKGROUND CHECK FORM

Tab 3 – Profile of the Proposer a. Indicate the key people in your organization assigned with a hierarchy chart to provide this

service to the District and their level of experience and qualifications and the percentage of their time that will be dedicated to this project.

b. Provide a list of the Proposer’s current top three clients and discuss services your organization has provided and/or performed for each client.

Tab 4 – Scope Section Clearly describe the scope of the goods and /or services to be provided based upon the information in the Section II, Scope of Work.



Tab 5 – Questionnaire Response — Respond to the questions and/or questionnaires included in the RFP.

Tab 6 – Invoice Procedure a. Describe the proposer’s invoicing procedures. b. Include documentation identifying all of the Proposer’s fees. c. Payment terms. The District’s standard payment terms are 30 days after invoice is received.

State any payment discounts that your company offers, i.e., 2% 10 days – net 30; or 5% 7 days – net 30.

Tab 7 – Price Any and all pricing information, including any alternate pricing proposals that may be acceptable for some projects. Include a hard copy of Form F (Price Schedule) in this section, if applicable.

Tab 8 – Addenda Insert all addenda under this section.

Tab 9 – Criminal Background Check Form: Form O Insert one of the certifications that applies to your company:

a. Criminal History Background Check Form - With direct contact with Students b. Criminal History Background Check Form – No direct contact with students

(The supplier’s proposal will be considered non-responsive if the supplier fails to submit one of these Forms at the moment of submitting said proposal)

c. Driver’s Records: This data shall be included with your Proposal and inserted in

Tab 9 and saved on the USB: 1. The Proposer shall include in its Proposal a list of drivers with the driver’s full

legal name and date of birth (as stated on the driver’s license). 2. The awarded supplier(s) shall maintain a drivers list and notify Procurement

Services and HISD Transportation Department whenever a driver is added or removed from the drivers list. This list shall be the basis of conducting any unannounced visits.



SECTION II: SCOPE OF WORK

2.1 SCOPE OF WORK: At a minimum, the scope of services required by the successful firm shall consist of the following: Houston ISD is seeking proposals from qualified individuals or firms to provide Rental of Extra Curricular Charter and School Bus Services to include In-District and Out-of-District Travel. The Proposer shall refer to the following links which are referenced throughout the scope of work:

Federal Motor Carrier Safety Administration (FMCSA) Parts 390-399 https://www.fmcsa.dot.gov/regulations/title49/b/5/3 Section 504 of American Disabilities Act https://www.transit.dot.gov/sites/fta.dot.gov/files/docs/Final_FTA_ADA_Circular_C_4710.1.pdf Texas Department of Transportation http://ftp.dot.state.tx.us/pub/txdot-info/ptn/charter_compliance.pdf Transportation Code Chapter 547, 547.701 (e) http://www.statutes.legis.state.tx.us/Docs/TN/htm/TN.547.htm Texas Motor Carriers Guide to Highway Safety http://www.txdps.state.tx.us/InternetForms/Forms/MCS-9.pdf FMCSA for passenger carriers http://www.fmcsa.dot.gov/safety/passenger-safety/legal-notice-motorcoach-operations (TEX. TRANSP. CODE § 644.155 and Texas Administrative Code Title 37, Part 1, Chapter 4, Subchapter B, Rule § 4.15) at http://www.txdps.state.tx.us/InternetForms/Forms/MCS-9.pdf Texas Department of Motor Vehicles, Motor Carrier Registration Database http://www.fmcsa.dot.gov/safety/passenger-safety/legal-notice-motorcoach-operations Texas Motor Carriers Guide to Highway Safety http://www.dps.texas.gov/InternetForms/Forms/MCS-9.pdf (Part 383.51 and TRC 522.081 and TRC 522.081) School Bus Drivers’ Driving Record Evaluation https://www.dps.texas.gov/schoolbus/schoolBusDrvrRecEval.pdf Texas Department of Public Safety www.txdps.state.tx.us http://www.dps.texas.gov/schoolbus/sbtexspecs.htm

https://www.fmcsa.dot.gov/regulations/title49/b/5/3

https://www.transit.dot.gov/sites/fta.dot.gov/files/docs/Final_FTA_ADA_Circular_C_4710.1.pdf

http://ftp.dot.state.tx.us/pub/txdot-info/ptn/charter_compliance.pdf

http://www.statutes.legis.state.tx.us/Docs/TN/htm/TN.547.htm

http://www.txdps.state.tx.us/InternetForms/Forms/MCS-9.pdf

http://www.fmcsa.dot.gov/safety/passenger-safety/legal-notice-motorcoach-operations



http://www.dps.texas.gov/InternetForms/Forms/MCS-9.pdf

https://www.dps.texas.gov/schoolbus/schoolBusDrvrRecEval.pdf

http://www.txdps.state.tx.us/

http://www.dps.texas.gov/schoolbus/sbtexspecs.htm



The District intends to award this bid to a single or multiple firm(s) selected to provide the “best value “to HISD per section 2.5 Evaluation Factors. The Houston Independent School District, with more than 215,000 students and encompassing 333 square miles within greater Houston, is the seventh-largest public school system in the nation and the largest in Texas.

Annually, for the past three fiscal years the District has spent an average of $1,050,355 for the rental of extra-curricular charter and school bus services. The dollar value provided is no guarantee of what HISD intends to spend in the future. This amount can increase or decrease depending on the demand for these goods and services. A standard agreement which results from this RFP shall be for a period of one (1) year from the effective date of the Agreement with an exclusive option by the District to renew on an annual basis thereafter for four (4) additional one-year terms. This project will be awarded via a Master Services Contract. The Master Services Contract is included with this RFP as a reference and cannot be modified and must be signed after Board approval. The supplier awarded a contract as a result of this bid must meet or exceed the following requirements, services and product specifications. When out-of-compliant the successful bidder cannot transport/provide services to HISD until the supplier is back in compliance with the following: HISD is requesting the supplier provide buses and drivers that meet or exceed Federal Motor Carrier Safety Administration (FMCSA) Parts 390-399

https://www.fmcsa.dot.gov/regulations/title49/b/5/3 . The bus is a direct reflection of HISD when transporting HISD students to activities throughout Houston, the state, and national events. The bus must have seatbelts, and they must be in working order; and must meet or exceed HISD driver standards. These goods and services are needed to transport students and District staff on an as needed basis to include but not be limited to, transportation to and from school, UIL events, HISD games, parades, in-District and out-of-District travel. Charter Buses 1. A school or department representative will contact the awarded bus company(ies) to obtain quotes

for a specific event, location of the event, event date, pick-up and drop-off location, number of buses required and number of travel days. Travel destinations may be within the state of Texas or out of state trips. The successful supplier shall provide a preliminary travel itinerary, based on information received from the HISD school or department representative.

2. A local travel assistant and a direct phone number is required, should any changes or correction to the itinerary is to be made.

3. All trips shall be secured with a purchase order or ProCard: HISD Master Card. It is the company's responsibility to include in the itinerary the date the full payment for the trip is required.

4. The supplier shall be responsible to provide the bus driver with a reliable communication device with contact numbers to the dispatcher, the travel agent (if applicable), and HISD travel coordinator,




should an emergency situation arises. 5. The supplier shall be responsible to provide the bus driver with the final itinerary for the specific trip

and all pertinent information including the exact pick-up and drop-off location to ensure that delays are minimal.

6. The driver shall remain with the trip. 7. HISD requests that the supplier provide air conditioned buses; HISD prefers air conditioned buses for

most activity trips. The supplier shall notify the school or department when renting the buses of availability for air conditioning. The school or department shall determine the final need for air conditioning.

8. If a supplier allows food or drink on buses then the supplier shall provide trash bags or containers for the trash. HISD must ask permission ahead of the trip. HISD will be responsible for cleaning of the bus as it relates to the food or beverages brought on board for that trip.

2.2 SPECIFIC CONDITIONS:

The awarded firm(s) shall provide the following goods and/or services:

The Proposer shall furnish bus transportation to all students and employees of the district for whom the district shall order such services. This shall include but is not be limited to, transportation to and from school, UIL events, HISD games, parades, in-District and out-of-District travel. School Buses

1. The Proposer shall provide the following basic school bus transportation services as needed, as requested by HISD: a. Provide transportation to and from school related/affiliated events for all students enrolled in

Pre-Kindergarten through grade 12.

b. If request by HISD, the awarded supplier(s) shall provide transportation for all orthopedically handicapped students and special needs students to and from the school related/affiliated

events in which they attend. Provided that they follow all safety standards and requirements outlined in Section 504 of American Disabilities Act. Refer to the following link: https://www.transit.dot.gov/sites/fta.dot.gov/files/docs/Final_FTA_ADA_Circular_C_4710.1.pdf

2. All students shall be provided with a seat on the bus. The number of students transported on any bus shall not exceed 80% the manufacturer's rated capacity for buses transporting elementary school students (K-5). The number of students transported on any bus shall not exceed 66% manufacturer's rated capacity for buses transporting students in grades 6-12. http://www.dps.texas.gov/schoolbus/sbtexspecs.htm

2.3 SPECIFICATIONS:






Successful suppliers shall ensure that each bus driver who provides service under this contract completes, has and/or maintains the following, and the Proposer shall describe in detail in your proposal how your company will adhere to these standards: A. Bus Driver(s) Qualifications

1. At least 18 years of age 2. Valid Texas driver's license 3. Ability to pass a background investigation 4. Motor Vehicle Report (MVR) below 6 points 5. Ability to pass drug/alcohol screening 6. Ability to pass Department of Transportation (DOT) physical 7. Ability to communicate in English orally and in writing 8. Possess a valid Texas Commercial Driver's License (CDL) and endorsements of air brakes and

passengers as defined by the U.S. Department of Transportation and the Texas Department of Public Safety. https://www.fmcsa.dot.gov/regulations/title49/b/5/3 http://www.dps.texas.gov/schoolbus/sbtexspecs.htm

9. The bus driver must be licensed to operate the Company's buses. 10. No history of habitual or severe traffic violations. No driver with a record of driving while

intoxicated (DWl), under the influence of drugs or alcohol, or conviction of child abuse will be allowed to transport HISD students and staff.

11. The awarded supplier(s) shall submit on a monthly basis, the first Monday of each month the MVR Report of each driver to the following email address: [email protected] . In addition HISD prefers the following:

12. HISD prefers that driver’s complete an appropriate defensive drivers' course and maintain certification. The appropriate defensive drivers’ course shall be successfully complete every three years.

13. Have a disposition compatible with children and high noise levels. 14. Be willing to cooperate with tour director and sponsors. 15. Be able to drive in inclement weather (rain, ice, snow, etc.) and drive in heavily congested city

traffic. Buses must be certified to operate interstate as defined by U.S. Department of Transportation. https://www.fmcsa.dot.gov/regulations/title49/b/5/3 In addition:

16. The driver’s criminal and driving histories may be obtained and evaluated on a quarterly basis. B. Bus Standards

1. Charter buses must have passed an annual inspection by the Texas Department of Public Safety. https://www.dps.texas.gov/

2. Company must have obtained authority from the Federal Motor Carrier Safety Administration to travel across state lines.

3. HISD prefers companies to be an interstate carrier. 4. All drivers must have a license to carry passengers. If the vehicle is marked as a school bus the

driver must have a license to transport passengers and students. http://www.dps.texas.gov/schoolbus/sbtexspecs.htm

5. Motor coaches to be used under this contract shall be constructed to Texas State and United States Federal Standards and must meet all applicable Federal Motor Vehicle Safety Standards.







https://www.dps.texas.gov/




6. All buses must be approved and appropriately certified prior to the beginning of the contract by authorized representatives of the Texas Department of Transportation, and shall at all times during the contract period comply in all aspects with the pertinent provisions of the Texas Education Code and any and all public law enforcements and regulations agencies. The Proposer shall submit the bus make, mode, year, VIN, and date of certification with your company’s Proposal on Form F Price Schedule, on the tab labeled: List of Buses and VIN #.

7. The awarded supplier(s) shall maintain a drivers list and notify Procurement Services and HISD Transportation Department whenever a driver is added or removed from the drivers list. This list shall be the basis of conducting any unannounced visits.

8. HISD reserves the right to perform random safety inspections, to include but not limited to tires, seat belts, restrooms, etc. HISD shall reserve the right to randomly check supplier’s records as they relate to background checks, driver's licenses (CDL), DOT physicals, mechanical list log, etc. The supplier shall maintain current criminal background history records. HISD reserve the right to verify the driver’s name on the supplier’s current criminal background history records information. The supplier(s) shall provide as request by HISD via email current criminal background records of the supplier’s drives.

9. No smoking or use of any tobacco products is permitted on HISD property.

C. Additional Specifications

1. The successful supplier(s) may not assign this contract or may not subcontract to another party for performance of the terms and conditions hereof without prior written consent of the HISD.

2. It is the successful supplier's responsibility to be familiar with all school campuses and facility sites, prior to submitting a proposal in order to determine if there are any problems with regards to access locations.

3. Purchase orders will be issued on an as needed basis. HISD will not be responsible for any products and/or services rendered without an HISD purchase order.

4. Companies must adhere to and be in compliance with Transportation Code Chapter 547, 547.701 (e) http://www.statutes.legis.state.tx.us/Docs/TN/htm/TN.547.htm regarding buses contracted for use of transportation for schoolchildren. This requirement will also apply to any contract renewals.

5. Substitutions will not be allowed on any item without the prior approval from an HISD (or designee) in conjunction with the "user" department.

6. Successful supplier(s) shall accept changes to the original request regarding pick up/drop off locations, scheduled event time, number of buses required, prior to the original event time.

7. Successful supplier(s) shall not charge HISD for travel time to and from supplier’s place of business for any trip.

8. Successful supplier(s) shall provide a substitute driver should, for any reason, the original driver becomes ill or incapacitated.

9. Successful supplier(s) shall provide an alternate bus if the bus is not road worthy, if the interior of the bus is in need of repair, or if the restroom is not in working order.

10. The driver shall remain with the trip. D. Federal and State Compliance

HISD requires all potential bid suppliers to be knowledgeable about all aspects of the laws governing motor coaches or school type buses used for hire in the transportation of HISD students and personnel. All potential suppliers shall maintain all records including personnel, buses, insurance and

http://www.statutes.legis.state.tx.us/Docs/TN/htm/TN.547.htm



any other applicable laws as they relate to your company. HISD has provided links to the various documents. If the documents are out of date or have been updated since the publication of this RFP, it still remains the responsibility of the supplier to have the most current laws and regulations.

The following is the URL of the Texas Motor Carriers Guide to Highway Safety. http://www.txdps.state.tx.us/InternetForms/Forms/MCS-9.pdf

In addition to the above link is the link for the FMCSA for passenger carriers. http://www.fmcsa.dot.gov/safety/passenger-safety/legal-notice-motorcoach-operations

Safety Fitness of Suppliers

HISD requires that all suppliers, motor coach or school bus companies meet and or exceed the safety fitness rating of Satisfactory at all times. It is the supplier’s responsibility to obtain the rating from either FMCSA or MCB as it relates to your company. The supplier’s principal place of business must reside in Texas. The motor carrier safety program in Texas falls under (TEX. TRANSP. CODE § 644.155 and Texas Administrative Code Title 37, Part 1, Chapter 4, Subchapter B, Rule § 4.15) at http://www.txdps.state.tx.us/InternetForms/Forms/MCS-9.pdf The following is the bureaus address and phone number: FMCSA Texas Division 903 San Jacinto Blvd Suite 101 Austin, TX 78701 Phone: (512) 916-5440 Fax: (512) 916-5482 Manager, Motor Carrier Bureau Texas Department of Public Safety 6200 Guadalupe, Building P Austin, TX 78752-0522 Phone: (512) 424-2051 (ask for an “evaluator”) Fax: (512) 424-5266 After the supplier has completed the safety review, then the supplier must forward a copy to HISD for the supplier’s file via email to [email protected] ; the Subject of the email shall be 17-05-29 Safety Review. HISD shall initially accept a safety rating from one of the two listed agencies listed above from January 1, 2015 to present. Any safety rating prior to that will not be acceptable for initial review. The supplier will be audited at least one time during the contract period. The safety rating cannot be older than three years, and once it hits the “anniversary” date then the supplier must start the process for another review and must be completed within eight months of the anniversary date. The supplier must notify HISD and send documentation to prove that it has started the process. If not completed, the supplier will be suspended from any future business until updated. If a







supplier does not have a safety rating or it is older than requested, then the supplier may bid and be evaluated but will not be approved by the district until the safety rating is completed. HISD will not accept a SAFER BUS snapshot. It must be the actual document for that location. NOTE: The review may take up to or exceed six months.

Texas Department of Motor Vehicles Registration Database

HISD shall utilize the Texas Department of Motor Vehicles website to review all suppliers that are selected by HISD. The review may occur the first Monday of each month or shortly thereafter. HISD will be reviewing the status of each supplier for “active”, “expired”, or “revoked” status. Active Status: All suppliers must be registered with Texas Department of Motor Vehicles, Motor Carrier Registration Database. The supplier is responsible for maintain “active” status at all times. This includes insurance data and vehicle data. Insurance data refers to your actual $5,000,000.00 minimum insurance as required by law. See web link to the FMCSA website. http://www.fmcsa.dot.gov/safety/passenger-safety/legal-notice-motorcoach-operations Vehicle data refers to your cab cards for each vehicle listed on the site. The supplier will not transport a student in a bus of any type unless it is registered and listed on this site. If a bus is found to be used that is not registered, then the supplier will be immediately suspended from the contract. Expire: If the insurance or vehicle data cab cards expires according to the website, the supplier shall have two business days to update their status. Suppliers may not accept any trips during this time. After two business days the supplier will be suspended until the status is changed to “active”. Revoked: If at any time the status is “revoked” the supplier shall be immediately suspended until a complete investigation is completed. This may include an open records request of the supplier records from TXDOT. The supplier will not accept any trips until completely resolved and status returned to “active”. The following is the web link to the website. http://www.dps.texas.gov/InternetForms/Forms/MCS-9.pdf (Part 383.51 and TRC 522.081 and TRC 522.081)

Drivers

1. All drivers shall have the proper background check according to the laws governing transportation of students and HISD personnel. The following type of infractions will not be allowed to drive a bus for HISD no matter when the conviction occurred; refer to the link below to the School Bus Driver’s Driving Record Evaluation.

School Bus Drivers’ Driving Record Evaluation


http://www.dps.texas.gov/InternetForms/Forms/MCS-9.pdf




Aggravated assault with motor vehicle Alcohol beverage code offense Boating while intoxicated Controlled substance act offense Criminal negligent homicide with motor vehicle-1st or 2nd degree Dangerous drug act offense Driving under influence Driving under influence (DUI)-minor Driving while impaired Driving while intoxicated Driving while intoxicated – w/child under 15 Driving while intoxicated-probated Driving while intoxicated bond forfeiture Driving while license invalid Driving while license invalid bond forfeiture Driving while license disqualified-CMV Drug offense Drug offense-bond forfeiture Fail to stop and render aid-felony Fail to stop and render aid-misdemeanor Felony-use of CMV Felony-use of CMV-controlled substance Intoxication assault Intoxication assault motor vehicle Intoxication manslaughter Intoxication manslaughter motor vehicle Involuntary manslaughter with motor vehicle Volatile chemical act offense ALR CMV disqualification - .04 or more ALR CMV disqualification - .04 or more HAZMAT ALR CMV disqualification - refusal ALR CMV disqualification - refusal - HAZMAT ALR suspension - failure ALR suspension - refusal ALR suspension – Under 21 – Refusal ALR suspension – Under 21 - Failure

2. If at any time a supplier employs such a person they shall ensure that they will not drive a bus

for HISD or come in direct contact with HISD students or personnel. Failure of this will cause immediate suspension from the contract.

3. The Proposer shall include in its Proposal a list of drivers with the driver’s full legal name




and date of birth (as stated on the driver’s license). 4. The awarded supplier(s) will maintain the drivers list and notify Procurement Services and

HISD Transportation Department whenever a driver is added or removed. This list shall be the basis of conducting any unannounced visits.

5. HISD at various times may conduct unannounced visits to the supplier’s place of business. The

purpose of the visit shall be to review the driver’s records and to possibly inspect service records. If a visit is conducted it will be during normal business hours 8:00 a.m. to 5:00 p.m. Monday through Friday. After HISD has conducted the visit, HISD shall notify the supplier of any type of infractions that are found. If an infraction is found this may result in the supplier being temporarily suspended until the infraction is corrected. If the supplier commits multiple infractions during multiple visits this may be cause to suspend the supplier for the duration of the contract. HISD requests that all suppliers utilize the Texas Department of Public Safety School Bus Driver record. This will not only show school bus records but also any infractions that a driver has whether driving a bus or not. The information is as follows:

Texas Department of Public Safety 5805 N. Lamar Blvd. Box 4087 Austin, Texas 78773-0001 www.txdps.state.tx.us Drivers License Division 512-424-2600 En Espanol 512-424-7181

E. Athletics 1. HISD recognizes that the Athletic Department has specific needs different from the rest of the

district and is considered “stable” business. Athletics typically books their activities a full sport season in advance and requires more flexibility in cancelation and rebooking of events caused by weather or other unforeseen issues.

2. In regards to the above HISD is requesting pricing for the Athletics Department based on greater frequency and a more consistent schedule. This does not mean that Athletics will use your company as there are many variables such as schedule, need for air conditioned buses, under storage capabilities, amount of buses needed and the use of HISD’s own bus fleet.

F. Long Distance Trips

1. All long distance trips shall be consistent with pricing for that type of trip and itinerary. 2. The supplier shall work with the school or department to secure the best rate possible and verify

that the school or department has all information including any fees for driver rooms, etc. 3. The supplier will inspect all buses for road worthiness and ensure full compliance with Federal

and State laws, including relief drivers. 4. HISD will request schools and departments to reserve buses at least 4 to 7 days in advance for

long-distance trips.

http://www.txdps.state.tx.us/



5. The supplier shall follow up two weeks before the trip to verify that everything is completed. 6. Any trip that is over $10,000.00 and is out-of-state requires Procurement Services approval before

the trip. Please advise the school or department at time of quote to notify Procurement Services.

G. Additional Requirements 1. The awarded supplier(s) shall give HISD at least 3 day notice if supplier cannot fulfill the trip. 2. The awarded supplier(s) and school/department shall work together for related weather

cancellations and the schools/department will attempt to rebook. If the school/department cannot re-book then the school/department and supplier will work on compensation.

3. Drivers shall be professional and courteous at all times. Profanity or any derogatory remarks are not acceptable at any time. Uniform is preferred.

4. Drivers must verify before departure that they have the proper group for the trip. 5. Supplier shall provide to the driver a ticket of the trip which details the group/who they are picking

up. The ticket will be signed off by the sponsor of the trip. 6. The driver must report to the main office to notify the main office that they are there to pick up

the group. The exception will be if the group is already outside and waiting. 7. The sponsor (teacher, coach, chaperones) must be on the bus before departure, no exceptions. 8. The awarded supplier(s) shall not use the same bus for multiple pickups unless cleared first with

HISD. HISD will have final say if this is acceptable. 9. The awarded supplier(s) shall work with HISD personnel on all activity trips and ensure they

understand the itinerary and what the school or department needs. 10. The awarded supplier(s) shall provide a pre and post trip inspection for each activity; to include

but not limited to: the date, time of arrival, name of driver, destination, return time to campus, VIN number of bus/vehicle, trip confirmation number and a section for any comments or incidents. This card may be audited from time to time.

11. Activities will be attempted to be booked three-five business days in advance for local trips. HISD recognizes that the district does not normally follow this guideline and ask suppliers to work with the schools or departments. The supplier shall notify procurement of the school and department who is not complying and procurement shall advise for future activities.

12. This does not apply to motor coach companies: All school bus drivers must have a “P” and “S” endorsement on their commercial driving license.

13. HISD schools and departments will determine which suppliers to source for trips. Procurement will only provide those suppliers in good standing with the district.

H. Pricing: Refer to Part III, Form F Price Schedule 1. HISD is requesting multiple pricing schedules for various trips. 2. These trips shall include all charges and do not include a fuel surcharge. 3. The Proposer shall provide a price for the general District use and for the Athletics Department. 4. Pricing shall be determined by the radius 30 miles from downtown Houston (City Hall). 5. Pricing will be based on a four hour trip and then each additional hour as needed. 6. Pricing shall include all charges and should not include a fuel surcharge. 7. If fuel prices increase to the point where quoted trip price is no longer viable then the supplier

can negotiate a fuel surcharge with Procurement Services at that time. Once the price decreases,



then billing will not include the fuel surcharge any longer. 8. Penalties for late trips:

a. If the supplier is late by the following amount of time from scheduled pick then the following penalties shall incur. Late 15 minutes 10% of trip Late 30 minutes 20% of trip Late 45 minutes or greater 50%

b. If late due to HISD not being on time then there will not be any penalty.

I. Insurance Limits for 17-05-29 RFP /Rental of Extra-Curricular Charter & School Bus Services

Per the insurance requirements for this project 17-05-29 RFP all suppliers that are registered with TEXAS Department of Motor Vehicles, Motor Carrier Registration Database must show limits of $5Million minimum on auto insurance.

1. Workers’ Compensation Statutory And Employer’s Liability $100,000 per accident

2. Automobile Liability:

Bodily Injury & Property Damage $5,000,000 UM/UIM For all owned, non-owned vehicles and hired vehicle.

3. Commercial General Liability $1,000,000 Per Occurrence

2.4 COST: Price is to remain firm/fixed for the term of the contract. Price is to be provided on Form F and inserted in Tab 7. Continue to the next page…



2.5 EVALUATION FACTORS: The evaluations committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this RFP. Each proposal received will be analyzed to determine overall responsiveness and completeness as defined in the scope section and in the instructions on submitting a proposal. Failure to comply with the instructions or to submit a complete proposal may deem a proposal non-responsive and may at the discretion of the Evaluation Committee be eliminated from further evaluation. If the evaluation committee has reasonable grounds to believe that the Proposer with the highest ranking score is unable to perform the required services to the satisfaction of HISD, HISD reserves the right to make an award to another proposer who in the opinion of the evaluation committee would offer HISD the best value. Some indicators (but not a complete list) of probable supplier/proposer performance concerns are: past supplier performance; the proposer’s financial resources and ability to perform; the proposer’s experience or demonstrated capability and responsibility; and the supplier’s ability to provide a reliable on-going business relationship and the maintenance of on-going agreements and support.

Criteria #

Criteria Description Weighted Value

1 the purchase base price 30% 2 the reputation of the Proposer and of the Proposer’s goods or

services 5%

3 the quality of the Proposer’s goods or services 5% 4 the extent to which the goods or services meet the District's

needs 15%

5 the Proposer’s past relationship with the District 5% 6 the impact on the ability of the District to comply with laws and

rules relating to historically underutilized businesses

10% 7 the total long-term cost to the District to acquire the Proposer’s

goods or services

0%

8 for a contract for goods and services, other than goods and

services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the supplier or the supplier's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state

0%

9 any other relevant factor specifically listed in the request for

bids or proposals. 30%



2.6 QUESTIONNAIRE:

Please include responses to the following in Tab 5 of the proposal response: 1. What is your company’s Compliance and Safety and Accountability Rating/Scores?

2. Proposer shall provide your company’s Federal Motor Carrier Safety Administration (FMCSA)

Performance Data.

3. How many buses does your company have that can be rented by HISD? 4. How many buses are air conditioned? 5. How many buses currently have seat belts?

6. Does your company have buses that can be rented for special needs such as wheel chair lifts, etc. If

so how many?

7. What is the average age of your company’s bus fleet?

8. What is your company’s average driving miles per year?

9. What is the average tenure of your company’s drivers?

10. How does your company track their buses, i.e. GPS, etc.?

11. Does your company have 24 hour dispatch?

12. Provide list of all buses including vehicle identification number (VIN). The buses must be listed on the State of Texas DMV website “Truck Stop”. Enter this data on the Form F Price Schedule, tab labeled: List of Buses and VIN #.

13. Provide other school districts or universities that you service including contact name and phone

number. 14. Describe procedure if the bus breaks down in Houston Metropolitan area.

15. Describe procedure if the bus breaks down outside the Houston area, including out of state. 16. Provide any other information that you feel is necessary for evaluation.

17. Has Proposer been declared in default of any contract in the last 10 years? 18. Describe the Proposer’s experience as a service provider to public school systems they have as clients.

What are some key lessons learned? 19. Provide the Proposer’s approach to quality control, record keeping and regulatory compliance.



20. Discuss an implementation that had problems. What were the top three issues that led to

implementation problems?

21. How many years has your company been doing business with HISD? Describe your past relationship

with HISD. 2.7 PRICING SHEETS INCLUDING ELECTRONIC SUBMITTAL REQUIREMENTS.

This section intentionally left blank 2.8 Supplier Performance Evaluation:

Key Performance Indicators will be used to track the awarded supplier(s)’ performance. 1. Supplier Performance Evaluation Criteria:

a. The following areas may be evaluate quarterly, annually, or as needed by the user department Transportation Services, schools and other departments:

Quality of Product/Service

Delivery of Product/Service

Customer Service

Arrival time to departure location

Accuracy of Price

Comments and/or Concerns

Site Visits

Quarterly Meetings

Response Time: late arrival, no show

HISD reserves the right to perform random safety inspections, to include but not limited to tires, seat belts, restrooms, etc. HISD shall reserve the right to randomly check supplier’s records as they relate to background checks, driver's licenses (CDL), DOT physicals, mechanical list log, etc. The supplier shall maintain current criminal background history records. HISD reserve the right to verify the driver’s name on the supplier’s current criminal background history records information. The supplier(s) shall provide as request by HISD via email current criminal background records of the supplier’s drives.

Documents

Houston Independent School ... - REQUEST FOR PROPOSALS€¦ · Houston Independent School District Board Services - Room 1C03 Attn: Demetria Thomas- Procurement Services 17-05-29