Coast To Coast Tours Worker's Comp

AID 2045797 · View on Simbli

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
                                    CERTIFICATE OF LIABILITY INSURANCE
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  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 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
                                                                                            NAME:
                                                                                            PHONE                                                FAX
                                                                                            (A/C, No, Ext):                                      (A/C, No):
                                                                                            E-MAIL
                                                                                            ADDRESS:
                                                                                            PRODUCER
                                                                                            CUSTOMER ID #:
                                                                                                              INSURER(S) AFFORDING COVERAGE                              NAIC #
INSURED                                                                                     INSURER A :

                                                                                            INSURER B :

                                                                                            INSURER C :

                                                                                            INSURER D :

                                                                                            INSURER E :

                                                                                            INSURER F :
COVERAGES                                   CERTIFICATE NUMBER:                                                                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               INSR WVD               POLICY NUMBER              (MM/DD/YYYY) (MM/DD/YYYY)                          LIMITS
       GENERAL LIABILITY                                                                                                       EACH OCCURRENCE                $
                                                                                                                               DAMAGE TO RENTED
           COMMERCIAL GENERAL LIABILITY                                                                                        PREMISES (Ea occurrence)       $

               CLAIMS-MADE         OCCUR                                                                                       MED EXP (Any one person)       $
                                                                                                                               PERSONAL & ADV INJURY          $

                                                                                                                               GENERAL AGGREGATE              $

       GEN'L AGGREGATE LIMIT APPLIES PER:                                                                                      PRODUCTS - COMP/OP AGG         $
                      PRO-                                                                                                                                    $
           POLICY     JECT          LOC
       AUTOMOBILE LIABILITY                                                                                                    COMBINED SINGLE LIMIT
                                                                                                                                                              $
                                                                                                                               (Ea accident)
           ANY AUTO
                                                                                                                               BODILY INJURY (Per person)     $
           ALL OWNED AUTOS
                                                                                                                               BODILY INJURY (Per accident) $
           SCHEDULED AUTOS
                                                                                                                               PROPERTY DAMAGE
                                                                                                                                                              $
           HIRED AUTOS                                                                                                         (Per accident)

           NON-OWNED AUTOS                                                                                                                                    $

                                                                                                                                                              $
           UMBRELLA LIAB           OCCUR                                                                                       EACH OCCURRENCE                $
           EXCESS LIAB             CLAIMS-MADE                                                                                 AGGREGATE                      $

           DEDUCTIBLE                                                                                                                                         $

             RETENTION $                                                                                                                                      $
       WORKERS COMPENSATION                                                                                                         WC STATU-        OTH-
       AND EMPLOYERS' LIABILITY                                                                                                    TORY LIMITS        ER
                                        Y/N
       ANY PROPRIETOR/PARTNER/EXECUTIVE                                                                                        E.L. EACH ACCIDENT             $
       OFFICER/MEMBER EXCLUDED?             N/A
       (Mandatory in NH)                                                                                                       E.L. DISEASE - EA EMPLOYEE $
       If yes, describe under
       DESCRIPTION OF OPERATIONS below                                                                                         E.L. DISEASE - POLICY LIMIT    $




DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)




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