RFP # CHARTER BUS SERVICE & STUDENT GROUP TRAVEL
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1 RFP # CHARTER BUS SERVICE & STUDENT GROUP TRAVEL Buyer: Laurie Enocksen Commodity # Charter Bus Expiration: July 2019 SECTION I: CHARTER SERVICE (See SECTION II on next page for TOUR OPERATORS) THESE VENDORS ACCEPT A CISD PURCHASE ORDER AND PAYMENT AFTER THE TRIP IS COMPLETE AS PER CISD POLICY TYPES OF CHARTERS Awarded Vendor Vendor # Contact Phone Number & *NO STUDENT TRAVEL ALLOWED IN PASS. VANS AFC Transportation Skylar Case Kerrville Bus Co Gloria Butler Sam's Limousine Jo Ellen Howell Sierra Stage Coaches Sherry Baker reservations@afchouston.com gloria.butler@coachusa.com ext. 116 joellen.howell@samslimousine.com ext. 105 sbaker@sscoaches.com passenger motor coaches, 28 passenger Mini Bus, school bus, limousine 55 passenger motor coaches 56 Passenger motor coaches, Pass. shuttle buses, limousines Passenger motor coaches Procedures: 1. Submit a Travel Request to get the travel approved. You will need the Travel approval PO# for the requisition. 2. vendor contact listed with your Charter Bus request. 3. Vendor will respond with a quote. * If vendor uses a subcontractor, they must list subcontractor name on Quote/ Confirmation 4. Notify vendor to book and confirm reservation. Vendor may need a signed form to confirm. 5. Receive a reservation/ contract with a contract ID/ Code/ confirmation number from vendor (and name of subcontractor, if applicable) 6. Enter a purchase requisition in efinanceplus as follows: Commodity: Account Code: 6412 Comments: Travel Approval PO# / # Attachment: Charter Contract/ Confirmation from Vendor that lists the Charter Details/ Itinerary Description: Reservation confirmation / contract/ number; subcontractor / Carrier name (if applicable) School group, # of buses, where to, date of event, time (Who, what, when, where, why) Contact person(s) & cell phone # (s) * Use a phone # that will be at curbside when bus is scheduled to arrive.* Requisition will be approved and converted to a Purchase order that will be sent to vendor. * Vendor must have the PO prior to the trip. They are instructed not to send the charter unless they have the PO.* (Activity fund checks are no longer allowed. The money would need to be deposited into the AF budget account in order to create a PO) Tips: Keep written confirmation of reservations for verification. Verify seating capacity for buses reserved. Verify if restroom facilities on bus Give Contact person the bus company's phone numbers in case problems arise after hours. Note: Cancellation of a confirmed Charter within 3 31 days of trip date may involve a fee or partial/ full cost depending on vendor. See tabulation for specific vendor terms and conditions Revised 8/22/2016
2 SECTION II: TOUR OPERATORS FOR STUDENT GROUP TRAVEL Commodity # Travel Services BUYER: LAURIE ENOCKSEN These vendors provide travel services for out of state student group trips that can include charter, hotels, meals, airfare, etc. (Disney, NYC, DC) The vendor will plan and organize the trip and provide an itenerary along with a payment due schedule. You must attach the contract/ itenerary to Travel Request requisition for trip approval and list the approved vendor on Travel Form. The vendor must list SUBCONTRACTOR NAME (of charter being used) on trip summary. * THESE VENDORS REQUIRE PAYMENT IN ADVANCE OF TRIP WHICH IS NOT CISD'S POLICY DO NOT USE FOR BUDGET PAID TRIPS (PO's) USE THESE VENDORS FOR THE STUDENT TRIPS PAID BY STUDENTS/ BOOSTER CLUBS Awarded Vendor Vendor # Contact Travel Extras provided Champion Tours & Events Pat@ChampionToursAndEvents.Com Meet & Greet services (airport/ hotel). 24 hour service host available Directors Choice Tours agraham@directorschoice.travel Build customized trip packages Educational Travel Consultants kristen@educationaltravelconsultants.com Tour guide, meals, nightly security, all gratuities Green Light Group Tours School Tours of America TMF Enterprises chris@tmftoursandtravel.com Tour rific of Texas info@tour rific.com Procedures: 1. Contact vendor with your student group travel package needs 2. Submit a Travel Request to get the travel approved. Tour escort, night time hotel security guard, name badges & lanyards, optional ind. Billing Rep. at hotel to coordinate check in and manage tour, full service accounting dept. to handle fundraising, security at hotel, see website for features provided Complete travel arrangements including airfare, ground transportation, hotel accommodations, meals, attractions, travel host, etc. Booster club presentation available, detailed itinerary with mileage and travel times Revised 8/22/2016
3 Conroe Independent School District CHARTER BUS REQUEST FORM The information below is what the vendor will need to book a charter. Do not submit this form to vendor. This form is for your convenience only. SCHOOL/DEPT.: GROUP: CONTACT NAME (S): PHONE # CELL # # OF PASSENGERS: # of Buses: DATE BUS NEEDED: DEPARTURE TIME: PICK UP ADDRESS: EST. ARRIVAL TIME: DESTINATION ADDRESS: MEAL STOPS: Does charter need to remain on location with the group at all times? *If Vendor is using a subcontractor they must notify you and state subcontractors Name Only certain subcontractors are pre-approved with CISD. Notes:
4 To help us maintain the best possible charter bus service for the District, please complete this form and fax a copy to the Dept. at # within 5 business days of the completion of your trip. General Trip Information Charter Bus Evaluation Conroe Independent School District Charter Bus Company: Departure Date: Destination(s): Return Date: Evaluator's Information Name: Phone # School/Department: Please check the box which best describes your position on each statement below. Strongly Statement Agree Agree Neutral Disagree My overall experience on the trip was good, and I would recommend this company to other departments Arrival to Pickup Points The vehicle arrived on time to all pickup points - at least 30 minutes prior to scheduled departure time. Strongly Disagree The vehicle was clean on arrival and ready to be boarded. The bathroom was clean and free of odor. The exterior of the vehicle was in good shape and suitable for transporting CISD passengers. Travel The travel to and from destination was good with no malfunctions. The driver knew how to get to the destination and was aware of the area. The driver was courteous, respectful, and was helpful to the passengers. The bathroom remained free of unnecessary odor the entire trip. We arrived on time to our destination(s) with no hassle. Issues or additional comments
5 CONROE ISD RFP # CHARTER BUS & STUDENT GROUP TRAVEL SERVICE SECTION I - CHARTER BUS SERVICE Sierra Stage Coaches Grand Trsnsportation dba Sam's Limousine & Transportation AFC Transportation Kerrville Bus/Coach USA Line # Description Unit Price Unit Price Unit Price Unit Price Minimum charge for cancellation of a trip 7 within 48 hours $0.00 $0.00 $ State the number of days required to cancel a charter at NO cost to the district Charter Cancellation Policy for Coaches (34, 40, 55 & 57 3 passengers) and out of town trips - AFC Transportation must receive all cancellations in writing by fax (281) or (Reservations@afchouston.com). Cancellations are only valid if made by the person whose name appears on the contract. If cancellation occurs more than 30days prior to departure, a $ clerical fee will be assessed on any cancellations, regardless of the time of cancellation. Cancellation Policy continues as follows: 30 to 14 days loss of 25% of total charter cost, 13 to 4 days 50% loss, 3 days or less 100% loss. Charter is subject to cancellation if payments are not made by due date. If customer cancels because of inclement weather but venue is open, AFC Transportation reserves the right to charge 100% of charter cost. If the reservation is cancelled within the specified time 7.2 State your cancellation policy school districts have 48 hours out to cancel - if cancel day before or day of 20 % of trip allotments, it is the customer's responsibility to obtain a cancellation number as given to you by AFC (which is different number than your reservation confirmation $565 cancellation fee if canceled on same day of service 2.1 List any additional charges added to a quote and a brief explanation. no extra charge unless they go over their time, gratuity is not include in cost This does not apply to out of town charters. Tolls & parking are additional if they are used. $4.50 per mile after allotted miles, driver relief of up to $550 after 500 miles, 10 hours of driving and/or 16 hours on duty per scheduled period, up to 10% fuel surcharge if applicable, up to $300 in position fees if required and up to $350 for driver lodging depending on destination 25 Does your company agree to the terms of net payment in 30 days after receipt of original invoice for each trip completed (where service has been received in good order)? YES YES YES YES If you answered NO to question above, state the payment terms. Does your company require a deposit? If yes, under what conditions can it be waived? NO we set up a direct bill to all school districts If paying by a purchase order the PO will be required to reserve the vehicle. If not paying by a purchase order we require the following. If the requester is booking the trip more than 30 days to the service start date then we will require a 25% deposit down first with the balance due 30 days prior to service start date. If the requester is booking the trip less than 30 days to the start date the full payment would be due at the time of booking. n/a Deposit waived with District Purchase Order #
6 SECTION II -STUDENT GROUP TRAVEL SERVICE Tour-Rific of Texas Director's Choice Educational Travel Consultants Champion Tours & Events, Inc. Green Light Group Tours TMF Enterprise LLC School Tours of America, LLC 11.2 STUDENT YOUTH TRAVEL ASSOCIATION (SYTA) MEMBER? YES YES NO NO YES NO YES 7 STUDENT GROUP TRAVEL EXTRAS PROVIDED AS PART OF YOUR SERVICE We have the MOST lenient Cancellation Policy in the industry! There is NO non-refundable per person deposit except where required by our vendors such as for Hawaii or Cruises. Booster club presentation available on request. Detailed itinerary with mileage and travel times provided. We are a local company and we are always available to discuss the trip. We text bus driver information to the group leader the day before the trip. We are available 24/7 during the trip by phone. We will escort a trip when requested for a fee but we do not include it and call it "free". This is a cost savings to the group. Our prices are very competitive. We assist with airport check-in for out of state trips by air. We provide group luggage tags for out of state trips by air. We provide you with a packet of Air transportation, lodging, meals, information which includes Student attractions, performances. We Rules, Permission Forms, Parent build customized trip packages for Consent Form, etc. student groups. PROVIDE TRANSPORTATION, ACCOMODATIONS, TOUR GUIDE, MEALS, NIGHTLY SECURITY, ALL GRATUITIES 1) Dedicated tour escort, 2) Nighttime hotel security guard, so your chaperones can sleep 3) Name badges and lanyards with a mini-itinerary and?emergency contact phone numbers 4) A twomillion dollar liability insurance policy 5) Optional individual billing 6) Traveler s insurance with coverage for trip delays, medical?expenses, lost baggage and medical evacuations purchased on Meet & Greet services behalf of all participants 7) (airport/hotel). 24 hour Complimentary directors Service Host available. packages Complete travel arrangements including airfare, ground transportation, hotel accommodations, meals, attractions, travel host, etc. Please see our attached customized proposal for a list of the group travel extras included Does your company agree to the terms of net payment in 30 days after receipt of original invoice for each trip completed (where service has been received in good order)? NO NO NO NO NO NO NO If you answered NO to question above, state the payment terms. Does your company require a deposit? If yes, under what conditions can it be waived? We require payment days prior to travel except when group only qualifies to travel at the last minute such as for a playoff game. Then we will accept a Purchase Order. Only when required by our vendors such as for airline tickets and hotel rooms Payment terms are stated in each contract. Yes, for Transportation services. No waiver is given. We provide a 1st deposit that is non-refundable with the rest of the payments broken into 3 payments 1st deposit is non-refundable Payment terms are created on a per trip basis. In some cases such as air travel and show ticket purchases, deposits are required to secure inventory. Yes, we require a deposit. However, under certain circumstances we can Deposits are created on a per trip delay the initial deposit basis to match supplier for the land portion of requirements necessary to secure a package. Airline inventory. Varies depending on nature of the trip. STA registration deposit is typically $99 per person. Depending on the payment terms, we are always happy to discuss a payment plan that will work with the school district.
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