RFP RV-207584 Alternative Student Transportation Services **SOURCING #154874**

Agency:	Dallas Public Schools
State:	Texas
Type of Government:	State & Local
NAICS Category:	484121 - General Freight Trucking, Long-Distance, Truckload 541614 - Process, Physical Distribution, and Logistics Consulting Services
Posted Date:	Apr 8, 2024
Due Date:	May 9, 2024
Solicitation No:	RFP RV-207584
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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PURCHASING DEPARTMENT

9400 North Central Expressway, Suite 1510, Dallas, TX 75231

(972)925-4100

Request For Proposal 158875

RFP RV-207584 Alternative Student Transportation Services

Dallas ISD rev 1.0

Page 1 of 36

Request For Proposal 158875 RFP RV-207584 Alternative Student Transportation Services

Buyer VILORIA, ROSA

Email RVILORIA@dallasisd.org

1 Header Information

1.1 General Information

First Advertisement Date/Issue Date

Second Advertisement Date

Pre-Proposal Meeting

Questions Deadline

Questions Response from the District

Solicitation Due

Anticipated Evaluation & Sel

Anticipated Approval/Award

07-APR-2024 08:00:00

14-APR-2024 08:00:00

22-APR-2024 14:00:00

24-APR-2024 15:00:00

26-APR-2024 17:00:00

09-MAY-2024 14:00:00

16-MAY-2024 10:00:00

27-JUN-2024 18:00:00

Pre-Proposal

A pre-proposal meeting will be held at 2:00 PM CST via TEAMS video conference on April 22,

2024. Please submit (in writing) any questions regarding this RFP. Only written questions will be

considered. It is highly encouraged that all potential proposers participate and attend the pre-

proposal.

Join TEAMS Meeting: https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting

Meeting ID: 255 900 533 89

Passcode: TjEQpT

1.2 Terms

Initial Term: 3

Renewal 1: 1

Renewal 2: 1

Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the

District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract,

that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the

then current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining

options to renew shall expire and terminate

1.3 Requirements

LENGTH OF CONTRACT

The term of this proposal shall be for a three (3) year agreement with two (2) successive one (1) year

extensions based on the long-range needs of the District and mutual consent of both parties not to exceed

five (5) years total.

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

The Dallas Independent School District (Dallas ISD or District) is soliciting offers for the goods and/or

services specified in this document.

1. Questions concerning this solicitation document should be addressed, in writing, to Rosa Viloria, Buyer at

rviloria@dallasisd.org.

2. Questions must be submitted by the deadline to allow sufficient time for responses prior to receipt/opening

date/time.

3. Responses to questions other than administrative questions will be provided to all potential offerors by

means of an addendum to the solicitation.

All vendors are encouraged to participate even if vendors are the sole source providers.

This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200

Dallas ISD rev 2.0

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Request For Proposal 158875 RFP RV-207584 Alternative Student Transportation Services

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

and ESSER (Elementary and Secondary Emergency Relief) requirements to procure vendors who provide

goods purchased by Dallas ISD using federal dollars. This proposal may be used with local, state, federal,

and grant-funded programs.

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Dallas ISD is seeking proposals to contract with a pool of qualified, compliant, and officially licensed small

vehicle transportation service firms to provide alternative transportation services for students from a

neighboring district upon request and will offer the best value to the District, including price, vehicles, and

equipment, availability, compliance to regulation, customer service, and ability to meet the need of students

with special needs.

The following vehicles are the most often requested by the District to supplement Student Transportation

Services on an as-needed basis, including, but not limited to, 4-door passenger sedans, mini-vans,

wheelchair-accessible vans, and SUVs.

Communication with the school site, home, and transportation department and compliance with all District

rules are critical.

Proposal Requirements:

1. Vendor will safely transport students and comply with all federal, state, and local laws and district policies.

2. Vendor must remove any drivers/monitors assigned to a route at the request of the district if there's

reported concerns that impact the safety of our students.

3. Vendor must have commercial-grade insurance for all vehicles transporting students.

4. Vendor must provide a consistent daily driver and vehicle for each route. The exception would be driver

absences and using spare cars for out-of-service maintenance.

5. Drivers must be trained to transport students with special needs.

6. Vendors must provide a consistent group of drivers and may not contract directly with independent

contractor drivers. No on-demand transportation services will be considered.

7. Vendors must provide proof of documented history with at least three or more years of experience

preferred in providing transportation services for students with special needs from home-to-school. Drivers

will be needed for morning and afternoon trips.

8. Vendors must comply with the requirements for criminal background checks and fingerprinting for

drivers/monitors through Dallas ISD Fingerprinting Management Services before transporting any District

students. All drivers must wear a company badge while on duty.

9. Vendors must be able to accommodate and provide services for all student populations, Pre-K or

Kindergarten or over-age high school students, including, but not limited to, students with special needs, and

provide the adaptive equipment required to transport them, including, but not limited to, booster seats,

buckle guards, car seats, kickboards, and safety vests.

10. Vendors must provide excellent customer service and promptly respond to emails and phone calls with

in (24 hours).

11. Vendors must have the resources to coordinate transportation within 24-36 hours of the request.

12. Vendors must confirm the start date, pick-up/drop-off time, driver information, and vehicle description to

the District before the start of the service.

Dallas ISD rev 2.0

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Request For Proposal 158875 RFP RV-207584 Alternative Student Transportation Services

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

13. Vendors must obtain permission from the District to provide additional transportation requests (i.e.,

rescue driver). Dallas ISD will not pay any charges accrued by the vendor without approval.

14. Vendors must communicate with the District and the parent/guardian when a sub-driver is assigned

before the service occurs.

15. Vendors must have a point of contact to address time-sensitive emergencies requiring immediate

assistance in addition to a general phone number (i.e., dispatch number, company hotline number, etc.).

16. Vendors must have a system to formally and immediately notify the District and parent of any incidents

related to the safety and well-being of the student and driver.

17. Vendors must have clear documentation to justify the charges and respond to discrepancies within 24-48

hours.

18. Vendors must have a parent app to track the vehicle and see when it will pick up and drop off the

student.

19. Vendors must confirm any changes to an existing transportation request before providing the service.

Once the District approves, the contractor must fulfill the request within 24-48 hours.

20. Vendors must provide a platform for Dallas ISD to track cancellations, driver information, GPS tracking,

pick up and drop off, start and end date, mileage information, and costs.

21. All vehicles must be equipped with digital cameras upon district request.

22. Vendors will provide timely pick-up and delivery of District students to and from campus or home on any

day of the calendar year with no restrictions on the duration, frequency, time, day of the week, or destination

location. Service will include safe and courteous passage to all destinations.

Pricing Requirements:

1. Vendor must provide best value to the District, including price, vehicles, availability, compliance

regulation, and excellent customer service.

2. Vendor may submit their pricing proposal as an additional attachment to the Price Offer Summary

Schedule included in this RFP.

3. Vendor must always include on their quotes the itemized cost and/or fees on a daily basis.

4. Vendor must include a link to their catalog website, if applicable.

5. Sample of items most requested by the District, including, but not limited to:

• Type of Vehicle: 4-Door Passenger Sedans, Minivans, Wheelchair Accessible Vans, and SUVs

• Round Trip Fee for up to 5 students ( include first 12 miles)

• One-way Trip Fee for up to 5 students ( include first 12 miles)

• Per Mile Fee (after first 12 miles)

• Wait Time Fee (per hour)

• Cancellation Fee

• No-Show Fee

• Wheelchair (per student/ride)

• Booster Seat (per student/ride)

• Car Seat ( per student/ride)

• Kickboards (per student/ride)

• Safety Vest (per student/ride)

• Monitor Fee (per hour)

• Miscellaneous Fees

Dallas ISD rev 2.0

Page 4 of 36

Request For Proposal 158875 RFP RV-207584 Alternative Student Transportation Services

PROPOSAL SPECIFIC QUESTIONS

Respondents must address all of the following points in your proposals.

Related Experience

Please describe your firm's experience, including names of schools/districts, locations, type of services

provided, and when provided. Include details on the size of the school/district, how many students were

transported daily, the type or size of the vehicle used to transport the students, and how many drivers you

provided. Please submit information in the attachment tab.

What is the minimum number of drivers you can provide daily?

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Type

……………………………………………………………………………………………………………………………..

Provide your answer below

Driver Preparation and Training

Please describe your company's recruitment methods and training/preparation of drivers. Please describe

how drivers are trained especially to deal with special needs students and families. Please submit

information in the attachment tab.

Reporting and Recordkeeping

Please describe how your company assigns drivers and routes. Please submit information in the attachment

tab

How do you manage absences and substitutes?

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Type

……………………………………………………………………………………………………………………………..

Provide your answer below

Safety Record

How many accidents have your company's driver been in, during the past 3 years? When there is an

accident, how do you report the information to the school/district and home?

-----------------------------------------------------------------------------------------------------------------------------------------------

Type

……………………………………………………………………………………………………………………………..

Provide your answer below

INSTRUCTION AND REQUIREMENTS FOR

OFFER SUBMITTAL

The Offeror shall furnish to the District all information and data requested by the District to determine the

Offeror's qualifications and responsibilities. The requested information must be provided using the PDF

version of the solicitation where indicated--do not reference other parts of the Offer or other documents. All

answers must be complete and stand-alone. Failure to follow directions using the PDF version of the

solicitation may result in the Offer being disqualified or deemed nonresponsive. The Offerors shall familiarize

Dallas ISD rev 2.0

Page 5 of 36

RFP RV-207584 Alternative Student Transportation Services SOURCING #154874

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