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SAU 19 – Special Education Transportation Services - RFP
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Request for Proposal
for
Special Education Transportation Services
For SAU 19, including the School Districts of Goffstown and New Boston
11 School Street
Goffstown, NH 03045
603 497-4818
Submission Due Date: March 13, 2015
SAU 19 and the School Districts of Goffstown and New Boston invite proposals from
student transportation contractors to provide Special Education Transportation Services,
through a contract for services with an initial term of three (3) years with an option for
extension of up to two (2) additional years. The RFP will be released on February 20, 2015
and will be available upon request from the SAU 19 Business Office or online at
www.goffstown.k12.nh.us. Proposals may be delivered in person or by USPS to the SAU 19
Business Office, 11 School Street, Goffstown, NH 03045. All proposals must be received by
3:30PM EDST. SAU 19 reserves the right to extend this deadline by providing a written
addendum to the Request for Proposal. Proposals submitted by facsimile or electronic mail
will not be considered.
SAU 19 – Special Education Transportation Services - RFP
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REQUEST FOR PROPOSAL (RFP) INVITATION
The school districts of Goffstown and New Boston within SAU 19 (herein referred to as
“SAU 19”) are soliciting proposals from student transportation contractors (herein referred to
as the “Carrier”) to provide Special Education Transportation Services (“Transportation
Services”), through a contract for services with an initial term of three (3) years and an
option for extension of up to two (2) additional years for a total of five (5) years.
Transportation Services will include the provision of vehicles, drivers, fuel, repairs and
service, and all necessary inspections, licensing and certifications sufficient to meet the
requirements of the contract. The Carrier shall determine the most efficient routings to be
reviewed and revised as necessary on a yearly basis and shall provide any and all assistance
to satisfy special route planning needs and will serve as a focal point for the dissemination of
route and schedule information to school officials, families, and students.
SAU 19 will accept proposals delivered in person, by courier or by USPS to the SAU 19
Business Office, 11 School Street, Goffstown, NH 03045. All proposals must be received by
3:30 PM EDST, Friday, March 13, 2015 to be considered a Responsive Proposal. Proposals
submitted by fax or e-mail will be considered non-responsive and will not be accepted. SAU
19 reserves the right to allow a carrier to cure any technical defects in its submission, at SAU
19’s sole discretion. Responsive Proposals shall provide that the terms of the Proposal shall
remain valid for at least 120 days.
Copies of the RFP are available at the SAU 19 Business Office, located at 11 School Street,
Goffstown, NH 03045. The Business Office is open to the public Monday through
Friday from 8:00 AM to 4:30 PM. SAU 19 is committed to prohibiting discrimination in
employment on the basis of age, gender, race, creed, color, marital status, physical or mental
disability, national origin, economic status or sexual orientation.
The Carriers and their subcontractors, as required by law, shall not discriminate against any
employee or applicant for employment with them with respect to hire, tenure, terms,
conditions or privileges of employment, or a matter directly relating to employment, because
of age, gender, race, creed, color, marital status, physical or mental disability that is unrelated
to the individual’s ability to perform the duties of a particular job, national origin, economic
status or sexual orientation. Breach of this covenant may be regarded as a material breach of
the contract.
Each proposal shall include the costs for Special Education Transportation Services for each
of the school districts. Proposal evaluations and subsequent contract award will be based
upon the best perceived value to SAU 19. Three (3) copies of the proposal and one (1) signed
original document must be submitted in a sealed envelope clearly marked on the outside with
the name, address, contact person, phone number and EMAIL address for the firm
responsible for the proposal.
The envelope must be marked in the lower left-hand corner with the following notation:
SAU 19 – Special Education Transportation Services - RFP
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RFP – Special Education Transportation Services
Documents should be addressed to:
SAU 19
Attn: Business Administrator
11 School Street
Goffstown, NH 03045
Any information provided in a proposal becomes available for public inspection and
distribution as required under New Hampshire “right-to-know” laws. In submitting a
Responsive Proposal, the Carrier represents and warrants that any costs incurred in preparing
its proposal shall be borne by the Carrier only.
The RFP is not a low-bid price competition. Instead, proposals will be evaluated in
accordance with the Carrier’s responsiveness to the requirements set forth within the RFP, in
SAU 19’s sole discretion. Any contract awarded will be based on upon the best perceived
value to SAU 19.
All proposals will become the property of SAU 19.
QUESTIONS REGARDING the RFP
Carriers interested in making a submittal are directed not to make personal contact with the
Superintendent, Assistant Superintendent or any member of the SAU 19 Board, and / or
School Board Members from the Goffstown and New Boston School Districts or any
personnel or employees of each. Any contact will constitute grounds for disqualification of
consideration. Questions about the RFP, its content, proposal format or any other questions
deemed necessary to submit a qualified proposal must be submitted in writing to:
SAU 19
Attn: Business Administrator
11 School Street
Goffstown, NH 03045
Any questions and subsequent responses regarding the RFP will be distributed to the
contractors that completed the “Special Education Transportation Services RFP Receipt
Acknowledgement” (see Appendix E).
SAU 19 – Special Education Transportation Services - RFP
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Background Information
SAU 19 is a New Hampshire public school system comprising the Goffstown and New
Boston School Districts. Special Education transportation is required for students in four (4)
elementary schools, one (1) middle school, one (1) high school, and one (1) alternative
education location. The seven (7) schools that will be served by the Carrier are listed below.
Please refer to Appendix B for addresses and other pertinent information.
Goffstown School District
Bartlett Elementary School
689 Mast Road
Manchester, NH 03102
Maple Avenue Elementary School
16 Maple Avenue
Goffstown, NH 03045
Glen Lake School
251 Elm Street
Goffstown, NH 03045
Mountain View Middle School
41 Lauren Lane
Goffstown, NH 03045
Goffstown High School
27 Wallace Road
Goffstown, NH 03045
New Boston School District
New Boston Central School
15 Central School Road
New Boston, NH 03070
Alternative Education Location
31 Depot Street
Goffstown, NH 03045
SAU 19 – Special Education Transportation Services - RFP
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Coordination of Transportation
SAU 19 reserves the right to collaborate with the Carrier in the daily delivery of Special
Education Transportation services. SAU 19 may work jointly with the Carrier to determine
the most efficient daily bus routes, times, and bus stops in accordance with applicable state
and local codes, regulations and ordinances. SAU 19 reserves the right to appoint a
Transportation Coordinator who will regularly consult with the Carrier in order to determine
the most efficient delivery of transportation services, review and approve Carrier billing and
to serve as a liaison with the Carrier.
SAU 19 reserves the right to make changes in bus routes, scheduling, bus stops, and student
pick-up lists when such changes are in the best interest of the school districts and students.
Current Service
At the end of the 2014-2015 school year, SAU 19 will complete a five (5) year contract with
The Provider, a regional school transportation firm with an office and transit terminal located
in Brentwood, NH.
The approximate number of pupils currently being carried on daily school bus routes, for
both the New Boston and Goffstown School District for all grade levels, includes the
following:
Regular School Year: 80-100 students
Extended School Year (Summer Programs): 150-170 students
The numbers above include students who are transported out of district.
Appendices
The following are enclosed as appendices to this RFP:
A) RFP quotation forms;
B) list of school addresses and daily schedules;
C) Proposed 2015-2016 SAU 19 school calendar;
D) School Board policies related to student transportation; and
E) Special Education Transportation Services RFP Receipt.
Scope of Request
Separate Contracts
SAU 19 may require two (2) separate contracts, one for each school district as each district
will reserve its individual contracting rights. The allocation of total annual basic contract
costs, if any, will be the responsibility of SAU 19.
SAU 19 – Special Education Transportation Services - RFP
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Quotation Format
Bidders are invited to bid on a cost-per-bus-per-day basis assuming the standard number of
days specified herein. The day shall be considered to mean those operational hours to pick
up students at home, deliver them to school, retrieve them from school and return them to
home.
Contracted Services
Services provided under this contract that should be addressed in the response to the RFP
will include the following:
1) Special Education Home to School and School to Home Student
Transportation
Request is for cost per bus per day.
2) Special Trips Out of District – The Carrier shall provide all out-of-district trips
for all special needs and vocational education students, including but not limited to,
field trips and other school special education functions of all types. Field trips and
other functions, located within local communities, within a radius of twenty (20)
miles to be included as part of the daily bus rate for vehicles leased under this
agreement. The Carrier shall be paid in accordance with a rate schedule to be
determined for trips or functions that require travel outside of the specified mileage
radius.
3) Special Education Job Site Transportation – SAU 19 will require daily
transportation of students to and from worksites in Goffstown and surrounding
communities for vocational assignments.
4) Digital Cameras, Recording Devices, and GPS –SAU 19 requires the Carrier to
provide digital video and audio recording equipment on all buses in the fleet provided
under the contract. Such equipment shall be and remain the property of the Carrier,
and the Carrier shall maintain and repair said devices as indicated and needed. If
equipment is discovered to be damaged and out of service, SAU 19 requests that
repairs or replacement happen in a timely manner not to exceed fifteen (15) days.
SAU 19 requests that cameras be located in the front and rear of all buses.
The system shall produce excellent quality imagery/resolution and provide for
removable digital media for off-bus viewing.
SAU 19 requires that all buses be equipped with GPS tracking devices and software.
Further, SAU 19 requests that tracking information for all buses and current locations
of buses be provided upon request.
SAU 19 – Special Education Transportation Services - RFP
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5) Ride Sharing – SAU 19 requests that the networked bus concept be utilized
whenever possible in an effort to reduce the total number of buses and total cost. The
Carrier will work to network bus schedules and routes with other Districts when
partial bus route or schedule is deemed necessary to meet the School District’s needs.
Savings realized as a result of networking will be identified and be passed on to the
District in the form of a mutually agreeable reduced Daily rate. SAU 19 does request
notification of Out of District students placed on our buses under this agreement and
reserves the right to refuse said placement if it is in the best interest of the District or
Students. Should one of our students be placed on another District’s bus, SAU 19
reserves the right to negotiate the rate to be charged for this placement.
Operating Requirements
Carrier Requirements
1. School Year – SAU 19 is scheduled to operate schools one hundred eighty (180) days
per year. The SAU reserves the right to cancel scheduled school days, open school on a
delayed basis or to close school early with minimal notice because of weather or other
emergencies. Should the SAU extend the days of operation beyond one hundred eighty
(180), the Carrier shall be required to perform the additional transportation services, and
will receive additional compensation based on the daily rate for services.
The school year for purposes of the contract will extend from the first day of school in
August or September of each year until the day before the start of the subsequent school
year. Services provided to the SAU during the extended year period (summer months)
will be at the current school year’s rate.
2. Exceptions to Schedule – All buses and drivers must be available at the school or
where pickups would otherwise occur that day on one (1) hour’s notice for early closing
of one or more schools due to weather or other emergency. A minimum of one half (1/2)
day’s notice will be provided in the event of cancellation or closing for other school
activities.
3. Terminal – The Carrier shall maintain and operate a maintenance and dispatch terminal
sufficient to service the needs of the buses and drivers provided under the Responsive
Proposal. The maintenance facility shall comply with all EPA, local, state and federal
regulations. Replacement buses dispatched from this terminal will be required to arrive
at the point of breakdown inside either of the two (2) school districts within 20 minutes
of notification.
Within 30 calendar days of receiving a written notice of contract award, the Carrier shall
provide either evidence of ownership of a transportation terminal, or a letter of intent to
lease or buy a facility from the owner for the initial term of the contract with SAU 19.
Within sixty (60) calendar days of the written notice of contract award, the Carrier shall
provide evidence of ownership of a transportation terminal or a signed lease for a
transportation terminal for the term of the contract with the SAU. The SAU will
SAU 19 – Special Education Transportation Services - RFP
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consider location changes during the term of the contract so long as the Carrier can
guarantee no disruption to service from the change.
4. Terminal Staffing – The Carrier must have a qualified manager, a separate dispatcher,
and a qualified mechanic who all work full-time at the terminal. None of these may be a
regularly scheduled driver. This terminal must be opened and operated by either the
manager or dispatcher at least from 6:00AM to the return of the day’s last bus and at
least two (2) hours each regular workday the remainder of the year. The Carrier will
designate one person for 24/7 contact by cell phone in case of emergency.
5. Technology Support – The Carrier shall provide its maintenance and dispatch terminal
with the technology infrastructure necessary to communicate with the SAU, and with
individual schools, and to produce and maintain route documentation, etc. This support
shall include Internet access, email, and contemporary business automation.
6. Evacuation Drills – The Carrier agrees to conduct bus evacuation drills for all students
twice per school year. Such drills shall be scheduled with each individual school and be
conducted at times which will not conflict with regular route operations and in a location
to be designated by the respective districts. The Carrier shall provide all drivers with
specific training in bus evacuation procedures.
7. Driver Training – The Carrier shall provide quality training in school bus driving,
student management and safety for each of its drivers in accordance with state and
federal regulations. The Carrier must maintain current, accurate records documenting
the training and required credentialing of each driver, including substitute drivers.
Driver records and credentials shall be available for inspection upon request by SAU 19.
8. Rights Reserved – SAU 19 reserves the right in its sole determination and discretion to
prohibit a driver it deems to be unsuitable, for any reason, from providing further
services under contract with the SAU. SAU 19 agrees to consult with the Carrier prior
to prohibiting a driver from providing services under contract, and will document that
decision to the Carrier in writing.
9. Wages and Benefits – In no event will the Carrier’s staff ever be considered employees
of SAU 19 or the School Districts of Goffstown and New Boston.
10. Bus Aides and Monitors – The Carrier is responsible for employing aides and/or
monitors, when necessary, under the contract. School bus safety specific training,
including operation of wheelchair lifts, along with general training in regards to
behavior management, shall be provided by the Carrier. When necessary, specialized
training relative to individual students shall be provided by SAU 19. The Carrier shall
bill the SAU for actual hourly wages paid to the aide or monitor for such specialized
training. SAU 19 will be responsible for allocation of these costs to the school districts.
In no event will the Carrier’s staff ever be considered employees of SAU 19 or the
School Districts of Goffstown and New Boston. SAU 19 requests notification of
absences of monitors as a requirement in the contract and requires that a suitable
substitute monitor be available in the case of an absent monitor.
SAU 19 – Special Education Transportation Services - RFP
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11. Other Carriers – SAU 19 reserves the right to contract for transportation services with
other carriers in specific instances when there may be unique circumstances in providing
transportation for special education students, when a lack of available buses or drivers
limits the ability of the Carrier to meet SAU 19 requirements or requests for field
trips/athletic events, or when a coach bus is requested for a specific trip, or when the use
of the Carrier under this circumstance is deemed cost prohibitive by SAU 19.
12. Staffing Plan – The Carrier shall prepare a staffing plan which demonstrates how an
adequate number of drivers, substitute drivers, monitors and aides will be made
available to satisfy the needs of SAU 19.
Vehicle (Bus) Requirements
1. Special Education Fleet Needs - Currently, for the regular school year, the two
school districts are transporting between eighty (80) to one hundred (100) special
needs students on eleven (11) Special Education buses with a total of eight (8)
monitors. Transportation includes Student Transportation Services for homeless
students as required by law, McKinney-Vento Homeless Assistance Act. SAU 19
requires the carrier to provide wheelchair accessible vehicles when they are needed.
Special Education students are currently transported to:
New Boston Central School in New Boston, NH
Glen Lake School, Bartlett Elementary School, Maple Avenue Elementary School,
Mountain View Middle School and Goffstown High School in Goffstown, NH
Reading Foundation in Amherst, NH
Regional Services Education Center in Amherst, NH
Lighthouse School in Chelmsford, MA
The Special Education buses are also used to transport students to vocational sites and
on Life Skills field trips.
During the 2014 Extended School Year Program (summer school) which runs between
sixteen (16) and forty (40) days depending on the placement, between one hundred fifty
(150) and one hundred seventy (170) students were transported on fourteen (14)
Special Education buses with six (6) monitors. The students were transported to:
New Boston Central School in New Boston, NH
Glen Lake School, Bartlett Elementary School, Maple Avenue Elementary School,
Mountain View Middle School and Goffstown High School in Goffstown, NH
Paul Center in Chelmsford, MA
2.
Compliance – All vehicles provided by the Carrier shall comply in every respect with
all state and federal laws, as well as all applicable regulations and ordinances pertaining
to the transportation of pupils in effect at the start of the base contract period and
promulgated or enacted during the life of the contract period, including option years.
SAU 19 – Special Education Transportation Services - RFP
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3.
Vehicle Age – At no time during the term of the contract shall the age of any vehicle,
bus chassis, motor or bus body provided hereunder be greater than eight (8) years,
based the date of manufacture.
4.
Bus Signage – All buses under contract for daily transportation of students must bear
“Goffstown School District”, “New Boston School District” or the Carrier name on
both sides and shall be used solely for transporting assigned students during the entire
year.
5.
Radio Communication – All buses shall be equipped with two-way radio
communication equipment having sufficient capacity for communication between each
bus and the Carrier’s dispatch terminal. SAU 19 requires that the Superintendent’s
Office, the Goffstown School Principals and the New Boston Central School Principal
be provided radio equipment and access to these same radio communication channels.
The Carrier shall provide each bus / driver with a cell phone for use when the bus is out
of radio range (e.g., field trips, athletic trips).
6.
Inspection – All buses must be cleaned and inspected daily. Daily inspection will
include but not be limited to brakes, lights, tires, radiators, oil, gas, heaters, all
equipment related to wheelchair accessibility, and all safety appliances and accessories.
Records of such inspections shall be maintained by the Carrier, and made available to
SAU 19 upon request. The SAU reserves the right, at the sole cost of the Carrier, to
require inspection and certification of the condition of the buses at any time by the
Division of Motor Vehicles of the New Hampshire Department of Safety.
A vehicle not passing the daily inspection shall not be utilized to transport students
until it will pass the daily inspection. A pass will be deemed to mean that all inspected
items are in good working order.
7.
Regular Service Interval – A regular schedule for servicing all vehicles consistent
with manufacturer’s recommendations and fleet maintenance standards shall be
maintained and shall include, but not be limited to oil, grease, tires, battery, brakes,
lights, all equipment related to wheelchair accessibility, and all safety appliances,
monitors, and accessories. Records of maintenance activities shall be maintained by
the Carrier, and made available to SAU 19 upon request.
8.
Safety Equipment – All buses will be required to be equipped with the child
checkmate system or comparable equipment. Buses will be fitted with fire
extinguishers, first aid kits and will be sufficiently equipped to safely negotiate snow
covered roads during winter travel.
9.
School Bus Safety Training – The Carrier will maintain an ongoing school bus safety
program that will inform and remind bus drivers of safety procedures. This safety
program should also involve all of the schools served under this contract and recognize
National School Bus Safety Week with age-appropriate educational programming. The
priority of this programming should be on elementary age students. Support for
planning and delivery of this programming will be coordinated by SAU 19.
SAU 19 – Special Education Transportation Services - RFP
10.
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Bus Cleanliness - The buses shall be cleaned each day, and through the day as
required, to help ensure a healthy and safe environment for the passengers.
Driver Requirements
1.
License – All bus drivers are required to have the appropriate level commercial driver’s
license with a school bus certificate and an S-endorsement, as required by state and
federal regulations.
2.
Minimum Age – All bus drivers shall meet minimum age requirements consistent with
state and federal regulations.
3.
Drug Screening, Background Checks – The Carrier shall maintain drug screening
protocols, and conduct criminal record checks on all drivers, and maintain employment
records of these activities as required by state and federal regulations. The Carrier must
submit, to the State of New Hampshire, a criminal record request with finger prints on a
driver prior to the driver beginning employment. The Carrier may, with the expressed
written consent of SAU 19, employ an operator on a provisional basis until the results
of the criminal record check are received from the State of New Hampshire or other
approved screening agency. The Carrier will be solely responsible for the submission
and cost of criminal record checks. No individual who has a felony conviction may be
employed as a bus driver or monitor by the Carrier. Should any other offense be
identified by such record check, all such offenses shall be disclosed to and discussed
with the SAU prior to permitting that employee to provide any services under the
contract.
4.
Tobacco Use – Bus drivers may not use any tobacco products while transporting
students, while alone on the bus or while on SAU 19 property.
5.
Exam – Bus drivers are to submit certificates of physical examination as required in
RSA 200:37 and Federal Motor Carrier Safety Statute.
6.
Driver Information – The Carrier shall be required to maintain and furnish the
following information on each driver to the SAU on request:
a.
Name of driver
b.
Residence address
c.
Telephone number
d.
Certificate of physical examination
e.
Record of previous driving experience
f.
Date and identification number of current commercial driver’s license / school
bus certificate or endorsement
g.
Bus and route assignments
h.
Evidence of satisfactory references
SAU 19 – Special Education Transportation Services - RFP
i.
7.
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Proof of background check through appropriate law enforcement agencies as
defined in RSA 189:13-a, and Federal Motor Carrier Safety Statute.
Expectations –
a. All bus drivers shall be of good health, reputable character, and exhibit an ability to
work cooperatively with students, student families, SAU 19 and members of the
public.
b. All bus drivers will enforce those reasonable rules of behavior required by SAU 19
and the Carrier. Operators or the Carrier’s designee shall report in writing to SAU
19, on a form provided by the Carrier, the names and offenses of students who fail
to abide by the expected rules of behavior while on the bus.
c. No driver will allow children to leave the bus except at scheduled stops unless
authorized by the SAU.
d. Drivers are to remain on the bus at all times when children are on board except as
relieved by an authorized adult.
e. A driver shall make certain that all children are seated and the aisle is clear before
moving the bus at each bus stop.
f. A driver does not have the authority to refuse transportation to any eligible child,
nor does a driver have the authority to remove a child from the bus.
g. A driver will refer all requests for changes to stop location, additional stops, or any
other change to the terminal manager who will pass the request on to the SAU or to
Goffstown School Principals or the New Boston Central School Principal.
h. The Carrier will be required to record student counts, mileage, and time slips for all
routes and trips and to provide these records to the SAU upon request.
i. Drivers shall not be permitted to carry any person, other than students assigned to
the bus, or a school officer, teacher or chaperone while transporting students
without the express consent of the Carrier and SAU 19 with exception of Carrier
employees such as supervisors or driver trainees, and bus monitors. Note
specifically that non-student members of a driver’s family shall not be permitted on
a bus transporting students without the express consent of the Carrier and SAU 19.
j. Drivers shall not permit any person other than authorized law enforcement and
emergency personnel (or those identified above) to step aboard the bus while
students are present in the vehicle.
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V. Contract Terms & Conditions
1. Term – The initial term of the contract for services will be three (3) years and an option
for extension of up to two (2) additional years, commencing with the opening of the
2015-2016 school year on July 1, 2015.
2. Non-Appropriation – The contract shall include a non-appropriation clause which
states, “In the event that sufficient funds are not appropriated for student and / or school
transportation services during the ensuing fiscal year, SAU 19 and / or any of the
Goffstown and New Boston School Districts may terminate this agreement by written
notice within thirty (30) days of adoption of the district budget for the fiscal year in
question, and the agreement shall be terminated effective immediately.”
3. Contract Documents – The contract documents shall consist of the “Request for
Proposal – Special Education Transportation Services”, any questions and written
explanations or clarifications of the RFP provided, all documents submitted by the
Carrier in satisfying this request, and signed contractual agreements executed in a form
approved by SAU 19.
4. Performance Bond – Within two weeks of the notice of contract award, and then
annually not later than July 1st, the Carrier may be asked to furnish to SAU 19 a
performance bond or a written guarantee from a bank in the form of a letter of credit
securing performance of the obligations of the Carrier. The letter of credit or
performance bond shall be in an amount not less than the annual value of services
provided, shall be in a form acceptable to SAU 19, shall be in effect throughout the
duration of the contract and executed option, and shall be provided at no additional cost
to SAU 19. Evidence of the Performance Bond may be requested when the SAU has
good faith reason to believe that the Carrier may not be able to fully perform under the
contract.
5. Payment Terms – Payment for services under this contract will be paid based upon
invoices presented on a monthly basis for services rendered, with payment terms to be
defined as net thirty (30) days.
6. Termination for Performance – The contract may be terminated at any time by SAU 19
for unsatisfactory performance. In such case, the SAU shall provide written notice to the
Carrier citing the unsatisfactory performance, giving the carrier ten (10) school days to
improve its performance to the satisfaction of the SAU. In the event that the Carrier’s
performance does not improve to the satisfaction of SAU 19, the contract for services
with the Carrier may be immediately terminated.
7. Termination Options – In the event of a contractual termination, SAU 19 reserves the
right to employ another Carrier to complete the term of this agreement. The original
Carrier shall be responsible for any extra or additional expense or damages suffered by
SAU 19. In that event, the Carrier will be required to indemnify SAU 19 and the School
Districts of Goffstown and New Boston for any loss that may be sustained.
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8. Default – SAU 19 shall have the right to declare the Carrier in default if (a) the Carrier
becomes insolvent; (b) the Carrier makes an assignment for the benefit of creditors; (c) a
voluntary or involuntary petition of bankruptcy is filed by or against the Carrier; or (d)
the Carrier is unable to provide evidence of required insurance coverage as set forth
below. If the Carrier is declared in default for any reason, the SAU shall have the right to
terminate the contract.
9. Unnecessary Transportation – SAU 19 shall have the right to terminate the contract for
services on thirty (30) days written notice, without further financial obligation, if
conditions arise making the transportation of SAU 19 students unnecessary.
10. Non-Transferable – The Carrier shall not have the right to transfer or assign the contract
to any other person, firm or corporation.
11. Liability Coverage – During the term of the contract the Carrier shall maintain general
liability coverage in an amount not less than $5,000,000, and commercial vehicle liability
coverage for bodily injury and property damage in an amount not less than $10,000,000
combined single occurrence limit, and workers compensation coverage as required by
federal and state statute. Certificates of insurance naming SAU 19 and the School
Districts of Goffstown and New Boston as additionally insured entities must be filed with
the SAU 19 Superintendent of Schools Office within two weeks of the award for
services, and then not later than July 1st of each contract and contract option year. The
Insurance Certificate shall provide that no less than thirty (30) days prior notice of
insurance cancellation or material change in coverage shall be afforded to the SAU.
12. Indemnification – The Carrier shall defend, hold harmless, and indemnify to the
maximum extent provided by law, SAU 19 and the School Districts and School Boards of
Goffstown and New Boston, their officers, agents and employees from
and
against any and all claims, suits or demands for injuries or damages of any kind to
any
person or firm, in any way arising out of the performance of the contract.
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Request for Proposal – Terms & Conditions
1.
Right to Reject – SAU 19 reserves the right to waive all formalities and reject any and
all proposals when it is in the best interest of the SAU to do so.
2.
Eligibility – To be eligible for an award, a carrier must be deemed “responsible”. A
responsible carrier has:
a. has the ability, capacity and skill to provide the required services,
b. can provide the services within the time frame specified,
c. has a satisfactory record of integrity, judgment and experience,
d. has sufficient financial resources to provide the services, and
e. has provided at least three (3) favorable written references from clients.
If a proposing Carrier is currently or in the past 5 years has been involved in litigation,
it must provide a narrative describing the general nature of the ligation, the attorneys
for the parties, if any, the court where the matter is pending, if any, and sufficient detail
to understand the nature of the claims made and damages asserted.
3.
Minimum Requirements – The winning carrier must demonstrate the following
minimum requirements:
a. Demonstrable successful experience transporting a student population of a
size comparable to SAU 19.
b. Positive references from public school systems currently being served.
c. The financial ability to meet the capital requirements of the contract, and
successfully deliver the contract over the long term.
d. Evidence of ability to meet the insurance requirements as set forth below from
an insurance company legally authorized to act within the State of New
Hampshire with a Best Rating of at least “A”.
4.
Disqualification – A Carrier may be disqualified from consideration if that Carrier has
been declared in default or had a contract terminated for cause within the last five (5)
years, or the Carrier presents an unacceptable insurance claims history.
5.
Inherent Acceptance – The submission of a proposal constitutes the Carrier’s
acceptance of and agreement to the terms and conditions of this Request for Proposal.
6.
Proposal Evaluation – Responsive Proposals will be evaluated on the basis of the
completeness of the proposal for services, ability to meet minimum requirements, the
cost of services, and the qualifications of the firm as evidenced by demonstrated
experience and references. While price will be a substantial factor in awarding the
contract for services, SAU 19 expressly reserves the right to select a proposal that does
not represent the lowest cost for services but presents the best perceived benefit.
SAU 19 – Special Education Transportation Services - RFP
Page 16
Proposal Specifications
Proposals must include the following information:
1.
A general profile of the firm, including the location of the transit terminal in and from
which buses will be housed, dispatched and maintained.
2.
Appendix A – “RFP Quotation Form” completed and signed for the base request and
the alternate.
3.
An inventory listing of buses to be used in the first year of the contract. This listing
shall include the make of the bus and bus body, year of the bus’ manufacture, capacity,
present mileage, and general condition for each bus.
4.
The name of the terminal manager who will be assigned to this contract and his / her
qualifications and experience. A resume may be submitted to provide that information.
5.
A copy of the Master Agreement for each of the Carrier’s unionized operations.
6.
A statement regarding the location of the transit terminal, the availability of the transit
terminal to the respondent for lease or purchase, and the impact the location of the
terminal will have on operations.
7.
A statement regarding the respondent’s training and safety programs for bus drivers.
8.
A statement regarding the respondent’s recruitment programs to hire and retain bus
drivers.
9.
Names, addresses, phone numbers, and contacts in other public school systems,
particularly those similar in size to SAU 19, for whom similar services have been
delivered in the past five years, or are currently being delivered.
10.
A statement regarding any past or pending litigation with a client.
11.
The name, address, telephone number, fax number, cell phone number, and email
address of the firm and the contact person for this proposal.
12.
Any comments or exceptions to the requirements of this Request for Proposal. Note: If
the Carrier will not be meeting any requirement or responding to a request presented in
the RFP, the carrier must provide a separate listing of each such item, providing the
page and section number, and may provide any comment it wishes to address same.
13.
Three (3) copies of the completed proposal and one (1) signed original document are
requirements at submission.
SAU 19 – Special Education Transportation Services - RFP
Page 17
Respondents may additionally be asked to provide copies of audited financial statements for
the most recent three (3) fiscal years, and / or a five (5) year loss run history from the
respondent’s insurance company, a letter from the respondent’s insurance broker to the effect
that the carrier has not defaulted or had a contract terminated for cause in the last five years.
SAU 19 – Special Education Transportation Services - RFP
Page 18
Appendices
The following are enclosed as appendices to this RFP:
Appendix A - RFP Quotation Form
Page 19
Appendix B - School Addresses, Schedules and Contact
Information
Page 20-21
Appendix C – Proposed 2015-2016 SAU 19 Daily
Schedules
Page 22-23
Appendix D - Transportation Policies
Page 24-27
Appendix E – Special Education Transportation Services RFP
Receipt Acknowledgement
Page 28
SAU 19 – Special Education Transportation Services - RFP
Page 19
Appendix A – RFP Quotation Form
Carrier proposals must include this quotation form, completed for all years of the proposed
contract, and signed and dated.
Carrier Name:
Year 1
2015‐16
Year 2
2016‐17
Year 3
2017‐18
1) SPED Bus Transportation
1) Cost per bus per day
2) Bus Aides and Monitors
2) Hourly rate charged
3) Special Trip Out of District (outside of defined 20 mile radius)
3a) Cost per mile
3b) Cost per hour wait
3c) Minimum charge
Signature / Title:
Date:
Option Years
Year 1
Year 2
2018‐19
2019‐20
SAU 19 – Special Education Transportation Services - RFP
Appendix B – School Addresses, Schedules and Contact Information
Goffstown School District
Bartlett Elementary School
689 Mast Road
Manchester, NH 03102
Hours: 8:15 AM – 2:45 PM
(Tel) 603 497-2210 (Fax) 603 644-8488
Principal: David Bousquet
Maple Avenue Elementary School
16 Maple Avenue
Goffstown, NH 03045
Hours: 8:40 AM – 3:10 PM
(Tel) 603 497-3330 (Fax) 603 497-5624
Principal: Suzanne Pyszka
Glen Lake School
251 Elm Street
Goffstown, NH 03045
Hours: 8:45 AM – 3:00 PM
(Tel) 603 497-3550 (Fax) 603 497-3660
Principal: Leslie Doster
Mountain View Middle School
41 Lauren Lane
Goffstown, NH 03045
Hours: 8:25 AM – 3:10 PM
(Tel) 603 497-8288 (Fax) 603 497-4987
Principal: Wendy Hastings
Goffstown High School
27 Wallace Road
Goffstown, NH 03045
Hours: 7:50 AM – 2:41 PM
(Tel) 603 497-4841 (Fax) 603 497-5257
Principal: Frank McBride
New Boston School District
New Boston Central School
15 Central School Road
New Boston, NH 03070
Hours: 8:00 AM – 2:15 PM
(Tel) 603 487-2211 (Fax) 603 487-2215
Principal: Tori Underwood
Page 20
SAU 19 – Special Education Transportation Services - RFP
Alternative Education Location
31 Depot Street
Goffstown, NH 03045
(Tel) 603 497-5290
Page 21
SAU 19 – Special Education Transportation Services - RFP
Page 22
Appendix C – School Daily Schedules
SAU#19 SCHOOL DISTRICT CALENDAR(180 days)
Goffstown School District
2015 - 2016 School Year (Proposed)
JULY
AUGUST
M
T
6
13
20
27
7
14
21
28
W
1
8
15
22
29
TH
2
9
16
23
30
F
3
10
17
24
31
TH
1
8
15
22
29
F
2
9
16
23
30
OCTOBER (22)
M
T
W
5
12
19
26
6
13
20
27
7
14
21
28
T
W
T
4
11
18
25
SEPTEMBER (20)
W
5
12
19
26
TH
6
13
20
27
F
7
14
21
28
TH
5
12
19
H
F
6
13
20
X
W
3
10
17
X
TH
4
11
18
X
F
5
12
19
X
W
4
11
18
25
TH
5
12
19
26
F
6
13
20
27
NOVEMBER (18)
JANUARY (18)** Primary Day (TBD)
M
M
3
10
17
24
31
TH
F
H
4
5
6
7
8
11
12
13
14
15
19
20
21
22
H
25
26
27
28
29
** TW Day will take place in Jan.
APRIL (16)
M
2
9
16
23
30
T
3
10
17
24
W
4
H
18
ER
T
2
9
16
X
T
W
TH
4
11
18
X
5
12
19
X
6
13
20
X
7
14
21
X
F
1
8
15
22
X
M
2
9
16
23
H
T
3
10
17
24
31
W
2
9
16
23
30
TH
3
10
17
24
F
4
11
18
25
M
7
14
21
X
T
1
8
15
22
X
W
2
9
16
23
X
TH
3
10
17
X
X
F
TW
11
18
H
W
2
9
16
23
30
TH
3
10
17
24
31
F
4
11
18
25
W
1
8
ER
22
29
TH
2
9
16
23
30
F
3
10
17
24
MARCH (22)
MAY (21)
M
H
14
21
28
T
TW
8
15
22
29
DECEMBER (16)
FEBRUARY (16)
M
1
8
15
X
29
M
M
7
14
21
28
T
1
TW
15
22
29
JUNE (11)
M
T
6
13
20
27
7
14
21
28
180 Days for Instruction (Required by RSA 189:1 and Ed 306.18). An additional 10 days must be scheduled to provide for instructional time
lost due to inclement weather or unexpected circumstances and for staff development/in-service activities and Parent/Teacher Conferences
(required by Ed 306.16).
September 1………………………………..Teacher Workshop Day
September 2…………………………………..First Day for Students
September 7…….. ........................................................ Labor Day
November 11 ........................................................... Veteran’s Day
November 25 .................................................... Early Release Day
November 26-27 .......................................... Thanksgiving Recess
December 4 …….................................. …Teacher Workshop Day
First and Last Day of School
ER – Early Release Days
December 24– January 1……………………………….Holiday Recess
January __ ………… ...... …………… ………Primary Election/TW Day
January 18………… ........... …………… ………Martin Luther King Day
February 22 – 26 .......................................................... Winter Recess
March 8……. ......................... … Teacher Workshop Day/Election Day
April 25 – 29................................................................. Spring Recess
May 30 ...........................................................................Memorial Day
June 15 .............................. Early Release Day/Last Day for Students
..................................................................... (End of 180 School Day)
TW – Teacher Workshop Days
X – School Closings
H – Holidays
LA- Late Arrival
The calendar is in conformance with the 190-day state requirement. School will close for students at the end of 180 days of classes
which as of the beginning of the school year, will be approximately June 15, 2016 subject to emergency cancellations and snow
days.
SAU 19 – Special Education Transportation Services - RFP
Page 23
SAU#19 SCHOOL DISTRICT CALENDAR(180 days)
New Boston School District
2015 - 2016 School Year (Proposed)
JULY
AUGUST
M
T
6
13
20
27
7
14
21
28
W
1
8
15
22
29
TH
2
9
16
23
30
F
3
10
17
24
31
TH
1
8
15
22
29
F
2
9
16
23
30
OCTOBER (22)
M
T
W
5
12
19
26
6
13
20
27
7
14
21
28
M
3
10
17
24
TW
T
4
11
18
25
SEPTEMBER (20)
W
5
12
19
26
TH
6
13
20
27
F
7
14
21
28
TH
5
12
19
H
F
6
13
20
X
W
3
10
17
X
TH
4
11
18
X
F
5
12
19
X
W
4
11
18
25
TH
5
12
19
26
F
6
13
20
27
NOVEMBER (18)
JANUARY (18)** Primary Day (TBD)
M
T
W
TH
4
11
H
25
5
12
19
26
6
13
20
27
7
14
21
28
F
H
8
15
22
29
APRIL (16)
M
2
9
16
23
30
T
3
10
17
24
W
4
H
18
ER
T
2
9
16
X
T
W
TH
4
11
18
X
5
12
19
X
6
13
20
X
7
14
21
X
F
1
8
15
22
X
M
2
9
16
23
H
T
3
10
17
24
31
W
2
9
16
23
30
TH
3
10
17
24
F
4
11
18
25
M
7
14
21
X
T
1
8
15
22
X
W
2
9
16
23
X
TH
3
10
17
X
X
F
TW
11
18
H
W
2
9
16
23
30
TH
3
10
17
24
31
F
4
11
18
25
W
1
8
ER
22
29
TH
2
9
TW
23
30
F
3
10
17
24
MARCH (22)
MAY (21)
M
H
14
21
28
T
TW
8
15
22
29
DECEMBER (16)
FEBRUARY (16)
M
1
8
15
X
29
M
M
7
14
21
28
T
1
TW
15
22
29
JUNE (11)
M
T
6
13
20
27
7
14
21
28
180 Days for Instruction (Required by RSA 189:1 and Ed 306.18). An additional 10 days must be scheduled to provide for instructional time
lost due to inclement weather or unexpected circumstances and for staff development/in-service activities and Parent/Teacher Conferences
(required by Ed 306.16).
August 31……………………..New Boston Teacher Workshop Day
September 1………………………………..Teacher Workshop Day
September 2…………………………………..First Day for Students
September 7…….......................................................... Labor Day
November 11 ........................................................... Veteran’s Day
November 25 .................................................... Early Release Day
November 26-27 .......................................... Thanksgiving Recess
December 4 …… .................................. …Teacher Workshop Day
December 24– January 1 ..................................... Holiday Recess
First and Last Day of School
ER – Early Release Days
January __ ……………………… ………Primary Election TBD/TW Day
January 18………… ........... …………… ………Martin Luther King Day
February 22 – 26 .......................................................... Winter Recess
March 8……. ......................... … Teacher Workshop Day/Election Day
April 25 – 29 ................................................................. Spring Recess
May 30 ...........................................................................Memorial Day
June 15 .............................. Early Release Day/Last Day for Students
..................................................................... (End of 180 School Day)
June 16 ......................................................... Teacher Workshop Day
TW – Teacher Workshop Days
H – Holidays
LA- Late Arrival
The calendar is in conformance with the 190-day state requirement. School will close for students at the end of 180 days of classes
which as of the beginning of the school year, will be approximately June 15, 2016 subject to emergency cancellations and snow
days.
SAU 19 – Special Education Transportation Services - RFP
Page 24
Appendix D – Transportation Policies
The following are SAU 19 school board policies related to student transportation. They are
provided for your information only.
GOFFSTOWN SCHOOL DISTRICT
EEA
STUDENT TRANSPORTATION SERVICES
The School District shall provide transportation for pupils to schools in the District consistent
with provisions of RSA 189:6, 189:9 provided they live one mile or more from the school. The following policies
shall apply.
General Operating Policy
A. Bus routes shall be established by the Superintendent, subject to review by the School Board.
Routes will be developed annually and posted.
B. Private school transportation will be integrated where possible and when required by law. C. Bus stops shall
be established under the direction of the Superintendent. A bus stop so
established will be designated as authorized when the Superintendent, or his/her representative or agent, has
approved its designation as such. Drivers may not load or unload pupils at other than authorized bus stops.
Student Conduct on School Buses
The bus driver will have responsibility to maintain orderly behavior of students on school buses and will report
misconduct to the student's Principal in writing. Video cameras may be used on buses to support the bus driver's
reports of unacceptable conduct. The school principal will have the authority delegated by the Superintendent to
suspend the riding privileges of students who
are disciplinary problems on the bus by failing to conform to the rules and regulations promulgated by
the School Board.
Parents of children whose pattern of behavior and conduct on school buses endangers the health, safety and welfare
of other riders will be notified that their children face the loss of school bus riding privileges in accordance with the
student discipline code. Suspensions in excess of (20) twenty consecutive days must be approved by the Board
(RSA 189:9a).
Resolution of Conflicts
A parent who wishes to request a change or exemption from any of the Student Transportation policies shall direct
that request first to the building principal. If the parent is not satisfied by the ruling of the building principal, he or
she may appeal the ruling within five days to the Superintendent. If the parent is again not satisfied by the ruling, he
or she may appeal to the School Board within the next five-day period.
Audio and Video Surveillance on School Buses
See Policy ECAF
SAU 19 – Special Education Transportation Services - RFP
GOFFSTOWN SCHOOL DISTRICT
STUDENT TRANSPORTATION SERVICES
(Continued)
Legal References:
RSA 189:6 Transportation of Pupils
RSA189:8 Limitations and Additions RSA
189:9 Pupils in Private Schools
RSA 189:9a Pupils prohibited for Disciplinary Reasons
RSA 200:40 Emergency Care
RSA 570-A:2, Capture of Audio Recordings on School Buses Allowed
Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g; 34CFR Part 99
Revised:
Adopted:
Revised:
Adopted:
Reviewed:
Proposed:
Adopted:
03/20/00
04/03/06
12/04/06
01/22/07
05/11/09 (no changes)
09/20/10
11/01/10
Page 25
EEA
SAU 19 – Special Education Transportation Services - RFP
Page 26
GOFFSTOWN SCHOOL DISTRICT
ECAF
AUDIO AND VIDEO SURVEILLANCE ON SCHOOL BUSES
Video cameras may be used on school buses to monitor student behavior. Audio recordings in conjunction with
video recordings may also be captured on school buses, in accordance with the provisions of RSA 570-A:2.
Notification of such recordings is hereby established in this policy and in Policy JICK – Pupil Safety and Violence
Prevention. The Superintendent or his/her designee will ensure that there is a sign prominently displayed on the
school buses informing the occupants of the school buses that such video and audio recordings are occurring.
The following will be used to regulate this policy:
• The parents or legal guardian of any student against whom a recording is being used as part of a
disciplinary proceeding may listen to the recording.
• In no event, however, shall the recording be retained for longer than 10 school days unless the
school district determines that the recording is relevant to a disciplinary proceeding, or a court orders
that it be retained for a longer period of time.
• An audio recording shall only be reviewed if there has been a report of an incident or a complaint
relative to conduct on the school bus, and only that portion of the audio recording which is relevant to
the incident or complaint shall be reviewed.
Recordings may be reviewed only by the following persons and only after expressly authorized by the
Superintendent:
• Superintendent or designee
• Business Administrator
• Building Administrator
• Law Enforcement Officers
• Transportation Contractor Official
• School Board (Disciplinary or expulsion hearing evidence only)
There may be times when the transportation provider’s maintenance department will need to view video or audio
tape to ensure proper placement of video or audio recording. This will be done under the direct supervision of
the transportation contractor official.
In the event an audio or video recording is used as part of a student discipline proceeding, such video may become
part of a student’s education record. If an audio or video recording does become part of a student’s education
record, the provisions of Policy JRA shall apply.
The Superintendent is authorized to contact the District’s attorney for a full legal opinion in the event of such an
occurrence.
Legal References:
RSA 570-A:2, Capture of Audio Recordings on School Buses Allowed
Proposed: 09/20/10
Adopted: 12/06/10
SAU 19 – Special Education Transportation Services - RFP
GOFFSTOWN SCHOOL DISTRICT
Page 27
EEAE
SCHOOL BUS SAFETY PROGRAM
The safety and welfare of student riders will be the first consideration in all matters pertaining to transportation.
Safety precautions will include the following:
1. Children will be instructed as to the proper procedure for boarding and exiting from a school bus and in
proper and safe conduct while aboard.
2. Emergency evacuation drills will be conducted at least two times a year between Oct. and May, to acquaint
student riders with procedures in emergency situations.
3. All vehicles used to transport children will be inspected on a regular schedule to see that they meet
applicable safety regulations.
4. All drivers will be screened before employment for physical condition, proper license, and experience. The
prior driving record of each driver will be checked for drug and alcohol or other convictions and a criminal
records check must also be completed.
5. The Board authorizes use of video and/or audio surveillance on school buses to ensure the health, welfare,
and safety of all students while riding on school buses. Use of such surveillance will be in accordance with
Policy EEA, Student Transportation Services.
The School District or independent contractor will comply with all state laws and regulations pertaining to the
operation of school buses and will make these requirements known to bus drivers. It will also cooperate with
local safety officials in formulating and accomplishing its school bus safety program.
Reference: EEA, EEAEC, EEAEC-R, JICC, JICC-R
Legal References:
20 U.S.C. §1232g, Family Educational Rights and Privacy Act
RSA 189:6-a, School Bus Safety
Proposed: 05/26/92
Adopted:
06/15/92
Revised: 03/20/00
Revised: 05/19/08
Adopted:
06/16/08
Revised: 05/11/09 (legal references only)
SAU 19 – Special Education Transportation Services - RFP
Appendix E
Special Education Transportation Services
For SAU #19, and the School Districts of Goffstown and New Boston
11 School Street
Goffstown, NH 03045
Student Transportation Services RFP Receipt Acknowledgement
Contractor Name:
Contractor Address:
Contact Person:
Phone Number:
FAX Number:
E-mail Address:
Date RFP Acquired:
Signature:
Printed Name:
Title:
Page 28