Contracted School Transportation Best Practices Contract Language Jack

Contracted School Transportation: Best Practices & Contract Language Jack Pinheiro Transportation Supervisor Council Rock SD WEBCAST PARTICIPANTS: Listen to audio over your computer speakers. (If you prefer to listen by phone, you may dial-in using the numbers provided in your invitation. Phone lines will be available 10 minutes prior to the event start. ) Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 1

Contracted vs. LEA Owned Positives • • • Frees Capital Contains Costs Fewer personnel Issues No D & A Testing Eliminates new PSER’s Costs • No Training • No Recerts Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits Negatives • • Lack of Control Less Training 2

Time Line • 18 -24 Months – Initiate Efficiency Study • 12 Months – Complete RFP / RFB (use of consultant) • 9 Months – Advertise for Proposals/Bids • 6 Months - Award Contract Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 3

Request for Bid or Proposal • Statement of Purpose • Scope of Work • General Specifications • • Familiarization Terminal Locations / Office Space Management of Employees Supervision Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 4

Drivers • Meet all Federal, State and local Regulations • Annual Submission • Mandatory D & A • Route Assignments • Equipment Training • PADOT License Checks Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits • FBI / Child Abuse Checks every 3 years • Responsible for Driver behavior • Right to evaluate and Remove • LEA Right to drive 5

Vehicles • • Meet FMVSS/Chpt 171 PA Inspections Age versus Mileage Numbers of Vehicles per category • A/C • Maintenance Responsibilities • Cleaning Requirements • Two Hour delays • Changeable Route Numbers • Child Check Systems • GPS • Lettering • No Idling Laws • Community Emergencies Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 6

Safety / Security • • Secure Terminals Traffic Regulations Non-Abandonment Maintain order / Prevent Overcrowding • Braking for Attention Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits • Transport to Stops • No Loading Beyond Legal capacity • No Food or Drink • Enforcement of all school district policies 7

Fuel • • • Who Provides it. Who owns Storage Tanks Additional charges for attendants etc. Record Keeping Spillage / EPA Cleanup Alternative Fuels Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 8

Bus Routes and Stops • • • Who prepares the routes. Timing, length of rides Test runs – pre-school Who establishes stops Safety inspections of stops Required driver record keeping Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 9

Supervision • • Bus Monitors or aides Video monitors Disciplinary procedures Training of monitors and drivers Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 10

Miscellaneous • • Cancellations or delayed starts Insurance coverage Licenses and fees Work stoppage Non-Transferable contract Payment schedules Term of Contract Payment Terms Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 11

Standards and Expectations • Set expected minimum standards • Forfeiture/penalties • Award Based on Total Evaluation – Experience – References – Maintenance Program – Driver Safety and training program – Contractor stability – Pricing Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 12

Time for Questions! CONFERENCE ATTENDEES: Please come to a microphone to ask your questions. WEBCAST PARTICIPANTS: Send text questions using the “Chat” function at the left side of your screen. Type message in box and click the arrow to send. Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 13

Thank you for your participation! CONFERENCE ATTENDEES: If you are requesting CPE credit, return the CPE form to the moderator before leaving the room WEBCAST PARTICIPANTS: Attendance Forms are required to receive either PASBO CEU or CPE credit. Webcast sites are asked to collect Attendance Forms from each participants and return to the PASBO office by March 16. Pennsylvania Association of School Business Officials 2012 Annual Conference & Exhibits 14