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
Client#: 2009160 595MTILIM
DATE (MM/DD/YYYY)
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CONTACT
PRODUCER NAME: Tracy Allmond
McGriff, a MMA LLC Company PHONE FAX
(A/C, No, Ext): 912 544-5050 (A/C, No):
7391 Hodgson Memorial Drive E-MAIL
ADDRESS: tracy.allmond@mcgriff.com
Savannah, GA 31406 INSURER(S) AFFORDING COVERAGE NAIC #
912 544-5050 INSURER A : BusinessFirst Insurance Company 11697
INSURED INSURER B :
MTI Limo & Shuttle Service Inc
INSURER C :
2581 Sullivan Road
INSURER D :
Atlanta, GA 30337-6203
INSURER E :
INSURER F :
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COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $
DAMAGE TO RENTED
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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)
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UMBRELLA LIAB OCCUR EACH OCCURRENCE $
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WORKERS COMPENSATION PER OTH-
A AND EMPLOYERS' LIABILITY
X 52118759 09/01/2025 09/01/2026 X STATUTE ER
Y/N
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 1,000,000
OFFICER/MEMBER EXCLUDED? Y N/A
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1,000,000
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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)
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