Agenda Item
ii. RFP 20-472, Charter Bus Services Contract Extension Ratification and Approval, Allstate Tours, American Coach Lines, Coast to Coast Tours, LLC, Friendship Tours, LLC, Harmon Brothers, Kelly Tours, Inc., Kingsmen Coach Lines, R&W Motorcoach, Inc., Samson Tours, Inc., Southeastern Stages, Inc., and We Care Charters (Fourth (4th) of four (4) One-Year Contract Renewal Options)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education ratify and approve the contract extension for RFP 20-472, Charter Bus Services to Allstate Tours, American Coach Lines, Coast to Coast Tours, LLC, Friendship Tours, LLC, Harmon Brothers, 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, 2024. This recommendation is for the fourth (4th) 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 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 as needed. 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., and We Care Charters as the most responsive and responsible firms to provide charter bus services on an as-needed basis. On December 9, 2019, the Board of Education approved adding We Care Charters to the previously approved list after determining 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 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. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
Mr. Keith Singleton, Director of Business Services, Division of Operations, 678.676.1422
Effective: Upon Board Approval
Status: Approved by General Counsel
CHRONOLOGY OF THE AGENDA ITEM
At its business meeting on Monday, October 7, 2019, the Board of Education approved the award
of RFP 20-472 for Charter Bus Services to thirteen (13) of the fourteen (14) companies who were
deemed responsive and responsible to the requirements of the solicitation.
As part of the Pre-Award process, the District Fleet and Transportation Department on August
26-28, 2019, conducted an on-site inspection of the responsive proposer’s facilities and the on-
site inspections resulted in We Care Charters not being recommended to provide Charter Bus
Services for DeKalb County School District.
The District Fleet and Transportation conducted a second on-site inspection of the We Care
Charters facilities on Date and determined that their vehicles passed inspection.
This recommendation is based on the submittal of a responsive proposal and passing the on-site
inspection. We Care Charters will be added to the previously approved list of companies to be
responsible for Charter Bus Services as set forth in the RFP documents.
It is requested that the Board of Education approve the contract extension for RFP 20-472,
Charter Bus Services to Allstate Tours, American Coach Lines, Coast to Coast Tours, LLC,
Friendship Tours, LLC, Harmon Brothers, 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, 2024. This recommendation is the fourth (4) of four (4)
one-year contract renewal options.
This award will continue to allow the DCSD to obtain assistance from commercial carriers to
provide supplemental transportation services in support of district-wide field trips, athletic
events, and other activities when transport requires travel outside of the 75-mile radius
limitation of the DCSD Transportation Department.