Addendum No. 1 – Student Transportation Services RFP - Click to download PDF

1. Number of field trips and activities, including mileage from the previous school year

Based on current transportation data, Arrow Academy anticipates approximately 1–2 field trips per year per school requiring transportation. Specific prior-year field trip mileage is not available in the RFP. For pricing purposes, proposers should provide the requested hourly rate, mileage rate, and minimum call-out charge for extracurricular trips, mid-day runs, field trips, and other District-requested transportation services.

2. Intended contract term

The intended contract term should be clarified as follows: the initial contract period will begin on or about August 1, 2026, and end July 31, 2027, with the option to renew for two additional one-year terms by mutual written agreement. 

3. Physical delivery address

The RFP lists the official mailing address as:

Arrow Academy

Rico Sedeno, Director of Operations

1700 Groesbeck St.

Bryan, TX  77803

Proposals may also be submitted electronically in PDF form with digital signature certificate to rico.sedeno@arrowacademy.org, using the required subject line 

4. Current transportation provider

Arrow Academy’s current transportation provider is not included as part of the RFP response package. All proposers should rely on the RFP’s stated service requirements, projected route information, transportation needs, and evaluation criteria when preparing their proposals. Current provider information is not required in order to submit a responsive proposal.

5. Current provider rates / invoices

Current provider rates and invoice records are not included as part of the RFP response package. Proposers should submit pricing based on the service requirements, projected routes, service expectations, and pricing forms included in the RFP.

6. Routing system used by current provider

Arrow Academy does not maintain the current provider’s internal routing system as part of the RFP. Proposers should identify the routing system or routing process they intend to use as part of their implementation plan and service proposal.

7. Copies of current routes, mileage, and drive time

The RFP provides current transportation summary data on pages 44-53. Current transportation includes a Liberation regular route with approximately 45+ riders and approximately 15–20 miles per day, and a Harvest regular route with approximately 30+ riders and approximately 10–15 miles per day. 

For the 2026–2027 school year, Arrow Academy anticipates three routes: two for Liberation Academy and one for Harvest Preparatory Academy. Final routes, mileage, drive time, student counts, and service levels will be determined by actual enrollment, ridership, campus operations, student need, funding, and District approval.

8. Daily guarantee of hours for drivers

Arrow Academy does not employ the drivers and does not establish driver hour guarantees. Driver compensation, scheduling, minimum guarantees, and staffing practices are the responsibility of the transportation contractor. Proposers should include any applicable minimums or assumptions in their proposal.

9. Specific transportation concerns with the current provider

Arrow Academy is seeking proposals to ensure safe, reliable, timely, and properly coordinated student transportation services. Proposers should address service coordination, timeliness, safety, driver staffing, substitute buses, relief drivers, communication, maintenance, and reporting in their response.

10. Regular education routes or SPED routes

The anticipated routes in the RFP are regular home-to-school transportation routes. At this time, Arrow Academy is not requesting a separate dedicated SPED route through this RFP. However, proposers should describe their experience and ability to transport all school-age children, including students with special transportation needs, if services are needed during the contract period.

11. SPED monitors

At this time, no dedicated SPED monitors are being requested as part of the projected regular routes. If a student’s IEP or transportation need requires additional support in the future, Arrow Academy will coordinate with the selected contractor based on student need and applicable legal requirements.

12. Starting wage for drivers

Arrow Academy does not employ the drivers. Driver wages are determined by the transportation contractor. Proposers should provide staffing information, driver qualifications, hiring practices, retention strategy, and any wage assumptions that may affect service delivery.

13. Driver union status

Arrow Academy does not employ the drivers and does not maintain information regarding whether contractor drivers are part of a union. Proposers should disclose whether their workforce is unionized, if applicable.

14. Collective bargaining agreements

Arrow Academy does not maintain collective bargaining agreements for contractor employees. If a proposer’s employees are covered by a collective bargaining agreement, the proposer should provide any applicable information that may affect staffing, pricing, scheduling, or contract performance.

15. Wage scale and years applicable for wage increase

Arrow Academy does not establish the contractor’s wage scale or wage progression. Proposers should provide any applicable wage scale, compensation structure, or annual increase assumptions that are relevant to their proposal pricing and staffing plan.

Question:

Are charter bus companies permitted to submit only for the “Additional Transportation Services – Extracurricular Trips, Mid-Day Runs, and Other District Requested Bus Service” portion of the solicitation?

Response:

Yes. Vendors may submit a proposal limited to the “Additional Transportation Services – Extracurricular Trips, Mid-Day Runs, and Other District Requested Bus Service” portion of the solicitation. Vendors submitting for this portion only must clearly identify the proposal as limited to Additional Transportation Services and must complete the applicable pricing section, including hourly rate, mileage rate, and minimum call-out charge.

Vendors must also submit all required RFP forms, certifications, insurance documentation, bus inventory information, and applicable submittals necessary for the District to evaluate the proposal.

Arrow Academy reserves the right to award the RFP to a single vendor, multiple vendors, each line item separately, or in any combination determined to be in the best interest of the District. Submission of a proposal for Additional Transportation Services only does not obligate Arrow Academy to make a separate award for that portion.

Addendum and Questions for the Vended Meals RFP can be found here.

Question: Would you consider proposals for only virtual (teletherapy) services under this RFP for speech-language pathologists, occupational therapists, licensed specialists in school psychology, educational diagnosticians, and mental health professionals?  

Answer: Virtual services will be considered for speech-language pathologists and mental health professionals only. All other contractors will be expected to report on campuses for services provided. Virtual ARD participation will be permissible.

Question: If the vendor can offer on-site facilitators to support its teletherapy (virtual) services, can the vendor include details and separate rates for these optional facilitators in the proposal? 

Answer: Yes

Question: Would the school accept electronic signatures on the proposal forms as part of the hard-copy/physical submission? 

Answer: A wet signature will be required. Electronic signatures will not be accepted.

Question: Do you require resumes of potential service providers upon proposal submission in response to the "Personnel" section of the required proposal format?  

Answer: Please submit at a minimum a sample resume as an overview of expertise for proposal submissions. If selected, the resumes and licensing documentation for available candidates must be submitted for the district's review and approval prior to assignment. 

Question: How does the school handle price adjustments after the initial one-year term if the vendor seeks a mutual annual price increase when the RFP is renewed? 

Answer: Any changes or updates regarding fees need to be shared with the school district by April 1st of the school year so that the district can review and consider if any adjustments are needed in the partnership agreement for the upcoming school year. 

Question: Would the district consider separate rates for bilingual providers?  

Answer: Yes

Question: While the vendor can provide hourly and flat rates separately, can the vendor's Fee Proposal present the rates in their own formatted separate tables, with rate structure details specified before each table?  

Answer: Yes

Question: If the vendor offers multiple service models on an hourly basis, can the vendor provide multiple hourly rates per service, with the school retaining the ability to choose one or more models whenever services are requested to best meet its needs? 

Answer: Yes

Question: Would the district provide its students with the hardware (e.g., computers, webcams, headsets), test kits, supplies, and other materials needed for services? 

Answer: Our district has student computers with camera access and headsets available to support student services.  The vendor is responsible for test kits and supplies needed for services. 

Question: Is this a multi-award bid? 

Answer: Yes

Question:  When awarded the solicitation to provide services, who would be the contact within the district to inquire about open roles for professions related to the RFP? 

Answer: Sonja Williams, Director of Special Populations will be the main contact for the district. Once the 2026-2027 school year begins for students, the director will know the students' needs based on enrollment for the school year and contact the vendors as needed. 

Question:  Is there a rate cap for each of the requested professions? If so, could the district please share the applicable rates. 

Answer: The district does not provide a rate cap because we contract vendors to support the specific service needs of our students. The vendors who are interested in partnering with us must submit their rates for the services they provide so they can be reviewed and considered during the RFP for process. 

Question: What is the anticipated number of openings by profession for services related to this bid?

Answer: We do not have openings for staff. We contract service providers based on students' service needs, which is based on enrollment. This number may fluctuate year to year and we may also use multiple vendors based on students' needs and availability. 

Question: Can all services be billed an inclusive rate for direct and indirect work?

Answer: Vendors should provide their fee proposals as outlined in our district’s Request for Proposals form for consideration.

Question:  Are we able to split the invoicing by the 2 school locations but not by individual students?

Answer: Yes, vendors may split invoices by each specific campus. This is a common practice. Our district has 3 campuses.