Charter Bus Services

Awarded Contractors and Pricing

Through Invitation to Bid (ITB) 2411-2024, the Board has established contracts with three companies to provide charter bus services for field trips, athletic activities, and extracurricular activities as required and scheduled by each school site district-wide. The awarded Contractor's scope of services includes, but is not limited to, the requirements listed below.

Minimum Service Requirements

1. All charters will be contracted for a minimum of five (5) hours; vehicles assigned to these minimum-hour trips must remain available at all times for passenger service. 
2. On-site bus requirements for trips over the 5-hour minimum and less than 10 hours shall be determined by the contracting school.  Vehicles must remain with the passengers on extended trips of 10 hours or more or for trips of any duration beyond a 150-mile radius of the Contractor’s nearest depot or station.
3. On all extended/overnight trips, the Contractor must plot the trip from the school to the destination point(s) and develop clear and precise directions/route itineraries for each driver in usable form and must provide at least one copy for the school and one copy per bus before departure.
4. Before each trip, the driver/operator will review the emergency evacuation procedure with all passengers including the location of all emergency exits, and instruct all passengers to move at least 100 feet away from the bus in a safe direction in the case of a necessary evacuation.

Scheduling 

1. Various schools or departments will arrange all scheduling of trips.  While price may be a consideration, schools or departments are not bound to select by price alone.  Each school or department will be free to select the transport company of their choice from the awarded contractors on the bid and generally will select the available contractor from that group that consistently provides quality vehicles and reliable service within budgetary constraints. 
2. It will be the Contractor’s responsibility to reserve the correct number of buses and drivers for the school, make the arrangements, and ensure that seating capacity is maximized and utilized for cost-efficiency purposes, keeping safety, comfort, and the best interests of the passengers in mind.
3. Schools may request buses with a minimum seating capacity to be used for a specified trip.  On scheduled athletic events, more than one (1) school may be transported on the same bus with more than one (1) pick-up and drop-off site.
4. Trips will be booked a minimum of seven (7) days before the scheduled departure.  The Contractor must confirm all arrangements with the school personnel via email within 24 hours of booking.  In addition to acknowledgment, a confirming itinerary must be sent back for verification by the same means. This itinerary must be typed, signed off on by the Contractor, and provided to the school or department by electronic means no later than seven (7) days before departure.  Transport requirements shall be within Leon County, within the State of Florida, or out of state as required.
5. There will be no deposits or other payments made in advance to bus companies.  The purchase order will be binding on the District to pay for services rendered.  District staff will not sign any itineraries, confirmations, or other documents that contain terms and conditions.
6. School cancelations made at least seven (7) days before the scheduled event shall not be subject to any penalty or cost.  Cancelations made less than seven (7) days through the day before the event may be subject to a flat cancelation charge (listed in the bid price section; however, charges shall not exceed $250.00).  Cancelations made by the school on the day of the trip may be subject to the full charter fee. 
7. Under no circumstances shall the Contractor cancel a scheduled trip once confirmation is forwarded.  Cancelations due to acts of God or circumstances that are beyond the reasonable control of either party are exempt from the above damages (mechanical breakdowns or poor scheduling are not “reasonable” exemptions).

Arrival Time and Late Arrivals

1. Vehicles must arrive at the school a minimum of thirty (30) minutes prior to scheduled departure. 
2. Contractors shall immediately notify a school when buses will not be on time for a scheduled pick-up or departure.  If necessary, the Contractor shall provide replacement buses at no extra cost to the District. 
3. An adequate number of spare vehicles must be maintained to ensure continuity of service in the event of a breakdown, mechanical failure, or emergency.  In the event of any incident or delay, the driver(s) are to immediately contact the school administrator or designee.
4. In the event of a late arrival due to the fault of the Contractor, as determined by District personnel, the Contractor shall be liable for liquidated damages equal to any resulting additional costs incurred by the District, including but not limited to registration fees, attendance fees, lodging, meals, etc. and the Contractor shall waive one hundred percent (100%) of the bus transportation fee.

Driver Qualifications

1. All drivers must hold a Class B Commercial Driver’s License with the P (Passenger) endorsement.
2. All drivers shall be qualified and possess good, clean driving records as verified by a license check. License checks must be verified every three (3) months. The Contractor shall not use drivers with suspended or revoked licenses.
3. All drivers must pass a Level II Background Screening in accordance with the Jessica Lunsford Act. Level II Vendor Badges must be visible at all times.
4. The Contractor shall ensure that all drivers are in compliance with the Omnibus Transportation Act of 1991.
5. The Contractor shall ensure that each driver is adequately trained before transporting students and that drivers operate the buses in a careful and prudent manner, exercising the highest degree of care at all times and observing and complying with all rules of the road and traffic regulations.
6. Drivers must be clean and neatly attired, carry proper identification, and possess a company or personal credit card (or cash) adequate to refuel or make necessary emergency repairs. Under no circumstances will a school, student or staff member advance funds during a scheduled trip (including gratuities). 
7. The Contractors shall have a system in place for handling driver complaints and accident reports. This documentation may be requested at any time from the District.
8. Individuals employed by the District cannot be utilized by the Contractor during the employee’s scheduled hours with the District.

Bus/ Vehicle Requirements

1. When transporting students, Contractors must furnish buses that meet or exceed all applicable Federal and State of Florida Motor Vehicle Safety Standards and requirements of the State of Florida, Department of Education for student transportation. It is the awarded contractor’s responsibility to be familiar with these requirements.
2. Contractors must provide buses that are no more than fifteen (15) years of age and have a minimum seating capacity of sixteen passengers or more.  Prohibited vehicles include limousines, minivans, and passenger vans capable of seating more than nine passengers and sport utility vehicles with a wheelbase of 100 inches or less.
3. Vehicles must be clearly identified with the Company’s name and vehicle number.
4. The Contractor shall own a minimum of three (3) buses/vehicles and must be able to comply with the American Disabilities Act as it applies to motor coaches.
5. All vehicles used in the execution of this contract must be routinely inspected and properly maintained in accordance with the manufacturer’s suggested standards and state and federal regulations.  Maintenance records shall be maintained by the Contractor and be available for audit upon request. 
6. Before leaving the depot, the vehicle must be thoroughly checked to ensure that air conditioning and other comfort items are in proper working order and that there are no deficiencies that would compromise safety or reliability.
7. All drivers must be equipped with cellular telephones that allow communication in case of an emergency.
8. Cleaning requirements shall include the exterior and the interior of the bus, windows, floors, seats, restrooms/toilets, and all other areas shall be cleaned and sanitized before pickup to ensure an overall clean and comfortable environment for all passengers.
9. All buses must have operational air conditioning and restrooms.  Any electronic amenities available, including display monitors, wireless internet, power outlets for charging devices, etc., should be operational.
10. Upon arrival at the school and/or department site, vehicles shall have a full tank of fuel.
11. Contractors shall maintain adequate spare buses to ensure continuity of service if a breakdown or mechanical failure occurs.
12. In the event it is determined that the buses delivered fail to meet bid requirements, the Contractor must immediately provide replacement buses fully complying with the contractual requirements of the bid before the time of schedule.
13. In the event of a mechanical bus breakdown or a traffic accident, the driver(s) are to immediately contact the school administrator or designee.

Student Safety

The safety of the students must be the highest priority at all times. The Contractor’s internal policies and procedures shall prohibit its employees from using cell phones to talk or text while transporting students.  Alcohol, drugs, or any illegal substances are strictly prohibited on school district property.  The Contractor’s policies and procedures shall prohibit its employees from possessing or being under the influence of alcohol, drugs, or any illegal substances while transporting students.