STUDENT TRANSPORTATION SERVICES - EC DEPARTMENT

Henderson County Public Schools (HCPS) Board of Education is receiving sealed proposals for transportation services to drive a student from Hendersonville, NC to Charlotte, NC, approximately 220 days a year. The mileage is approximately 115 miles each way for a total of 230 miles per day. Arrival time in Charlotte, NC is 8:30 AM and departure time from Charlotte, NC is 2:30 PM most days.

Henderson County Public Schools currently has 1 student that requires transportation services.

Fleet Specifications & Technology

• Vehicle Profiles (if available): Identify the make, model, and year of vehicles to be used.
• Safety Features: Detail standard and specialized safety equipment (e.g., impact ratings, side-curtain airbags, first aid kits, fire extinguishers).
• Surveillance Systems: Specify if vehicles are equipped with internal/external cameras. Note any additional costs for video monitoring and your data retention/privacy policy.
• Real-Time Tracking (if available): Provide details on GPS/Telematics software used for route monitoring and arrival notifications.

Operational Procedures & Emergency Response

• Driver Absences: Provide specific procedures for handling driver absences in a timely manner.
• Mechanical Failure Protocol: Provide a step-by-step breakdown of the "on the road" failure policy. What is the maximum guaranteed time for a backup vehicle to arrive to minimize student distress?
• Behavioral Crisis Management: Outline the specific "in-transit" intervention policy for students experiencing a crisis and how do you handle a student who may have distracting behaviors (ex. moves a lot in the seat or makes loud noises)?
• Escalation & Safety Enhancements: Describe what additional measures can be taken if a specific student's safety remains a concern (e.g., 1-on-1 monitors, specialized harnesses). Explicitly list any associated surcharges for these interventions.

Personnel & Driver Standards

• Selection & Vetting: Describe the recruitment process, including background check depth, driving record frequency checks, and drug testing.
• Specialized Training: Detail certifications for handling students with special needs. Example: Basic medical emergency response/CPR; De-escalation or training on how to redirect a student.

Financials & Risk Management

• Rate Structure: Provide a definitive "Per Mile Rate." Confirm if billing is "Deadhead" (total miles) or "Loaded" (only when a student is present). List all inclusions (fuel, insurance, tolls).
• Insurance Verification: Provide a summary of coverage, including Commercial General Liability, Auto Liability, and Professional/Sexual Abuse & Molestation (SAM) coverage.

Corporate Accountability

- Safety Record & Contract History: Disclose any instances where a contract was terminated-by either party-due to safety concerns. If applicable, provide a detailed "Corrective Action Plan" used during that period.

Sealed proposals will be received until **2:00 PM (EST), Wednesday, November 18, 2026**, at the Henderson County Public Schools Administration Building, 414 Fourth Avenue West, Hendersonville, NC 28739. Proposals that are not sealed will be not accepted. Bids submitted via telegraph, facsimile (FAX) machine, telephone, and electronic means, including but not limited to e-mail, will not be accepted.

Proposals in one original will be received from each offeror in a sealed envelope or package. The original shall be signed and dated by an official authorized to bind the firm. Unsigned proposals will not be considered.

The award will not be based solely on price. Henderson County Public Schools will award to the responsible Agency with the most advantageous proposal who meets the requirements listed in this Request for Proposal as determined by consideration of:

• Approach to implementing the total program and required services
• Prices offered
• Ability to meet the required specifications and requirements listed in this Request for Proposals
• Qualifications / experience
• References

This agreement shall be for an initial term of one year, upon Board approved executed contract beginning as soon as possible in 2026 and ending June 30, 2027. By mutual consent, the terms of this contract may be renewed for a maximum of two (2) additional (1) one-year terms.