27-001 Charter Bus Services

BIBB COUNTY PUBLIC SCHOOLS - Request forP roposals
RFP: 27-001
RFP TITLE: Charter Bus Services for Field Trips and Special Events
RFP Schedule - Date & Time
RFP Issued 08/24/2026
Questions Due 08/31/2026 @ 8 am, EST
RFP Due Date and Time 09/07/2026 @ 8 am, EST.
Proposals must be received by the due date and time. No late proposals will be accepted.
RFP Buyer Contact Information
Name Dr. Elaine M Wilson
E-Mail Elaine.Wilson@bcsdk12.net;
Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing.
Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.
RFP Submittal Location
All Submittals are completed Via EUNA: https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.
Formerly called BONFIRE
Registration is FREE - A valid account is needed to review the bid
opportunity.
RFP Term
This will be one year with the option of (3) Three Renewals if the district desires.

Good Day,
The Bibb County School District takes this opportunity to announce that we are requesting bids for a provider(s) to complete
Charter Bus Travel for various locations within the state of Georgia.
All bids will be evaluated as described in the attached document, the time is of the essence and any bids received after the
announced time and date for submittal whether by mail or otherwise, will be rejected.
Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject
commodity/service list. Late bids will not be considered.
If you have any questions concerning this bid, please submit them in writing to Dr. Elaine M. Wilson,
Elaine.wilson@bcsdk12.net.
In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated
through the Purchasing Department to Dr. Elaine Wilson-Beverly, via email ONLY; Elaine.Wilson@bcsdk12.net.
Dr. Elaine M. Wilson
Executive Director of Procurement

Introduction/Background:
The Bibb County School District (BCSD), located in Macon, Georgia, serves approximately 20,000 students across 37 schools
and multiple administrative and support facilities. BCSD is committed to maximizing student achievement and operational
excellence by ensuring that district resources are efficiently and effectively aligned to support teaching and learning.
The Bibb County School District (BCSD), located in Macon, Georgia, serves approximately 21,000 students across 37
schools. BCSD is committed to providing equitable access to educational opportunities and ensuring effective use of its school
facilities.
Invitation:
The Bibb County School District invites qualified charter transportation providers to submit proposals for providing charter
bus services for school-related trips, extracurricular activities, athletics, and special events for the 2025 - 2026.
Pre Bid Meeting WILL NOT TAKE PLACE
The funding will be Grant and State Funding
1. SPECIFICATIONS/REQUIREMENTS:
The Scope/Purpose: Scope of Services
The selected vendor(s) shall provide:
Safe, clean, and well-maintained charter buses
Licensed, professional drivers with experience working with minors
Timely pick-up and drop-off services for field trips, athletic events, and other school-sponsored activities
Transportation across local, in-state, and out-of-state destinations
ADA-compliant vehicles upon request
Types of Trips May Include:
Field trips
Athletic team travel
Academic competitions
Band/choral competitions
Summer programs

The District is seeking multiple vendors for this service. This service may not be subcontracted out, except to other bus
companies that are on the District's approved carrier list. Any bus that is subcontracted out must be on
Attachment C, Bus List - Equipment Summary of the approved carrier providing the subcontracted
service(s).
Purpose of Travel: (Field Trip, Sporting event)
Number of Travelers: 25-30
Departure Date: XXXX
Departure Location: (Where the trip will depart from; Westside High School) Coach Arrival Time: (The time the
bus needs to arrive for before departure) Departure Time: (The expected time of departure)
Destination: (Where the trip is headed, i.e. Atlanta Aquarium)
Destination Arrival Time: (Expected time of arrival at destination, 9:15 AM)
Length of Stay: (The scheduled time in hours the trip will remain at the destination, i.e. 4-hours)
Return Date: December 15, 2024
Return Departure Location: (The location where the trip will return, i.e. Atlanta Aquarium)
Return Departure Time: (The expected time of departure from the event, i.e. 5:45 PM)
Arrive Back Location: The location where the trip will return to, i.e. Westside High School)
Arrive Back Time: (The expected time the trip will arrive at the Arrive Back Location, i.e. 7:30 PM)
Athletic Department Field Trip Example
* Travelers: Westside High School Football Team/Three (3) Coaches for Football, Four (4) Coaches for Band
* Purpose of Travel: State Playoff Game
* Number of Travelers: 56
* Departure Date: September XXXX
* Departure Location: Westside High School Report Time for Travelers: 9:30 AM Departure Time: 10:00
AM
* Destination: Westside High School, Macon, GA
* Arrival Time at Destination: 3:00 PM Length of Stay: Seven (7) hours Return Date: Sept XXXXX
* Return Departure Location: Westside High School, Macon, GA
* Return Departure Time: 10:00 PM
* Arrive Back Location: Westside High School
* Arrive Back Time: 3:00 AM
Offeror shall list the variety and quantity of available fleet vehicles, including but not limited to full-size buses (each
providing minimum seating for 47-55 passengers); and mini coaches. Full size buses shall be "suburban or intercity coach"
style accommodations (build on a "heavy" chassis as defined in the bus industry), with lavatory facilities, heat and air
conditioning, tinted glass (preferable), overhead baggage or parcel racks, adequate headroom (a minimum of 74 inches
preferable), and other features normally associated with comfortable suburban or intercity passenger service. Upon at least
48-hours prior notice, Offeror must ensure that the requested fleet vehicle(s) is readily accessible to and usable by
individuals with disabilities, including but not limited to individuals who use wheelchairs and/or ramps. The entry
doorstep height should be as low as is practical to permit easy boarding by passengers. In their proposal, the Offeror shall

provide accommodation specifications associated with other types of vehicles such as mini coaches. Offerors are not required
to bid both types of vehicles to submit a proposal for this solicitation. Note: Offeror shall include all full-size buses on
Attachment C, Bus List/Equipment Summary. Upload this documentation under the Response Attachment tab via
EUNA/BONFIRE Platform titled "Attachment C - Bus List/Equipment Summary".
Each vehicle shall be equipped to meet all applicable federal and state Highway Specifications, Interstate Commerce
Commission specifications and local specifications, safety standards, emission requirements, and handicap provisions.
It is preferred that each bus has a front destination sign. Offeror shall state if their vehicles are equipped with
wheelchair lifts to allow persons with wheelchairs to board on Attachment C, Bus List - Equipment Summary.
Each vehicle shall be maintained in good working condition, including but not limited to properly functioning
reclining seats, overhead bins that close, and operable interior lights, if applicable. Each vehicle shall not be more
than ten (10) years old. Overall appearance, interior, and exterior must be clean, in good repair, and free of
unpleasant odors.
If an awarded charter bus service vehicle breaks down in a location that makes it impossible or unrealistic for the
charter bus service to efficiently recover the students, the charter bus service may utilize the nearest/closest federally
approved and fully insured carrier to assist the broken-down bus. The replacement carrier must be compliant with the
U.S. Department of Transportation ("DOT") regulations. The District will ensure the replacement carrier's
compliance via the DOT's Safety Measurement System (https://ai.fmcsa.dot.gov/sms/).
Equipment Summary. Offerors shall provide a summary of all vehicles that may be provided to BCSD for use.
Refer to Attachment C, Bus List - Equipment Summary. In addition, offerors shall provide a current copy of the
Georgia Department of Public Safety vehicle annual inspection report with a satisfactory rating for all vehicles listed
on Attachment C, Bus List/Equipment Summary. Upload this documentation under the Response Attachment tab
via EUNA/BONFIRE titled "Attachment C - Bus List/Equipment Summary".
Storage of all vehicles shall exclusively be the responsibility of the Offeror. All drivers of vehicles shall have
specialized driver training. Drivers shall have received customer relations training prior to providing any services
under this contract. All customer service complaints received by the Contractor shall be reported verbally to the
BCSD within 24 hours and followed up in writing within ten (10) working days.
All drivers must have a Commercial Driver's License (CDL) with a Passenger endorsement from the Department of
Driver Services (DDS). Offerors are required to provide a list of all certified drivers under the company's
employment on the Driver Certification Form and include a copy of each driver's license. Refer to Attachment B,
Driver Certification Listing. Upload this documentation under the Response Attachment tab via
EUNA/BONFIRE titled "Attachment B - Driver Certification Listing".
All drivers must have a valid medical certificate. Upload this documentation under the Response Attachment tab
via EUNA/BONFIRE titled "Valid Medical Certificate".
The contractor shall be responsible for paying all toll charges, licenses, fees, taxes, parking fees, violation fines, and
other operating costs incurred by the Contractor as part of this program. There shall be no add-on charges of any
kind. If lodging is required, the contractor will book and pay the actual lodging costs of the driver. Driver's
meals shall be the responsibility of the Contractor.
All vehicles shall be equipped with two-way radios, cellular telephones, or like equipment that will enable
communication with the Contractor's administrative and maintenance facility.
The Contractor shall be responsible for providing all services, equipment, functions, and all things necessary for the
safe, reliable, and efficient operation of the vehicle service that are not specifically discussed herein.
The driver shall not smoke or operate a cell phone while performing the services provided for herein.

All Contractor drivers providing services to BCSD shall have been issued a BCSD identification badge. Badges are
issued to drivers once a background check has been completed by the BCSD. The cost of
performing driver background check will be billed to the Contractor for payment (see Part II, F). Drivers who have
not been issued an identification badge by the BCSD will not be permitted to perform services and shall immediately
be replaced by an employee already in possession of BCSD identification badge.
During field trips, bus and driver must remain with the group from BCSD departure through return to BCSD
school/facility.
Driver must have precise directions to specified locations upon arrival at BCSD and not rely on BCSD staff.
No friends or family of the driver are to accompany them on any trip at any time.
Charter Buses must arrive at Pick-Up location at least twenty (20) minutes prior to departure time.
Awarded Carriers must immediately contact the Requestor or designee for any of the following while contracted for
an event: Bus accident (all types, minor and major); Breakdowns (All incidents in which the bus is not able to
precede); Delays (Any delay that will impair the departure/arrival).
All contract bus drivers will always professionally present themselves with both students and staff during the
contract event period. Failure to do so will disqualify said driver from further contracts with BCSD.
Vehicle Maintenance
The Contractor shall be fully responsible to meet or exceed all Federal Motor Carrier Safety Administration
(FMCSA) and Department of Transportation (DOT) required inspections. During the term of the contract, the
BCSD reserves the right to review current vehicle inspection and repair records.
The Contractor shall be responsible for providing fuel, lubricants, tools, and employee uniforms.
All vehicles shall have operable heating and air conditioning. BCSD expects all buses provided under this RFP to be
in top operating condition. Firms that provide substandard buses that cause breakdowns, delays or otherwise
inconvenience the participants or put them at risk, will be debarred for a to-be-determined length of time from
participating in BCSD solicitations until all problems have been demonstrated to have been corrected.
Offeror shall provide information in their proposal of any additional services they will provide (i.e. lodging
arrangements, tour guide arrangements, tour itinerary, etc.)
Request For Service/Reservations
Individual schools or departments will contact the awarded offeror to request a quote and the pricing shall be based on
pricing submitted in the proposal. The District may request services verbally or in writing. However, verbal orders
must be acknowledged by the contractor within five (5) calendar days from the date of the order on the
Contractor's standard confirmation form.
BCSD has the right to request departure points anywhere within the County, weekdays, or weekends, at no additional
charge.
Notice of cancellation for a trip after reservations have been made, shall be given 24 hours before departure time at
no cost to the BCSD. For service where less than 24-hour notice is given, except for weather conditions, the
District agrees that Contractors may charge $250.00 as a cancellation fee, if cancelled before leaving the terminal
or cancelled on the job.

BCSD has the right to revise or cancel trips due to snow emergency or other weather conditions, within two (2)
hours' notice prior to the first pick-up, without financial penalty, and to revise departure and return times, trip
intervals and number of trips during the time period covered by the contract without any additional cost to the BCSD.
Method Of Ordering
Purchase order(s) for bus services will be issued as required throughout the period of this contract and will
become an integral part of the resulting contract. The purchase order(s) does not supersede any provision of the
resulting contract. Blanket purchase order(s) may be issued by the Using Department in place of individual purchase
orders, to expedite the procurement process for contracted services.
Cost Of Services
The Offeror shall include all charges incurred in fulfilling the terms of each contract. Contractors shall provide a cost
breakdown for each service separately (i.e., hourly, daily, per mile, overnight stay, etc.). Pricing should include all
reasonable expenses incurred by the Contractor (i.e., fuel, mileage, lodging (if applicable), etc.). Refer to
Attachment A, Cost Proposal Form.
Brochures, Catalogs, Manuals, Websites, Literature
In addition to the formal response to this RFP, all offerors are encouraged to submit brochures, catalogs, manuals,
website materials, industry literature, and any other marketing and informational media which will support and
enhance their submission value.
Added Value
Offerors are encouraged to describe in detail all added value or additional services or benefits available and offered at
no cost to BCSD in their RFP responses. Attach and label as "ADDED VALUE."
Technical Proposal
BCSD advertises this RFP as an opportunity for interested and qualified firms specializing in providing assessment
services for science centers to submit responses consistent with the scope of work stated herein. Respondents to this
RFP are encouraged to submit their most comprehensive, innovative and creative proposals for services for BCSD.
BCSD may, at its sole discretion, select or reject all or portions of the service(s) proposed from responsive offerors.
As a part of the evaluation process, BCSD may find it necessary to evaluate the addition or deletion of components of
an offeror's proposal to make equivalent comparisons to other proposals. BCSD will select the offeror whose proposal
BCSD best meets the needs of BCSD, based on the requirements and evaluation criteria set forth herein.
The determination of the successful proposal will be based upon information supplied by the offeror in the RFP
response and upon other information that will be obtained by BCSD as it deems necessary. Proposal conformance to
RFP instructions, terms, conditions, and requirements is critical to offeror responsiveness.
The lowest-cost proposal submitted may not necessarily be determined to be the most responsive and responsible
proposal when all factors have been considered. However, the quoted price is an important factor in the determination
of the selected proposal.
Technical Proposals shall include the following:
Compliance Information
Firms must meet minimum criteria as specified to receive further consideration. This is a compliance section and
carries no evaluation points. Proposals shall include the following:

The submitting company must be licensed by the State of Georgia or otherwise duly licensed in such a manner as to be
able to provide all services specified in this RFP in Georgia and all documents must be in the name of the submitting
company.
All employees of the submitting company that are assigned to this project must be either licensed by the State of
Georgia or, if licensed by another state, authorized by Georgia to provide the licensed services in Georgia. The
company must submit copies of all employees' licenses that will be assigned to this project.
Litigation Information: Identify and briefly discuss any instances in the past five (5) years where your contract was
terminated, with or without cause. Provide Owner name, project name and Owner's Project Representative Name and
Number. For joint ventures responding to this RFP, provide the above information as it pertains to the joint venture
and for each partner or entity creating said joint venture. If there is no failure or failures to complete a contract,
please include a statement that the Firm has never failed to complete a contract or contracts or have defaulted
or have been declared in default on any contract.
Identify any legal actions that have been filed against your company for services rendered in connection with in the
past (5) years. Provide a brief explanation for each occurrence and the outcome/disposition. If there have been no
legal actions filed against your company, please include a statement that the Company has not had any legal
actions filed against them in the past five (5) years.
Evaluation Criteria
An Evaluation Committee will evaluate the proposals using the following criteria:
Firm's Overview (15 points)
* Provide a full and complete company profile to include, but not limited to Firm's name, address,
headquarters and or branch office handling this project, as well as primary contact name, title, related
telephone/fax numbers and email address.
* State how many years licensed to do business under the name stated above. Describe firm ownership
structure and history.
* List the number of permanent licensed employees and provide an organizational chart of the firm. Include
management-level employee(s) the firm intends to assign to the project. Include a professional biographical
summary including any certifications/licenses and detailed outline of the role and responsibility of each
employee that will be assigned to the project.
Scope of Services (25 points)
* Please provide your company's comprehensive and proposed strategy for providing charter bus services as
outlined in the scope of work: Special Instructions, Vehicle Maintenance and Request for
Services/Reservations. Please be detailed and specific in your response to each requirement.
* Provide the name and telephone number of the individual(s) that can be contacted in case of an emergency or
for services needed after hours, holidays or weekends.
* Provide your company procedures and timeline to replace a disabled bus within the State of Georgia, outside
the State of Georgia, i.e. accident breakdown, etc.
* Describe in detail your company training and education program for employees.
* Describe in detail your company's ability for accommodating disabled and special needs riders.
* Describe in detail amenities on units (bathrooms, TV/DVD, Wi-Fi, etc.)
Firm's Relevant Experience and Expertise (25 points)

* Submit past experience with projects that are comparable in scope and organizational size which best
illustrates your firm's ability to provide charter bus services for K-12 school districts. While K-12
experience is preferred, experience with other governmental entities is allowed.
* Please list no more than ten (10) projects and do not list projects that were not completed by your firm or
completed over ten (10) years ago. Each project listed should include the following information:
Company/Entity Name
Mailing Address
Contact Name, Phone Number, and Email Address
Scope of Services Provided
Project Start and Finish Date
References (5 points)
a) Minimum of three (3) references required. Offers must complete and upload Attachment H, Offeror Client
Reference Form. Information provided on Attachment H: Offeror Client Reference Form, must be legible.
BCSD reserves the option of contacting any of the references provided to confirm information provided.
Cost Proposal (30 points) - Do not include with Technical Proposal
Indicate your proposed price to provide the services as stated in this RFP using
Attachment A - Cost Proposal Form provided as part of this RFP.
Please provide any and all pricing breakdown as requested on the Attachment A- Cost Proposal Form.
The Attachment A-Cost Proposal Form shall not be altered in any way. Any alterations to the provided cost proposal
form may cause your company to be deemed non-responsive and disqualified from further consideration.
The Attachment A-Cost Proposal Form shall be signed by an authorized company representative. Failure to sign the
Attachment A-Cost Proposal Form may result in your proposal being deemed non-responsive.
Relative Weight Evaluation Criteria
15 Firm's Overview
25 Scope of Services
25 Firm's Relevant Experience and Expertise
5 References
30 Cost Proposal
100 points

REQUIREMENTS
Vendors must meet the following:
Proof of all required federal and state licenses
Minimum of $5 million in liability insurance coverage
All drivers must pass background checks and drug screenings
Documentation of vehicle inspection and maintenance schedules
Ability to accommodate groups of 20 to 56 passengers per trip
2. Proposal Submission Information:
Interested vendors must submit proposals that include the following information:
Respondents must submit a proposal including the following components:
Responses must include - All items within the scope of services outlined:
Company overview and years of experience
Fleet information (number, age, and types of vehicles)
Pricing structure (hourly, daily, mileage-based)
Cancellation and refund policy
Insurance and safety documentation
References from at least three K-12 school districts
Sample trip itinerary and emergency plan
Description of fuel surcharge policies or price adjustments
3. Contract Award:
* The contract will be awarded to the vendor whose proposal best meets the needs of the Bibb County
School District, as determined by the maintenance department.
4. Inquiries:
* Any inquiries regarding this RFP should be directed to the Bibb County School District Procurement
Office at elaine.wilson@bcsdk12.net,
* The Bibb County School District reserves the right to reject any or all proposals and to waive any informalities or
irregularities in the proposal process. This RFP does not commit the Bibb County School District to award a
contract, nor does it obligate the district to pay any costs incurred in the preparation of proposals.
5. Evaluation:
* The contract, if awarded, will be awarded to the bidder responsible. Product quality, service issues and other
factors stipulated above must be met to the satisfaction of the Board for a bid to be considered responsive. The
Bids will be evaluated with the following Criteria.
6. INTERPRETATION/ADDENDA:
* If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of
Procurement, Elaine M. Wilson, Elaine.wilson@bcsdk12.net please include the RFP number in the Subject line,
in order to guarantee a response to the question submitted. The questions should be received prior to the deadline
within the TENTATIVE TIMELINE.
7. AWARDS
* The BCSD reserves the right to accept or reject any part of a submitted bid (in whole or in part), to accept the
entire bid from one bidder, to accept portions of the bid from several bidders, or to reject any and/or all bids
submitted or waive any minor irregularity.