Washington



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State of Washington

Current Contract Information

Effective: September 16, 2013

|Contract number: |05010 |Commodity code: |952 |

|Contract title: |Day Student Transportation – Schools for Blind and Deaf |

|Purpose: |Update contractor’s contact information |

|Award date: |August 9, 2010 |

|Current Period of performance: |08/09/2013 |Through |08/08/2015 |

|Contract term: |Not to exceed six (6) years or 08/08/2015 |

|Scope of contract: |Daily school bus transportation services for students attending the School for the Blind and the Center for |

| |Childhood Deafness and Hearing Loss |

|Related product contracts: |10012 – Weekend Student Transportation |

|Contract exclusions: |none |

|Contractor: |Educational Service District 112 |Federal ID #: |43-1881477 |

| |2500 NE 65th Avenue | | |

| |Vancouver, WA 98661-6812 | | |

|URL: | | | |

|Contractor information: |See Page Two |Pricing: |See Attachment B |

|Special Terms & Conditions: |See Attachment C |Payment: |See Attachment C |

|Restricted Use: |For use only by the School for the Blind and the Center for Childhood Deafness and Hearing Loss |

| Estimated value: |$382,350.00/year |

|Estimated MWBE participation: |$0 MWBE (0%) $382,350.00 Other (100%) $0 Exempt – 0% |

CONTRACTOR CONTACT INFORMATION

|Contact: |Lindahl Grant, Director of Specialized Transportation |

|Phone: |(360) 750-7510 |

|Email: |Lindahl.grant@ |

|Fax: |(360) 7500-9706 |

NOTES:

1. This Document includes by reference all terms and conditions published in the original IFB #05010, including Standard Terms and Conditions, and Definitions, included in the Competitive Procurement Standards published by DES (as Amended).

2. Management Fee:

Effective July 1, 2013, Contractor shall pay the Department of Enterprise Services (DES) a fee equal to 0.74% (Management Fee) of the total invoice price, less any taxes, returns, credits, or adjustments, of all sales (“Total Net Sales”) under this Contract. Contractor shall hold the Management Fee in trust for DES until such fees are remitted to DES.

The Management Fee will be included in Contractor’s pricing, as set forth in the contract (including all amendments), and will not be included as a separate line item on any invoice submitted to a Purchaser. 

DES may, at its sole discretion, increase, decrease, or eliminate the Management Fee upon thirty (30) days written notice to Contractor.  Any decrease to, or elimination of, the Management Fee, shall be reflected in contract pricing commensurate with the adjustment.  DES reserves the right to negotiate contract pricing with the Contractor in the case of an upward adjustment of the Management Fee.

Contractor will provide DES with a sales report detailing Total Net Sales for the preceding quarter (“Sales Report”), in accordance with the Sales & Subcontractors Report section of the contract using the schedule set forth below.  DES will send an invoice within 30 days after each quarter, based on the Sales Report.  Payment of the Management Fee is due within thirty (30) days of the date of the DES invoice.

The state reserves the right to audit, or have a designated third party audit, applicable records to ensure that the state has been properly invoiced and all Management Fees have been paid. Failure to accurately report Total Net Sales, to submit a timely Sales Report, or remit timely payment of the Management Fee, may be cause for contract termination, the charging of interest or penalties, or the exercise of other remedies provided by law. 

Management Fee payment must reference the Contract number, Work Request Number (if applicable), the year and quarter for which the Management Fee is being remitted, and the Contractor’s Name as it is known to DES, if not already included on the face of the check.  All payments must be sent to:

|Name: |State of Washington, Dept. of Enterprise Services |

| |Finance Dept |

|     Address: |1500 Jefferson Street |

| |Mail Stop 41460 |

| |Olympia WA  98501 |

|Additional: |Contract  #:  _____________________, |

| |Quarter/Year: __________ |

| |Contractor’s Name as it is known to DES (if not already included on the face of the check). |

Contractor will provide Usage Reports and Management Fees quarterly, per the following

|FOR ACTIVITY IN THESE MONTHS: |SALES REPORTS DUE |MANAGEMENT FEES DUE |

|January, February and March |April 30th of same year |Within 30 days of DES Invoice date |

|April, May and June |July 31st of same year |Within 30 days of DES Invoice date |

|July, August and September |October 31st of same year |Within 30 days of DES Invoice date |

|October, November and December |January 31st of following calendar year |Within 30 days of DES Invoice date |

.

ATTACHMENT C

SPECIAL TERMS AND CONDITIONS

1. The term of the annual contract shall be in accordance with the school calendar(s).

2. Any additional costs to the State due to Contractor performance issues, vehicle issues; etc. will be deducted from the bill on the very next billing cycle. In the event the State is required to secure alternate transportation due to Contractors inability to provide adequate service, all additional costs will be documented and submitted to the Contractor for reimbursement.

3. Contractor will be considered an independent contractor and shall not be deemed to be an agent, servant, employee, or representative of the Washington State School for the Blind or the Washington State Center for Childhood Deafness and Hearing Loss.

4. As authorized by the State, only eligible students, adults serving as chaperones or school personnel shall be transported. The vehicle(s) assigned to the routes specified herein shall not be utilized for other purposes during the time periods designated by the route descriptions.

5. Students will be transported each scheduled school day from a pre-established stop to the appropriate school’s designated bus loading and unloading area, either the Washington State School for the Blind, located at 2214 E 13th Street, Vancouver, WA 98661 or the Washington State Center for Childhood Deafness and Hearing Loss, located at 611 Grand Blvd, Vancouver, WA 98661.

6. Contractor will be required to establish route(s) annually dependent on student enrollment at each school. For privacy reasons, student addresses will be available from the Contracts Specialist by request. Once a contract is established, Contractor will receive the updated student information as students are enrolled or as needed, from the established single point of contact, representing this contract for each school.

7. Contract shall not be subcontracted without the prior written approval of the State.

8. Contractor shall provide and maintain an adequate number of school buses, including spares, to safely transport any and all students assigned to the routes contained in this contract and to assure uninterrupted service in the event of mechanical breakdown.

9. Contractors will provide a single point of contact for communications regarding the daily student transportation. Daily communication will include arrival times and/or delays between parent and transportation provider.

10. Awarded vendor will require their drivers to attend orientation at both schools to include, but not limited to, language and culture differences that will be encountered during their service under this contract. Driver orientation will be scheduled with awarded Contractor individually by each school’s authorized representative. Training will be provided by the schools, but all other costs, ie. mileage, per diem, etc. or any other costs associated with the driver attending the orientation will be the responsibility of either the awarded vendor or the attendee.

11. Student issues, inclement weather, equipment emergencies/breakdowns will be communicated immediately to the school(s) assigned single point of contact. There will be no changes to the routes without prior approval of the school(s) single point of contact.

12. Within ten (10) days of the start of the contract, Contractor shall submit to the State a description of the actual streets traveled for routes for the transportation of students. It is understood that routes may be adjusted at any time during the life of the contract based on student enrollment.

13. The State reserves the right to make modifications to routes based on student enrollment and will provide Contractor a forty-eight (48) hour notice of the effective date of such modifications. In the event student enrollment requires a new route to be created, the state and awarded vendor will negotiate the cost of the additional route, if necessary. Likewise, if student enrollment decreases to warrant a route reduction, the cost to the State will be reduced.

14. No route will require a student to be on the bus longer than one (1) hour each way.

15. Payments to the Contractor will be made on or before the 10th day of every month. Payments will be made in monthly installments, provided an appropriate invoice is submitted by the 1st of each month. Payments will be made via the State of Washington Purchasing Card, VISA. Total cost per school year divided into 10 monthly payments. In the event a student leaves the school and no longer requires transportation, the cost for that student’s transportation will be deducted from the very next invoice according to the date the Contractor receives notification in writing from either school that the student no longer requires transportation. Payment schedule will be as follows:

|Service from |Payment On or Before |

|August 1-August 31 |September 10th |

|September 1-September 30 |October 10th |

|October 1-October 31 |November 10th |

|November 1-November 30 |December 10th |

|December 1-December 31 |January 10th |

|January 1-January 31 |February 10th |

|February 1-February 28 |March 10th |

|March 1-March 31 |April 10th |

|April 1-April 30 |May 10th |

|May 1-May31 |June 10th |

|June 1-June 30 |July 10th |

16. At the time of award, successful Bidder will provide proof of FBI fingerprinting background check for each driver. Driver eligibility will be at the sole discretion of the State.

17. At the time of award, successful bidder will provide a copy of current Washington State Driver’s License for all Drivers with Class C or B CDL as required, with Passenger endorsement, P1 or P2.

18. All contractors shall comply with current applicable Washington statutes, regulations and with the policies and procedures governing student transportation, WAC 392-144-040 (2).The State reserves the right to request documentation verifying compliance at any time during the life of the contract. Failure to comply with applicable statutes, regulations, policies, and procedures will result in contract termination. Information regarding driver qualifications may be found in the attached document below.

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19. Transportation equipment shall be properly registered by the Motor Vehicle Commission, meet all current specifications in accordance with Federal and State law. Vehicle registration records will be submitted with bid. The State will NOT accept any vehicle other than school busses. A copy of Washington State’s School bus Specifications is attached below.

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20. All vehicles shall be systematically inspected twice within the year and display a school bus certification inspection sticker to ensure that such vehicles and equipment are in safe and proper operating condition. Inspection records will be available at the State’s request. A guide to vehicle inspection is attached below.

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21. Each bus used in the transportation of students under this contract must have distinguishing numbers on each vehicle.

22. All vehicles must successfully complete a pre-route inspection prior to each trip. In the event the vehicle does not pass the pre-route inspection, an alternate vehicle will be used.

23. In accordance with RCW 46.61, a copy of the employer’s policy on prohibited drug use and alcohol/drugs misuse in the workplace, including the consequences associated with prohibited drug use and alcohol/drugs misuse, must be provided to the state. A drug and alcohol program must be in place at time of award. The program should define what kind of test (urinalysis/ hair follicle); what the test is for inclusive / exclusive of chemicals etc., when the test is performed (after complaint, suspicion, bimonthly, monthly, after vacation, upon renewal of driver’s license, random etc).

24. Bidders must submit a copy of their established sexual harassment policy and procedure. A sexual harassment policy must be in place at time of award.

25. All vehicles used in the transportation of students under this contract must be equipped with safety harnesses/belts and booster seats/car seats as needed for student safety or required by law.

26. Bidders must be prepared to provide a vehicle with wheel chair lift if/when needed. Awarded Vendor will receive a list of stops that require the use of the wheelchair lift.

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