REQUEST FOR BID - bidnet.com Web viewProposer shall take reasonable steps to prevent its employees from exposing any pupil to impropriety of word or conduct. ... CORING AND SHORTLISTING

REQUEST FOR PROPOSAL (RFP)BLUE VALLEY UNIFIED SCHOOL DISTRICT NO. 229

Sealed envelope should be addressed to:Blue Valley School District Date: December4, 2014Attention: Jason Gillam RFP: 1501615020 Metcalf, PO Box 23901 For: Special EducationOverland Park, Kansas 66223 Student Transportation

RFP # 15016 RFP Opens on:Date: January 22, 2015Time: 2:00 p.m.Location: Administrative Center

15020 Metcalf, Overland Park

CONDITIONS UNDER WHICH RFP’S ARE REQUESTED ARE INCLUDED. PLEASEREVIEW THOROUGHLY.

The Blue Valley School District“District” is soliciting proposalsfor experienced service providers “Proposer” to submit proposals for the transportation of special education students. The purpose of the RFP is to identify a quality service provider based on the needs of the District and the response and evaluation of the proposals.

Blue Valley School District reserves the right to reject any or all proposals received if such action is considered to be in the best interest of the Blue Valley School District. This request does not obligate Blue Valley School District to pay any cost incurred by vendors related to submission of proposals in response to this RFP.

Mandatory Pre-Proposal meeting to be held on December11th, 2014, at 2:00 P.M. CST at the opening address listed above. Proposers not able to physically be in attendance are welcome to call into a teleconference line at the time of the meeting – (913) 239-4492. Limit one call in line per proposing

company.

Any questions regarding RFP specifications orprocedures should be directed in writing to:Purchasing @bluevalleyk12.org byDecember16th, 2014, 2:00 P.M. CST. Questions received by this date will be sent with answers to all known participants. It is the responsibility of any interested party to make them known to the District by emailing the previously mentioned email address if they were not directly invited to participate in

order to receive answers to questions that might impact their proposal.

We are including only one copy of the RFP. Please return all RFP sheets completed. Do not include sales tax.

RFP number, name of RFP and company name must appear on the front of the sealed envelope/box. Within that envelope/box should be a second sealed envelope labeled “Pricing”, RFP number, RFP Name, and responding company.

THIS RFP IS NOT TRANSFERABLE

RFP # 15016 Special Education Student Transportation

RFP CONDITIONS

1. The Board of Education reserves the right to reject any or all RFPs, to accept any item or items in the RFP and to waive any informality in RFPs.

2. Each RFP must be priced.

3. Alternate RFPs, based on group or total awards will be considered.

4. Cash discounts and delivery will be considered in awarding a contract.

5. The right is reserved by the Board of Education to increase or decrease, by not more than thirty per cent (30%) at time of award, the quantity listed for any RFP items.

6. Prices quoted must remain firm for one year and upon executing a contract with the awarded service provider would then be bound by the requested term within the RFP document or otherwise agreed to in writing. Prices quoted are to be free of all federal, state and local taxes unless otherwise imposed by a governmental body and applicable to the material on the RFP.

7. The Blue Valley School District is seeking athree (3) year contract with the option to renew for an additional three (3) year period. The district reserves the right to negotiate contract needs and costs on an annual basis based on district needs.

8. The seller represents that the price or prices submitted for the services do not exceed the seller’s current selling prices for the same or substantially similar services to any other purchase, taking into account the quantity and/or service under consideration.

9. Envelopes containing RFPs must be sealed and marked on the front with the company name, the RFP number andRFPName.

10. If the service providerrefuses or fails to meet schedules mutually agreed upon by both parties, the Board of Education may by written notice, terminate the contract with the awarded RFP.

11. The service provider shall provide the standard patent infringement indemnity clause which shall hold and save the Board of Education and its officers, agents, servants and employees harmless from liability of any patented or non-patented invention, process, article, or appliance manufactured or used in the performance of the contract, including its use by the Board of Education.

12. Contracts entered into on the basis of submitted RFPs are revocable if contrary to law.

13. Kansas State Law prohibits smoking in or on any Blue Valley School District property. Compliance is required.

14. Hold Harmless: The service provider agrees to protect, defend, indemnify and hold the BVSD, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands obligations, actions, proceedings, or causes of action of every kind and character in connection with or arising directly or indirectly out of the error, omission or negligent act of the service provider. Without limiting the generality of the foregoing, any and all such claims, etc., relating to personal injury, infringement of any patent, trademark, copyright or application of any thereof or of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statue, ordinance, administrative order, rule, or regulation, or decree of any court, shall be included in the indemnity thereunder. The service provider further agrees to investigate, handle, respond to, provide defense for and defend any such claims, etc., at his/her sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent.

15. Tax Exempt: The Blue Valley School District and its agencies are exempt from state and local sales taxes by KSA 79-3606.

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16. The service provider shall observe the provisions of the Kansas act against discrimination (K.S.A. 44-1030) and shall not discriminate against any person in the performance of work under the present contract because of race, religion, color, sex, disability, national origin or ancestry.

17. The ownership and right of control of all reports, records, and supporting documents prepared in connection with services rendered shall vest exclusively with the successful proposer.

18. Proposer accepts and understands the District is bound by the Governing Law of the State of Kansas and any resulting agreements shall be governed by and construed in accordance with the laws of the State of Kansas. Further the proposed contract will not include any provision which involves shifting attorney’s fees or court costs from one party to another; any provision which requires the District to indemnify or hold the other party harmless from and against liability resulting from the negligent, willful, or intentional acts or omissions of the other party; and any provision which requires the District to release or discharge the other party from liability resulting from the other party’s negligent, willful or intentional acts or omissions.

19. Successful proposer shall maintain the confidentiality of all patient health information disclosed to successful proposer hereunder in accordance with all applicable laws and regulations, including, but not limited to, the Health Insurance Portability and Accountability Act of 1996 and the regulations governing the privacy of protected health information promulgated thereunder.

20. Any proposed contract will include the following provisions:

a. This Contract shall be construed, interpreted, and enforced in accordance with, and governed by, the laws of the State of Kansas applicable to contracts made and to be entirely performed therein.

b. The parties agree that the courts mentioned above are proper venue for resolution of any dispute arising under this Contract. The proposed contract will not include any of the following provisions or any similar provisions:

c. Any provision which involves shifting of attorney’s fees or court costs from one party to another;

d. Any provision which requires the School District to indemnify or hold the other party harmless from and against liability resulting from the negligent, willful, or intentional acts or omissions of the other party; and

e. Any provision which requires the School District to release or discharge the other party from liability resulting from the other party’s negligent, willful, or intentional acts or omissions.

21. BLUE VALLEY USD #229 - PAYMENT TERMS:Payment can take 30-60 days depending on when goods or services are received, orders are verified and the date the invoice is received in accounts payable.

Invoices received by accounts payable and orders verified by the 15th of the month will be paid/mailed on or near the 15th of the following month. Invoices received and verified on or after the 16th will be paid the second month following on or near the 15th.

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I. OVERVIEW

The Blue Valley School District currently has five high schools, nine middle schools, twenty elementary schools, three program buildings and administrative buildings. The District’s boundaries are within 91 square miles. The northern boundary is along the Interstate 435, the southern boundary is along 215 th Street, the western boundary is along Pflumn Rd. and the eastern boundary is along the Kansas-Missouri state line. A current district boundary map can be found at www.bluevalleyk12.org.

Throughout the school year and summer the district has a need to transport special education students between our buildings and other area locations. Some examples of the transportation required involves transporting students from home or designated pickup location to school, home or school to a work site, home or school to a program site and back. Program sites could be outside of our District boundaries. The majority of the students being transported via this contract are 18-21 year old students in The ACCESS Program (more info below). However needs can arise where the District requires the successful vendor to also transport a very small population of McKinney-Vento students, private school students who receive some services from the District or other students with special needs.

The ACCESS Program serves 18 to 21 year-old students with disabilities/exceptionalities. Students in ACCESS receive the majority of their instruction off-campus in community settings. Our goal is to provide students with the skills and resources necessary to live and work as successfully and independently as possible within their community.

II. PURPOSE AND TERM

To identify a service provider that will provide safe and quality logistical services in terms of transporting Blue Valley School District special education studentsfor education purposes.

The district is seeking a three (3) year contract with athree (3) year renewal. The contract start date will be August 1st, 2015. The district reserves the right to cancel the contract with 30 days notice at any time for cause. The district also reserves the right to negotiate contract needs and costs on an annual basis based on district needs.

III. SPECIFICIFICATIONS

The following is intended to illustrate the types of services that will be required of the service provider. It is not intended to eliminate other services that the service provider believes to be necessary and is able to provide. The final scope of the work will be determined upon selection of the service provider and shall be mutually agreed upon by both parties.

1. Successful proposerwould agree to transport all eligible special education students designated and identified by the District’s Special Education Program and Business Office.

2. The services provided will require transportation to and from school sites, work sites, and personal residences throughout the school day.

3. The proposer will be required to provide thirteen (13) vehicles, including nine(9) 7 passenger including driver mini-vans, three (3) sedans (Such as a Ford Focus or similar size), and one (1) lift van (Such as a mini-van with a tailgate ramp), along with thirteen (13) drivers to meet the needs of the District’s Special Education Program. The district reserves the right to negotiate vehicle needs on an annual basis.

4. One additional route vehicle (mini-van) is required as a spare.

5. Operating hours between 7:00 AM – 4:30 PM Central (Up to a 9.5 hour day including lunch and other regular breaks).

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6. The District retains the right to utilize routes in any way to further benefit student education throughout the day. This could include additional shuttle activities.

7. The successful proposer will be required to administer and develop the transportation program to meet the needs identified by the District’s Special Education Program.

8. Schedule of Transportation. The successful proposer will be responsible for all scheduling (sample schedule – Attachment A) and routing transportation. On or before the 1st day of August of each year during the term of the contract, the District shall provide successful contractor with a school calendar for the next school year. Unless altered by the District, successful proposer shall provide transportation to students on the dates and at the times specified in said regular school year calendar estimated to be 175 annual days of service. No additional charge will be made by successful proposer for any changes in dismissal time, provided that the dismissal time for all schools is adjusted uniformly or if the school calendar is officially altered. The right to alter school schedules or close school is a right specifically reserved to the District. No additional charge will be made for any modification to an existing route within the operating hours. Note that some programs like Kansas School for the Deaf, Kansas School for the Blind, etc. operate on some days beyond the 175 day Blue Valley regular school year calendar and these days will be treated as an Additional Half or Full day depending on the schedule.

Summer schedule can vary greatly from year to year based on enrollment. Last summer we used six (6)mini-vans for sixteen (16) days Monday through Thursday in June and six (6) days Monday through Thursday in July for our Extended School Year program. We used two (2)mini-vans for six (6)Fridays in June and July to transport students to extended school year programs for Kansas State School for the Blind, Kansas School for the Deaf, Ozanam and could possibly include other programs not mentioned. These students are transported in June and July outside of the regular school year calendar. Note that the super majority of our Extended School Year routes will operate between 8 AM and Noon. Routes that are scheduled to be 5 hours or less will be considered Half Day Routes and not an Additional “Full” Day. The pricing section will ask for pricing on both route types.

The District shall have the right to cancel student transportation because of severe weather or dangerous road conditions, and shall notify the successful proposer of any such cancellation. No charge should occur if school is cancelled prior to transportation of students occurring. The District will inform the successful proposer of special education needs.

9. Fuel. The District intends to outline a fuel concept that all proposers must respond to, but are welcome to submit alternative options in addition to. Please note that financial evaluations will be based upon the requested model. The purpose of the model that we will outline is to offer what we deem to be an equitable model to compare proposals while addressing some of our concerns and minimizing the need for proposers to hedge future fuel cost fluctuations.Our number one concern with providing fuel directly is the cost of idling or use of the vehicles for any purpose outside of transporting our students. Instead, we are requiring the vendor to provide all fuel.

The District will pay the successful proposer for fuel in the following manner using our defined Economic Price Adjustment (EPA). Proposers will be asked to provide an averaged fixed daily fuel cost per route vehicle per day. This amount will be the same for all route vehicles for the entire contract and will be included on the monthly invoice. The proposer can source the fuel as they prefer. A sample route schedule has been attached and can be used as an average route to help calculate usage. Proposed vehicle mileage per gallon will have an impact to this number. Since the District is looking at a bottom line cost that included operations and fuel, proposers are encouraged to evaluate hybrid or other technologies that can drive down the total cost. For example if a vehicle has an initial cost of $1,000 a year more, but saves $2,000 a year in fuel that should come across as a positive in your proposal. Assuming no additional costs are being passed onto the District without clear definition and written acceptance.

To help minimize the effect of fuel price fluctuations both to the positive and negative, we will base the daily fuel cost per route on an index. Pricing provided to the district should be given factoring a $3.25 per gallon cost. Assuming that regular unleaded fuel costs are $3.25 per gallonon the 1stday

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of the month on http://tonto.eia.doe.gov/oog/info/gdu/gasdiesel.aspwhen looking at the Midwest Regular Gasoline cost for the service month being invoiced, you will be compensated the fixed daily fuel cost per route. If the fuel costs on the first of the month fluctuates up or down from $3.25 per gallon, so too will the rate paid for the daily fuel cost per route based on the percentage of change. For example if on the 1st of a given month the rate is $3.58per gallon we will pay 110% of the daily fuel cost per route. If the rate on the 1st of a given month is $2.93 per gallon we will pay 90% of the daily fuel cost per route and so on. Proposers are expected to provide a daily fuel cost per route they can justify based on the expected fuel mileage of the vehicles being provided and the fuel rate provided above. The successful proposer will provide the above mentioned index information along with each invoice.

It will be in the proposer’s best interest to manage employee mileage driven from a fuel cost and equipment replacement perspective. We both benefit if this is well managed.

10. Equipment. Successful proposer agrees that it will, at its sole expense, provide and maintain a sufficient number of vehicles to meet the scheduled and agreed upon transportation needs of the District. All vehicles supplied by proposer shall meet or exceed the standards established by state and federal laws and regulations. Vehicle requirements will be reviewed on an annual basis and renegotiated based on district needs. Proposer shall operate vehicles not older than six (6) years of age at any time during the term of the contract or have more than 80,000 miles except for the lift van which shall not be older than eight (8) years of age at any time during the contract or have more than 80,000 miles. Vehicles used to transport students shall be equipped with seat belts. Belts and harnesses are to be used as needed for students with a physical disability/exceptionality. The equipment must conform to all construction standards set forth by the Kansas State Highway Patrol, the Kansas Department of Education and all federal laws and regulations.

On the rare opportunity where it is required, the proposer would be responsible to provide any necessary child restraint that properly functions with the provided vehicles.

One of the provided sedans is to include a secure window between the driver and the backseat similar to those found in taxi cabs.

All vehicles shall be equipped with current digital, color technologythat is commonly used in the student transportation industry for a camera system to capture audio and video of all vehicle passengers.

All vehicles should also be equipped with GPS technology used to track vehicle locations in real or near real time. It would be beneficial if the GPS system offered additional tracking and reporting features such as: stop time and location, speed and location, idle time, miles driven for route, etc.

The District retains the right to review and determine if appropriate any signage on or inside of the vehicles including logos and phone numbers outside of any markings required by law.

Two-way radios are optional and if used, two additional radios shall be furnished to the District if requested. If no radio is present within any vehicle, drivers must have a cell phone. Cell phone use is not permitted while moving and students are on board. Drivers must comply with any applicable laws beyond this stipulation.

11. Maintenance. Successful proposer shall maintain the vehicles used to provide transportation services in this RFP in accordance with law and accepted industry maintenance standards. The equipment must pass any and all inspections by the Kansas State Highway Patrol. Proper maintenance of all equipment is of the utmost importance to the District; therefore the following additional minimum requirements must be met:

a. Proposer shall have a maintenance system with preventative maintenance scheduling and inspections;

b. Proposer must be able to supply District with monthly maintenance reports summarizing all repairs, parts and responsible mechanics; and

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http://tonto.eia.doe.gov/oog/info/gdu/gasdiesel.asp


c. The maintenance system must include a comprehensive preventative maintenance scheduling program.

The District shall have the right to require periodic inspections in order to determine the reliability and safety of vehicles and other equipment used in providing student transportation as required in this RFP.

12. Supervisor and Management Personnel. Successful proposer shall employ management personnel who shall be responsible for the efficient operation of the transportation services furnished within this RFP and who shall be proposer’s liaison to the District. Proposer shall be required to respond to all public inquiries and handle all daily transportation concerns. A minimum of 1 full time employee shall be required in an on-site lead position with operational authority, quality control oversight, a customer service focusand safety role. This staff person should not be a regular driver and must be backed-up to insure adequate coverage during operating hours and supported by local management when situations warrant. An onsite presence within the boundary of the Blue Valley School District is essential to insuring the properimplementation of this contract, maintaining excellent customer service to staff and patronsand a focus on safety of our students.

13. Operations Personnel / Driver Qualifications. a. Proposer shall employ a sufficient number of drivers and support personnel to assure

District of continuous and reliable scheduled service.

b. Proposer shall take reasonable steps to prevent its employees from exposing any pupil to impropriety of word or conduct. Proposer shall notpermit its drivers to smoke in or around the vehicle nor to drink any intoxicating beverage or be under the influence of drugs or alcohol while operating any vehicle. Proposer shall regulate the use of prescription and non-prescription drugs which impair the safe operation of the vehicle.

c. Proposer shall be responsible for hiring and discharging personnel employed by proposer to perform its obligations in this RFP, provided, however, that the District shall have the right to require proposer to remove from service any employee who, in District’s sole discretion, is deemed unsuitable for the performance of transportation services for the District; and provided, further, the District shall make such request in writing and state the reasons therefore. Reasons may include failure of any driver to operate a vehicle in a safe manner, in accordance with the laws of Kansas and the ordinances of any city in which such vehicle operates, or a finding by the District that the personal habits and/or conduct of an employee are detrimental to the best interests of the District or to the welfare and best interests of the students being transported.

d. Proposer’s designee is responsible for inspecting the driver’s readiness each day before being assigned a route.

e. Proposer’s designee is responsible for conducting safety trainings, documentation of such meetings and documentation of any information deemed necessary by the State of Kansas to comply with regular audits. The District retains the right to audit any regulated information at any time. Proposer would be responsible for any fine or liquidated damages issued by a governing body for records the proposer should maintain for services performed.

f. Proposer shall be responsible for insuring District guidelines are followed including, but not limited to idling, student safety, video requests, etc.

14. Drivers. All driver and driver trainer employees hired must have their traffic and criminal records researched to assure compliance with Kansas Administrative Regulations91-38-1 and 91-38-6.

Additionally, the District requires that at a minimum criminal background checks for all proposers employees to be conducted every year and at no time should the proposers employee be permitted

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to continue service if the check does not meet the qualifications outlined in Kansas Administrative Regulations 91-38-6.

Department of Motor Vehicle Checks should be conducted at a minimum of every six months and at no time should the proposers employee be permitted to continue service if the check does not meet the qualifications outlined in Kansas Administrative Regulations 91-38-6.

Upon request of the District, and to the extent permitted under all applicable laws requiring that proposer maintain the confidentiality of driver records, proposer shall provide the District results of criminal history record checks and drug screens.

Accordingly, proposer agrees that each driver shall:a. Possess a valid license or permit authorizing such person to operate a vehicle;

b. Be certified by a duly licensed medical practitioner as medically qualified and free of medical or physical conditions which, absent reasonable accommodation, would limit safe operation of a vehicle.

c. Successfully complete a course of defensive driving training.

d. Possess a satisfactory driving record and criminal history record, after review of such records prior to employment and periodically thereafter to the extent permitted or available by law. Proposer shall notify the district immediately in the event of a staff driver’s license suspension or any criminal history.

Drivers who do not meet the following minimum criteria may not participate in providing services to the district: If the driver’s license has been suspended, he/she must have two (2) full subsequent

years with no moving violations, and Under no conditions will a driver convicted of a felony or drug/alcohol offense be

allowed to participate.

e. Prior to employment and from time-to-time thereafter, to the extent permitted by law, undergo such tests as may reveal, within a reasonable degree of medical or scientific certainty, the presence or absence of drugs or controlled substances in the body and such tests as may clinically reveal alcoholism or alcohol abuse. Negative findings for such tests shall be a condition of employment.

f. Satisfy all requirements of the U. S. Department of Transportation, Federal Highway Administration in rendering transportation services regulated by that agency.

g. Meet any other criteria required by law or by District’s policies, rules or regulations including but not limited to safety training.

Proposer shall hold each driver responsible for:a. Supervising the loading and unloading of his or her vehicle at every pick-up and delivery

point and personally escorting the student to a responsible party providing there are no other students in the vehicle.

b. Keeping informed of all rules and regulations affecting the operation of vehicles and standards of conduct;

c. Complying with all federal, state and local traffic laws while operating vehicles under this Agreement;

d. Carrying appropriate identification at all times while on duty including a properly displayed company identification card with recent photo and appropriate company uniform;

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e. Carrying a timepiece while on duty so that the driver can maintain established schedule times;

f. Notifying proposer’s dispatcher by phone or radio in the event of any traffic accident or medical emergency which involves a vehicle used in the performance of this Agreement. Proposer’s dispatcher shall promptly advise the appropriate authorities and the District’s designee of the accident or emergency. Proposer’s employees shall not be required to perform any medical functions for passengers, but will be allowed to deliver emergency medical treatment within their level of training as deemed necessary.

g. Participating in annual driver training provided by proposer including but not limited to: accident handling, blood born pathogens, situation training, properly securing students including wheel chairs, loading students, sensitivity training, customer service, defensive driving, vehicle inspections, drug and alcohol training, student management, etc.

h. New drivers must receive annual training prior to transporting students. Before a driver is permitted on the road, they will observe with another driver or trainer, a minimum of 8 hours unless more is required by law and also be familiar with safety procedures including evacuation of the vehicles; drivers will be trained on the proper use of wheelchair lifts and wheelchair tie downs before being put on the road alone.

15. Operating Facility. The District will ask for proposals to be based on a District Facility being provided and an optional cost per year if the provider sources their own facility within the District boundary. It is possible for the contract to begin by using a District facility and later need to be moved offsite.

If the District provides the successful proposer space to use a District facility where they can operate under the terms of the executed contract; the location of the facility, operating times, and access to the said facility will be at the sole discretion of the District. No phone or other electronic business equipment will be provided to the successful proposer at the said facility. Successful proposer shall, at its own expense, keep the facility neat and clean. The facility shall provide an ample number of parking spaces for the successful proposer’s fleet of vehicles. At no times, however, shall the successful proposer be allowed to service vehicles on District property. The following utilities would be provided by the District if proposer is in a District facility: Electric, Gas and Water. Building structure as defined by the District will be maintained or repaired by the District limited to HVAC, electrical and plumbing systems, roofing, flooring, pest control and normal upkeep of building exterior. Any structural improvements require advanced written consent by the District and could include painting and repairs or replacements necessary because of the negligence or willful misconduct of the proposer. These structural improvements will be at the cost of the proposer and will become property of the District unless otherwise agreed to in writing in advance. The District retains the right to relocate the provided facility for any reason if necessary.

16. Subcontracting. The services contemplated in this RFP are deemed to be in the nature of personal services. Neither the RFP or resulting contract nor any portion hereof may be assigned or subcontracted by successful proposer without the written consent of the District. In the event such consent is obtained, the subcontractor shall be subject to all of the terms and provisions of the resulting agreement, including the requirement of a performance bond.

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IV. INSURANCE REQUIREMENTS

Successful proposer will continuously maintain and pay the premiums on General Liability Insurance in an amount not less than One Million Dollars ($1,000,000.00) primary and Five Million ($5,000,000.00) umbrella combined single limit coverage. Successful proposer will also provide Automobile Liability Insurance in an amount not less than One Million Dollars ($1,000,000.00) primary and Five Million ($5,000,000.00) excess to include uninsured/underinsured motorists coverage and Kansas Personal Injury Protection (PIP) coverage. Proposer will keep such other insurance as required by Kansas Law. Such insurance policy or policies shall list the District, its Board of Education, and its employees as additional insured. Such insurance policy must be endorsed. All policies of insurance shall not be cancelable except upon thirty (30) days prior written notice of cancellation to the District.

Within thirty (30) days after the execution of a contract, the contractor shall provide the District with a certificate or certificates of insurance evidencing the fact that the insurance coverage required by this section is in full force and effect. Contractor shall inform the District in writing within five (5) days after any change in the provisions of such insurance coverage and shall provide a new certificate of insurance within the same time period.

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V. PROPOSAL REQUIREMENTS AND FORMATOF SEALED PROPOSAL

A. Requirements

Vendors are to reply with information in the following order behind a tab with the following labels 1a Organization, 1b Experience, 1c Personnel, 1d Vehicles, 1e Insurance, 2 Specifications, 3 Requirements, 4 Sample Contract, 5 Mandatory Questions, 7 Deviations and 8 Signatures. (Note 6 Pricing intentionally left out; see section B Format for instructions on pricing information.)

1. Service Provider’s Capability:

a. Organization: State the full name and address of your organization, include the name, address and telephone number of the person in your organization who has primary responsibility for developing this proposal and to whom technical questions may be addressed. How many years the business has operated under this name and location? As a condition of contract award the successful proposer will be asked to supply a proper business license if not included in this response.

b. Experience: Proposals shall include a description of the proposers overall experience in handling projects similar in character or scope to this project. Provide up to three references listing the organization’s name, address, telephone number, contact person and brief description of the services offered and service datesto be included within the proposal.

c. Personnel: Proposals shall identify each member of the proposer's staff who would work on the project, the role they will be performing. Additionally, a resume stating the background and qualifications of each individual should be attached.

d. Vehicles: Proposal shall include a description of the proposer’svehicle fleet including plans for additions or modifications if awarded this contract. Additionally describe camera, tracking, routing or other equipment included.

e. Insurance: Provide insurance certificates currently held for all the types of insurance required in section IV. Identify within this section any areas of insurance that are below the thresholds identified in section V and where the proposer will secure such insurance.

2. Specifications: Based upon information contained in this Request for Proposal, proposer shall provide information in support of how they intend to meet the District’s specifications.

3. Requirements: The level of assistance and involvement of Blue Valley staff and the space/facility requirements necessary to perform the work should be described in detail. Optional information to be included about where proposer may operate if not at Blue Valley.

4. Sample Contract: A sample contract has been included in the RFP as “Attachment B”. Please note any exceptions or modifications to the contract if selected as the service provider.

5. Mandatory Questions: Some additional answers are required to questions beyond those mentioned in the proposal requirements. These questions can be found in section VI and answers should be given after each question.

6. Proposed Costs: Section VII completed and packaged per instructions in “Sealed Proposal” to follow.

7. Deviations if any: If any exceptions to this RFP exist, they must be clearly noted in the response.

8. Binding Signature: Original proposal must be signed in ink by a binding representative of the responding company.

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B. Format of Sealed Proposal

1. The due date for the sealed RFP response January 22nd, 2015 at 2:00 pm CST. All proposals received after the date and time set for receipt will be REJECTED. Proposals received after the time and date set will not be considered. The District will not consider or be responsible for errant delivery or late performance by courier service.

2. District requires one (1) original, five (5) copies of the complete proposal. In addition one electronic copy of the proposal (PDF or MS Word Format) on a CD/DVD or USB thumb drive is required.

3. The RFP response may be hand-delivered or must otherwise be received by the District at the address provided on page 1, by the submittal deadline. No fax or emailed proposals will be accepted.

4. Responses to the District should be in a sealed box or envelope clearly marked and addressed to the Assistant Director of Business Operations (Jason Gillam) for the District, RFP title, RFP number and name of responding company must appear on the front of the sealed envelope or box. If RFP’s are not clearly marked, the Proposer has risk of the proposal being misplaced and not properly delivered. The RFP Coordinator is not responsible for identifying proposals submitted that are not properly marked. (15020 Metcalf, Overland Park, KS 66223)

5. Original RFP responses shall be signed by an official authorized to legally bind the Proposer. Any issued addendums should also be signed and included with the proposal.

6. Pricing response must be submitted together in one separate sealed envelope within the main submission document and be clearly labeled “Pricing Response, RFP # 15016”. The pricing section should include base and optional pricing information. Pricing amounts should not be included in any other parts of the proposals; however it is acceptable to explain offerings in other areas without including costs. (1 original and 5 copies – all together in one separate sub envelope.)

VI.MANDATORY QUESTIONS

A. Customer Service

1. Tell us about your companies experience in working with students that have special needs.

2. Describe the telephone call experience you are offering as part of your solution. For example: where is the call answered, by whom, how will they access information about our routes and students, how do you plan to offer redundancy or backup coverage and how do you expect to handle customer service escalations?

3. What other customers do you foresee having access to the same call inline or resources that will be answering the phones?

4. What characteristics and/or added value certifications or professional backgrounds do your drivers have and/or you would look for when recruiting for a driver position?

5. If you provide other busing or transportation services in the region, will the selection and assignment of employees serving this specific contract be viewed independent of other contracts including compensation, route assignments and seniority?

6. Describe your employee safety plan and how it will be tracked to meet state requirements for all drivers.

7. Define your company’s standard protocols for handling medical emergencies of a student on board, an accident with a student on board and an accident with no student on board.

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8. If presented with a student who requires to not be exposed to certain music, noise, fragrance (i.e. cologne, smoke on clothes, detergent, etc.), and/or requires a specific conversational approach how are you willing to partner with the District to deliver a quality experience for these students?

9. Describe your company uniform.

10. How would you expect your staff to handle a hypothetical situation where a routed pickup was missed and the student was left waiting at a work site for 20 minutes?

B. Equipment and Technology

11. Describe in some detail the ability of provided or optional technology that can be used to obtain statistics on performed routes to better identify mileage driven serving our students versus other use, idle time, students transported, GPS tracking, time and location, speed and/or other common transportation system measurements or safety data.

12. What software tool is used to create and manage routes?

13. Describe your fleet from a safety perspective.

14. Provide manufacturers information for each vehicle in regards to year, make, model, number of passengers including the driver allowed and EPA rated city miles per gallon of gasoline.

15. What led you to select the lift van proposed?

16. Our preference would be that the fleet be uniform in color. Does this present any problems?

17. Either as part of your base response or as an alternative response, did you propose the use of Hybrid or alternative fuel vehicles? If no, simply mark N/A and continue to the next question. If yes, this would only be of interest if it offered a financial benefit to the District. Please describe how this alternative has reduced costs and what impacts may exist to the District outside of the contract costs (higher electric bills, limited range, etc.)?

C. Reporting

18. What does a typical route sheet that you provide to the customer look like?

19. Provide samples of common reports used to track services performed.

20. Provide a sample invoice.

VII. PAYMENT TERMAND PROPOSED COST

1. Proposal shall include an annual base cost to the district. An annual period is defined as August 1st to July 31st.

2. Successful proposer will provide the District an invoice for compensation for one-ninth (1/9th) of the agreed upon yearly transportation base charge on the following schedule:

a. July 15th, August 15th, September 15th, October 15th, November 15th, December 15th, January 15th, February 15th and March 15th.

b. If the invoices are received on time and are accurate, payment will be issued on or near the 15th of the following month.

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c. Monthly invoices are to include the Daily Fuel Cost per route as defined in Section III. / 9. Note this is a blended cost per route, per day, regardless of vehicle type used. This amount may be included on the invoice with the base costs or separately by the 15th of the month on months not scheduled to have a base amount invoiced.

d. Additional services, including Extended School Year are requested they are to be billed on the next invoice and may also be combined with the Daily Fuel Cost per route invoices. Additional services must be requested in writing prior to delivering service.

3. Definitions or Descriptions for Requested Pricing:

a. Annual Base cost includes the scope, terms and conditions provided in this RFP (175 Days of Service, 13Route Vehicles and Drivers, Operating Between 7 AM and 4:30 PM, etc.).

b. Daily Fuel Cost Per Route is defined in section III. / 9.

c. Additional Day of Service is meant to account for any “Full day” extra service beyond the 175 day regular school year calendar and not in addition to the daily routes during the regular school year calendar. (Note that it is expected that the additional day of service is expected to be at a lower rate since the equipment cost is being assumed in the route cost and this is service in addition to that cost.)

d. Additional ½ Day of Service is meant to account for any “half day- 5 hours or less route” of extra service beyond the 175 day regular school year calendar and not in addition to the daily routes during the regular school year calendar. (Note that it is expected that the additional ½ day of service is expected to be at a lower rate since the equipment cost is being assumed in the route cost and this is service in addition to that cost.)

e. Additional Route would be to add a 14+ vehicle to the base service being provided during the regular school year calendar. The District recognizes that doing so would mean adding the expense of a vehicle and driver from that point forward in the school year. In case we don’t start it at the first day of school, we have asked for a per day rate so it can be pro-rated. Historically the District has added routes and not reduced routes from year to year.

f. Year 1-3 and Optional Years 4-6 is meant to illustrate that the District is looking for a three year fixed cost contract with a three year fixed cost option.

g. Proposer Provided Facility Cost is meant to capture a contract cost should this be necessary sometime in the future.

h. Aide is an adult who can assist in addition to a driver with the wellbeing of a student passenger. Currently it is extremely rare that this would be required by the District. In 2014 there has only been one instance of this service being requested. Per half day equals 5 hours or less and per day equals up to a full day of service.

Proposed Pricing:

1. Year 1-3Annual Base Cost: ________

2. Year 1-3 Daily Fuel Cost Per Route: _______________

3. Year 1-3Additional Day of Service Per Car: _______________

4. Year 1-3 Additional Day of Service Per Mini-Van: _______________

5. Year 1-3 Additional Day of Service Per Lift-Van: _______________

6. Year 1-3 Additional ½ Day of Service Per Car: _______________

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7. Year 1-3 Additional ½ Day of Service Per Mini-Van: _______________

8. Year 1-3 Additional ½ Day of Service Per Lift-Van: _______________

9. Year 1-3 Additional Route (175 days) Per Car, Per Day: _______________

10. Year 1-3 Additional Route (175 days) Per Mini-Van, Per Day: _______________

11. Year 1-3 Additional Route (175 days) Per Lift-Van, Per Day: _______________

12. Optional Year 4-6 Annual Base Cost: ________

13. Optional Year 4-6 Daily Fuel Cost Per Route: _______________

14. Optional Year 4-6 Additional Day of Service Per Car: _______________

15. Optional Year 4-6 Additional Day of Service Per Van: _______________

16. Optional Year 4-6 Additional Day of Service Per Lift-Van: _______________

17. Optional Year 4-6 Additional ½ Day of Service Per Car: _______________

18. Optional Year 4-6 Additional ½ Day of Service Per Van: _______________

19. Optional Year 4-6 Additional ½ Day of Service Per Lift-Van: _______________

20. Optional Year 4-6 Additional Route (175 days) Per Car, Per Day: _______________

21. Optional Year 4-6 Additional Route (175 days) Per Mini-Van, Per Day: _______________

22. Optional Year 4-6 Additional Route (175 days) Per Lift-Van, Per Day: _______________

23. Year 1-3 Additional monthly cost if facility not provided by District: _______________

24. Year 4-6 Additional monthly cost if facility not provided by District: _______________

25. Year 1-3 Aide Per ½ Day Rate: _______________

26. Year 1-3 Aide Per Day Rate: _______________

27. Year 4-6 Aide Per ½ Day Rate: _______________

28. Year 4-6 Aide Per Day Rate: _______________

29. Please provide a list of other fees if applicable. All fees must be listed.(Note that the District reserves the right to modify costs provided above to include any additional costs listed that in our sole discretion we feel necessary to include for our evaluation.)

Alternative proposals for vehicle replacement cycles, fuel models or other ways to safely provide a quality service and reduce cost will be considered at the sole discretion of the District and should be noted as an alternative proposal. Duplicate section VII for each alternative proposal and properly label and define any differences from your base proposal.

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VIII.TIMELINE (Highlights only)

Mandatory Pre-Proposal Meeting: December11th, 2014, 2:00 PM CSTProposer Questions Due: December16th, 2014, 2:00 PM CSTRFP Opens on: January22th, 2015, 2:00 PM CSTPhase II Interviews: TBD Week of February 16th, 2015Anticipated Award Date: March9th, 2015

IX. DEVIATIONS / EXCEPTIONS TO THE RFP REQUIREMENTS, IF ANY:

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X. SCORING AND SHORTLISTING

Evaluation of Proposals. An evaluation committee comprised of District employees shall evaluate proposals received.

1. Phase I Evaluation and Shortlisting: All proposals will be evaluated according to the point schedule listed below. Proposals not short-listed will not be further considered.

Section Section Title Total Possible Points

Section V, 1 Service Providers Capability 30 Points

Section V, 2 Specifications 10 Points

Section V, 3 Requirements 5 Points

Section V, 4 Agreement with Sample Contract 5 Points

Section V, 5 Answers to Mandatory Questions 10 Points

Section VII, 1, 12 Annual Base Costs Year 1-3 and 4-6 40 Points

Lowest Proposed Fees

X Possible Points Available =

Commission and Fees Score (rounded to the nearest whole number)

Proposer Proposed Fees

Section VII, 2, 13 Daily Fuel Cost Per Route 15 Points





Section VII, 3-8 & 14-19Day of Service Per Vehicle Costs 5 Points





Section VII, 9,10,11,20,21,22 Additional Route Per Day Costs 5 Points





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Section VII, 23, 24 Monthly Cost if necessary Vendor Provided Facility 10 Points





Section VII, 25-28 Aide ½ or Full Day 2 Points





Section VII, 29 Other fees if any (none = full points) 4 Points

Section IX Deviations/Exceptions to the RFP Requirements 4 Points

Overall Proposal (Organized, complete, professional) 5 Points

Total Possible Points Phase I 150 Points

The District retains the right to end the RFP and base award of the RFP after the Phase I scoring or continuing on to Phase II Optional Interview. Vendors are encouraged to put their best proposals forward since award can be made after Phase I and if a Phase II shall occur, only the selected finalist(s) will be invited based on Phase I scoring.

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2. Phase II Optional Interview: The District retains the right to invite one, some, all or none of the RFP Finalists identified in the Phase I Scoring for an informal interview to further clarify any aspect of the proposal. At such time, if determined necessary by the District, further information may be requested in writing and could be considered in the final scoring.

Scores from Phase I will carry over and be combined with the following:

Total Possible Points

Phase I 150 Points (May be adjusted pending outcome of optional interview.)

Proposal Clarifications 50 Points

Grand Total Possible Points 200 Points

Scoring from Phase I will not be made available until Phase II has been completed or ruled out.

Company Authorized Signature

Company Address Date

Telephone Number Fax Number

Email Address

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Documents

REQUEST FOR BID - bidnet.com Web viewProposer shall take reasonable steps to prevent its employees from exposing any pupil to impropriety of word or conduct. ... CORING AND SHORTLISTING