Adelanto Elementary School District Sealed Solicitation

Title: RFP 24/25-05 TRANSPORTATION SERVICES

Deadline: 5/13/2024 9:00 AM   (UTC-08:00) Pacific Time (US & Canada)

Status:

Solicitation Number: RFP 24/25-ADE-05

Description: The District intends to award contracts to one or more companies for Transportation Services for school activities such as, but not limited to, sporting events, home to school routes, current and future Special Education routes and other miscellaneous trips.

Documents:

Documents as of 4/17/2024
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Addition 1

Posted: 5/13/2024

Type of Addition: In Review

Addition 2

Posted: 8/1/2024

Type of Addition: No Action

Question 1

Posted: 4/24/2024

Question: Can the district please confirm that the requirements listed under 3. BUS REQUIREMENTS and 4. SPECIAL BUS REQUIREMENTS do not apply to vehicle category 8, 9 and 10, as listed under EXHIBIT A PRICE TABLE?

Response: They do apply

Question 2

Posted: 4/24/2024

Question: Can the District provide the estimated number of students who require transportation as part of the program? If the District’s needs are currently undefined, can the District provide the number of students that required similar transportation last year?

Response: It will vary

Question 3

Posted: 4/24/2024

Question: Since the District aims to contract with a pool of vendors, would the District accept guaranteeing a minimum number of students to be covered by the service per vendor? For example, a minimum of 10 students per vendor.

Response: No

Question 4

Posted: 4/24/2024

Question: Would the district provide some information on how they intend to distribute routes across the potential pool of vendors?

Response: Service would be provided on an as needed basis and there is no guarantee that the district will contract with more than one vendor.

Question 5

Posted: 4/26/2024

Question: Since this bid seems to be primarily for school buses, can vendors submit alternate proposals for smaller capacity vehicles such as minivans, SUVs, and sedans just in case school buses are not available or if there’s a student that’s better serviced in a smaller capacity vehicle? Having this flexible, cost effective, as-needed option has been helpful for nearby school districts and it could likely benefit Adelanto ESD.

Response: Yes

Question 6

Posted: 5/2/2024

Question: RFP Page 6, Section 1.14 Proposed Contract states, “The Proposer's attention is directed particularly to Section 18, Insurance in the Contract, which specifies the minimum insurance requirements that shall be met by the successful Proposer(s).” However, Section 18, Insurance is not provided. Could the District please provide a copy of the Insurance requirements that shall be met by the successful Proposer?

Response: General Liability $2,000,000 Automobile Liability $5,000,000 Workers’ Compensation Statutory Employer’s Liability $1,000,000 Sexual Abuse or Molestation $3,000,000

Question 7

Posted: 5/2/2024

Question: Section 1.14 (Proposed Contract) of the RFP mentions that the proposed contract is included as Attachment A to the RFP. No contract was included, however. Would AESD be able to provide this contract for Zum’s review?

Response: You are correct an error was made on our end. Contract will be shared when we make an award.

Question 8

Posted: 5/2/2024

Question: Exhibit C calls for at least three references. Requirement 2.1.3.1 calls for an indeterminate number of references, based on the total number of clients we have served in the past five years. Please confirm that if we offer three references on Exhibit C, plus only offer contact information for the same three clients when they appear listed in response to 2.1.3.1, that this approach will be considered responsive.

Response: Three reference is fine.

Question 9

Posted: 5/3/2024

Question: Is there a penalty if the vendor is not available to service a trip, or will the school move on to the next available vendor on its list?

Response: We will move on to the next available vendor.

Question 10

Posted: 5/3/2024

Question: Please provide the current rates the school is paying.

Response: We will no be providing that information

Question 11

Posted: 5/3/2024

Question: On average, how many of these trips are taken on the weekend? How many on weekday nights?

Response: None on the weekend. Week nights it varies.

Question 12

Posted: 5/3/2024

Question: What is the average mileage for these trips?

Response: It Varies depending on the destination

Question 13

Posted: 5/3/2024

Question: Can the school share examples or details of trips taken in the past, like the destination?

Response: Knotts, Disneyland, California Science Center

Question 14

Posted: 5/3/2024

Question: Will the vendor need to bid on all vehicle types, or just the ones that we have available?

Response: Just the ones that they have available.

Question 15

Posted: 5/3/2024

Question: On cost proposal form, Is it acceptable to leave pricing blank for vehicles that are not available?

Response: Yes

Question 16

Posted: 5/3/2024

Question: Requirement 4.6 reads that, “the system shall be installed so that location is demarcated each time the main service door is opened or closed.” In our system, GPS tracking is in real-time and trip arrival/completion is handled via the driver’s tablet. Is this approach acceptable?

Response: Yes

Question 17

Posted: 5/3/2024

Question: Requirement 4.5 reads that on each bus, three cameras must be positioned in three specific locations. While all of our buses have ample camera coverage, they may not be in this specific number or configuration. Is the District open to alternative approaches, so long as it achieves the same standard of accountability and student safety?

Response: Yes

Question 18

Posted: 5/3/2024

Question: We unfortunately do not have any school buses available at the moment so we were wondering if Adelanto SD will allow bids with pricing for minivans, SUV’s, and sedans? The smaller capacity vehicle option is flexible and as needed till we have school buses available later on. Most districts allow bids for these types of services to help supplements school buses while they’re in short supply.

Response: That's fine

Posted: 5/13/2024

Type of Addition: In Review

Posted: 8/1/2024

Type of Addition: No Action

Posted: 4/24/2024

Question: Can the district please confirm that the requirements listed under 3. BUS REQUIREMENTS and 4. SPECIAL BUS REQUIREMENTS do not apply to vehicle category 8, 9 and 10, as listed under EXHIBIT A PRICE TABLE?

Response: They do apply

Posted: 4/24/2024

Question: Can the District provide the estimated number of students who require transportation as part of the program? If the District’s needs are currently undefined, can the District provide the number of students that required similar transportation last year?

Response: It will vary

Posted: 4/24/2024

Question: Since the District aims to contract with a pool of vendors, would the District accept guaranteeing a minimum number of students to be covered by the service per vendor? For example, a minimum of 10 students per vendor.

Response: No

Posted: 4/24/2024

Question: Would the district provide some information on how they intend to distribute routes across the potential pool of vendors?

Response: Service would be provided on an as needed basis and there is no guarantee that the district will contract with more than one vendor.

Posted: 4/26/2024

Question: Since this bid seems to be primarily for school buses, can vendors submit alternate proposals for smaller capacity vehicles such as minivans, SUVs, and sedans just in case school buses are not available or if there’s a student that’s better serviced in a smaller capacity vehicle? Having this flexible, cost effective, as-needed option has been helpful for nearby school districts and it could likely benefit Adelanto ESD.

Response: Yes

Posted: 5/2/2024

Question: RFP Page 6, Section 1.14 Proposed Contract states, “The Proposer's attention is directed particularly to Section 18, Insurance in the Contract, which specifies the minimum insurance requirements that shall be met by the successful Proposer(s).” However, Section 18, Insurance is not provided. Could the District please provide a copy of the Insurance requirements that shall be met by the successful Proposer?

Response: General Liability $2,000,000 Automobile Liability $5,000,000 Workers’ Compensation Statutory Employer’s Liability $1,000,000 Sexual Abuse or Molestation $3,000,000

Posted: 5/2/2024

Question: Section 1.14 (Proposed Contract) of the RFP mentions that the proposed contract is included as Attachment A to the RFP. No contract was included, however. Would AESD be able to provide this contract for Zum’s review?

Response: You are correct an error was made on our end. Contract will be shared when we make an award.

Posted: 5/2/2024

Question: Exhibit C calls for at least three references. Requirement 2.1.3.1 calls for an indeterminate number of references, based on the total number of clients we have served in the past five years. Please confirm that if we offer three references on Exhibit C, plus only offer contact information for the same three clients when they appear listed in response to 2.1.3.1, that this approach will be considered responsive.

Response: Three reference is fine.

Posted: 5/3/2024

Question: Is there a penalty if the vendor is not available to service a trip, or will the school move on to the next available vendor on its list?

Response: We will move on to the next available vendor.

Posted: 5/3/2024

Question: Please provide the current rates the school is paying.

Response: We will no be providing that information

Posted: 5/3/2024

Question: On average, how many of these trips are taken on the weekend? How many on weekday nights?

Response: None on the weekend. Week nights it varies.

Posted: 5/3/2024

Question: What is the average mileage for these trips?

Response: It Varies depending on the destination

Posted: 5/3/2024

Question: Can the school share examples or details of trips taken in the past, like the destination?

Response: Knotts, Disneyland, California Science Center

Posted: 5/3/2024

Question: Will the vendor need to bid on all vehicle types, or just the ones that we have available?

Response: Just the ones that they have available.

Posted: 5/3/2024

Question: On cost proposal form, Is it acceptable to leave pricing blank for vehicles that are not available?

Response: Yes

Posted: 5/3/2024

Question: Requirement 4.6 reads that, “the system shall be installed so that location is demarcated each time the main service door is opened or closed.” In our system, GPS tracking is in real-time and trip arrival/completion is handled via the driver’s tablet. Is this approach acceptable?

Response: Yes

Posted: 5/3/2024

Question: Requirement 4.5 reads that on each bus, three cameras must be positioned in three specific locations. While all of our buses have ample camera coverage, they may not be in this specific number or configuration. Is the District open to alternative approaches, so long as it achieves the same standard of accountability and student safety?

Response: Yes

Posted: 5/3/2024

Question: We unfortunately do not have any school buses available at the moment so we were wondering if Adelanto SD will allow bids with pricing for minivans, SUV’s, and sedans? The smaller capacity vehicle option is flexible and as needed till we have school buses available later on. Most districts allow bids for these types of services to help supplements school buses while they’re in short supply.

Response: That's fine