Alternative Transportation Services

NOTICE
Francis Howell R-III School District
Request for Proposal
Alternative Transportation Services
Issue Date: April 20, 2026
RETURN RESPONSE NO LATER THAN:
May 6, 2026 @ 10:00 a.m., CST
RETURN RESPONSE AND ADDENDA TO:
Francis Howell R-III School District
ATTN: Mr. Matthew Bollwerk, Purchasing Manager
801 Corporate Centre Drive
O'Fallon, MO 63368
TABLE OF CONTENTS
Certification Form Attachments
1) Company Identification
Sections: 2) References and Experience
1) Introduction 3) Federal Work Authorization Program
2) Project Overview (E-Verify) Addendum
3) Scope of Services 4) Federal work Authorization Program Affidavit
4) Timeline for Process 5) Felony Conviction Notification
5) Evaluation Process 6) Exhibit D
6) Evaluation Criteria 7) Exhibit E
7) Proposal Requirements 8) Exhibit F
8) Selection Process 9) Exhibit G
General Terms and Conditions

Francis Howell R-III School District
Request for Proposal
Alternative Transportation Services
CERTIFICATION FORM
The Francis Howell R-III School District will accept separate sealed proposals for the services of
Alternative Transportation Services as described in the attached request. Qualified organizations
(Respondents) are required to submit three (3) physical copies and one (1) digital copy of a proposal as
described herein.
PROPOSALS SHALL BE LABELED AND ADDRESSED AS FOLLOWS:
SEALED PROPOSAL: ALTERNATIVE TRANSPORTATION SERVICES
Mr. Matthew Bollwerk, Purchasing Manager
Francis Howell R-III School District
801 Corporate Centre Drive
O'Fallon, MO 63368
The Respondent hereby declares understanding, agreement and certification of compliance to provide the
items and/or services, in accordance with all terms and conditions, requirements and specifications of the
original Request for Proposal (RFP), General Terms and Conditions, and as modified by any addenda
thereto. Respondent is required to complete, sign and return this form with the proposal.
SIGNATURE REQUIRED
Authorized Signature Date
Printed Name Title
Company Name
Mailing Address
City, State, Zip
Mobile Phone #: E-Mail Address
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Section 1.0 - Introduction
The Francis Howell School District is one of the largest school districts in the state. It covers 150 square
miles, has a K-12 enrollment of over approximately 17,000 students attending 23 schools. Current
alternative transportation includes all students who cannot be accommodated on a bus route.
Transportation includes trips located within as well as outside the District: from home-to-school and
return, school-to-contract-site and return, and special transportation circumstances previously
unscheduled (i.e., to/from evaluation, training, or other community sites, etc.).
Section 2.0 - Project Overview
The purpose of this RFP is to initiate a contract for alternative transportation services for the Francis
Howell School District during 2026-2027 School Year with annual options to renew for up to four
additional years through the end of the 2030-2031 School year. The District reserves the right to award
agreements to multiple contractors.
The number of students requiring alternative transportation will be established by the District and may be
changed only when a student is officially added or deleted by the District. The District will also determine
which students require a specially trained monitor or special equipment; some monitors will require
specialized behavioral training and some students will require a wheelchair. The District will determine
whether the District provides the monitor or if it will be provided by the Contractor. Typically, the
Contractor provides monitors for students who are transported to and from schools located outside the
District's boundaries, and the District may provide trained monitors for students who are transported
within the District's boundaries, depending on the needs of the transported students.
At present, the current contractor transports an average of 60 students per day over multiple routes using
approximately 20 vehicles; this number includes vehicles that are equipped with wheelchair lifts. The
routes have ranged from 3 to 60 miles. Many of the students on these routes cannot ride with other
students due to age level differences and behavioral needs. In addition to the required drivers, the
Contractor provides up to ten (10) specialty trained monitors for selected routes.
The current alternative transportation contractor also provides additional ancillary routes that are
scheduled or arranged between the contractor and the Francis Howell School Transportation/Student
Services Office.
The District experiences approximately 50 no-shows per month.
Section 3.0 - Scope of Services
3.1 General Requirements:
A. The Contractor shall provide alternative transportation service for the District in
accordance with the terms and conditions specified herein.
B. For purposes of this document, the Contractor shall agree that an alternative transportation
service shall be defined as a curb-to-curb transportation service in a vehicle clearly marked
as a transport for hire.
C. The Contractor will be required to provide age-appropriate child restraint equipment
(booster seats, car seats, safety vests, seat belts, etc.) that meets state requirements.
D. The Contractor must provide vehicles that can be modified to accommodate a student and
comply with the District's requests.
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a. The District will pay for any additional special equipment or modifications it
deems necessary.
E. The Contractor shall make all changes for regularly scheduled routes and trips within
fourty-eight (48) hours after notification by the District.
F. The contractor shall make best efforts to assign the same driver and vehicle for regularly
scheduled transportation requests with the same student.
G. The Contractor shall ensure that all vehicles assigned for student pickup shall arrive at the
pickup location within ten (10) minutes of the scheduled time.
a. The contractor shall provide scheduled pick-up time to the District and student or
family member.
b. If the Contractor is not there within this time frame, liquidated damages may be
assessed .
c. If the student is not ready for pick-up at the scheduled pick-up time, the Contractor
will wait a minimum of 5 minutes.
i. If the student(s) are still not ready, the Contractor will designate the run as a
No-Show and proceed to the next pick-up/stop.
d. If the District or a parent has called the Contractor at least one hour before the
pick-up time to cancel the ride, the Contractor is to designate the run as a
Cancellation.
H. The Contractor shall not transport more than three (3) students at one time in a car or five
(5) in a van.
I. The District will establish which student requires a monitor or has special needs, such as
requiring a wheelchair van.
a. Some monitors are assigned to District students requiring specialized training, such
as those attending the Center of Autism.
b. The Contractor is responsible for providing that training.
J. Routes will be established by the Contractor to be as operationally efficient as possible
based upon the number of students, their locations, and destinations.
K. No student may be dropped off 15 minutes before the designated start of school bell time
or picked up before the designated end of school bell time, unless approved by the District.
a. If a student is dropped at school more than 15 minutes early, is picked up before
the end of school bell time, or remains at school more than 15 minutes after
dismissal without prior arrangements, a fee of one-half of the trip cost will be
assessed.
L. Routes will be limited to less than an hour unless approved by the District.
M. Vehicles must be equipped with safety door locks and meet Missouri State Law and
Missouri Department of Elementary and Secondary Education (DESE) requirements.
N. The Contractor must be able to provide standard vehicles and wheelchair vans equipped
with GPS tracking on all vehicles used for this contract.
O. The Contractor shall not transport any undesignated individual in the same vehicle
transporting a District-designated student.
P. The Contractor will not transport students in different grade levels or programs together
unless directed by the District.
Q. The District shall not pay to transport any individuals who are not designated by the
District.
R. The Contractor shall provide safe and timely service and shall transport the students
to/from school in a time frame determined appropriate by the District. The District may
assess liquidated damages to any late vehicle.
S. The contractor should be able to provide real time updates to parents when the vehicle is
enroute both with and without the student on-board.
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T. To ensure the safety and security of students, if a student in elementary school or attending
an early childhood center arrives late and school staff is not outside to receive students, the
driver is required to walk the student into the school office and sign the student in.
U. If requested by the District, the Contractor shall provide alternative transportation service
during the subsequent summer school term. The District believes, but cannot guarantee,
that alternative transportation services will be limited during the summer school term.
V. Contractor understands that liquidated damages may be assessed against the following in
the form of reimbursement for the Districts cost to transport student on the affected day:
a. Late arrivals or pick ups
b. Failure to notify cancellation of service
c. Non-compliance
d. No shows
3.2 Personnel Requirements:
A. With its response to this RFP, the Contractor shall supply an organization chart listing all
staff members by position for each operating location servicing the Francis Howell School
District.
B. As a minimum, the Contractor must supply a dedicated site manager and a local office
staffed with a router, a dispatcher, an adequate number of trained drivers, and an adequate
number of trained professionals.
C. The Contractor must supply approximately ten (10) monitors who have been specially
trained in student behavior management.
D. Drivers must:
a. All drivers used for this contract must possess a Class E license with an S
endorsement, at a minimum.
b. Be licensed in accordance with all applicable federal, Missouri, and local laws,
policies, regulations, and practices.
c. Have a good driving record as verified by a Motor Vehicle Record (MVR) with the
Missouri Department of Revenue.
i. The Contractor shall verify each driving record upon employment and every
six (6) months thereafter. Such records shall be placed into the driver's file.
ii. The Contractor shall not use drivers that have accrued more than four (4)
moving violations in the last three (3) years. Unless specifically agreed to
by the District, the Contractor shall not use drivers who have had a DUI or
controlled substance-related violation within the last ten (10) years.
iii. In the event the Contractor fails to maintain current MVRs, the Contractor
may be assessed liquidated damages of $500 for each month that record
checks were not maintained.
iv. The first violation of a non-compliant driver may result in liquidated
damages of $500 and $1,000 for the second violation and any subsequent
violations. Additional liquidated damages may be assessed for previous
trips operated by the driver while not in compliance.
d. Drive in a careful and prudent manner, exercising the highest degree of care at all
times, and observing and complying with all rules of the road and traffic
regulations.
e. Abstain from the use of tobacco products while students are present in the vehicle
or on school grounds.
i. Drivers, as well as their vehicles, must not smell of smoke or any other
offensive odor.
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f. Not have any findings or criminal history convictions, as obtained through the
Missouri Family Care Safety Registry and the Missouri State Highway Patrol
which indicates the person has been convicted of a felony or misdemeanor as
specified in Section 302.272 RSMo unless approved by District.
g. Drivers must have an annual medical examination by a physician licensed in
medicine or osteopathy in the State of Missouri that indicates the driver has no
limiting conditions for the safe operation of a school vehicle and meets all
qualifications as set forth by the Department of Revenue; Section 302.272 RSMo.
i. In the event, the Contractor fails to maintain medical and drug/alcohol
testing records on all safety-sensitive employees, the Contractor shall be
assessed liquidated damages of $1,000.
h. All drivers must abstain from the use of alcohol and drugs in the performance of
their duties under this contract. The District reserves the right to require
drug/alcohol testing of all drivers initially hired for this contract, throughout their
tenure with this contract, and immediate testing when the driver is involved in an
accident.
i. In the event, the Contractor fails to maintain medical and drug/alcohol
testing records on all safety-sensitive employees, the Contractor shall be
assessed liquidated damages of $1,000.
E. The Contractor shall verify and be liable for the payment of each driver's criminal record
upon employment and then every twelve (12) months with the Missouri State Highway
Patrol.
F. The Contractor shall verify and be liable for the payment of each Missouri Family Care
Safety Registry findings upon employment and every twelve (12) months. Such
verification shall be placed in the driver's file.
a. In the event the Contractor fails to maintain such checks, the Contractor shall be
assessed $500. A second violation and any subsequent violations may result in
liquidated damages of $1,000.
G. The Contractor shall verify and be liable for the payment of a Drug Test and Physical upon
employment and every twelve (12) months as well as to conduct random drug tests for any
driver utilized under this contract. Such verification shall be placed in the driver's file. No
driver may be utilized for this contract who fails either the Drug Test or Physical Exam.
H. The Contractor shall ensure that all drivers display their current driver's license with an S
endorsement upon request by a District authorized individual.
a. Failure to comply at the time of request shall result in the denial of payment for the
run plus any charges if additional transportation is required.
b. For the second offense, the Contractor may be assessed liquidated damages of
$1,000 for each workday the driver does not display their driver's license with an S
endorsement.
I. The Contractor shall have a company policy addressing the proper dress code for its
employees.
a. The drivers must not wear attire that might be considered offensive. The District
will determine if attire is considered offensive.
b. All drivers must wear shoes that are closed-toe, securely fastened in the front and
back of the foot. Flip flops are not permitted.
J. The Contractor shall have a company policy requiring each driver to have a photo I.D.
badge containing a facial photograph, employee's full name, and the name of the
transportation company in his/her possession.
a. If a driver fails to show a photo I.D. upon request, the Contractor shall be assessed
liquidated damages of $100 per incident.
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K. The District reserves the right to require the Contractor to investigate any employee's
performance.
L. The District shall have the right to request the removal of any person or driver and the right
to require reassignment of a driver to specific runs.
M. The District shall be the sole judge if a driver may be used to fulfill the contract.
N. The Contractor must provide formal behavioral training for its monitors from a District
recognized source. Examples include training from the Center For Autism, the Francis
Howell School District, etc.
O. The Contractor shall maintain personnel records on all employees or sub-contractors. The
personnel file shall contain current copies of the following and the District shall retain the
authority to examine all Contractor personnel records. :
a. State of Missouri Motor Vehicle Driver's Record Check - MVR
b. State of Missouri Highway Patrol Criminal Record Clearance Letter - CRC;
c. Clearance letter must be from District or another DESE approved School District
d. State of Missouri Family Care Safety Registry Findings
e. Drug Test and Physical Exam Results
f. Current Commercial Driver's License - Class E or higher with an S-Endorsement
g. E-verify documentation
h. Annual Review of the Francis Howell School Training
i. Documents noting whether they are an employee or a sub-contractor.
P. The Contractor shall ensure that each driver and all other employees attend or view the
District's Annual Training and are provided training in the proper methods of dealing with
students, parents, and school administrators. The following behaviors, as well as any driver
aiding or abetting these behaviors, will not be tolerated:
a. Rudeness to students, parents, and/or school administrators
b. Vulgar or obscene language
c. Inappropriate physical contact
d. Transporting unauthorized passengers while students are on board
e. Making unauthorized stops while transporting students
f. Allowing student use of tobacco, food, or beverages
Q. The contractor shall ensure all drivers and monitors are specially trained in student
behavior management and provide documentation of the training.
3.3 Vehicle Requirements:
A. The Contractor must supply vehicles licensed in accordance with municipal or county
requirements for St. Charles County, St. Louis City, or St. Louis County and Missouri state
law.
a. All vehicles must possess a current permit allowing them to transport passengers to
and from the municipalities or counties indicated.
b. The Contractor shall be assessed liquidated damages of $500 for each workday the
Contractor uses vehicles that are inappropriately licensed.
B. All vehicles must be marked as transporter for hire.
a. The Contractor's company name must be painted or stenciled onto the vehicle.
b. No temporary signage will be permitted without the District's written approval.
C. The Contractor shall maintain all vehicles in a clean, non-offensive smelling, mechanically
safe and reliable condition.
D. The Contractor shall equip all vehicles with a two-way communication system that shall
enable a central dispatcher to contact the driver and must have GPS tracking capabilities
which will enable the District to quickly know of any incidents involving their students.
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E. Vehicles should be equipped with cameras able to record the interior of the vehicle, with
driver and passengers in view.
F. The Contractor must equip all vehicles with a seat belt for all passengers as well as
functioning safety door locks.
a. All seat belts must be visible and work properly.
b. In addition, they must provide the proper child restraints including booster seats,
car seats, or safety vests for those students that require them.
c. Failure to comply shall result in denial of payment for the run and any additional
charges.
G. The Contractor shall provide the District a list of each vehicle to be used for the
performance of this contract.
a. The list must include the description, VIN, license number, inspection number if
appropriate, operating authority license, make, and model before putting the vehicle
in service for each vehicle.
b. If the vehicle is removed from service during the contract, the District shall be
notified in a timely manner and the list updated.
c. The District reserves the right to audit these vehicles and/or records and may assess
liquidated damages if the contractor is found non-compliant.
3.4 Accident/Incident Procedures:
A. The Contractor shall immediately notify the District of any accident/incident involving
their vehicle while transporting students.
B. The Contractor shall submit a completed District accident/incident summary form to the
District's administrative building following a driver's report of an accident or incident
within 3 days of the accident/incident.
C. The Contractor must file a formal written report with the District within ten (10) working
days following the accident unless the report is being delayed by a police report.
a. Failure to do so may result in liquidated damages equal to the cost for the run.
3.5 Inclement Weather:
A. During inclement weather, the Contractor will follow the District's decision to have school
or cancel school. If school is canceled due to weather conditions within the District, the
Contractor will not run regardless of the decision by contract agencies to hold or not hold
classes.
B. If the District is open but a student resides in a district that is closed or attends a school that
is closed, the contractor shall not run.
3.6 Invoicing and Reporting:
A. The Contractor shall email a monthly invoice for services provided along with all required
reports to:
Deenita Whitely
Admin Assistant to the Director of Transportation Services
deenita.whitely@fhsdschools.org
B. The number of students requiring alternative transportation will be established based upon
the students designated by the District and may be changed only when a student is
officially added or deleted by the District.
C. The Contractor shall be compensated at the applicable firm, fixed price per mile as
indicated on the pricing page in accordance with the following:
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a. To ensure accurate mileage, the Contractor will use a mileage software program,
agreed to by District.
b. Payment will be made according to the fixed price per mile stated in the RFP.
D. The Contractor shall be compensated at the firm, fixed price per No-Show occurrence on
the RFP.
a. The Contractor must indicate the student's name(s) and address for each No-Show
occurrence and time of No-Show on the billing data.
b. The Contractor must immediately email the student's school and note the
information in their communication software on the day of the No-Show.
E. The Contractor shall maintain detailed data for the pick-up and return trips, including a trip
log for each trip to substantiate the invoice.
a. Data must include date and time, time of pickup, address (pickup and/or drop-off),
the full name of the student, each additional student included in the trip, driver's
name, and price for each trip.
F. The Contractor shall maintain all trip logs for a minimum of three (3) years.
a. The Contractor may be assessed liquidated damages of $1,000 for every month that
the contract was not in compliance.
G. The Contractor shall furnish accurate, daily billing information on each trip and other
information deemed appropriate.
H. Billing must differentiate all AM trips from PM trips.
I. Billing must identify students per their classification, such as homeless, SPED, ECSE, etc.
J. Failure to provide any requested information promptly may result in the District's
withholding payment(s) to the Contractor.
a. Once the billing is deemed accurate, the District will pay within 30 days unless
extended for extenuating circumstances.
K. The Contractor shall agree and understand that any trip is subject to non-payment for
incorrect information submitted by the Contractor. The Contractor may be liable for
liquidated damages equal to the cost of the trip.
L. If requested by the District, the Contractor shall provide the above records for auditing
purposes.
M. For any liquidated damages identified herein, the District reserves the right to deduct such
liquidated damages from the Contractor's payment, from the Contractor's invoice, or
invoice the Contractor for the payment of the liquidated damages.
3.7 Student Data Privacy and FERPA Compliance:
A. The Contractor acknowledges that, in the performance of services under this Agreement, it
may receive, access, or create records containing personally identifiable information (PII)
related to students. The Contractor agrees to comply with all applicable federal and state
laws and regulations regarding student data privacy, including, but not limited to, the
Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g, and its
implementing regulations.
B. The Contractor shall:
a. Treat all student information as confidential and use such information solely for the
purpose of fulfilling its obligations under this contract.
b. Not disclose, share, sell, or otherwise release student information to any third party
without the prior written consent of the District, except as permitted by law.
c. Limit access to student information to only those employees, agents, or
subcontractors who have a legitimate need to know in order to perform services
under this Agreement.
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C. The Contractor shall ensure that:
a. All employees, agents, and subcontractors are trained on and comply with FERPA
and applicable data privacy laws.
b. All individuals with access to student information are subject to confidentiality
obligations consistent with this Agreement.
c. The Contractor remains fully responsible for any actions or omissions of its
employees, agents, or subcontractors related to student data.
D. The Contractor shall implement and maintain appropriate administrative, technical, and
physical safeguards to protect student information, including but not limited to:
a. Secure systems and networks used to store or transmit data
b. Encryption of data in transit and at rest, where applicable
c. Access controls and authentication measures to prevent unauthorized access
d. Regular monitoring and updating of security practices
E. The Contractor shall:
a. Notify the District in writing within twenty-four (24) hours of discovering any
actual or suspected unauthorized access, disclosure, or breach of student
information.
b. Cooperate fully with the District in investigating and responding to any such
incident.
c. Bear all costs associated with mitigation, notification, and remediation resulting
from a breach caused by the Contractor or its representatives.
F. Upon termination or expiration of the Agreement, or upon request by the District, the
Contractor shall:
a. Return or securely destroy all student information in its possession.
b. Provide written certification that all such data has been properly destroyed in
accordance with industry standards.
G. All student data provided to or accessed by the Contractor shall remain the sole property of
the District. The Contractor shall have no ownership rights or claims to such data.
Section 4.0 - Timeline for Process
The timeline listed below is the District's estimation of time required to complete the process. All efforts
shall be made to abide by this schedule; however, changes may occur if necessary.
Request for Proposals issued April 20, 2026
Bidder Questions due to District April 24, 2026
Response to Questions April 27, 2026
Proposals Due May 6, 2026, 10:00 a.m. CST
Recommendation to Board May 21, 2026
Notice to Proceed May 22, 2026
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