Student Transportation Services

Student Transportation Services

Student Transportation

Request for Proposals
Student Transportation Services
RFP No. 2023-01
RFP Issued: DATE
Proposals Due: Not Later than 2:00:00 PM Pacific Time, Wednesday June 21,
2023
Late proposals will not be accepted or considered.
Submit Proposals to: ELECTRONIC SUBMITTAL
Submit One (1) electronic proposal via email:
nbassen@riverdale.k12.or.us
HARDCOPY SUBMITTAL
Submit one (1) original proposal to
Nicole Bassen, 11733 S Breyman Ave, Portland, OR 97219 The Proposal, including all required documentation, must be submitted not later than 2:00 PM PST on Wednesday June 21, 2023
Late Proposals will not be accepted.
Procurement Contact: Nicole Bassen, Business Manager
Email: nbassen@riverdale.k12.or.us
Deadline for Questions: 5:00 PM PST on Wednesday, June 14,
2023
Purpose:
The purpose of this Request for Proposals (Solicitation) is to obtain competitive Proposals from qualified Proposers
interested in the provision of Student Transportation Services.
Pre-Proposal Conference:
A mandatory Pre-Proposal Conference will be held on Monday June 12, 2023 at 3:00 pm Pacific Time at Riverdale
Grade School, 11733 S Breyman Ave, Portland, Oregon, 9721. A virtual option will be available. Riverdale School
District conducts such meetings in order to clarify information provided in the RFP and to provide interested
proposers an opportunity to ask questions about the RFP. Statements made by the District’s representatives at the
pre-proposal meeting are not binding on the District unless confirmed by written addendum.
Proposals & Opening:
Interested Proposers must submit a Proposal pursuant to the provisions of this Solicitation as outlined above NOT
LATER THAN : 2:00 PM, PST on Wednesday, June 21, 2023. No public opening will occur. The number of Proposals
received, the identity of Proposers, or the contents of any proposal will not be disclosed to the public until all
proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been
published.
Interview:
In addition, selected proposers must be available for an interview if requested with the Selection Committee on
Friday, July 7, 2023.

TABLE OF CONTENTS
Summary
Advertisement
I. Introduction
A. About the District
B. Timeline
C. Pre-proposal Meeting
D. Questions
E. Addenda
II. Scope of Work
A. Scope of Contract
B. Current Service Level
1. District Map
2. School Calendars
3. Hours
4. Current Routes
C. Equipment Maintenance
D. Fleet
E. District Inspection
F. Radios
G. Video and Audio Monitoring
H. Accessibility
I. Required Modifications
J. Facilities
K. Schedules
L. Routing
M. Software
N. Staff
O. Reports
P. Safety Program
Q. Inclement Weather
R. Rate Proposal Format
III. Proposal Format, Content and Submission
A. Proposal Format
B. Multiple Proposals
C. Proposal Responses to Evaluation Criteria
D. Proposal Submission
IV. Proposal Evaluation and Award
A. Clarification of Responses
B. Proposal Evaluation
C. Award
D. Notice of Intent to Award
V. Solicitation Terms and Conditions; Protest of Solicitation or Award
A. Proposal Cost
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

B. Submitted Materials
C. Proposal Validity Period
D. Solicitation Cancellation, Rejection of A Proposal or All Proposals
E. Preference for Recycled Materials
F. Protest
G. Proposal Results
VI. Contract Terms and Conditions
A. Term
VII. Attachments
A. Proposer Certifications and Representations
A. Independent Contractor Certification
B. Non-Conflict of Interest Certification
C. References
D. District Map
E. School Calendar
F. Transportation Forms
1. 581-1453-M
2. 581-2249-M
3. 581-2256
4. 581-3171
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

ADVERTISEMENT
REQUEST FOR PROPOSALS
STUDENT TRANSPORTATION SERVICES
Issuance of Request for Proposal: 6/7/2023
Proposals Due: 6/21/2023 2:00 PM PST
RIVERDALE SCHOOL DISTRICT is seeking proposals from qualified contractors to provide student transportation
services including home-to-school transportation, individualized transportation, and trips per the specifications of
the solicitation document. The contract period is expected to begin July 1, 2023, with an initial three-year term. A
copy of the proposal instructions may be obtained by contacting:
Nicole Bassen
Business Manager
11733 S Breyman Ave
Portland, OR 97219
nbassen@riverdale.k12.or.us
There will be a mandatory pre-proposal meeting on Monday, June 12, 2023. A virtual attendance option will be
offered. Interested proposers must submit a Proposal pursuant to the provisions of this Solicitation by email or mail
to the above contact NOT LATER THAN : 2:00 PM, PST on Wednesday, June 21, 2023.
The District reserves the right to reject any or all proposals.
Published: June 7, 2023
Lake Oswego Review
Published: June 6, 2023
Portland Business Tribune
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

II. INTRODUCTION
RIVERDALE SCHOOL DISTRICT is soliciting proposals for Student Transportation Services. The district
intends to award a single contract as a result of this RFP. This determination will be based upon the
evaluation of scores underlying the rank of each proposal and the capacity of the proposers, and shall be
at the sole discretion of the District. The evaluation criteria include, but are not limited to, price (overall
cost of services to be rendered), quality of management and operations, company stability, service
reputation, length of time in business, preventive maintenance program, safety program, technology and
equipment (buses) to handle the number of students needing to be transported daily. The proposals will
be evaluated from the standpoint of capability to serve District needs in an efficient and safe manner and
to provide leadership in evaluating current routing, bus stops, etc.
A. ABOUT THE DISTRICT
RIVERDALE SCHOOL DISTRICT is an independent public school district founded in 1888. Today,
Riverdale Grade School (K-8) and Riverdale High School (9-12) serve more than 600 families living
in a residential wooded area of Multnomah County. The District is Located seven miles south of
downtown Portland, Oregon and adjacent to the City of Lake Oswego.
B. TIMELINE
ACTIVITY DATE
Issuance of Request for Proposal 6/7/2023
Pre-Proposal Conference (Mandatory) 6/12/2023
Deadline for Questions or Clarifications 6/14/2023
Final Addenda Deadline 6/19/2023
Proposals Due 6/21/2023
Interviews (Potential) 7/7/2023
Notice of Intent to Award 7/10/2023
Contract Award (when is the board meeting) 7/24/2023
Anticipated Contract Start 8/1/2023
The District reserves the right to deviate from this schedule.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

C. PRE-PROPOSAL MEETING
A Mandatory Pre-Proposal Conference will be held on Monday, June 12, 2023 at 3:00 PM PST at
11733 S Breyman Ave, Portland, OR 97219. A virtual attendance option will be available.
Riverdale School District conducts such meetings in order to clarify information provided in the
RFP and to provide interested proposers an opportunity to ask questions about the RFP.
Statements made by the District’s representatives at the pre-proposal meeting are not binding on
the District unless confirmed by written addendum.
D. QUESTIONS
All questions or comments regarding this Request for Proposals or related technical issues must
be submitted in writing via email to nbassen@riverdale.k12.or.us . To be considered, questions
must be received by the District prior to the deadline (See Timeline). A written response will be
provided to those questions that are deemed appropriate. The response will be in the form of an
addendum and will be sent to all firms in receipt of this RFP.
E. ADDENDA
1. Addenda, if any, will be issued anytime up until three (3) calendar days prior to the
proposal due date.
2. Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or
other instructions, interpretations, and changes shall not serve as official expressions of
Riverdale School District and shall not be binding. All cost adjustments or other changes
resulting from said addenda shall be taken into consideration by Proposer and included
in their Proposals. All addenda issued by the District shall be acknowledged by Proposer
on the Proposer Certifications and Representations Form.
III. SCOPE OF WORK
A. SCOPE OF CONTRACT
1. To provide safe and reliable transportation to and from school and school-related
functions. A typical regular school year will require 170-175 student transportation days
depending on the grade level. Total days may vary slightly from year to year and could be
reduced due to revenue constraints. The District will only be billed for days that service
is provided by the Contractor.
2. To maintain orderly behavior and conduct of students on buses
3. To provide a close working relationship between the management of the company and
the administration and management of the District.
4. To provide positive public relations between the Contractor, the District, and its patrons.
B. CURRENT SERVICE LEVEL
The following information is intended to provide Proposers with a general understanding of
current District operations and transportation requirements within the district. Proposals should
meet the requirements specific within this solicitation based upon maintaining the approximate
current transportation service level.
1. DISTRICT MAP
2. SCHOOL CALENDAR
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

3. HOURS
a) Grade School:
(1) Start Time: 8:30 am
(2) End Time: 3:20 pm (2:20 pm on Wednesdays)
b) High School:
(1) Start Time: 9:00 am
(2) End Time: 3:55 pm (2:55 pm on Wednesdays)
4. CURRENT ROUTES
a) GS Routes
(1) Route 1 : 11 stops, AM First pick up 8:00 am Last pick up 8:15 am, PM
First drop off 3:30 pm Last drop off 3:45 pm
(2) Route 2 : 14 stops, AM First pick up 7:57 am Last pick up 8:15 am, PM
First drop off 3:30 pm Last drop off 3:48 pm
(3) Route 3 : 21 stops, AM First pick up 8:02 am Last pick up 8:16 am, PM
First drop off 3:30 pm Last drop off 3:45 pm
b) HS Routes
(1) Route 1 : 10 stops, AM First pick up 8:32 am Last pick up 8:45 am, PM
First drop off 4:07 pm Last drop off 4:18 pm
(2) Route 2: 12 stops, AM First pick up 8:34 am Last pick up 8:44 am, PM
First drop off 4:09 am Last drop off 4:17 pm
(3) Route 3: 6 stops, AM First pick up 8:42 am Last pick up 8:46 am, PM
First drop off 4:07 pm Last drop off 4:11 pm
Proposers may describe route or other service alternatives within their proposal but may not
include such changes in their pricing proposal. The Successful Proposer will have the opportunity
to discuss implementation of such proposals once under Agreement with the District.
C. EQUIPMENT MAINTENANCE
1. Contractor shall keep all equipment used for the transportation of students in strict
accordance with the State of Oregon and federal standards and specifications for school
buses. Such equipment shall be maintained in safe and good mechanical order at all
times so as to pass the State School Bus Inspection.
2. Buses and vehicles shall be kept in a clean and sanitary condition and free from body
damage, including:
a) Buses shall be cleaned inside and out as necessary and should be washed at
least twice per month during the school year. This will not be billed as a
separate activity.
b) Repairs to visible body damage, inside and out shall be made immediately after
such damage occurs, including minor dents and paint scrapes of a cosmetic
nature.
c) Bumpers and wheels will be cleaned as needed to retain a fresh, clean
appearance.
3. Contractor shall administer on all buses and vehicles used by Contract in the
transportation of students, an extensive preventive maintenance program which shall
include at a minimum:
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

a) A safety inspection and required repairs that at the minimum completely
comply with the State of Oregon's annual school bus inspection requirements.
This shall be completed by August 15 of every contract year or every 25,000
miles, whichever comes first. No inspection period, from the last to the most
current, shall exceed 12 months.
b) A daily pre-trip bus inspection and withdrawing a bus from service if a serious
defect exists, which includes, but is not limited to steering, brakes, primary
vision, exhaust, wheels, or tires.
D. FLEET
Contractor shall have a fleet of adequate numbers and capability to guarantee service for the
District's student transportation needs, including home to school transportation, individualized
transportation, and activities, athletics and field trips. Contractor shall provide adequate
equipment within the fleet to meet accessibility requirements in Section H below. Equipment
shall be added when needed to meet increasing needs. Such additions must be pre-approved by
the District. The District’s initial fleet/route request is listed below. In addition to this, the District
welcomes an alternative suggested fleet configuration by the Proposer.
1. REGULAR HOME-TO-SCHOOL. Provide a minimum of three (3) routes, with the
possibility of a fourth (4th). Bus capacity is 65-84
2. ACTIVITIES, ATHLETICS, AND FIELD TRIPS. Activities, athletics and field trips - provide as
a minimum two (2) 65-84 passenger buses
3. SPARE BUSES. Buses of appropriate size shall be located at a central location, where they
may be substituted for regularly assigned buses if needed without undue delay. Spare
buses shall meet the same requirements for buses and equipment as set forth
elsewhere in these specifications.
4. Contractor shall also have on hand personnel able to react within this time frame.
E. DISTRICT INSPECTION
The District retains the unrestricted right to inspect at any time the Contractor’s facilities, buses,
records, maintenance and operational procedures and driver training as well as other areas
pertaining to compliance with Agreement terms and/or required methods of transporting
students. If equipment is found by such inspection to not comply with legal or contract
requirements, the Contractor shall, at its expense, immediately remove such equipment from
service, and supply substitute complying equipment. Equipment removed from service, as the
result of an inspection shall not be placed back into service without complete correction of
deficiency and authorization of the District.
F. RADIOS
Contractor shall equip all buses and vehicles used for the transportation of students and all
contractor service vehicles with a two-way radio or other communication system. Contractor
must specify the system planned to be provided.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

G. VIDEO AND AUDIO MONITORING
All buses used under this contract (including spares) will be equipped with high-quality digital
video and audio monitoring systems. Audio and visual coverage should capture riders during seat
time and loading /unloading of the bus to capture driver interactions with students, parents, and
staff. Contractor is responsible for maintaining and replacing equipment. System components are
subject to approval by the District.
Systems must be operational on all buses whenever students are present on the bus. Systems
shall be kept in good working condition and checked at least once a week by the Contractor to
verify that they are working. Documentation of system checks shall be provided upon District
request.
Video surveillance of students is confidential and shall be considered property of the District.
Contractor shall not allow viewing of the surveillance footage by any person that is not
authorized by the District. Contractor will work with the District on an archival and retrieval plan.
Video recordings requested by the District must be transferred to a secure cloud website for
viewing within 24 hours of the request, in a format that can be viewed without specialty
software.
H. ACCESSIBILITY
Contractor shall provide vehicles and equipment to meet accessibility needs for all students.
District will consult with Contractor on individual needs that may include, not be limited to, the
following considerations:
1. HANDRAIL Availability on both sides of stairs, height, extension, size
2. STEPS. Height, depth, angle, and traction
3. SEATS. Restraint, size of seats to meet all student sizes
4. SEATBELT LOCKS
5. LOADING AND UNLOADING ASSISTANCE
The Contractor shall provide any modifications to equipment or additional equipment to meet
student needs.
Proposed initial fleet shall be evaluated by the District for accessibility prior to approval and
agreement under the contract.
I. REQUIRED MODIFICATIONS
Any installation of equipment modifications required by a change in law or regulation shall be the
responsibility of the Contractor. Any installation or modification of equipment required by the
District in addition to laws or regulations shall be done by the Contractor, with reimbursement to
be made by the District at a prior approved cost.
J. FACILITY
The Contractor shall have full responsibility for equipping, maintaining and operating a facility in
compliance with all District, city, county, state and federal laws and requirements, including but
not limited to environmental requirements.
By no later than the date the contract is executed, the Contractor shall provide the location of the
transportation facility designated for use in serving the District.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

1. STAFFING HOURS The Contractor will staff their facilities in a way to provide sufficient
support and maintenance during transportation hours. The proposer will include
information on how they plan to staff their facility and when and what services are
available during what times in their proposal.
2. EMERGENCY CONTACT One or more emergency phone numbers must be provided to
the District where the Contractor can be reached 24 hours a day, 7 days a week, in case
of emergency.
K. SCHEDULES
1. SCHOOL SCHEDULES
Setting school hours is the responsibility of the District. It is recognized, however, that
school hours have a great impact on the ability of the Contractor to efficiently meet the
requirements of the Agreement. The District will inform the Contractor of any planned
changes in school hours, from one year to the next, no later than July 1. The Contractor
will support the District in its establishment of the best combination of school and bus
schedules by August 15, with all final decisions at the discretion of the District.
2. SCHEDULE PUBLICATION
By August 15 th of each year, the Contractor will provide a written summary of A.M. route
schedules presented separately by route and by street for district publication to parents.
Contractor shall provide the routes in a format specified by the district.
3. SCHEDULE ADJUSTMENTS
All route schedule adjustments that are more than five minutes earlier or later must be
approved by the District prior to implementation. Changes must be communicated in
writing to all riders and the school at least 48 hours in advance of implementation.
Contractor shall provide a route update procedure to be approved by the District.
L. ROUTING
1. REGULAR HOME-TO-SCHOOL TRANSPORTATION ROUTES
Contractor shall maintain responsibility for development of all routes and route changes.
The District reserves the right to require adjustments to routes where determined by the
district to be in its best interest.
2. INDIVIDUALIZED TRANSPORTATION ROUTES
a) The District does not currently have any Individualized Routes, however if in the
future the need arises the Contractor shall be responsible for developing and
coordinating individualized transportation routes inside and outside of the
District boundaries.
b) The District reserves the right to use other transportation sources if the
Contractor cannot provide for District requests, or if they cannot provide in a
timely or cost efficient manner.
3. ROUTE TESTING
a) Prior to the start of each school year the Contractor shall field-test all routes
that the District has approved. Contractor shall notify the District of any time
discrepancy in scheduling.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

b) All drivers shall "dry-run" their routes before the start of the school year. All
drivers, prior to being assigned or reassigned on a regular basis, shall be
required to "dry-run" their route to ensure complete familiarity with route
operation. The cost of this will be borne by the Contractor.
4. ROUTE OWNERSHIP
All bus routes, Regular Home-To-School, individualized transportation or any other
routes that are developed by the Contractor for the District are and will remain the sole
property of the District.
5. ROUTE NUMBERS
All buses shall have the appropriate route number whenever providing service to any
school. Route numbers are to be professional looking and easy to read.
6. ROUTE PROBLEM SOLVING
If problems develop with loads, bus times, or other problems that might be corrected by
route alterations, the Contractor will develop such solutions and present them to the
District for consideration.
7. ROUTE CHANGES
The District reserves the right to revise or change any and all routes and the number of
buses required to best suit its needs at any time.
a) Any and all route changes shall be pre-approved by the District.
b) Contractor shall collaborate with District staff to ensure effective
communication of route changes in a timely manner.
c) Contractor bus drivers are not to modify the established District approved bus
routes without District approval.
d) If the District increases or reduces the number of buses required to service the
routes or reduces the route times, compensation to the Contractor will be
adjusted as provided in the agreement.
8. ROUTE OPTIMIZATION
Upon request, the Contractor shall complete an annual comprehensive route review and
optimization. The review shall include evaluation of:
a) Number of buses
b) Route times
c) Ride times
d) Costs
e) Mileage
f) Ridership
g) Bell times
Contractor shall provide a recommendation, including rationale, to the District for any
route changes to be implemented for the subsequent school year no later than June 1 of
the year prior.
9. BUS LOAD LIMITS
Passenger loading of buses shall not exceed Oregon Department of Education or other
state or federal limits. Contractor is required to notify the District, within one (1) day, of
any overload problems.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

M. SOFTWARE
1. HOME-TO-SCHOOL
a) Contractor should have a software to allow for web-based access for District
staff
b) An on-line GPS tracking system for all buses
c) Web based lookup tool for parents to track pick-up and drop-off
2. FIELD TRIP SCHEDULER
a) Contractor should have a software to allow for web-based scheduling requests
for field trips, athletics and other activities
N. STAFF
1. CONTRACTOR STAFF ALL
a) Contractor shall provide a sufficient work force and have on hand drivers,
substitute drivers, mechanics, and management during normal operating hours
so as to be able to perform uninterrupted reliable on-time service in case of
emergencies, no-shows, and other exceptional circumstances. The Contractor
will provide a detailed summary of staffing proposed for the contract.
b) Contractor bears the responsibility of selecting, hiring, training, supervising,
disciplining, and discharging drivers and all other employees of the Contractor.
In the selection and hiring process, the Contractor shall conduct a diligent and
comprehensive background investigation of all prospective employees'
character, criminal and safe driving records, as may be allowed by law.
(1) The Contractor will be responsible for fingerprinting all employees that
come in contact with students in accordance with ORS 181A.200 and
OAR 581-021-0500 and other applicable laws, statutes, codes,
ordinances, rules, regulations and lawful orders. The Contractor shall
not knowingly employ anyone who has:
(a) A felony or misdemeanor conviction within the past 10 years
or any conviction for a crime of violence, sexual offense, drug
use or sale, child abuse or child pornography.
(b) Conviction of driving under the influence of intoxicants,
manslaughter, leaving the scene of an accident, or driving
with a suspended or revoked license.
(c) Conviction within the past two (2) years of careless or reckless
driving.
(d) Conviction of more than one offense in the past three (3)
years of speeding, violation of a traffic signal, or citation.
(e) A pattern of driving violations on the record.
c) Drivers must meet all requirements of the Oregon Department of Education for
School Bus Drivers.
d) DRUG TESTING
Contractor must have in place a program for mandatory drug testing/screening
for all new hires, mandatory post accident drug testing, and random testing of
all employees.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

e) Contractor agrees that it shall enter into no agreement or arrangement with
any employee, person, group or organization which will in any way interfere
with the Contractor’s ability to comply with this requirement.
f) Contractor agrees that the District shall have the right by written order to
require dismissal from the Contractor’s employ or transfer of any person(s) or
driver(s) who does not meet the qualifications to operate a school bus as set
forth in this Agreement, or who is not in compliance with this contract, the
District policy or any government laws or regulations as related to his or her job
in regard to any or all of the foregoing.
g) Contractor will identify an on-site Location Manager or Supervisor with
experience in the field of student transportation who will be the district's main
point of contact. The on-site manager must have a cellular phone.
2. DRIVERS
a) Contractor shall permit subject school buses to be operated only by
well-trained and competent drivers who hold valid CDL licenses and school bus
driver's certificates issued by the Oregon Department of Education.
b) Contractor shall make its best effort to hire school bus drivers and other
personnel with previous school bus driving or school transportation experience
or having good aptitude for training. The most important person to the student
riding to and from school is the bus driver.
c) Contractor shall provide a regularly assigned driver to each route. A regular
driver, for the purpose of this agreement, shall be a driver assigned to a specific
route(s) at the commencement of each school year and is normally expected to
remain until the end of the school year. Contractor may transfer drivers among
routes, whenever the interest of the students may be served. The District
reserves the right to request a replacement or transfer a driver for good cause.
d) Prior to the beginning of each school year, all drivers will satisfactorily pass a
pre-trip inspection and behind the wheel test.
e) Contractor shall provide the District a copy of the criminal verification and
driving record report on an annual basis for each driver in the District and also
have information available upon request. The initial report must be filed with
the District no later than two (2) weeks prior to the first day of school annually
and by the first day of employment during the year for each replacement driver.
f) Contractor will have a driver supervisor ride with every certified bus driver at
least once every six (6) months for the purpose of observing and evaluating
their drivers’ practices with respect to safety, mechanical operation, and
conformance with applicable laws, rules, regulations, adherence to specified
route schedules and times and method of student management.
g) Contractor will submit a report to the District listing all drivers and their review
dates.
h) The District may at any time have a representative ride with any driver of the
Contractor for the purpose of observation to assure compliance with the terms
and conditions of this agreement.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

i) APPAREL AND NAME TAGS The District requires that all employees of
Contractor be issued name tags to be worn while on duty in providing service to
the District. The District also requires that all Contractor staff maintain a
professional appearance appropriate for the duties, in accordance with
standards to be worked out with the District.
O. REPORTS
1. DISCIPLINE AND HEALTH
Contractor shall provide the District, within 24 hours, written student incident reports of
behavioral, disciplinary, or health problems that arise during bus trips. For urgent
situations, phone contact with the District will be made immediately.
2. ACCIDENT
In the event of an accident during the school day (with or without students on the bus):
a) Contractor shall notify the District Support Services Department immediately by
telephone and provide the route number or trip description, number of staff
and students (and the school they attend) on the bus at the time of the
incident, the location and brief description of the accident.
b) Within 30 minutes of notification to the District, the Contractor shall provide
the full names of students and staff on the bus at the time of the accident.
c) The Contractor will provide any additional information to the District as
required by District policies and procedures.
d) Contractor shall provide a written report describing all details of any accident
on the same day it occurred. It is the Contractor’s responsibility to report all
accidents in compliance with the laws and regulations of the Oregon
Department of Education and Oregon Department of Motor Vehicles.
3. DAILY BUS REPORT (DBR)
a) Contractor shall use and have drivers complete a Daily Bus Report (DBR). The
DBR will form the basis of rate based fees to the District. DBR reports shall be
completed for each individual bus movement by date and route. These shall
remain on file at the transportation facility and be available for District audit
and review on request.
b) A summary spreadsheet of the DBR data must be submitted monthly with the
billing.
c) An alternate automated system may be used but must be approved by the
District.
4. STATE REPORTS
Contractor shall complete and submit to the District the transportation reports as
required by the State of Oregon. This includes the annual preparation of the following
Transportation Information reports by August 15 of each year:
a) Annual Transportation Information (Form 581-2249-M)
b) Bus and Garage Depreciation Report (Form 581-3171)
c) Certification of Drug and Alcohol Testing (Form 581-1453)
d) Annual Vehicle Certification Report (581-2256)
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

5. BUS DRIVER INFORMATION REPORTS
Contractor shall have in its files and made available to the District upon request,
information such as, but not be limited to, drivers’ names, dates of birth, dates of license
issuance and expiration, bus to which assigned, and dates and types of training.
6. MONTHLY SUMMARY REPORT
By the tenth (10) calendar day of the month following, the Contractor shall supply the
District with a monthly summary report. The report will include, but not necessarily be
limited to:
a) Current list of route driver assignments
b) The number of accidents
c) The number of vehicle breakdowns
d) Late route buses, indicating what school, route, date, day, time and reason, who
was notified
e) Bus capacity and estimated daily ridership by route, AM and PM
f) Number of student citations written at each school, identified by route number.
7. DISTRICT MEETINGS
Contractor’s Location Manager shall be available for attendance at District meetings and
school board meetings as needed and requested by the District.
8. ANNUAL PRESENTATION
Contractor shall be available to make a presentation annually to District designated
personnel and/or the School Board summarizing the prior year’s activities, latest
developments within the field of student transportation, the Contractor’s company,
other items of interest to the District and plans for the year ahead. The District will
attempt to provide a minimum of 30 day’s notice to the Contractor of such
presentations.
9. MONTHLY BILLING
Contractor will provide to the District, accompanying the monthly billing, a computer
spreadsheet file in Microsoft Excel of the billing work up. The spreadsheet details and
design are to be approved by the District. A summary spreadsheet of the month’s daily
bus reports shall be provided as backup. Electronic invoices and supporting documents
are preferred.
P. SAFETY PROGRAM
The absolutely critical aspect of any student transportation program is the safety of the students.
The District expects a superior quality fleet, including accountability of drivers for the safe
operation of their vehicles, communication with the terminal, high quality maintenance of buses,
and support of District policy regarding rider behavior and behavioral problems.
1. Contractor shall administer a satisfactory safety program, which shall conform to the
requirements of the State of Oregon and includes but is not limited to a regularly
scheduled safety meeting for contractor's personnel. It shall also include a school bus
safety and training program for students.
2. Prior to the beginning of each school year all drivers will have to satisfactorily pass a
pre-trip inspection and behind the wheel test. During the school year any new drivers
must also satisfactorily pass a pre-trip inspection and behind the wheel test.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

3. The Contractor will develop and maintain, with District approval, a written emergency
crisis plan that addresses transportation emergencies in conjunction with the District's
Emergency Operations Plan. The Contractor will instruct all of its employees in the
content of both the Contractor’s and the District's emergency plans. The Contractor shall
develop procedures for handling student emergencies during transport to be provided to
the drivers and kept on all buses at all times.
4. Contractor shall be available to make a bus safety presentation to classes of students in
grades K-8 within the District as advised and directed by the District. These
presentations will be in addition to the Emergency Evacuation Drill sessions required by
the State of Oregon. In addition, assemblies and large group presentations will be
presented as requested by individual principals.
Q. INCLEMENT WEATHER
The Contractor shall operate during inclement weather conditions unless routes are canceled by
the District. Contractor shall provide in a timely manner appropriate equipment (chains and snow
tires) and trained personnel and shall implement District defined alternate routes as necessary to
operate under such conditions.
1. The District shall have the sole responsibility of altering bus routes or canceling bus
service for that day.
2. The Contractor agrees that it will abide by the decision of the District and will operate
the routes as normally as possible.
3. To ensure that the district is able to make a sound decision pertaining to the cancellation
or alteration of bus routes, the Contractor is required to travel and inspect all designated
roads, based on knowledge of geographic area and possible hazards, during inclement
weather.
a) The Contractor will notify the Superintendent or designee of emergency road
conditions prior to 4:15 am.
b) The Contractor will contact the Superintendent or designee by 5:00 am to give
an update and preliminary recommendation.
4. During the fall of each year, the Contractor shall meet with the District to determine any
changes in routes that should be made during inclement weather so that the children
and their parents may be notified in advance of such weather occurring.
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

R. RATE PROPOSAL FORMAT
Rate Proposal
Daily Total Minimum rate per route bus, for first three hours :
65-78 Passenger Transit or Conventional Bus:
Daily Total hourly rate per route bus, for time over the first three hours :
65-78 Passenger Transit or Conventional Bus:
Kindergarten rate per hour:
All Activity and Field Trip rate per hour:
65-78 Passenger Transit or Conventional Bus:
Additional Charge for trips over 8 hours:
Additional Charge for weekend trips:
IV. PROPOSAL FORMAT, CONTENT, AND SUBMISSION
A. PROPOSAL FORMAT
To simplify and expedite the review process each Proposer is asked to submit a proposal in the
order and format specified below.
1. Proposal includes a one-page cover letter as the first page of the proposal.
2. Rate Proposal (see Rate Proposal Format above)
3. Company Qualification
4. Financial Stability
5. Service and Performance
6. Qualifications of Management
7. Qualifications of Drivers
8. Equipment Used
9. Safety of Operations
10. Evidence of Community Relationships
11. Facilities
12. Insurance Data
13. Recycling Program
14. Reference Form
15. Independent Contractor Certification Form
16. Proposer Certification and Representation Form
17. Non-Conflict of Interest Form
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

B. MULTIPLE PROPOSALS
No more than one proposal may be submitted by each proposing firm.
C. PROPOSAL RESPONSES TO EVALUATION CRITERIA
In addition to the required proposal forms, the Proposer must include discrete information to
address each of the areas listed below which will provide a major basis for evaluation. Proposer is
encouraged to include other information not listed that will assist in the understanding of its
proposed services and which may distinguish them from its competitors.
1. COMPANY QUALIFICATIONS – 15 Points
a) How many years has the company been in business? Have there been any name
changes or changes in ownership? If so, please describe fully the changes that
have occurred in the last ten years.
b) List all public school transportation contracts currently held in Oregon, showing
the name of the district served, number of routes and the number of students
being transported for each contract, or if a company has not done business in
Oregon, comparable information from one other state on the west coast.
c) For each of three (3) of the above districts closest in size to the RIVERDALE
SCHOOL DISTRICT, provide the following:
(1) Length of the current contract
(2) Number of regular and individualized routes and buses
(3) Number of on-site employees at the end of the 2018-19 school year.
(4) Total number of employees who quit or were terminated during the
2018-19 school year
(5) Driver profile by years of tenure on site and years of
experience/service in driving school bus
(6) Length of tenure of the Location Manager and other staff:
(a) at this location
(b) with your company
(c) in the student transportation industry
(7) Provide number of accidents per year for the last five years. Include all
accidents, including those that did not involve a second vehicle, and
detail as follows:
(a) Were any students or District staff on the bus at the time of
the accident?
(b) Was another vehicle involved? If so, who was at fault?
(c) Were there any injuries?
d) For the operation closest in size to this District, provide the following (one copy
to be submitted with proposal):
(1) Driver's manual
(2) Driver training plan
(3) Employee incentive plans
(4) Job description of the Location Manager
(5) Management manual
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

e) During the last five years have any contracts been terminated by school districts
you serve during the life of the contract? If so, give complete details, including
the school district name.
f) During the last five years has your company lost a contract from a district that
had previously been served by your company? If so, give complete details,
including the school district name.
g) Describe any present or prior litigation your company has or had with any
customer.
2. FINANCIAL STABILITY – 15 Points
a) Provide the following financial information for the company’s last completed
fiscal year: The year ended, the Current Ratio, the Quick Ratio and the Debt to
Equity Ratio.
b) Has the company or parent company filed Chapter 7 or 11 bankruptcies within
the last 5 years? If yes, provide explanation and evidence of successful financial
recovery since the bankruptcy.
3. SERVICE AND PERFORMANCE – 20 Points
a) Explain how you would determine at what point additional buses might be
required to handle increased student enrollment/ridership or possible
rerouting.
b) How would you monitor adherence to route schedules? Give examples of tools
or processes in place in a similar sized district.
c) Give specific examples from the past of emergencies, such as school
shutdowns, emergency closures, school fires, etc., and how your company
responded. Submit sample documents currently in use in a district served by
your company for handling such emergencies.
d) Provide a roster of all proposed staff required to meet the needs as specified in
this request for proposal. Include position titles, FTE for each position, and days
worked for each position. If available, please provide resumes for proposed
management staff.
e) It is in the District's interest that all employees have clear expectations as to the
job they are performing (and to see that the job they are performing is in
alignment with District service and quality expectations). Proposer must submit
complete and detailed job descriptions for each position, performance
standards and evaluation tool. Proposer must submit a full description of the
training program provided for its drivers. Explain how new drivers are
monitored and mentored.
f) Proposer shall provide maintenance personnel experienced and knowledgeable
in the area of school bus maintenance. Maintenance personnel will be required
to understand maintenance requirements and standards applicable to the
Oregon Department of Education . Provide the qualification requirements for
your maintenance staff.
g) Explain how your company will assure the District that substitute drivers will be
available and prepared to perform reliably and safely.
h) Tell us about best practices used to communicate route information to schools
and families. How do you handle route change requests?
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

i) How does your company monitor early and late arrivals at bus stops?
j) In the event that there is a temporary need for more than the number of buses
specified in this solicitation, would you be able to respond? If so, where would
the additional buses be obtained?
k) Provide information regarding strike provisions and past experience.
l) Consistency of drivers on home to school routes is important to the District.
How do you handle trip assignments while minimizing impact on home to
school routes?
4. QUALIFICATIONS OF MANAGEMENT – 20 Points
The District strongly believes that the individuals in management positions are critical to
the provision of consistent and high-quality transportation services. We expect the
Location Manager to be a visible and participating member of our community and to
enhance the reputation of the District for sound management.
a) Describe your company's structure in terms of the decisions that are made at
each level. What decisions can be made by your local manager, and which areas
require approval from the central office of your organization? What are the
timelines involved?
b) Identify the person who will be the proposed local manager and provide a
resume.
c) In the event of an extended absence of your local manager, what backup will be
provided? If an individual, give his or her name and include a resume.
d) Give examples of the documents that are submitted to your company by your
local managers on a regular basis.
e) For key personnel providing support for the Location Manager, including those
individuals in direct supervisory positions over the Location Manager, provide
the following information:
(1) Name and proposed position the person may be selected to fill
(2) Tenure with your firm in years
(3) Experience in related positions within your firm or with other firms in
years
(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.
(5) Where is the direct supervisor for the Location Manager based and
how often will they visit our site?
f) Provide the names and qualifications of those persons within your company
who would have immediate authority over the Location Manager and those
persons who would play an advisory role to the Location Manager in the areas
of:
(1) Operations
(2) Training and personnel
(3) Safety
(4) Maintenance
11733 S Breyman Ave. • Portland, OR 97219 • Phone: 503-262-4840 • Fax: 503-262-4841
• www.riverdaleschool.com

5. QUALIFICATIONS OF DRIVERS – 25 Points
The most important person to the student riding to and from school is the individual
driver. All drivers will be of high moral character and be positive role models for
students.
a) What programs do you use for enhancing employee morale and attitudes?
b) Outline the methods you use for recognizing employee service. Give specific
examples.
c) Enclose a copy of the Proposer’s drug policy, including procedures for
mandatory testing, to be implemented in this District. Provide the name and
address of the Proposer’s Medical Review Officer (MRO). All RIVERDALE
SCHOOL DISTRICT campuses are tobacco free (including e-cigarettes). Tell us
how you maintain a positive image for your company and positive influence on
our students by encouraging a tobacco free workplace.
d) Within your organization, what percentage of your drivers have been with the
company for five, ten, fifteen and twenty years?
e) Describe your process for the recruitment of drivers.
f) Define the methods you use to screen and select drivers from among the
applicants. Include the criteria/standards you use, and the reasons that you
might use to reject an applicant.
g) Describe your training program for driver applicants who have no experience
driving school buses. Describe the program components and content of your
training program and include an outline of the course of study.
h) Describe your in-service training and retraining program for drivers. Describe
the program components and content of your training program and include an
outline of the course of study. Define the amount of training provided to drivers
in a twelve-month period.
i) Describe in detail your current driver motivation, evaluation (including
evaluation tools) and discipline programs, including how you take into account
safety, absences, tardiness, on-time route performance, tenure on the job,
complaints, driving practices.
j) Describe how you monitor absence rates.
k) What are your policies for driver interaction with students? Parents? School
staff?
l) Describe your experience and procedures for transporting students with
disabilities.
m) Describe your experience and procedures for transporting students with
chronic illnesses.
6. SAFETY OF OPERATIONS – 20 Points
A critical aspect of any transportation program is the safety of students. The District
expects a superior quality fleet, including accountability of drivers for the safe operation
of their vehicle, communication with the terminal, and high-quality maintenance of
buse