Transportation Services – EC Student

Location:	North Carolina
Posted:	Jan 21, 2026
Due:	Feb 12, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services
Solicitation No:	193-2026-05
Publication URL:	To access bid details, please log in.

Solicitation Number:	193-2026-05
Project Title:	Transportation Services – EC Student
Description:	Purpose 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. Scope of Services Henderson County Public Schools currently has 1 student that requires transportation services. BID DEADLINE: Sealed Proposals subject to the conditions made a part hereof will be received until 9:00 AM (EST), Thursday, February 12, 2026, at the Henderson County Public Schools Administration Building, 414 Fourth Avenue West, Hendersonville, NC 28739, at which time they will be publicly opened and read. Proposals that are not sealed will be not accepted. IMPORTANT NOTE: Indicate firm name and RFP number on the front of each proposal envelope or package, along with the date for receipt of proposals specified above. Bids submitted via telegraph, facsimile (FAX) machine, telephone, and electronic means, including but not limited to e-mail, in response to this Request for Proposals will not be accepted. Bids submitted after the above referenced deadline will not be accepted under any circumstance.
Opening Date:	2/12/2026 9:00 AM
Posted Date:	1/22/2026
Status:	Open
Department:	HENDERSON COUNTY PUBLIC SCHOOLS


Solicitation Number * 193-2026-05	Department HENDERSON COUNTY PUBLIC SCHOOLS	Status Reason Open
Opening Date 2026-02-12T09:00:00.0000000	Posted Date * 2026-01-21T16:10:13.0000000Z	Commodity Code Educational support services
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Joni Huchzermeier
Description Purpose 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. Scope of Services Henderson County Public Schools currently has 1 student that requires transportation services. BID DEADLINE: Sealed Proposals subject to the conditions made a part hereof will be received until 9:00 AM (EST), Thursday, February 12, 2026, at the Henderson County Public Schools Administration Building, 414 Fourth Avenue West, Hendersonville, NC 28739, at which time they will be publicly opened and read. Proposals that are not sealed will be not accepted. IMPORTANT NOTE: Indicate firm name and RFP number on the front of each proposal envelope or package, along with the date for receipt of proposals specified above. Bids submitted via telegraph, facsimile (FAX) machine, telephone, and electronic means, including but not limited to e-mail, in response to this Request for Proposals will not be accepted. Bids submitted after the above referenced deadline will not be accepted under any circumstance.

Attachments RFP # 2026-06 Student Transportation EC.pdf (547.49 KB)

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414 Fourth Avenue West, Hendersonville, NC 28739-4261

Mark R. Garrett, Superintendent

HENDERSON COUNTY PUBLIC SCHOOLS

REQUEST FOR PROPOSALS (RFP)

Board of Public Education

Amy Lynn Holt, Chairperson

Dr. Kathy Revis, Vice Chairperson

Beth Campbell

Stephanie Cantwell

Blair Craven

Shelia Dale

Alyssa Norman

RFP # 2026-05

TITLE / SERVICES:

Transportation Services – EC Student

USING AGENCY:

Henderson County Public Schools (HCPS)

ISSUE DATE:

January 21, 2026

NOTICE: THIS IS A FEDERAL FUNDED SOLICITATION

This Request for Proposal (RFP) is a solicitation for services requiring the expenditure of Federal

Financial Assistant funding. Contracts funded with federal grant or loan funds must be procured in a

manner that conforms with all applicable Federal laws, policies, and standards, including those under

the Uniform Guidance (2 C.F.R. Part 200). Contract Provisions are included in this RFP and may also be

found at: https://www.hendersoncountypublicschoolsnc.org/finance/files/2021/11/Henderson-County-

Public-Schools-Uniform-Guidance-UG-and-FEMA-Conract-Porvisions-2021-11-V2_ADA.pdf

BID DEADLINE: Sealed Proposals subject to the conditions made a part hereof will be received until 9:00 AM

(EST), Thursday, February 12, 2026, at the Henderson County Public Schools Administration Building, 414

Fourth Avenue West, Hendersonville, NC 28739, at which time they will be publicly opened and read. Proposals

that are not sealed will be not accepted.

IMPORTANT NOTE: Indicate firm name and RFP number on the front of each proposal envelope or package,

along with the date for receipt of proposals specified above.

Bids submitted via telegraph, facsimile (FAX) machine, telephone, and electronic means, including but not limited

to e-mail, in response to this Request for Proposals will not be accepted.

Bids submitted after the above referenced deadline will not be accepted under any circumstance.

DELIVER ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS AS SHOWN BELOW:

DELIVERED BY US POSTAL SERVICE

RFP #: 2026-05

Henderson County Public Schools

414 Fourth Avenue West

Hendersonville, NC 28739

Attention: Joni Huchzermeier/Purchasing Dept.

HAND DELIVERY

RFP #: 2026-05

Henderson County Public Schools

414 Fourth Avenue West

Hendersonville, NC 28739

Attention: Joni Huchzermeier/Purchasing Dept.

BID QUESTIONS:

Questions concerning the specifications in this Request for Proposals will be received no later than Noon

(EST) on Wednesday, February 4, 2026. If any modifications to the specifications are necessary, an

addendum will be posted to the Henderson County Public Schools website.

https://www.hendersoncountypublicschoolsnc.org/finance/purchasing/

Direct all questions concerning this RFP in writing to: jdhuchzermeier@hcpsnc.org

THE PROCUREMENT PROCESS

The following is a general description of the process by which a firm will be selected to provide services.

1. Request for Proposals (RFP) is issued to prospective contractors.

2. A preproposal conference (if applicable) and/or deadline for written questions is five days prior to due date.

3. 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.

4. All proposals must be received by the issuing agency not later than the date and time specified on the

cover sheet of this RFP.

5. At that date and time, the package containing the proposals from each responding firm will be opened. The

purchasing division will furnish bid tabs upon request.

6. At their option, the evaluators may request oral presentations or discussion with any or all offerors for the

purpose of clarification or to amplify the materials presented in any part of the proposal. However, offerors

are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be

complete and reflect the most favorable terms available from the offeror. Not all companies may be asked to

make such oral presentations.

7. Proposals will be evaluated according to completeness, content, cost, experience with similar projects, and

ability of the offeror and its staff. Award of a contract to one offeror does not mean that the other proposals

lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous to

Henderson County Public Schools.

8. Offerors are cautioned that this is a request for offers, not a request to contract, and Henderson County Public

Schools reserves the right to reject any and all offers for sound documented reasons, when such rejection is

deemed to be in the best interest of Henderson County Public Schools.

GENERAL INFORMATION ON SUBMITTING PROPOSALS

1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses

shall be controlled by such terms and conditions and the submission of other terms and conditions,

price lists, catalogs, and/or other documents as part of an offeror's response will be waived and have

no effect either on this Request for Proposals or on any contract that may be awarded resulting from

this solicitation.

Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the

proposal.

2. CERTIFICATION: By executing the proposal, the signer certifies that this proposal is submitted competitively

and without collusion (G.S. 143-54), that none of our officers, directors, or owners of an unincorporated

business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities

Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that we are not an ineligible vendor

as set forth in G.S. 143-59.1. False certification is a Class I felony.

3. ORAL EXPLANATIONS: Henderson County Public Schools shall not be bound by oral explanations or

instructions given at any time during the competitive process or after award.

4. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be

evaluated; reference to information previously submitted shall not be evaluated.

5. ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond

that necessary to present a complete and effective proposal are not desired. In an effort to support the

sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.

6. COST FOR PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or submitting offers

are the offerors' sole responsibility; Henderson County Public Schools will not reimburse any offeror for any

costs incurred prior to award.

7. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a

period of 45 days. Although the contract is expected to be awarded prior to that time, the 45-day period is

requested to allow for unforeseen delays.

8. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall

have no binding force or effect.

9. CONFIDENTIALITY OF PROPOSALS: In submitting its proposal, the offeror agrees not to discuss or

otherwise reveal the contents of the proposal to any source outside of the using or issuing agency,

government or private, until after the award of the contract. Offerors not in compliance with this provision

may be disqualified, at the option of Henderson County Public Schools, from contract award. Only

discussions authorized by the issuing agency are exempt from this provision.

10. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference

to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted

by the offerors shall become the property of Henderson County Public Schools when received.

11. OFFEROR’S REPRESENTATIVE: Each offeror shall submit with its proposal the name, address, and

telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification

concerning the firm's proposal.

12. SUBCONTRACTING: Offerors may propose to subcontract portions of the work provided that their

proposals clearly indicate what work they plan to subcontract and to whom and that all information required

about the prime contractor is also included for each proposed subcontractor.

13. PROPRIETARY INFORMATION: Trade secrets or similar proprietary data which the offeror does not wish

disclosed to other than personnel involved in the evaluation or contract administration will be kept confidential

to the extent permitted by NCAC T01:05B.1501 and G.S. 132-1.3 if identified as follows: Each page shall be

identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal which is to

remain confidential shall also be so marked in boldface on the title page of that section. Cost information

may not be deemed confidential. In spite of what is labeled as confidential, the determination as to whether

or not it is, shall be determined by North Carolina law.

14. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive

Order #150, Henderson County Public Schools invites and encourages participation in this procurement

process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit

work centers for the blind and severely disabled.

15. PROTEST PROCEDURES: If an offeror wants to protest a contract awarded pursuant to this solicitation,

they must submit a written request to the Purchasing Agent, Henderson County Public Schools, 414 Fourth

Avenue West, Hendersonville, NC 28739. This request must be received by the Purchasing Division within

ten (10) consecutive calendar days from the date of the contract award. Protest letters must contain specific

reasons and any supporting documentation for the protest. Note: Contract award notices are sent only to

those actually awarded contracts, and not to every person or firm responding to this solicitation. Contract

status and award notices are available through the Purchasing Division or the project designer with contact

information as shown on the first page of this solicitation. All protests will be handled pursuant to the North

Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract,

Section 5B.1519.

16. TABULATIONS: Offeror’s may call the Purchasing Division to obtain a verbal status of contract award.

17. VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Vendor Link NC allows

vendors to electronically register free with the State to receive electronic notification of current procurement

opportunities for goods and services available on the Interactive Purchasing System. Online registration and

other purchasing information are available on our Internet web site: http://www.doa.state.nc.us/pandc/.

18. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other

states from applying in-state preferences against North Carolina’s resident offerors. The “Principal Place of

Business” is defined as the principal place from which the trade or business of the offeror is directed or

managed.

HCPS RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS FOR SOUND DOCUMENTED REASONS

Purpose

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.

Scope of Services

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

Requirements and Specifications

1. 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.

o Clarification: 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.

2. Operational Procedures & Emergency Response

• Mechanical Failure Protocol: Provide a step-by-step breakdown of the "on the road" failure policy.

o Key detail: 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.

• 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).

o Clarification: Explicitly list any associated surcharges for these interventions.

3. Personnel & Driver Standards

• Selection & Vetting: Describe the recruitment process, including background check depth, driving

record frequency checks, and drug testing.

• Specialized Training (if available): Detail certifications for handling students with special needs.

Example:

o Basic medical emergency response/CPR.

4. Financials & Risk Management

• Rate Structure: Provide a definitive "Per Mile Rate."

o Clarification: 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.

5. Corporate Accountability

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Transportation Services – EC Student

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See also