The City of Norfolk

General Description

1. PURPOSE: The City of Norfolk (“City”) is seeking responsible vendorsto provide chartered bus charter buses primarily to transport youth and senior citizens on various field trips organized by the City’s Department of Parks and Recreation, and for other City-organized trips, as needed, according to the terms, conditions, and specifications of this solicitation. All qualified bidders are invited to respond to this Invitation for Bids (“IFB”) by submitting a bid consistent with the terms, conditions, and specifications stated herein

2. Primary/Secondary Contractor:

The Agreements resulting from this solicitation will be awarded to a Primary and a Secondary Contractor. The Primary Contractor will be the initial contact for all orders. The Secondary Contractor may be engaged in the following situations: a. If the Primary Contractor is unable to deliver within the timeframe specified by the City, b. If the Primary Contractor is unable to provide the number of buses to handle the group size specified by the City, or c. If the Primary Contractor is not fulfilling its obligations under the agreement resulting from this solicitation.

3. SCOPE OF WORK:

a. The Contractor shall provide full size suburban or inter-city coach style charter buses to transport groups between fifty (50) to one hundred (100) youth and/orsenior citizens and their chaperones on various City-sponsored trips throughout the Hampton Roads area, and some out-of-state trips as needed. As a reference see Attachment H – List of trips for 2024.

b. It shall be the responsibility of the Contractor to provide as many vehicles as necessary to accommodate the number of passengers attending each trip. If the Contractor cannot accommodate the number of passengers, the Contractor shall notify the City no less than 72 (seventy-two) hours prior to departure time.

c. The Contractor shall be available for concurrent field trips, with multiple departure and arrival locations.

d. Most City-sponsored trips will remain local in the Hampton Roads area; however, some trips will require the Contractor to drive across state borders and may require overnight trips. No additional fee for services outside of regular business hours shall be allowed. The City shall provide accommodations for each driver on overnight trips. The driver shall stay at the same location as City passengers, unless the driver arranges and pays for their own accommodations. Day trips will take place between 7:00 am and 11:00 pm, Monday-Sunday, including City holidays.

e. Passengers shall be picked up and dropped off on-time for all trips. Contractor shall notify the City if there are any delays to the pick-up or drop-off times.

f. Drivers shall arrive with enough time to allow for loading equipment and passengers, confer with designated City personnel regarding final travel details prior to the posted departure time, and to depart on-time.

g. The Contractor shall provide the responsible City personnel with trip details to include the trip route, and enroute stops to be reviewed and approved seven (7) days in advance of each trip. The driver must adhere to approved routes and avoid any unauthorized destinations (quick stops, shops, etc.). 

h. The responsible City personnel shall be briefed immediately concerning irregular events that occur and all reasons for delays or other interruptions to movement during the trips.

i. The Contractor shall be responsible for paying all tolls, licenses, fees, taxes, violation fines, fuel, parking, and other operating costs incurred. No other add-on charges of any kind will be accepted by the City.

j. The Contractor shall maintain complete, up-to-date records of all clients transported to include, at a minimum, the number of passengers, the pick-up and drop-off locations, routes with mileage, and notes about unexpected delays or issues with the vehicles or the passengers.

Scope of Work / Product List

No Description Found.