Title
RFP #24-041 Summer Day Camp Bus Transportation
History
RFP #24-041 (see attached) was issued on April 11, 2024, to solicit proposals from qualified bus companies to provide transportation services for the Village's Recreation and Parks Department Summer Day Camp program.
Transportation services include transportation of children in three (3) camps, consisting of 60 - 120 participants per camp. Each camp has a ratio of 1 counselor for every 10 children. Camp counselors ride the bus and supervise children. Transportation services are provided two (2) days per week for pool days and 1-2 days per week for field trips. Services are required for the period of mid-June to mid-August each year.
The RFP requested a per hour cost for an 81 passenger bus, an 81 passenger accessible bus, overtime charges and any additional fees.
The RFP requests proposals for 2024, 2025 and 2026 and includes an option to renew, at the Village's discretion, for 2027 and 2028. The submission deadline was April 25, 2024.
Proposals (attached) were received from Safeway Transportation Services Corp., American School Bus Company, First Student and Positive Connections, Inc. and are summarized below.
Safeway Transportation Services Corp
2024: 81 Passenger Standard or Accessible Bus/hr.: $55.36; *Overtime: $13.84; Additional fees: n/a
2025: 81 Passenger Standard or Accessible Bus/hr.: $56.74; *Overtime: $14.19; Additional fees: n/a
2026: 81 Passenger Standard or Accessible Bus/hr.: $58.16; *Overtime: $14.54; Additional fees: n/a
2027: 81 Passenger Standard or Accessible Bus/hr.: $59.90; *Overtime: $14.97; Additional fees: n/a
2028: 81 Passenger Standard or Accessible Bus/hr.: $61.70; *Overtime: $15.42; Additional fees: n/a
*per quarter hour
American School Bus
2024: 81 Passenger Standard or Accessible Bus/hr.: $62.48; *Overtime: $15.62; Additional fees: n/a
2025: 81 Passenger Standard or Accessible Bus/hr.: $64.36; *Overtime: $16.09; Additional fees: n/a
2026: 81 Passenger Standard or Accessible Bus/hr.: $66.28; *Overtime: $16.57; Additional fees: n/a
2027: 81 Passenger Standard or Accessible Bus/hr.: $68.28; *Overtime: $17.07; Additional fees: n/a
2028: 81 Passenger Standard or Accessible Bus/hr.: $70.32; *Overtime: $17.58; Additional fees: n/a
*per quarter hour
First Student
2024: 81 Passenger Standard or Accessible Bus/hr.: $58.00; *Overtime: $58.00; Additional fees: n/a
2025: 81 Passenger Standard or Accessible Bus/hr.: $62.00; *Overtime: $62.00; Additional fees: n/a
2026: 81 Passenger Standard or Accessible Bus/hr.: $66.00; *Overtime: $66.00; Additional fees: n/a
2027: 81 Passenger Standard or Accessible Bus/hr.: $70.00; *Overtime: $70.00; Additional fees: n/a
2028: 81 Passenger Standard or Accessible Bus/hr.: $75.00; *Overtime: $75.00; Additional fees: n/a
*per quarter hour
Positive Connections
2024: 72 Passenger Standard or Accessible Bus/hr.: **$82.00; *Overtime: $82.00; Additional fees: n/a
2025: 72 Passenger Standard or Accessible Bus/hr.: **$86.10; *Overtime: $86.10; Additional fees: n/a
2026: 72 Passenger Standard or Accessible Bus/hr.: **$90.41; *Overtime: $90.41; Additional fees: n/a
2027: 72 Passenger Standard or Accessible Bus/hr.: **$94.43; *Overtime: $94.43; Additional fees: n/a
2028: 72 Passenger Standard or Accessible Bus/hr.: **$99.68; *Overtime: $99.68; Additional fees: n/a
*per quarter hour
**3.5 hr. minimum
Safeway Transportation provides services for Andrew High School. Staff received positive feedback supporting Safeway's services when conducting reference checks.
Staff seek to enter into an agreement with Safeway Transportation Services, Inc. to provide day camp transportation services as outlined in the attached proposals for 2024-2026, with options to renew in 2027 and 2028.
Financial Impact
Funds are budgeted in 2009200 4644000 for Summer Day Camp Transportation Services in 2024.
Recommended Action/Motion
I move to approve awarding RFP #24-041 Day Camp Bus Transportation to Safeway Transportation Services Corp to provide Summer Day Camp Bus Transportation at the quoted per hour, and overtime cost for three (3) years, 2024, 2025 and 2026, with an option to renew for 2027 and 2028;
AND
Authorize the Village Manager to execute an agreement, subject to Village Attorney review.