Agenda Item
i. RFP 20-472, Charter Bus Services Contract Extension Approval, Coast to Coast Tours, LLC, Friendship Tours, LLC, Kelly Tours, Inc., Kingsmen Coach Lines, R&W Motorcoach, Inc., Samson Tours, Inc., Southeastern Stages, Inc., and We Care Charters (Year 3 of 4)
Summary: Presented by: Mr. Richard Boyd, Director of Design & Construction, Division of Operations
Request: It is requested that the Board of Education approve the contract extension for RFP 20-472, Charter Bus Services to Coast-to-Coast Tours, LLC., Friendship Tours, LLC., Kelly Tours, Inc., Kingsmen Coach Lines, R&W Motorcoach, Inc., Samson Tours, Inc., Southeastern Stages, Inc., and We Care Charters for one additional year through December 31, 2023. This recommendation is for the third of four (4) one-year contract renewal options.
Why: An extension of this bid will allow the District to provide services that require travel outside of the 75-mile radius limitation of the DCSD Transportation Department for student activities.
Details: DCSD requested proposals from qualified commercial carriers to provide charter bus services on an as-needed basis. On October 7, 2019, the Board of Education approved A National Limousine Services, American Coach Lines, Atlantic Transportation & Coaches, Coast to Coast Tours, LLC, Allstate Tours, LLC dba Elite Tours of Atlanta, Friendship Tours, LLC, Georgia Coach Lines, Inc., Harmon Brothers Charter Service, Inc., Kelly Tours, Inc., Kingsmen Coach Lines, R & W Motor Coach, Samson Tours, Inc., and Southeastern Stages, Inc., as the most responsive and responsible firms to provide charter bus services on an as needed basis. At the December 9, 2019, Board meeting, the Board of Education approved the addition of We Care Charters to be added to the previously approved list after it was determined that their vehicles passed the on-site inspection. With the exception of A National Limousine Services, Atlantic Transportation & Coaches, and Georgia Coach Lines, Inc., all the above vendors are being recommended for their first contract renewal option.
Financial impact: These services are paid for by the local school or department utilizing the service and will be paid for from multiple charge codes.
Contact: Mr. Richard Boyd, Director of Design & Construction, 678-676-1483
Mr. Cedric Burse, Director of Fleet and Special Transportation Department, 678-676-1385
Mr. Erick Hofstetter, Chief Operating Officer, 678-676-1475
Effective: Upon board approval
Status: Approved by General Counsel
October 3, 2022
VIA EMAIL
Friendship Tours, LLC
3250 Harvester Woods Rd.
Decatur, GA 30034
ATTN: Terry L. Glover, President
Reference: RFP 20-472, Charter Bus Services
Dear Mr. Glover:
As a result of the excellent service provided by Friendship Tours, LLC, the DeKalb County School District (“DCSD”)
desires to renew the award of RFP 20-472, Charter Bus Services for one (1) year on the same terms, conditions and
pricing as set forth in the License and Services Agreement between DCSD and Friendship Tours, LLC, dated January
23, 2020. The purpose of this letter is to obtain Friendship Tours, LLC’s acceptance of DCSD’s offer to renew the
License and Services Agreement.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective from
January 1, 2023 through December 31, 2023. Of course, we will notify you once the Board has approved the
renewal. DCSD appreciates Friendship Tours, LLC’s consideration of this offer to renew the award of RFP 20-472.
If accepted, please submit a copy of your company’s proof of insurance reflecting the coverage(s) stated within the
original solicitation document, sign the acceptance below and email both documents to phyllis
_d_jones@dekalbschoolsga.org no later than Tuesday, October 11, 2022. Insurance policy or policies must be
maintained throughout the term of this agreement. A copy of the insurance requirements is included. Feel free to
also fax the acceptance and your proof of insurance to Ms. Jones at 678-676-0170.
Best regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS/lw
c: Mr. Richard Boyd
Mr. Cedric Burse
Ms. Chardra
ACKNOWLEDGMENT
Friendship Tours, LLC, hereby accepts DeKalb County School District’s offer to renew the award of RFP 20-472,
Charter Bus Services, as set forth in the License and Services Agreement, until December 31, 2023. Friendship Tours,
LLC understands that this acceptance is subject to the approval of the DeKalb County Board of Education.
October 6, 2022
________________________ ________________________
Authorized Signatory Date
Terry L. Glover President
________________________ ________________________
Name (Typed or Printed) Title of Authorized Signatory
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org