Agenda Item
ii. Contract ~ Renewal and Ratification ~ RFP 25-472 ~ Charter Bus Services (Not to Exceed $2,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education approve the contract renewal and ratification of RFP 25-472 for the following Charter Bus Services:
Atlantic Transportation & Coaches LLC
Cooper Global
Friendship Tours, LLC
MTI Bus Company
R & W Motorcoach Samson Tours, Inc.
William Charters & Tours, LLC
Coast to Coast Tours, LLC
Eagle Christian Tours
Georgia Coach Lines, Inc.
Samson Tours, Inc.
The following ratification and renewal periods are subject to approval by the DeKalb County Board of Education:
Atlantic Transportation & Coaches LLC: May 21, 2026- May 20, 2027
Coast to Coast Tours, LLC: May 21, 2026- May 20, 2027
Cooper Global: May 21, 2026 - May 20, 2027
R&W Coach: May 21, 2026 - May 20, 2027
Samson Tours, Inc.: May 21, 2026- May 20, 2027
MTI Bus Company: May 21, 2026- May 20, 2027
Eagle Christian Tours: May 9, 2026- May 8, 2027
Friendship Tours, LLC: May 9, 2026- May 8, 2027
Georgia Coach Lines, Inc.: June 24, 2026- June 23, 2027
William Charters & Tours, LLC : May 6, 2026- May 5, 2027
Why: Approval of the ratification and renewal of RFP 25-472 Charter Bus Services will allow the District to continue utilizing commercial transportation carriers to support student activities and programs that exceed the 75-mile operational radius limitation of the DCSD Transportation Department.
Details: RFP 25-472 Charter Bus Services was originally approved by the Board of Education to provide charter transportation services for student activities, athletic events, academic competitions, and other district-sponsored programs requiring transportation beyond the operational capacity and mileage limitations of the DCSD Transportation Department. District staff have evaluated the performance, service reliability, responsiveness, and operational effectiveness of the approved vendors during the initial contract term and recommend renewal of the agreements for Year 2. These vendors have continued to provide transportation services in accordance with the requirements and expectations established in the RFP documents. This recommendation excludes Elite Tours of Atlanta (Allstate Tours LLC), which is not recommended for renewal under the Year 2 contract term.
The Not-to-exceed $2,000,000 request is based on the following aggregate historical costs incurred by local schools and DCSD departments:
FY23 $186,692.14
FY24 $278,006.47
FY25 $820,780.85
FY26 $1,244,808.71
This renewal and ratification is impacted by a legal determination to alter Excess Liability/Umbrella requirements and subsequent updating of COIs with existing vendors that exceeded the time needed for expiration and renewal. There is no record of any charges or services rendered during the ratification period.The Not-to-exceed $2,000,000 request is based on the following aggregate historical costs incurred by local schools and DCSD departments:
FY23 $186,692.14
FY24 $278,006.47
FY25 $820,780.85
FY26 $1,244,808.71
This renewal and ratification is impacted by a legal determination to alter Excess Liability/Umbrella requirements and subsequent updating of COIs with existing vendors that exceeded the time needed for expiration and renewal. There is no record of any charges or services rendered during the ratification period.
Financial impact: Purchase of services will continue to be paid by the local school or department utilizing the service and funded through multiple charge codes.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Raymond Stanley, Executive Director of Fleet and Transportation, Division of Operations, 678.898.8055
Mr. Bernando C. Brown, Director of Transportation, Division of Operations, 678.676.0090
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
March 25, 2026
Friendship Tours, LLC friendship.tours@yahoo.com
Attn: Terry L. Glover
3250 Harvester Woods Road
Decatur, GA 30034
Reference: RFP 25-472 Charter Bus Services – Renewal Request
Greetings,
The DeKalb County School District (“DCSD”) desires to renew the award of RFP 25-472 Charter Bus Services, for one
(1) year on the same terms, conditions and pricing as set forth in the Agreement between DCSD and Friendship
Tours, LLC. The purpose of this letter is to obtain Friendship Tours, LLC’s acceptance of DCSD’s offer to renew the
Agreement.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective May 9,
2026, through May 8, 2027. 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 25-472.
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 no later than Wednesday,
April 1, 2026 to Sharmaine Greenland at sharmaine_greenland@dekalbschoolsga.org. Insurance policy or policies
must be maintained throughout the term of this agreement. A copy of the insurance requirements is included.
Best regards,
Carla L. Smith
Carla L. Smith
Executive Director
CLS/smg
c: Mr. Erick Hofstetter
Mr. Raymond Stanley
Mr. Weyman Christopher
ACKNOWLEDGMENT
Friendship Tours, LLC hereby accepts DeKalb County School District’s offer to renew the award of RFP 25-472
Charter Bus Services, as set forth in the Agreement until May 8, 2027. Friendship Tours, LLC understands that this
acceptance is subject to the approval of the DeKalb County Board of Education.
____________________________________________ April 2, 2026
________________________
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