HEMET UNIFIED SCHOOL DISTRICT STUDENT TRANSPORTATION SERVICES BID NUMBER 2014/ TR

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1 HEMET UNIFIED SCHOOL DISTRICT STUDENT TRANSPORTATION SERVICES BID NUMBER 2014/ TR HEMET UNIFIED SCHOOL DISTRICT 1791 WEST ACACIA AVE. HEMET, CA BID DUE DATE MAY 23, 2014, AT 11:00:00 A.M. 1

2 Submit Bid To: Donald Rosales Director of Purchasing and Warehouse Hemet Unified School District 1791 W. Acacia Ave. Hemet, Ca X5600 REQUEST FOR BID (THIS IS NOT AN ORDER) PROJECT: STUDENT TRANSPORTATION SERVICES BID: 2014/ TR DUE: FRIDAY, MAY 23, 2014 TIME: 11:00.00 A.M. The Governing Board of the Hemet Unified School District, 1791 W. Acacia Ave., Hemet, Ca , will receive sealed bids on or before Friday, May 23, 2014, at 11:00:00 A.M. per the enclosed specifications. Before submitting a bid, the Bidder should read the Specifications and Form Agreement. Bidder is required to fully acquaint themselves with the conditions under which the work or services will be done. To be considered, bids must be returned in a sealed envelope, clearly marked with Vendor Name, Address, Date and Time Due, and Bid Number. Addressed to the Director of Purchasing and Warehouse, Hemet Unified School District, 1791 W. Acacia Ave., Hemet, Ca Filed in the office of the Purchasing Department on or before the date and time designated. Note: Three hard copies of the bid must be submitted signed, sealed in an envelope, and showing the bidder s name, description of the bid, bid number and opening date. All bids that are submitted without an original bid will be rejected. All bids received after the date and/or time due will be returned to the vendor unopened. Bidders must furnish the following forms with all bids (forms for this BID, information and instructions for these forms are included with the bid package). Failure to submit all forms with the bid may result in rejection of the bid. 1. Bid Form 2. Non-Collusion Affidavit 3. Worker s Compensation Certificate 4. Drug Free Workplace Certification 5. Insurance Documentation 6. Addendums issued 7. Questionnaire 8. References 2

3 HEMET UNIFIED SCHOOL DISTRICT 1791 West Acacia Ave. Hemet, Ca NOTICE TO VENDORS CALLING FOR BIDS FOR STUDENT TRANSPORTATION SERVICES BID #: 2014/ TR NOTICE IS HEREBY GIVEN that the Hemet Unified School District of Riverside County, State of California, acting by and through its Governing Board, hereafter referred to as the District, will receive up to, but not later than 11:00.00 A.M., on Friday, May 23, 2014, sealed bids for the award of Student Transportation Services. Bids shall be received at: Purchasing Department Hemet Unified School District 1791 W. Acacia Ave. Hemet, Ca Each bid must conform and be responsive to the Contract Documents, which are on file for examination at the District Administrative Offices. The School District reserves the right to accept or reject any and all bids and to waive any irregularities or informalities in the bids or bid process. No bidders may withdraw their bid for a period of Ninety (90) days after the date set for the opening of bids or after approval by the Hemet Unified School District Governing Board. BY ORDER OF THE GOVERNING BOARD Donald Rosales Director of Purchasing Hemet Unified School District Publish: April 30, 2014 and May 07,

4 DISTRICT AND BID INFORMATION SCHOOL TRANSPORTATOIN SERVICES The Hemet Unified School District is seeking proposals for Student Transportation in the San Gabriel Valley of Los Angeles County, California. The District partners with other entities under the Joint Powers Authority authorized under California Government Code, Section 6500 et. al. These powers allow for a coordinated approach amongst government entities, including School Districts, to deliver services, such as Transportation. Hemet Unified currently has Joint Power Agreements with other School Districts in the San Gabriel Valley to administer a coordinated approach for School Transportation. The District is seeking an efficient and responsible School Transportation Company that is focused on superb customer service. The successful bidder will work with Hemet Unified in a joint approach to provide services. The District expects to transport approximately at least 1300 students in the San Gabriel Valley in the fiscal year. Approximately 700 of those students will be special needs students who need curbside transportation services as an auxiliary service to their Individualized Education Program. The District expects those numbers to rise in the future. The Hemet Unified School District possesses sophisticated staff and technology to maximize equipment and personnel amongst numerous district boundaries and school calendars. To that end, the District intends to provide all of the planning and routing and will provide the Contractor with all routes and schedules. The District intends to outsource routes to the successful Contractor. The District intends to perform the more difficult routes with its own equipment and personnel and provide oversight of the Contractor. The successful Contractor will need to have a sense of Partnership with the District to deliver the best possible services to the community for the best price. 4

5 INSTRUCTIONS TO BIDDERS/TERMS AND CONDITIONS 1. Notice is hereby given that bids for a contract to provide School Transportation Services for Hemet Unified School District, will be opened and read in the Purchasing Department, 1791 West Acacia Ave., Hemet, Ca on the date and time indicated in this Bid. The contract period will be agreed upon by the District vendor prior to approval by the District s Governing Board. 2. This document, referred to as the Bid, is divided into the following sections: Instruction to Bidders Rules for Submitting Bids Bid Evaluation and Award Process Project Scope Other Insurance Requirements Bid Qualifications and Requirements References Questionnaire Terms and Conditions Bid Pricing Form Bidder Information Forms 3. The Governing Board reserves the right to accept or reject any and all bids, or to waive an informalities, irregularities or defects in any bid, should it deem to be in the best interest of the District. The contract will be awarded, if at all, to the lowest most responsible bidder meeting all specifications as determined by the District. 4. All bids must be prepared and submitted using only the bid schedule, bid sheet, questionnaire and other forms included in the bid package. Bids prepared on any other forms may be rejected. All forms must be complete, and all information must be typed or written in ink. State numbers in both words and figures where so indicated. If there is a conflict in the words and the figures, the words shall govern. Both unit and extended prices must be shown on proposal forms when spaces are provided. In the event of an error in the extension of proposal prices, unit prices will prevail. Prices, wording and notations must be in ink or typewritten. Erasures or other changes shall be initialed by the person signing the proposal. The District may reject as non-responsive, any bid that it finds to be unintelligible, inconsistent or ambiguous. In the event you do not wish to provide a bid, please mark NO BID and return at least the bid cover sheet so your name may be removed from the project list, but not the bidders list. 5

6 5. All bid must be signed by the person or persons legally authorized to bind the bidder to a contract for the execution of the work. Upon request of the Hemet Unified School District, any agent submitting a bid on behalf of a bidder shall provide a current power of attorney certifying the agent s authority to bind the bidder. If an individual makes the bid, his or her name, signature, and post office address must be shown. If a firm or partnership makes the bid, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the bid, the bid shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. 6. Bid award will be made to the lowest responsible and responsive bidder. The low bidder will be determined by the lowest responsible bid for the Total Base Price, the contractor that provides services providing the most benefit to the District, and that complies with all the requirements prescribed in the bid/contract documents. The District reserves the right to award a contract one or more service providers, or a contract in whole. Additionally, the Hemet Unified School District reserves the right to accept or reject any or all bids. 7. Any bidder submitting a bid to Hemet Unified School District may file a protest of the District s intent to award the Contract provided that each and all of the following are complied with: a. The protest is in writing. b. The protest is filed and received by the Hemet Unified School District s Director of Purchasing, not more than five (5) calendar days following the date of the bid closing. c. The written bid protest sets forth, in detail, all grounds for the bid protest, Including without limitation all facts, supporting documentation, legal authorities and argument in support of the grounds for the bid protest; any matters not set forth in the written bid protest shall be deemed waived. All factual contentions must be supported by competent, admissible and credible evidence. Any protest not conforming to the foregoing shall be rejected by Hemet Unified School District as invalid. Provided that a protest is filed in strict conformity with the foregoing, the Director of Purchasing shall review and evaluate the basis of the protest. The Director of Purchasing shall provide the bidder submitting the protest a written statement concurring with or denying the protest. Based on this statement, the Assistant Superintendent of Business Services will render a determination and disposition of the protest by taking action to adopt, modify or reject the disposition of the protest. A determination by the Governing Board of Hemet Unified School District relative to the protest shall be final and not subject 6

7 to appeal or reconsideration. All the above requirements, including a final determination by the Governing Board, shall be express conditions precedent to the institution of any legal or equitable proceedings relative to this Bid. In the event that any such legal or equitable proceedings are instituted and the Hemet Unified School District is named as a party thereto, the prevailing party(ies) shall recover from the other party(ies), as costs, all attorneys' fees and costs incurred in connection with any such proceeding, including any appeal arising therefrom. 8. All questions, comments, and clarifications regarding this bid must be submitted in writing by 3:00 P.M., May 15, Written correspondence should be sent via to Donald Rosales at drosales@hemetusd.k12.ca.us and Michael Fogerty at mfogerty@hemetusd.k12.ca.us. All questions and responses will be shared with other potential vendors. 9. Sealed bids shall be delivered to the purchasing department, any time prior to but not later than the time and date indicated in this bid, and shall contain one (1) original and three (3) copies of the submitted proposal. Electronic bids may also be submitted via ; however, submitting a bid electronically does not relieve the vendor from submitting an original hard copy bid described above. All electronic bids will be submitted to only Donald Rosales, Director of Purchasing at drosales@hemetusd.k12.ca.us. The vendor must insert the bid number in the subject line and notate that the is an electronic bid. 10. Unless otherwise specified herein, prices are firm for a period of ninety- (90) days after the date set for the proposal opening. 11. No additional charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds or for any other purpose shall be billed to the District by any bidder. 12. The Hemet Unified School District reserves the right to extend the Bid Due Date and/or time when it is in the best interest of the Hemet Unified School District. 13. Before submitting their bid, bidders must fully inform themselves of the conditions, requirements and specifications of the work or materials to be furnished. Failure to do so will be at proposers own risk and the proposer cannot secure relief on a plea of error. 14. All information, prices, notations, signatures, and corrections must be in in or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal. 15. Hemet Unified School District s acceptance of bidders offer shall be limited to the terms herein unless expressly agreed in writing by the Hemet Unified School District. Bids offering terms other than those shown herein will be declared nonresponsive and will not be considered. 7

8 16. Bidders authorized representative may withdraw bids only by written request received by the terms and conditions set forth in all the pages of this bid. Bidders signed bid and Hemet Unified School District s written acceptance, purchase order, or contract shall constitute a formal contract. 17. To be considered for award, each bid shall be signed by an authorized representative of the bidder. 18. The successful bidder shall not have the right to sell, assign, or transfer any rights or duties under this contract without the specific written consent of the Hemet Unified School District. 19. If any provision or any portion of any provision, of any contract resulting from this bid shall be held invalid, illegal, or unenforceable, the remaining provisions or portions of any provisions shall be valid and enforceable to the extent possible. 20. The bidder shall not discriminate in recruiting, hiring, promotion, demotion or termination practices on the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status or sex in performance of the contract, and to the extent they shall apply hereto, shall comply with the provisions of the California Fair Employment Practices Act, and the Federal Civil Rights Act of All bids shall be deemed final, conclusive and irrevocable. No bid shall be subject to correction or amendment for any error or miscalculation. After closing date, all bids are considered final. 22. Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor further covenants that, in the performance of this contract, no subcontractor or person having such an interest shall be employed. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of Hemet Unified School District. 23. The bidder shall at all times observe and comply with all laws, ordinances, regulations, and codes of Federal, State, County, and other local government agencies which may in any manner affect the performance of the contract, and in particular, any such laws pertaining to safety. The contractor, in performing under this contract, shall not discriminate against any worker, employee or applicant, or any member of the public because of race, creed, color, age, sex, or national origin, no otherwise commit an unfair employment practice. If contractor violates any provisions of any such laws, ordinances, regulations, codes, requirements, etc., then this contract may be canceled or voided in whole or in part or sanctions or penalties may be imposed or remedies invoked as provided by statute, regulation, or herein provided. In any event, contractor shall notify the District 8

9 immediately upon receipt of any official notice from any of these agencies which claims contractor is in violation. 24. If there is reason to believe that collusion exists among the bidders, the Hemet Unified school District may refuse to consider bids from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one bid for the same work unless alternate bids are called for. A person, firm, or corporation who has submitted a sub-bid to a bidder, or who has quoted prices on materials to a bidder, is not thereby disqualified from submitting a sub-bid or quoting prices to other bidders. Reasonable grounds for believing that any bidder is interested in more than one bid for the same work will cause the rejection of all Bids for the work in which a bidder is interested. If there is reason to believe that collusion exists among the bidders, the Hemet Unified School District may refuse to consider bids from participants in such collusion. Bidders shall submit as part of their bid documents, the completed Non-Collusion Affidavit provided herein. 25. Education Code Section requires that contractors/consultants providing services in specified areas to school districts and county offices of education conduct criminal background checks of employees. The Hemet Unified School District has determined that your contract/purchase order with the District is covered by this law as you are providing services which may have contact with pupils. The District has also determined that your employees will have more than limited contact with students, will not always be under the supervision of a District employee, and will be on school grounds or in contact with students for more than a short period of time. In order to comply with this law, you must conduct criminal background checks through the California Department of Justice of all employees providing services to the District. No employee shall come in contact with pupils until the Department of Justice has determined that he or she has not been convicted of a serious or violent felony as defined in Education Code Section The Department of Justice will not process your criminal background checks until you have sent a copy of your contract or purchase order with the District and a copy of this letter, along with the required Department o Justice and the appropriate processing fees for each background check requested. You may contact the Department of Justice at (916) to inquire as to the appropriate form to utilize for these background checks. Prior to contracting with the vendor, the vendor will be required to provide certification to the District that they have conducted criminal background checks on all employees servicing routes for the District. 9

10 RULES FOR SUBMITTING BIDS A. Bid Submittal Deadline. The bid submittal deadline is: May 23, 2014 at 11:00:00 A.M. Bids must arrive in the Purchasing Department, 1791 W. Acacia Ave., Hemet, Ca , by bid deadline. Bidders are solely responsible for ensuring their bid is received in the Purchasing Department in accordance with the bid requirements, before the bid submittal deadline, and at the place specified. The Hemet Unified School District shall not be responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Delivery of bids shall be made at the office specified in this Bid. Deliveries made before the Date & Time Due but to the wrong department will be considered non-responsive unless re-delivery is made to the office specified before the Date & Time Due. B. Bids must be received on or before the due date and time due. Bids received after the submittal deadline will be considered late and will not be considered for award. C. The Hemet Unified School District reserves the right to extend the bid submittal deadline when it is in the best interest of the District. D. Bids may be NOT submitted by facsimile. E. To be considered for award, each bid shall be made on forms furnished by the Hemet Unified School District. F. The Date & Time Due it IS FIRM. Bids will NOT be accepted after the Date & Time Due and will be returned to the proposer unopened. To be considered for award, each proposal shall be signed by an authorized representative of the proposer. G. Bids may be submitted by hand, by courier, or any other method specified herein. Bids MUST BE submitted in a sealed envelope and delivered to the purchasing department. H. Bids must be submitted only on the bid form provided by the District. Bidders must submit one original bid and three copies. Bidders will not modify the District s bid page and submit as an original bid. Modifications to any forms in this bid without the expressed approval of the District will be grounds for disqualification of the vendors bid. I. Electronic bids will be ed to Donald Rosales, Director of Purchasing, at drosales@hemetusd.k12.ca.us. Vendors must still submit a hard-copy of the bid even if they submit an electronic bid. 10

11 PUBLIC LIABILITY, PROPERTY DAMAGE, AUTOMOBILE LIABILITY INSURANCE The Bidder shall take out and maintain during the life of the Contract such Bodily Injury Liability, Property Damage, and Automobile (Vehicle) Insurance as shall protect it and the DISTRICT and each of their officers, agents, employees, and servants while performing work covered by the Agreement from any and all claims for damages for bodily injury including accidental death, as well as any and all claims for property damage which may arise from the Bidder s operations under this agreement, whether such operations are by itself, the DISTRICT, or by anyone employed by or acting as an agent of either of them. The amounts of such insurance shall be $5,000,000 (Five Million Dollars) combined single limit bodily injury and property damage for each occurrence and $30,000,000 (Thirty Million Dollars) automobile (Vehicle) Liability Insurance. The DISTRICT, the Hemet Unified School District Board of Education and their officers, agents, employees, and servants shall be primary insured to the full limits of liability of the policy, and if the DISTRICT or her officers and employees have other insurance against a loss covered by such policy, such other insurance shall be excess insurance only. In the event of the breach of any provision of this section, or in the event any notice is received which indicated any required insurance coverage will be diminished or canceled, the DISTRICT may, at its option, and notwithstanding any other provision of the Agreement to the contrary, immediately declare a material breach of the Agreement and suspend all further work pursuant to the Agreement. 11

12 SCOPE OF WORK AND SPECIFICATIONS 12

13 1. The bid shall be based on the premise that the District will not be responsible for financing, holding title to, or licensing vehicles. The District will not provide any facilities. The contractor shall function as an independent contractor. 2. All routes will service students and schools within the San Gabriel Valley in Los Angeles County, California 3. Contractor shall keep all equipment used in the transportation of students in accordance with the State of California Standards for School Buses, and such equipment shall be maintained in good mechanical order at all times to pass any State School Bus Inspection. Buses shall be kept in a clean and sanitary condition and open to examination by the District at all times. It is understood that all equipment furnished shall comply with all statutes, school bus specifications, and safety regulations in force, and that if any bus equipment owned by the Contractor fails at any time to comply in whole or in part during the term of the contract, it shall be replaced by the Contractor without expense to the District and without claims for adjustment per day, or per trip, compensation. Special Needs buses must have working air conditioning at all times. 4. The District intends to construct routes to be performed under this contract based on a wide variety of students being transported on each vehicle. Accordingly, it is anticipated that any vehicle under this contract might transport any combination of students with different needs, such as, but not limited to, wheel chair, ambulatory, safety vest, car seat, etc. 5. The District will provide the Contractor all safety vests and car seats as required by the District. 6. Time and mileage charges, including excess time and excess mileage charges, for all transportation shall commence at the times and places specified in the official routes sheets provided by the District for such services and shall end when all passengers have been returned to their starting points or District designated dropoff locations (Live Time) with the following exception: a. Contractor may charge time and mileage for travel between sequential legs of service (Dead Head) to multiple sites that are grouped together in succession and during the same part of the day, as designated by the District. It is the intention of the District to develop routes that serve sequential legs of service to multiple school sites in the following daily time schedules: 1. Morning grouping (AM) 2. Late morning and early afternoon grouping (Mid Day) 3. Afternoon grouping (PM) 13

14 b. All dead head time and mileage will be determined by the District. c. The District shall not pay for any dead head to and from the Contractor s facility to District designated pick up and drop off locations. 7. Standby buses maintained in good working condition shall be available in sufficient numbers and used in the event any buses regularly transporting students shall be inoperable. 8. The Contractor agrees that each morning before any school buses are used for transportation, the driver shall inspect same carefully for defects, and remedy any defects before using said vehicles. Records of these inspections shall be maintained in accordance to the State of California. 9. The Contractor shall establish a system that insures that all drivers check their vehicles for sleeping children prior to leaving their bus after each run. 10. The contractor shall permit the school buses to be operated only by persons holding the required licenses/permits issued to him/her by the State. Every driver shall follow the normal and usual instructions and requirements of the State of California, District, and shall at all times comply with the motor vehicle laws of the State and all cities, villages, or other municipalities in which such vehicles may be operated and shall present such reports to aid the District as the District may request. It is recognized that, for the protection of the children, drivers and all other persons coming in contact with the students must be of stable personality and of highest moral character. The Contractor shall conduct Criminal Background Investigations of any new employees in accordance with the State of California and Federal government. 11. The responsibility for hiring and discharging personnel shall rest entirely upon the Contractor. The District reserves the right to request removal of any driver who, in their opinion, is not suitable to operate a bus for the District. The District a lso reserves the right to request consistent preferred drivers, and the Contractor is not allowed to pull out preferred drivers assigned to the District. 12. During the course of this contract, the District may have a need to require that an attendant accommodates a student or students. In some cases, the awarded contractor may be required to provide the aide/attendant. The cost will be a responsibility of the District, and the District will decide if the contractor or District will provide the aide/attendant on a per case and availability basis. Attendants must always meet the approval of the District. 14

15 13. The Contractor will allow no person other than students, supervisors, bus company employees, authorized school district personnel, and drivers in training to ride the bus without the consent of proper school officials. 14. Contractor will deliver all passengers to such points on the school grounds as the District may, from time-to-time, designate, and shall remove all students from the grounds for return to their home, or other approved addresses, in accordance with the transportation schedules and routes set up by the District. 15. The District will provide all route planning, scheduling and times to the Contractor. It is the Contractor s responsibility to perform the route as provided by the District. The Contractor shall not deviate from the route without the District s consent except in the instances necessitating student safety. The Contractor shall work collaboratively with the District regarding route changes and efficiency recommendations. 16. The Contractor shall not permit more passengers to occupy buses than there are seats available, and while vehicle is in motion shall not permit any passengers to stand up in such vehicles, nor permit the overcrowding of such vehicle in any manner whatsoever. 17. Absolutely no increase or decrease in the number of buses utilized shall be made without prior approval from the District. The effective day of any increase or decrease in transportation services shall be made solely by the District. 18. The Contractor agrees that the driver of each bus shall supervise the loading and unloading of his/her bus at all pickup and delivery points, and the Contractor will provide full-time office staff who is responsible for reporting of and resolution of transportation problems to the District or school site staff. 19. When a passenger causes an undesirable situation on any bus, the driver shall report the passengers name and/or description of the situation to his supervisor in writing. The supervisor shall submit a written report to the District the same day. 20. The Contractor shall provide and compensate its drivers and other personnel and pay all expenses pertaining to operating the buses, such as State license, fuel, oil, lubrication, tires, antifreeze, fluids, repairs, maintenance, storage, and washing. Contractor shall pay all expenses. 21. All type II buses supplied shall be new or no older than eight (8) years old with air conditioning. All type I buses supplied shall be new or no older than twelve (12) years old 15

16 22. All buses must have working two way radio equipment that is capable of receiving and transmitting within the San Gabriel Valley of Los Angeles County. The Contractor agrees to install and maintain two (2) base station radios at the District s Transportation Facility in the San Gabriel Valley that is capable of monitoring all buses utilized for the District. The cost of all such two way radio equipment, installation, maintenance, frequencies and repeaters will be at the Contractor s expense. 23. At any time during the contract period, any installation or modification of equipment required by change in law or regulation shall be made by the Contractor at its own expense. 24. In case of accident, it shall be the responsibility of the vendor to first notify the Police or California Highway Patrol and second, notify the District. Within twentyfour (24) hours after the accident, the vendor shall furnish a written report of the accident to the District. 25. Contractor shall notify the District in writing of any change of ownership or control of the Contractor prior to such change. If ownership or control of the Contractor changes during the term of this Agreement, the District reserves the right to cancel or terminate this Agreement if such change is not viewed to be in the best interest of the District. 26. The District has determined under Education Code section l Subdivision (C) that in performing services pursuant to this Agreement, Contractor's employees will have contact with pupils. As required under Education Code Section , Subdivision (A), Contractor shall require their employees who will provide services pursuant to the Agreement to submit their fingerprints in order to conduct a criminal background check to determine whether such employees have been convicted of or have charges pending for a felony. 27. Contractor shall not permit any employee to perform services that may come in contact with pupils under this agreement until the Department of Justice has determined that the employee has not been convicted of a felony or has no criminal charges pending for a felony. 28. Contractor shall certify in writing to the District that all of its employees who may come in contact with pupils have not been convicted of or have no criminal charges pending for a felony as defined in Education Code section Contractor will provide a listing of employees who may come in contact with pupils. 16

17 29. Contractor shall defend, indemnify, protect and hold the District and its agents, officers and employees harmless from and against any and all claims asserted or liability established from damages or injuries to any person or property which arise from or are connected with or are caused or claimed to be caused by Contractor's failure to comply with all of the requirements contained in Education Code section , including but not limited to, the requirement prohibiting Contractor from using employees who may have contact with pupils who have been convicted or have charges pending for a felony. 30. Fingerprints will not have to be redone for School Bus Drivers as fingerprints have been submitted through DMV. Contractor shall still certify in writing that all employees who may come in contact with pupils have not been convicted of nor have any criminal charges pending for a felony. 31. In the event that a driver encounters a condition which in their opinion causes it to be unsafe the driver has the responsibility to pull vehicle over in a safe location and wait until conditions improve. Contractor will notify the District of the delay as soon as possible. 17

18 Agreement Document Any bidder may suggest modifications to the proposed form of Agreement for Furnishing Pupil Transportation included with this invitation. Suggested modifications to the Agreement will be delivered to the District in writing no later than, May 15, 2014, 4:00 p.m., and no suggestions shall be accepted after such deadline date. The District may, in its sole and absolute discretion, choose to modify the Agreement for Furnishing Pupil Transportation Services in accordance with such suggestions, or to reject such suggestions and require the execution of the Agreement for Furnishing Pupil Transportation Services in the enclosed form without modification. By submitting a proposal, each bidder acknowledges that if he/she is selected by the District, the District may obligate him/her to execute the Agreement for Furnishing Pupil Transportation Services in the form enclosed without modification. Any proposal that is conditioned upon the District's acceptance of revisions to the enclosed form of Agreement for Furnishing Pupil Transportation Services (not previously approved by the District) may be rejected. Evaluation and Award of Contract The award of contract, if made by the District, will be made in accordance with the following procedures: 1. The District will assess the qualifications and desirability of the bidders by an evaluation committee consisting of representatives of the District. Each bidder will be evaluated on a 1 to 10 scale (10 being the most qualified and/or desirable) as follows: Cost. 45% Written Proposal. 30% Management Interviews. 15% Financial Stability... 10% 2. Written Proposals will be evaluated by the evaluation committee using the following criteria: Firm Experience in the San Gabriel Valley and/or L.A. County Management Capability Flexibility Hiring Procedures Safety Program (include information on CHP certifications) Driver Training Program Maintenance Program At its option, the District may elect to reject a written proposal or proposals after the written proposal evaluation if, in the District's discretion, 18

19 the bidder or bidders is/are incapable of providing proper and satisfactory service in accordance with the District's transportation standards and requirements (including, without limitation, safety standards, financial condition requirements and experience requirements). 3. Management Interviews. For any bidders who submitted bids that are not rejected after the written proposal evaluation one or more members of the District's evaluation committee will interview those person(s) who will be directly responsible for managing the contract, if awarded, on behalf of the bidder. The criteria for the management interview will be as follows: Qualifications and Experience Management Concepts Job Knowledge Flexibility Dedication to Customer Service Responsiveness During Interview 4. All data and information in the written proposal will be subject to verification. 5. District may elect, in its discretion, to reject any or all proposals after the management interviews if it determines that the bidder(s) does/do not satisfy the District's transportation standards and requirements. 6. The District may let the contract to other than the lowest bidder in accordance with California Education Code, Section After each remaining bidder has received a rating for its written proposal and management interviews, the District will calculate the bidder's overall qualification and desirability rating by averaging the ratings in accordance with the evaluation table. 19

20 EVALUATION TABLE Firm Name Category Weight Rating (1-10) Cost 4.5 X = Total Written Proposal 3.0 X = Management Interviews 1.5 X = Financial Stability 1.0 X = Total 10 20

21 PROPOSAL FORM/PRICE SCHEDULE Proposed prices must be submitted on Proposal Form/Price Schedule. A separate proposal price for hours and miles in excess of the base price is to be submitted as well. Please enter these amounts on the form below. The form may not be altered. For each invoice period, total charges for hours and miles in excess of base hours and miles shall be the sum of the excess amounts for individual buses. All hours and miles are bases upon live time as described in the Terms and Conditions section of this Proposal. The District reserves the right to require that the Bidder to add and delete buses to or from service at the rates specified below. The District, at its sole discretion, may increase or decrease number of buses required at any time and for any reason during the course of this agreement. The bidder must fill in Column (1) with the prices you propose per base bus day. Extend that price out for the number of routes per day by bus size and for the number of days per year. The results in Column (4) should be properly calculated to give the total annual home-to-school base cost. 21

22 HOME TO SCHOOL BASE COST Bus Size (Passengers) COLUMN 1 Cost per Day 3.0 Hour Minimum* COLUMN 2 Estimated Buses per Day COLUMN 3 Days per Year COLUMN 4 Base Annual Cost by Bus (1x2x3) 1-20** $ X 8 X 180 = 1-20 W/C** $ X 16 X 180 = W/C** $ X 1 X 180 = $ X 7 X 180 = TOTAL ANNUAL HOME TO SCHOOL BASE COST $ * Based upon live time as described in Terms and Conditions of Proposal, including exceptions. * Contractor s origination of buses may affect Contractor s cost. Refer to Terms and Conditions of Proposal ** A HOME TO SCHOOL EXCESS HOUR AND MILE COST Bus Size (Passengers) Cost per Hour in Excess of 3.0 Hours per Day* Cost per Mile in Excess of 75 Miles per Day** 1-20 $ $ 1-20 W/C $ $ W/C $ $ $ $ * Based upon live time as described in Terms and Conditions of Proposal, including exceptions. ** Calculation of Excess Miles shall be made based upon live time as described in the Terms and Conditions of the Proposal. ** The Contractor shall be responsible for all miles to and from buses origination location. Time and mileage charges for all transportation shall commence at the times and places specified in the official requests for such services and shall end when all passengers have been returned to their starting points or District designated drop-off locations (Live Time). 22

23 PROPOSAL QUESTIONNAIRE To the Bidder: The following questionnaire is a part of this Request for Proposal. The Information provided herein will be used for evaluating the qualifications of the bidder to perform the work and services required pursuant to the Request for Proposal. The questionnaire must be filled out accurately and completely and submitted with the other parts of your proposal. Any errors, omissions or misrepresentation of the information may be considered as a basis for the rejection of the proposal and may be grounds for the cancellation of any agreement executed as a result of the Request for Proposal. Where space is not provided for an answer, or your answer will not fit in the space provided, please attach additional sheets marked with the question they address (for example I. C. 5). When completed, this questionnaire and the responses contained within it or attached to it shall be considered to be a part of the Agreement for Furnishing Student Transportation. If you expect your firm's policies or practices to change from those it currently uses if your firm is awarded this contract, you must make explicit the policies and practices your firm will follow as it provides transportation services to the District. I. DESCRIPTION OF BIDDER'S ORGANIZATION A. FIRM Telephone Number: _ B. TYPE OF ORGANIZATION Corporation (List officers and positions): _ Other (please specify):

24 Where Incorporated: _ Year of Incorporation: _ Subsidiary (Give name and address of parent corporation): _ Is your firm or a parent firm publicly held? _ If not, what private individuals or families own more than 20% of your firm, or who is the general partner, or who is the sole proprietor? C. NATURE OF OPERATIONS 1. Is your firm currently engaged in providing home-to-school transportation services under contract with a school district, non-public school or county superintendent of schools? Yes No Number of Years Number of public school districts served in the State of California 2. List all applicable transportation permits (City, County, and State) under which you currently operate: 3. Are you currently, or have you ever, contracted to provide student transportation services for any school district, non-public school or county superintendent of schools in the California? Yes No 4. Are you currently, or have you ever, provided transportation services in California for special education students? Yes No Number of Years 5. Have you ever provided transportation to special education students in Los Angeles County? Yes No Number of Years 24

25 6. Have you ever provided transportation to special education students in Los Angeles County? Yes No If so, please list the individual entities that you provided service for: 7. For every education agency or non-public school in California to which your firm currently provides, or has provided within the last five years, student transportation under contract, please provide name and location of the agency or non-public school and the name and phone number of a contact person, together with the following information: a. Name of your firm's current terminal manager at the location and the manager's length of service at that location: b. Types of transportation services your firm provides under the contract (e.g., regular home-to school, special education): c. Number of buses utilized: d. Beginning and ending dates of the current contract: e. If employees are covered under a collective bargaining agreement provide: I. Name of labor organization(s): 2. Name and phone number of labor organization(s), President or Business Managers: 8. If you do not have a facility in the proximity of the San Gabriel Valley, how do you intend to fulfill the terms of the agreement? 25

26 II. MANAGEMENT AT THE TERMINAL A. The District strongly believes that the individuals holding the Terminal Manager, Personnel, and Safety and Training Coordinator positions, whether these positions are held by one or by several persons, are critical to the provision of consistent and high quality transportation services. While the District understands that you may not be able to name the specific individuals your firm will assign to these management positions at the District terminal, the District requests that for each position, you list no more than three candidates who may be assigned to the District terminal. If your firm is awarded this contract, you may assign any of the three persons you have proposed for each position to actually take that position under this contract, unless the District has, in its discretion, specifically rejected one or more of your proposed candidates. If your firm is awarded this Contract, you may substitute individuals not named in this proposal with the written permission of the District, which may be granted or withheld in its sole and absolute discretion. In any case, you must submit at least two sample resumes of candidates or current managers employed by your firm in each of these positions, so as to provide the District with an understanding of the qualities your management staff members possess. For every individual you propose as a potential management staff member to be assigned to the District terminal, please provide the following information on a separate page: 1. Name and proposed position the person may be selected to fill: 2. Number of years with your firm and current position: 3. Experience in related positions within your firm or with other firms (if with other firms, please name firm) and number of years in each such position: 4. Current and two most recent previous positions, including the location (District) of the position, the position's title, a description of responsibilities and authority, including the number of buses and/or drivers, and the dates between which the position was held. B. On a separate page, please provide a job description for each terminal management position you propose to assign under this contract. C. On a separate page, please provide an organization chart of your firm as it would relate to the District terminal. It should give a clear understanding of the number of layers in your firm and the lines of accountability. 26

27 D. Please provide the name(s) of those persons within your firm who would have immediate authority over the terminal Manager you propose in Item A above, and those who may play an advisory role to terminal management, in the areas of 1) Operations, 2) Training and Personnel, 3) Safety and 4) Maintenance. Please provide the following information for each of these persons: 1. Name: 2. Location of staff member's office: 3. Number of years with your company: 4. Experience in related positions within your firm or with other firms (if with other firms, please name firm) and number of years in each such position. 5. Current and most recent previous position, including the location of the position, the position's title, a description of responsibilities and authority and the dates between which the position was held. E. Explain the training that is given to your terminal managers: 1. Number of hours: 2. Type of training; list components covered: F. Does your company have a terminal manager trainee program? If so, how many trainees are presently in the program? Explain in detail. I, the undersigned, hereby certify that I am a representative of the below named firm, and am duly authorized to execute contracts on behalf of the firm. I further hereby certify that all of the information presented in answer to the questions contained in this Proposal/Questionnaire is complete and accurate to the best of my knowledge. I understand that if the Glendale Unified School District Board of Education awards a Contract for transportation services to my firm that the information and commitments made within this questionnaire will become an effective part of the Contract between the District and my firm. Name of Firm Authorized Agent and Title Date 27

28 SAMPLE AGREEMENT FOR FURNISHING PUPIL TRANSPORTATION SERVICES THIS AGREEMENT, made the XX:th day of XXXXX, 2014, in the County of Riverside, State of California, by and between HEMET UNIFIED SCHOOL DISTRICT, hereinafter called the District, and xxxxxxxxxxxx xxxxxxxxx hereinafter called the Contractor, WITNESSETH that the District and the Contractor for the considerations stated herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, hereby agree as follows: ARTICLE 1 - SCOPE OF WORK The Contractor shall provide during the term hereof all labor, services, materials (including buses), and transportation in connection with the following titled project: BID NUMBER 2014/ T- School Transportation Services It is the duty of the Contractor to perform the services covered by this contract in exact accordance with the approved proposal as submitted. The Contractor shall be liable to the District for any damages arising as a result of a failure to fully comply with this obligation, and the Contractor shall not be excused with respect to any failure to so comply by any act or omission of the Hemet Unified School District, unless such act or omission actually prevents the Contractor from fully complying with the requirements of the documents, and unless the Contractor protests at the time of such alleged prevention that the act or omission is preventing the Contractor from fully complying with the contract documents. Such protest shall not be effective unless reduced to writing and filed with the district office within one (1) working day of the date of occurrence of the act or omission preventing the Contractor from fully complying with the contract documents. ARTICLE 2 - TERM OF CONTRACT The services provided hereunder shall be commenced on July 1, 2014, and shall terminate at midnight on June 30, Minimum contract term is one (1) year. Quoted prices must stay in effect for one (1) year after award of bid and may be extended upon mutual consent of District and Contractor for an additional four (4) years (total 5 years) in accordance with provisions contained in the Education Code, Sections