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Bid Title: Motor Coach Transportation The School Board of Broward County, Florida SECTION 4 - SPECIAL CONDITIONS Bid No. FY23-029-1 Page 9 of 26 INTRODUCTION AND SCOPE: The School Board of Broward County, Florida (hereinafter referred to as "SBBC) desires bids on Motor Coach Transportation as specified herein. The intent of this Invitation to Bid is to seek pre -approved vendors to provide charter -bus services. The scope of requirements includes, but is not limited to, extra -curricular transportation services to transport students, staff, chaperones, advisor, etc., to and from athletic and scholastic events, field trips and grad night/grad bash. Single day trips may be to various sites through Palm Beach, Broward and Miami -Dade Counties, as well as, including several overnight trips throughout the State of Florida. On occasion, trips may leave the State of Florida and travel out of state. Companies awarded this contract shall be the only approved and qualified bus companies to provide these services to SBBC. Bidders must own or lease their motor coach. Approve motor companies will be allowed to subcontract out transportation services only to other SBBC approved motor coach vendors. SUBMIT IN TIME FOR BID OPENING: Demandstar.com SCHOOL BUS TRANSPORTTION SERVICE IS NOT INCLUDED IN THIS ITB. SCHOOL BUS TRANSPORTATION SERVICE WILL BE BID SEPARATELY. Charter Bus companies offering "coach" transportation and operating as a regulated common carrier under the Department of Transportation, will be approved to operate only those coaches registered to the company which permanently displays, on the bus, the company name and registration number. 2. TERM: The award of this bid shall establish a contract for the period beginning from board approval date and continuing through 6/30/2026. Bids shall not be considered for a shorter period of time. Items shall be ordered on an as -needed basis. 3. CONTRACT RENEWAL: The purpose of this bid is to establish a contract, at firm unit prices, for the purchase of estimated requirements for the items listed. The term of the bid may be renewed for one additional one-year period and, if needed, 90 days beyond the expiration date of the final renewal period. Procurement & Warehousing Services will, if considering renewing, request a letter of intent to renew from each Awardee, prior to the end of the current contract period. The Awardee shall be notified when the recommendation has been acted upon by the School Board. All prices shall be firm throughout the period stated in Special Condition 10 - Price Adjustments for the term of the contract. The Bidder(s) agrees to this condition by signing its bid. When a subsequent contract award process for the award of the goods or services sought under this competitive solicitation is stopped due to the filing of a formal written protest, The School Board reserves the right to extend any contract awarded under this competitive solicitation for the goods or services contained in the subsequent competitive solicitation that is being protested. Such extension shall be until such time as the new award under protest can be approved by The School Board. 4. AWARD: In order to mee the needs of SBBC, award will be made to all respondents that are responsive and responsible who comply with all for the specifications, terms and conditions of this bid in order to establish a pre -approved vendor list. It shall be at the sole discretion of the District to make an award for creation of the vendor list. To be considered, bidders MUST agree to comply with no deviation with Bid Specification 5 as well as complete all of the information requested on the Bid Summary Sheet and the Additional Information included within this Bid. Failure to do so will result in vour bid beina reiected. After award of this bid, any Awardee who violates any specification, term or condition of this bid can be found in default of its contract, have its contract canceled, be subject to the payment of liquidated damages, and be removed from the bid list and not be eligible to do business with SBBC for two years, as described in General Conditions 21 and 58. 5. ADDITIONAL VENDORS: SBBC reserves the right to increase the pool of bus companies to provide the services included in the ITB, if deemed necessary by SBBC Subject to approval, additional providers will be added to the poll of awarded bus companies. Regardless as to the year a bus company is added to the pool of awarded coach bus companies, all awards will be terminated at the end of this ITB. 6. INFORMATION: Any questions by prospective Bidders concerning this Invitation to Bid should be addressed to Marleen Padron, Procurement & Warehousing Services, 754-321-0555 or e-mail at marleen.padron@browardschools.com who is authorized only to direct the attention of prospective Bidders to various portions of the bid so they may read and interpret such for themselves. Neither Marleen Padron , nor any employee of SBBC, is authorized to interpret any portion of the bid or give information as to the requirements of the bid in addition to that contained in the written bid document. Questions should be submitted in accordance with General Condition 5. Interpretations of the bid or additional information as to its requirements, where necessary, shall be communicated to Bidders only by written Addendum. Any verbal or written information, which is obtained other than by information in this ITB document or by Addenda, shall not be binding on SBBC. Broward County Public Schools Is An Equal Opportunity/Equal Access Employer Page 9