RICHMOND PUBLIC SCHOOLS DIVISION OF PURCHASES 2395 Hermitage Road, Vatex Building RICHMOND, VIRGINIA May 19, 2015 ADDENDUM NO.

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1 RICHMOND PUBLIC SCHOOLS DIVISION OF PURCHASES 2395 Hermitage Road, Vatex Building RICHMOND, VIRGINIA May 19, 2015 ADDENDUM NO. 1 Invitation No.: Dated: April 29, 2015 Opening Date: May 28, 2015 Commodity: _ Relative: Address Questions received from Potential Offerors This addendum is to address questions received from the pre-proposal meeting on May 11, 2015 and additional questions received from potential offerors. Please see attached. Please take due notice hereof and be governed accordingly in submitting response. RICHMOND PUBLIC SCHOOLS Division of Purchasing By: Melinda A. Williams, CPPB Senior Purchasing Officer (804)

2 Addendum 1, pg. 2 (cont.) Question 1 What is the average mileage per year of the current fleet? Total Mileage per year 1,765,000 Question 2 What is meant by non-contract services that have been completed? Price Adjustments Contractor will provide a second (2 nd ) invoice for any work outside of the contract for repair and maintenance services which will be billed monthly: i.e.) vehicle accident repairs, vandalism repairs, engine repairs over 10 years old, transmission repairs over 10 years old). Any other repairs the district ask them to do that is not provided in the contract will be billed separately. Question 3 Please explain what is meant by Indicate a total price with breakdown of major categories in the price proposal section Contractor shall provide a price proposal that will indicate a total price for the first (1 st ) contract year as breakdown of major categories. Please provide in your proposal how you came up with the cost for: Personnel labor costs Parts/supplies/outside services Overhead Expenses General and Administrative Costs Management Fees Question 4 Will non-contract items be excluded from the penalties? There will be no contractual penalties for any non-contractual work for repairs and maintenance. Question 5 Please provide the current fixed price contract value broken down in the following categories: Labor and Labor Related (fringe) Parts and Supplies

3 Addendum 1, pg. 3 (Cont.) Subcontracted and Sublet Services Overhead Corporate Administration and Fees The current fixed price contract value is $1,747, which comprise of the categories requested. Question 6 Does RPS provide Internet service for use by the contractor? No Question 7 Who pays for utilities? RPS Question 8 Is the contractor responsible for hazardous waste removal/disposal including residue from the oil/water separator? Question 9 Who pays for trash disposal? RPS (Dumpster only) Question 10 Does RPS provide computers and office equipment for use by the contractor? No, only laptops for dialysis of buses are provided. Question 11 Does the current contractor provide any shop or office equipment or tools? Question 12 Is the contractor responsible for coordinating with the individual departments for preventive maintenance and inspections? If not, what is the process?

4 Addendum 1, pg. 4 (Cont.) Question 13 The specification states Contractor shall provide program for all school buses. Is the contractor responsible for maintenance of support vehicles and equipment listed in Exhibit 1, as no mention made in this paragraph. Question 14 Is the contractor, in the fixed price, responsible for major component replacement such as engines and transmissions? Question 15 For major repairs greater than $500, is this considered non-target? If not, what is the expectation for repairs covered under the fixed price? Is there a cost limit when the repair becomes non-target? Any repairs to any bus that ss over 10 years old that is greater than $500 must have approval by RPS Transportation Director. Routine maintenance (i.e. p.m. inspection, brakes, etc.) inside the contract is covered. Routine maintenance outside the contract ( i.e. windows, vandalism, vehicle accidents, etc.) is not covered. Question 16 Is the contractor responsible for accident repairs or other body damage? Question 17 Is the current contractor working 5:30 AM to 5:30 PM or different hours?, 5:30 am - 9:30 pm Question 18 Does the contractor take calls from the bus or vehicle drivers directly or do they go through RPS personnel? Both situations are handled by the contractor. Question 19 Is the contractor responsible for towing as part of the fixed price? If so, please provide the number of tows by year for the last three years., approximate number not available at this time.

5 Addendum 1, pg. 5 (Cont.) Fleet (Buses and Vehicles) Maintenance Service Question 20 Is response to road service after normal hours part of the fixed price? provide the number of afterhours calls by year for the last three years. If so, please, towing to the shop. Approximate number is not available at this time. Question 21 Will the RPS pay for overtime wages when technicians are called out to support special events after normal working hours? No Question 22 How far does the Permissible Operating Distance extend outside of Richmond city limits for towing and roadside assistance? The towing distance has no limitations. Question 23 Is the contractor responsible for fuel island operations, fuels ordering, inventory control and consumption reports as stipulated in the Bus Maintenance Manual Reports, pages ? No Question 24 Is the contractor responsible for maintaining off line manual (non-automated) records of inventory parts, materials and lubricants as stipulated in the Bus Maintenance Manual, pages ? Requirement seems to be redundant if contractor must provide an automated Fleet Maintenance Information System that includes capability to track inventory. This is State requirement. The vendor must have some type of computerized fleet system to maintain their vehicle servicing records. Question 25 Please clarify the chart column Average Fleet Age. It should be Fleet Age.

6 Addendum 1, pg. 6 (Cont.) Question 26 The forms listed at 7 and 8 respectfully are forms mentioned in the Bus Maintenance Manual which are manually generated. Please review the requirement to provide manual records of inventory accounting and requisitions (purchases). The Department of Education requirement has a forty-five day operational days for bus inspections. Question 27 It is our understanding that this is a fixed price contract for the basic services. For the fixed price, what cost reports are required since we will be billing 1/12 th of the annual amount? All necessary fleet-related reports and costs. Question 28 Are the radios provided by RPS for contractor use? Question 29 This item is listed as part of the submission requirements which begin on page 9, paragraph 4.0, PROPOSAL REQUIREMENTS. Please clarify what information is required to comply with the submission The Offeror's proposal shall address items A-J as stated in Section 4.0 Question 30 The reference states that contractor shall provide a price proposal that will indicate a total price for first contract year as a breakdown of major categories. Please define major categories and provide a suggested format for the price submission. Offerors Operations Cost as provided in the response for question 3 Question 31 The reference states that the proposal shall follow this outline.this information will be considered minimum necessary for a complete proposal. Will the RPS provide the outline as required to be used to submit a responsive bid? The Offereor's proposal should follow the outline as provided in Section 4.0 Proposal Requirements as well as comply with Section 3.0 Statement of Needs.

7 Addendum 1, pg. 7 (Cont.) Question 32 Can RPS provide this listing in Excel format? Having the capability to sort such a large amount of vehicle information will greatly assist in evaluating the fleet demographics, assessing potential cost anomalies, and determining staffing requirements., see attached Vehicle Inventory for Buses and Vehicles. Question 33 On the site visit it was mentioned that RPS will provide the contractor three vehicles. Will RPS provide the fuel for these vehicles? Question 34 Please confirm that the performance bond is 100% of the annual value., 100% of annual contract value. Question 35 Can we get a current or recent priced list of parts inventory on hand for the existing contract in place?, see attached Parts inventory and cost. Question 36 What Fleet Management software is being used today? Will that be available to the successful bidder? What vehicle history information will be available to the successful bidder and what format will it be in? First Vehicle Fleet Management software is being used currently. It will not be available to the successful vendor. See attached history information will be available for the past year only. Question 37 What is the average annual mileage for buses? See attached annual mileage for buses. Question 37 What is the average annual mileage for each non-bus vehicle? This Information is not available.

8 Addendum 1, pg. 8 (Cont.) Question 38 Attachment A - Minority Business Participation Commitment Form states For purposes of this commitment, the term "minority business enterprise" means a business at least fifty-one percent (51%) of which is owned and controlled by minority group members, or in case of a publicly-owned business, at least fifty-one percent (51%) of the stock of which is minority owned, and the business is controlled by minorities. For the purposes of the preceding sentence "minority group members" are citizens of the United States who are African-Americans. Attachment A later defines Minority Group Categories as African American, Hispanic American, Asian American, Native American and Women Owned. Can you clarify the definition of Minority for purposes of this RFP? All minority categories are included for this RFP. Question 39 I. P11. Price Proposal - states "including possible addition of maintenance service for parts or all of the non-school bus transportation support fleet." It is our understanding that non-school bus vehicle are already included in RFP? Can you clarify this?, non-school bus vehicles are included in the RFP. Question 40 Exhibits II (Certification of Crimes Against Children and Certification of Interests & Relationships.) - the last two pages of this RFP. It appears that these are duplicates of Exhibit IV and Exhibit V. Is that correct?, forms must be completed by the successful vendor after contract award. Question 41 Page 6, Section 3.9.B.5 Penalty/Incentive Chart: The current chart shows that if the average age of the fleet is between 9-10 years of age that the penalties and incentives are $300 per day/$5,000/ per month max. Is this correct? These amounts are higher than the lower age fleet categories. I would expect that the penalty/incentive amounts would decrease as the fleet ages. Also, for the fleet age category Under 4 it has a max monthly penalty of $410,000. This may be a typo. Can you confirm and advise?, fleet between 9-10 years of age penalties and incentives are as stated. The monthly penalty of $410,00 is a typo. It should be $4000. Question 42 Page 8, Section Other Requirements: This states that the Contractor shall provide a location for services or outfit and utilize a RPS site. However, this conflicts with page 3, section 3.2 which states that RPS provides the facility and all equipment. Can you confirm that RPS provides the facility and shop equipment? RPS will provide the facility and shop equipment.

9 Addendum 1, pg. 9 (Cont.) Question 43 Page 11, Section 4.H Personnel: Page 11, Section 4.H Personnel: The RFP states that the Contractor will provide, at a minimum, one (1) General Manager, one (1) Parts/MIS Clerk, two (2) Lead Technicians, and eight (8) Technicians. However, the current contract staffing requirement, through amendments plus the addition of the support fleet, is one (1) General Manager, one (1) Operations manager, one (1) Office manager, one (1) Parts Clerk, three (3) Lead Technicians, and eleven (11) Technicians. As stated in the RFP -Based on the number of buses, vehicles and equipment to be services as listed in Exhibit I, offeror may propose appropriate staffing in order to meet the requirements of this RFP. This shall be subject for review of adequacy thirty (30) days into the contract and monthly thereafter.