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
DATE (MM/DD/YYYY)
CERTIFICATE OF LIABILITY INSURANCE 11/24/2025
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT Tanya Roberts
NAME:
Ironwood, a Marsh & McLennan Agency, LLC Co PHONE (404) 503-9100 FAX (404) 503-9101
(A/C, No, Ext): (A/C, No):
4401 Northside Parkway NW E-MAIL Tanya.Roberts@MarshMMA.com
ADDRESS:
Suite 800 INSURER(S) AFFORDING COVERAGE NAIC #
Atlanta GA 30327 INSURER A : Safety First Insurance Company 11123
INSURED INSURER B :
Samson Tours, Inc. dba Samson Trailways INSURER C :
First Named Insured: Team One Contract Services, LLC INSURER D :
960 North Point Parkway, Suite 300 INSURER E :
Alpharetta GA 30005 INSURER F :
COVERAGES CERTIFICATE NUMBER: 26-27 Samson REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL SUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS
COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $
DAMAGE TO RENTED
CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $
PRO-
POLICY JECT LOC PRODUCTS - COMP/OP AGG $
OTHER: $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $
(Ea accident)
ANY AUTO BODILY INJURY (Per person) $
OWNED SCHEDULED BODILY INJURY (Per accident) $
AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY AUTOS ONLY (Per accident)
$
UMBRELLA LIAB OCCUR EACH OCCURRENCE $
EXCESS LIAB CLAIMS-MADE AGGREGATE $
DED RETENTION $ $
WORKERS COMPENSATION PER OTH-
AND EMPLOYERS' LIABILITY STATUTE ER
Y/N
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 1,000,000
A OFFICER/MEMBER EXCLUDED? N N/A WC4067872 01/01/2026 01/01/2027
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1,000,000
If yes, describe under
DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
Team One Customer: Samson Tours, Inc. dba Samson Trailways
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Samson Tours, Inc. ACCORDANCE WITH THE POLICY PROVISIONS.
3745 Zip Industrial Blvd SE
AUTHORIZED REPRESENTATIVE
Atlanta GA 30354
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