COPPELL INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT TRANSPORTATION SERVICES RFP #1409 ADDENDUM #2

Transcription

1 ADDENDUM #2 The following from Coppell ISD is in regard to the Transportation Services, RFP#1409. As of February 16, 2017: 1. Latest settle up documentation from Dallas County Schools See Attached. 2. Current contract with Dallas County Schools See Attached. 3. Bus list that shows year, bus #, size, purchasing district, % ownership between DCS and CISD, cost new and current depreciation value CISD does not own any buses. 4. CISD Bus list if any owned and operated by CISD. N/A 5. Current CISD detailed transportation budget which shows non-dcs expenditures. See Attached. 6. Please provide copies of routes. See Attached. 7. Load information on each run if available. See Attached. 8. Current staff Can you provide the salaries for the current CISD staff who currently serve in the transportation department? N/A 9. Summer School How many routes and how many days for summer school? 10. Field trips See Attached. a. Can you provide the total number of field and athletic trips and the total number of miles driven on those trips? b. Average or total driver hours per field and athletic trips? Questions: 1. Scope of Work Does Coppell ISD own the facilities? Are they available for our use? Yes, CISD owns the facilities and they are going to be available for use. 2. Do you require monitors on each special needs route? How many monitors are currently being used on regular routes? Yes, see RFP. 3. Fuel Will the District be supplying fuel? Does the District have fuel tanks/pumps available for our use? Currently Dallas County Schools provides all the fuel. CISD owns the tanks and pumps. 1. What computerized routing system do you use if any? DCS uses Versatrans. 2. Regarding the fleet. We are requesting a list of the fleet with the sample fleet list attached. Also, please be sure to note the following. a. Do any of the buses have air-conditioning and/or wheelchair lifts? If so can you specify the buses. All buses have AC. b. Are there any other vehicles used by transportation for daily routes such as mini-vans, SUV s, etc.? If so, can you please provide details about these units. No.

2 3. Do they own the vehicles or do they have any outstanding bus leases or bus loans and payments? If so, please note. No. 4. Do they have any planned bus purchases budgeted? Are these budgeted out of capital funds or operating funds? Can you provide details as to the typical annual budget and the amount available for purchases. (E.g. trying to figure out if the capital budget will run out and at some point if you would want the contractor to provide buses). No. 5. What has been the district s typical vehicle replacement plan for age maximums? Additional Information Requested 6. Copy of the current transportation contract, pricing sheet, contract extension documents and escalation documents for the current contractor (s). See Attached. 7. Copy of the facility use agreement if any, for the district provided facility. There is no charge currently for facility use and no agreement. 8. Copies of the transportation invoices (home to school, community service, homeless, pre school, and field trip, etc.) including all line item billing details. Please provide invoices from May 2016, October 2016, June 2016 Summer, July 2016 Summer, August 2016 Summer. Also please provide fuel invoices, trip invoices, and a true up end of year invoice for the school year. 9. Please provide a copy of the labor agreement (s) for transportation employees serving the district. Please include any extensions, memorandum of understandings, etc. If no labor contracts, please provide a handbook or other briefing on the wages, benefits, etc. that are made available to transportation employees. 10. Please provide a copy of the transportation line item expenditure budget from 14-15, 15-16, and the budget for the school years, preferably in Microsoft excel format. a. Please provide the separate/individual line item expenditure budgets for the Coppell ISD and the Dallas County Schools. 11. A note indicating the number of gallons and cost of fuel by type paid for in the 14-15, 15-16, and the budget for the school year. 12. Please provide insight regarding parent paid transportation. Is the parent paid money collected by contractor and retained by contractor or is a portion provided to contractor? Can you provide the number of students and cost for and the number of students and cost for What is paid to district and what is paid to contractor? N/A 13. Please complete the attached fleet list spreadsheet electronically and return. The number and amount of buses are documented in the RFP.

3 14. Please complete the attached route time questionnaire spreadsheet electronically and return. a. Ideally this is a list of the route packages from the routing system by bus, their start and end times, and total time paid per driver and the miles per route. This would show the time driver would report to the garage leave the garage and return to the garage for each shift. Also can you please indicate which routes have bus aides. See attached. 15. Please complete the attached seniority spreadsheet electronically and return. N/A a. Please provide a seniority list with seniority dates, pay rates, and benefits anticipated. b. Please note if the employee is electing health benefits and the contribution amounts paid by the district and if any costs are paid for by the employee. c. Please include all support staff employed related to transportation (management, maintenance, clerical, etc.). Please include salary, pay rate, paid days, and other benefits. d. Please include any allocations of staffing if partial staff from administration are devoting time to the transportation department. e. Please be sure to include the accrued sick days per employee. 16. Please provide a plan summary for the health benefits, noting the coverage, co-pays, etc. This could be the health care pamphlet, etc. N/A 17. Can you provide details as to how drivers are compensated: CISD does not pay for any Transportation drivers directly. a. How are they compensated for trips? Is it the same hourly rate as driving home to school route? b. Do they get paid holidays? c. Do they get any paid in-service days? d. Do they get paid for inclement weather days? e. Do you carry sub-drivers or trip only drivers? How are they compensated? 18. If any summer school is operated, you could note high level info such as number of routes, average driver and bus aide hours, number of days, miles, etc. or provide a separate route time spreadsheet. 19. If trips are not in transportation budget: N/A a. Please provide a copy of the athletic transportation line item budgets for the current year and the past year. b. Please provide a copy of the field trips line item budgets for the current year and the past year. 20. Please provide details regarding the trip volume. Helpful information could be that you provide a spreadsheet with a detailed summary of the number of field trips and athletic trips operated, the number of hours for each trip, the number of miles for each trip, and the charge to the department using the service. Please provide for the previous school year and the service year to date. See RFP. a. I have provided a sample trip listing named Trips List SAMPLE so you can see what data we would be looking for.

4 SID 21. Do you have a volume of peak and non-peak trips needed. (Peak trips would be those that are in conflict with AM or PM route service and require a separate bus and driver. No. a. A spreadsheet from last school year or summary could be helpful. help And the number of hours for each. We understand that trip service is a significant portion of the operation. See Attached. 1. Page 3, item 6, time table. Will there be a public opening of the proposals where the unit prices submitted will be read aloud and contractors could have time to review the proposals submitted after the opening? There will be a public opening but no pricing will be announced at that time. Proposers will not be allowed to request viewing of bids until the selection process is complete. 2. Page 3, item 14. Can you please explain briefly the TAKS after-school programs and what transportation is needed for these programs, the number of routes, times, days of service, etc. These are rare in occurrence, and not part of a normal schedule. 3. Page 9, item 32. Would you consider amending the RFP to allow the district to buy the fuel directly? This will afford the district a reduced overall cost as third party contractors will be required to pay additional taxes that the school district would not be privy to. Yes, that will a consideration and may be bid by vendors as an alternate. 4. 5, regarding special needs transportation. Are the bus drivers or monitors required to administer medicine or perform medical procedures? If so, can you provide a high level briefing as the quantity of students and the medicine/procedures. 5. 3, regarding fine arts and athletic trips. We see that you are requesting buses with undercarriage storage. Can you confirm the total quantity of large buses you are expecting with this equipment. General Questions 1. We noticed that the district has stop lists by route posted on your website. After reviewing we have the following questions: 2. Can you please provide a copy of the PM stop lists and times, or be sure to provide the PM set of route sheets as requested later in this . See Attached. a. Does the district operate any midday routes, shuttles, or late routes? If so can you please provide details for these routes. No. 3. How many days of service should we expect for the various route types? Do you have any programs that run only 4 days a week such as pre-k programs? SID 4. Do you incur any inclement weather days? If so, how many can be taken before the days can be made up? We rarely but do occasionally have inclement weather days. There is no set parameter. SID a. What has been the historical days for past few school years? SID

5 5. Does the Dallas County Schools transportation mechanic work on the district s white fleet of service vehicles (trucks, vans, etc.)? If so, do you want the transportation contractor to perform these services? No, the bus mechanic does not work on CISD s white fleet. a. If so can you provide the annual cost for both parts and labor from and ? N/A b. Also can you provide a list of the white fleet. N/A 6. What computerized routing system do you use if any? Who owns the rights to the software and database? 7. Also will we have an opportunity following the pre-bid meeting to tour the facility and possible bring a few mechanics along so they can do a cursory inspection of the bus fleet? Yes, but photos are not allowed at this time. 8. Regarding the fleet. We are requesting a list of the district owned fleet with the sample fleet list attached. Also, please be sure to note the following. N/A a. Do any of the district owned buses have air-conditioning and/or wheelchair lifts? If so can you specify the buses. N/A b. Are there any other vehicles owned by the district used by transportation for daily routes such as mini-vans, SUV s, etc.? If so, can you please provide details about these units. N/A c. Does the district have any outstanding bus leases or bus loans and payments? If so, please note. N/A d. Does the district have any planned bus purchases budgeted? Are these budgeted out of capital funds or operating funds? Can you provide details as to the typical annual budget and the amount available for purchases. (E.g. trying to figure out if the capital budget will run out and at some point if you would want the contractor to provide buses). N/A e. What has been the district s typical vehicle replacement plan for age maximums? N/A 9. Regarding the Dallas County Schools' fleet serving Coppell ISD. We are requesting a list of the Dallas County Schools' owned fleet with the sample fleet list attached. Also, please be sure to note the following. See Attached. a. Do any of the Dallas County Schools' owned buses have air-conditioning and/or wheelchair lifts? If so can you specify the buses. b. Are there any other vehicles owned by the Dallas County Schools' used by transportation for daily routes such as mini-vans, SUV s, etc.? If so, can you please provide details about these units. N/A c. Does the Dallas County Schools' have any outstanding bus leases or bus loans and payments? If so, please note. N/A d. Does the Dallas County Schools' have any planned bus purchases budgeted? Are these budgeted out of capital funds or operating funds? Can you provide details as to the typical annual budget and the amount available for purchases. (E.g. trying to figure out if the capital budget will run out and at some point if you would want the contractor to provide buses). N/A e. What has been the Dallas County Schools typical vehicle replacement plan for age maximums?

6 Additional Information Requested COPPELL INDEPENDENT SCHOOL DISTRICT 1. Please provide the turn by turn route directions with stops, stop times, garage leave and return times, etc., sorted by bus, for all routes from the routing software. These should include garage leave and return times. You should be able to print to PDF for these. See Attached. 2. Please provide a copy of the labor agreement (s) for transportation employees serving the district. Please include any extensions, memorandum of understandings, etc. If no labor contracts, please provide a handbook or other briefing on the wages, benefits, etc. that are made available to transportation employees. N/A 3. Please provide a copy of the labor agreement (s) for transportation employees serving the district via Dallas County Schools. Please include any extensions, memorandum of understandings, etc. If no labor contracts, please provide a handbook or other briefing on the wages, benefits, etc. that are made available to transportation employees. N/A 4. Copies of the transportation invoices (home to school, community service, homeless, pre school, and field trip, etc.) including all line item billing details. Please provide invoices from May 2016, October 2016, June 2016 Summer, July 2016 Summer, August 2016 Summer. Also please provide fuel invoices, trip invoices, and a true up end of year invoice for the school year. See Attached. 5. Please provide a copy of the transportation line item expenditure budget from 14-15, 15-16, and the budget for the school years, preferably in Microsoft excel format. 6. Please provide a copy of the Coppell ISD transportation line item expenditure budget from 14-15, 15-16, and the budget for the school years, preferably in Microsoft excel format. 7. Please provide a copy of the Dallas County Schools' transportation line item expenditure budget for the Coppell ISD from 14-15, 15-16, and the budget for the school years, preferably in Microsoft excel format. N/A a. Please provide the separate/individual line item expenditure budgets for the Coppell ISD and the Dallas County School. 8. Can you please explain the current practice for fuel. Does the Dallas County Schools buy on the district behalf and charge the district for fuel? Yes, DCS currently provides all fuel. 9. A note indicating the number of gallons and cost of fuel by type paid for in the 14-15, 15-16, and the budget for the school year. 10. Please provide transportation claim and/or transportation reports submitted to the state for regarding the districts' transportation services for the , , and school year. 11. Please provide insight regarding parent paid transportation. Is the parent paid money collected by contractor and retained by contractor or is a portion provided to contractor? Can you provide the number of students and cost for and the number of students and cost for What is paid to district and what is paid to contractor? 12. Please complete the attached fleet list spreadsheet electronically and return. 13. Please complete the attached route time questionnaire spreadsheet electronically and return. 14. Please complete the attached seniority spreadsheet electronically and return for the district employees servicing transportation. 15. Please complete the attached seniority spreadsheet electronically and return for the Dallas County Schools' employees servicing transportation.

7 16. For the two sets of seniority spreadsheets (one for district and one for DCS employees): a. Please provide a seniority list with seniority dates, pay rates, and benefits anticipated. b. Please note if the employee is electing health benefits and the contribution amounts paid by the district and if any costs are paid for by the employee. N/A c. Please include all support staff employed related to transportation (management, maintenance, clerical, etc.). Please include salary, pay rate, paid days, and other benefits. N/A d. Please include any allocations of staffing if partial staff from administration are devoting time to the transportation department. N/A e. Please be sure to include the accrued sick days per employee. N/A 17. For the district employees serving transportation, please provide a plan summary for the health benefits, noting the coverage, co-pays, etc. This could be the health care pamphlet, etc. CISD coaches are the only ones and only may drive for athletic events. Paid for by DCS. 18. For the Dallas County Schools' employees serving transportation, please provide a plan summary for the health benefits, noting the coverage, co-pays, etc. This could be the health care pamphlet, etc. 19. For the district, can you provide details as to how drivers are compensated if any: CISD does not pay for any transportation employee directly. a. How are they compensated for trips? Is it the same hourly rate as driving home to school route? N/A b. Do they get paid holidays? N/A c. Do they get any paid in-service days? N/A d. Do they get paid for snow days? N/A e. Do you carry sub-drivers or trip only drivers? How are they compensated? N/A 20. For the Dallas County Schools' drivers serving the district, can you provide details as to how drivers are compensated: N/A a. How are they compensated for trips? Is it the same hourly rate as driving home to school route? N/A b. Do they get paid holidays? N/A c. Do they get any paid in-service days? N/A d. Do they get paid for snow days? N/A e. Do you carry sub-drivers or trip only drivers? How are they compensated? N/A 21. If any summer school is operated, you could note high level info such as number of routes, average driver and bus aide hours, number of days, miles, etc. or provide a separate route time spreadsheet. 22. If trips are not in transportation budget: a. Please provide a copy of the athletic transportation line item budgets for the current year and the past year. b. Please provide a copy of the field trips line item budgets for the current year and the past year. 23. Please provide details regarding the trip volume. Helpful information could be that you provide a spreadsheet with a detailed summary of the number of field trips and athletic trips operated, the number of hours for each

8 trip, the number of miles for each trip, and the charge to the department using the service. Please provide for the previous school year and the service year to date. See Attached. a. I have provided a sample trip listing named Trips List SAMPLE so you can see what data we would be looking for. b. Can you please note which trips are operated by the district and which are operated by Dallas County Schools. All are operated by DCS. c. Do you contract with any other carriers or providers for transportation? No. 24. Can you please provide a summary of the planned building closures, building additions, bell time changes, and grade level/attendance changes for the buildings and the anticipated timing of the implementation. SID 25. Has the district and/or Dallas County Schools completed a routing study to determine the hypothetical bus routes for the planned building changes? If so can you please provide details about the findings of the study and/or the anticipated changes to the system and their cost implications. No. 26. Can you please provide the tax revenues collected on behalf of the Dallas County Schools for the constituents of the district. Please provide the historical annual amounts for the , , and school year. N/A 27. Can you please provide a copy of the current bell schedule and the proposed future bell schedule. See RFP. This Addendum (2), signifies proof and acceptance of the amended terms as described above. Coppell ISD Purchasing Dept Wrangler Circle, Suite 101, Coppell, Texas Signature of Authorized Representative Date Witness Date