EXCEL

Consultant Group, LLC.

Committed to Excellence in School Operations

Battle Creek Public Schools

Transportation RFP Summary Report
Ms. Deborah Gregory Executive Director, Financial Services Battle Creek Public Schools

Ms. Gregory: Excel Consultant Group, LLC is pleased to provide the following Summary Report for Battle Creek Public Schools review and consideration. Following a thorough review of the proposals and participating in the Presentations and Interview process; the following report provides technical data and information to identify and distinguish the difference in program pricing and service proposed by Dean Transportation and First Student. As indicated in our original Transportation RFP Analysis Summary cover letter, it will be critical
that any party reviewing the RFP Analysis, must understand the entire proposal(s) offered and not immediately draw conclusions based on bottom line projections and estimations. Depending on the scenario selected, there may be multiple layers of data or formulas which must be applied and calculated prior to establishing a final or total cost projection. Each Company proposal references the fact that the proposals provided estimations, based on certain assumptions and conditions; and are for information only.

For this reason, the following report will integrate the RFP Assumptions, company projections and spread sheets followed by a recommendation by Excel Consultant Group, LLC. It is our goal to assist Battle Creek Public Schools in compiling the data and information necessary to identify the most responsible and cost effective company for consideration. Both companies are able to provide pupil transportation service for the district. They both transport tens of thousands of students daily. However, per the information they provided Battle Creek Public Schools, one will stand out to be more cost effective and provide a higher quality program. As requested in the initial Analysis, both companies had the opportunity to review and adjust the spread sheet compiled by Excel Consultant Group, LLC. It was our desire to make sure the numbers represented in the spread sheets accurately reflected the companys proposal. To that end, there were a few changes made and missing information provided for the final report. These new or modified projections have been integrated into the final spread sheets and calculations for the recommendation. The original Assumptions basically state the same. During the presentation, additional information or clarifications were provided to the interview panel. Any new or relevant information which impacted the cost projections or quality of the transportation service was also compiled within the Final Report for the Districts consideration.

RFP Assumptions Clarified

First Student Proposal - Academic Year: 40 General Ed Runs and 11 Special Ed Runs operating on a Net 178 day Academic Year, with 12 Aide(s). During presentation, on August 1st, 2012, First Student withdrew providing a level of staff Health / Medical Insurance benefits within their proposals. Dean Proposal - Academic Year: 30 General Ed Runs and 17 Special Ed/ General Ed combined Runs operating on a Net 178 day Academic Year, with 12 Aide(s). Both Proposers - Summer Program: 14 General Ed Runs and 6 Special Ed Runs operation on a Net 30.2 day schedule, with 6 Aide(s). No Regular Ed Aide(s) in Bid proposals Technicians/Mechanics will provide fleet maintenance on Transportation vehicles including labor and parts. On White Fleet, maintenance will be an added cost for hourly wages, parts and possible mark up. There is no additional cost for Pre / Post trip inspections or fueling time or it is already included in costs daily route cost estimations. District purchases and pays for all fleet fuel under both First Student proposals. Dean Transportation requires district to provide fleet fuel under their alternate bid proposal only. First Student identifies a 12 year life cycle for providing fleet maintenance. Dean Transportation provides a 15 year life cycle for fleet maintenance.

Provided in this Final Report are two (2) Spread Sheets for information and data provided by each of the Contractors. The titled Cost Analysis spread sheet represents all the bid proposal projections and estimations related to cost of service; ( note attached spread sheet Index ). The other spread sheet titled First Year Projections provides a detailed listing of services and additional costs to the School District, not covered in that specific bid, for the first year of operation. This is the spread sheet which Excel Consultant Group, LLC will reference in our explanation and recommendation for the lower cost proposal. As represented on the Final Report spread sheet titled First Year Projections 2012-2013; both services provided and additional cost projections have been listed. Most service costs are imbedded into the proposal bid and are numbered along the left side ( 1-12 ). However within each proposal bid, there are additional costs. The data in each quadrant identifies, in the right cost column, a bid, any additional cost(s), down to the total first year cost. The top two quadrants, on the spread sheet titled: First Year Projections, represent the two companies Base Bids. The Base Bid provided the option for the Contractor to purchase the Districts school bus fleet and provide all the vehicles, drivers, management and fleet mechanics for a total package in pupil transportation. The lower two quadrants on the same spread sheet, represent the two companies Alternate Bids. The Alternate Bid provided all the same services as the Base Bid except for the condition that the school district maintained ownership of the school bus fleet. An up charge represented as an additional cost for new school buses is listed in line 7. At the very bottom of the spread sheet is listed the Bid Assumptions provided by both companies. Please note the last two are different and represent a significant difference in the quality of the service provided to staff and the potential additional cost in fleet maintenance, due to the vehicle life cycle schedule.

Transportation Service Recommendation

The intent of this Transportation Analysis is not to recommend whether or not Battle Creek Public Schools should or should not outsource the Districts pupil transportation services. It is designed to assist the process to only select a qualified responsible bidder for these services if the Districts Board of Education would so choose to seek the services of a Pupil Transportation Contractor. Excel Consultant Group, LLC also wants to be perfectly clear that both Service Providers identified in this RFP Review and Transportation Analysis are Qualified and successful contractors. The differences identified are in level of service each proposes to offer Battle Creek Public Schools and their respective costs for those services. However, given the proposal data and information along with the provided assumptions within this RFP process; it is evident that Dean Transportation provides a higher level of quality in their service proposal. Dean provides Health / Medical staff benefits, is more cost efficient in a number of services areas and provides a methodology of service which will help the district keep transportation costs more manageable over a number of transportation line item areas. After review with Battle Creek Interview team, it is the recommendation of Excel Consultant Group, LLC that the Battle Creek Public Schools considers Dean Transportation for Pupil Transportation Services if they choose to outsource these district services.

Respectfully Submitted,

EXCEL Consultant Group, LLC.

Committed to Excellence in School Operations

Battle Creek Public Schools

Transportation Final Report - Spread Sheet Index
Upper Left Corner of Individual Spread Sheet: Vendors Name + ( Denotes: Base or Alternate Bid ) Column Cells highlighted in Colors are SUB TOTAL Calculations by Year Rows 1 21 Represent Base Bid data; Rows 22 43 Represent Alternate Bid data. Top Row: Title Row for column in each Base or Alternate Bid Row 1 & 22: General Education Transportation Costs Row 2 & 23: Special Education Transportation Costs Row 3 & 24: School Bus Aides for Regular Education = 0 Row 4 & 25: School Bus Aides for Special Education = 12 Row 5 & 26: Extra Field Trips Transportation Costs Total Row - 27: Represents in Alternate Bid the Up Charge cost of Addition New Buses provide by the Contractor Row 6 & 28: Sub Total Cost Projections for above Services identified by year; ( 6th column is five year sub total ) Row 7 & 29: Represent projected Annual Contract CPI Increases Row 8 & 30: White Fleet Mechanic Hourly Wages Row 9 & 31: White Fleet - White Fleet Projected Parts Up Charge Cost Estimations Row 10 & 32: Bus Fleet Projected Fleet Value and One Time Revenue Row 11 & 33: Proposed New Buses Purchased by Contractor Row 12 & 34: Option 1 Up Charge Per Bus / Per Day Row 13 & 35: Option 2 Up Charge Per Route / Per Day Row 14 & 36: Fuel Cost / Wholesale 2011-2012 expenditures for Pupil Transportation Row 15 & 37: Required Minimum Fleet Liability Insurance $10,000.000 Row 16 & 38: Pre / Post Trip with Protected Fuel Cost Provided for Bidder or Provided by District Use 2012 Fuel Pricing Row 17 & 39: Routing Software: Optional purchase Cost / Fees for VersaTrans Routing Software program Row 18 & 40: Zonar / GPS products: Included in Projections Row 19 & 41: Child Reminder Systems: Included in Projections Row 20 & 42: Two Way Radio Up Grades - Compliance for FCC Narrowband regulations Provided by District Row 21 & 43: Cost Estimation for Contractor Performance Bond Certification Pass Through cost to District

Transportation Cost Analysis - Battle Creek Public Schools - FINAL REPORT

Dean Transportation - Base Bid

Information Requested or Provided Transportation Components 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 General Education Special Education School Bus Aides-Reg School Bus Aides-Spec.Ed Extra Field Trips Contract Year 1 2012-2013 Contract Year 2 2013-2014 Contract Year 3 2014-2015 Contract Year 4 2015-2016 Contract Year 5 2016-2017 5 Year Total 9,908,324.00 3,860,620.00 797,416.00 1,314,983.00 15,881,343.00 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 $ 1,875,629.00 $ 1,927,209.00 $ 1,980,207.00 $ 2,034,663.00 $ 2,090,616.00 $ $ 730,809.00 $ 750,906.00 $ 771,556.00 $ 792,774.00 $ 814,575.00 $ $ $ 150,949.00 $ 155,101.00 $ 159,366.00 $ 163,748.00 $ 168,252.00 $ $ 248,924.00 $ 255,770.00 $ 262,803.00 $ 270,030.00 $ 277,456.00 $ $ 3,006,311.00 $ 3,088,986.00 $ 3,173,932.00 $ 3,261,215.00 $ 3,350,899.00 $ $ None 5 Buses NA NA $ included Optional included included District 2.75% 42.23 $ None 8 Buses NA NA 3.50 $ included Optional included included District 2.75% 43.39 $ None 6 Buses NA NA 3.50 $ Included Optional Included included District 2.75% 44.58 $ None 5 Buses NA NA 3.50 $ included Optional included included District 2.75% 45.81

First Student - Base Bid

Contract Year 1 2012-2013 Contract Year 2 2013-2014 Contract Year 3 2014-2015 Contract Year 4 2015-2016 Contract Year 5 2016-2017 5 Year Total 7,464,429.08 4,106,044.62 926,270.21 2,793,496.81 15,290,240.72 $ 1,420,084.20 $ 1,455,586.31 $ 1,491,975.96 $ 1,529,275.36 $ 1,567,507.25 $ $ 781,162.10 $ 800,691.15 $ 820,708.43 $ 841,226.14 $ 862,256.80 $ $ $ 176,220.00 $ 180,625.50 $ 185,141.14 $ 189,769.67 $ 194,513.91 $ $ 531,454.00 $ 544,740.35 $ 558,358.86 $ 572,317.83 $ 586,625.78 $ $ 2,908,920.30 $ 2,981,643.31 $ 3,056,184.39 $ 3,132,589.00 $ 3,210,903.72 $ 2.50% 45.00 10% $ 1,461,960 24 Buses NA NA District $10,000,000 Included Option $16,000 Included Included District $ 12,465.81 $ $ 2.50% 46.13 $ 10% 1 Bus NA NA District Included 4,000 $ Included Included District 2.50% 47.28 $ 10% 6 Buses NA NA District Included 4,000 $ Included Included District 2.50% 48.46 $ 10% 4 Buses NA NA District Included 4,000 $ Included Included District 2.50% 49.67 10% Total 35 Buses

Sub Total

Annual Contract CPI Increases 2.75% White Fleet Mechanic hourly wage $ 41.10 White Fleet- Parts up charge cost None Bus Fleet - Purchase (63) $ 1,387,500 Proposed New Buses Purchased by Vendor 8 Buses Option 1- Up-charge Per Bus/per day NA Option 2- Up-charge Per Route/per day NA 3.50 Fuel Cost/Wholesale (2011-2012 $267,351.66) $ $10,000,000 Fleet Liability Insurance included Pre/Post Trip & Fueling Cost Routing Software (VersaTrans) Optional Zonar - GPS included Child Reminder Systems included Two Way Radio upgrade District Performance Bond $ 46,000

Total 32 Buses

3.50 included

0 Buses NA NA District Included $ Included Included District

Included 4,000 $ 32,000

Dean Transportation - Alternate Bid

Information Requested or Provided Transportation Components 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 General Education Special Education School Bus Aides-Reg School Bus Aides-Spec.Ed Extra Field Trips Up charge for Contractor Bus Contract Year 1 2012-2013 Contract Year 2 2013-2014 Contract Year 3 2014-2015 Contract Year 4 2015-2016 Contract Year 5 2016-2017 5 Year Total 22 23 24 25 26 27 28 29 20 31 32 33 34 35 36 37 38 39 40 41 42 43 $ 1,336,234.00 $ 1,372,980.00 $ 1,410,737.00 $ 1,449,533.00 $ 1,489,395.00 $ 7,058,879.00 $ 521,794.00 $ 536,144.00 $ 550,888.00 $ 566,037.00 $ 581,603.00 $ 2,756,466.00 $ $ 150,949.00 $ 155,101.00 $ 159,366.00 $ 163,748.00 $ 168,252.00 $ 797,416.00 $ 177,803.00 $ 182,693.00 $ 187,717.00 $ 192,879.00 $ 198,183.00 $ 939,275.00 $ 56,803.36 $ 94,850.86 $ 157,407.18 $ 207,955.62 $ 253,244.16 $ 770,261.18 $ 2,243,583.36 $ 2,341,768.86 $ 2,466,115.18 $ 2,580,152.62 $ 2,690,677.16 $ 12,322,297.18 2.75% $ 41.10 None $ 1,387,500 8 Buses $ 39.89 $ 44.33 District $ 10,000,000 Included Optional Included Included District $ 33,000 $ None 5 Buses $ $ District Included Optional Included Included District 2.75% 42.23 $ None 8 Buses 40.99 $ 45.55 $ District Included Optional Included Included District 2.75% 43.39 $ None 6 Buses 42.11 $ 46.80 $ District Included Optional Included Included District 2.75% 44.58 $ None 5 buses 43.27 $ 48.08 $ District Included Optional Included Included District 2.75% 45.81

First Student - Alternate Bid

Contract Year 1 2012-2013 $ 1,053,955.80 $ 580,084.20 $ 176,220.00 $ 531,454.00 $ 171,734.40 $ 2,513,448.40 $ Contract Year 2 2013-2014 $ 1,080,304.70 $ 594,586.31 $ 180,625.50 $ 544,740.35 $ 176,027.76 $ 2,576,284.61 Contract Year 3 2014-2015 $ 1,107,312.31 $ 609,450.96 $ 185,141.14 $ 558,358.86 $ 187,946.31 $ 2,648,209.58 Contract Year 4 2015-2016 $ 1,134,995.12 $ 624,687.24 $ 189,769.67 $ 572,317.83 $ 238,879.76 $ 2,760,649.61 Contract Year 5 2016-2017 $ 1,163,370.00 $ 640,304.42 $ 194,513.91 $ 586,625.78 $ 276,445.52 $ 2,861,259.62 2.50% 49.67 10% Total 35 Buses 44.37 5 Year Total $ 5,539,937.93 $ 3,049,113.12 $ 926,270.21 $ 2,793,496.81 $ 1,051,033.74 $ 13,359,851.82

Sub Total
Annual Contract CPI Increases White Fleet Mechanic hourly wage White Fleet- Parts up charge cost Bus Fleet - Purchase (63) Proposed New Buses Purchased by Vendor Option 1- Up-charge Per Bus/per day Option 2- Up-charge Per Route/per day Fuel Cost/Wholesale-2011-2012 $267,351.66 Fleet Liability Insurance Pre/Post Trip & Fueling Cost Routing Software (VersaTrans) Zonar - GPS Child Reminder Systems Two Way Radio upgrade Performance Bond

Total 32 Buses 44.46 49.41

2.50% 45.00 $ 10% $ 1,461,960 24 Buses 0 Buses $ 40.20 District $10,000,000 Included Option $16,000 Included Included District $ 11,722.53 $ District Included $ Included Included District

2.50% 46.13 $ 10% 1 Bus 41.21 $ District Included 4,000 $ Included Included District

2.50% 47.28 $ 10% 6 Buses 42.24 $ District Included 4,000 $ Included Included District

2.50% 48.46 $ 10% 4 Buses 43.29 $ District Included 4,000 $ Included Included district

Included

Included 4,000

First Year Projections 2012-2013 Battle Creek Public Schools Dean Transportation - Base Bid
1 Contractor Purchases School District Fleet ( Added Value for district: $1,387,500.00 ) 2 Contractor provides school buses / transportation vehicles 3 Contractor provides all transportation staff ( Includes Staff Benefits ) 4 Contractor provides all General Ed. & Special Ed. Transportation Services 5 Contractor provides all Extra field trips per RFP 6 Contractor provides all Fleet Fuel 7 Contractor provides all Fleet maintenance, including labor and parts 8 Contractor provides 8 new school buses to fleet first year ( Cost Included ) 9 Contractor provides Optional bus safety equipment 10 Contractor provides Performance Bond ( Included in Total $46,000 ) 11 District provides User Agreement for use of district facilities, utilities and care services 12 White fleet: District added cost for wages and parts no mark up on parts
13

$3,006,311.00

First Student - Base Bid

1 Contractor Purchases School District Fleet (Added Value for District: $1,461,960.00) 2 Contractor provides school buses / transportation vehicles 3 Contractor provides all transportation staff ( Excludes Some Staff Benefits ) 4 Contractor provides all General Ed. & Special Ed. Transportation Services 5 Contractor provides all Extra field trips per RFP 6 District provides all Fleet Fuel ( Annual Fuel cost for 2011-2012 $267,351.66 ) 7 Contractor provides all Fleet maintenance, including labor and parts 8 Contractor provides 24 new school buses to fleet first year ( Cost Included ) 9 Contractor provides Optional bus safety equipment 10 Contractor provides Performance Bond ( Included in total $12,465.81 ) 11 District provides User Agreement for use of district facilities, utilities and care services 12 White fleet: District added cost for wages and parts Plus 10% mark up on parts
13

$2,908,920.30

$267,351.66

$46,000.00

$12,466.81

Total 1st Year Bid

$3,052,311.00

Total 1st Year Bid

$3,188,738.77

Dean Transportation - Alternate Bid

1 District provides school bus fleet and transportation vehicles for contractor ( Fleet Ins $ ) 2 District provides all Fleet Fuel ( Annual Fuel cost for 2011-2012 $267,351.66 ) 3 Contractor provides all transportation staff (Includes Staff Benefits) 4 Contractor provides all General & Special Ed. Transportation Services 5 Contractor provides service for all Extra field trips per RFP 6 Contractor provides all Fleet maintenance, including labor & parts 7 Contractor provides 8 new school buses to fleet first year ( Added Cost to District $ ) 8 Contractor provides Optional bus safety equipment 9 Contractor provides Performance Bond (Included in Total $33,000) 10 District provides User Agreement for use of district facilities, utilities, and care service 11 White fleet: District added cost for wages and parts no mark up on parts
12

$2,186,780.00
$267,351.66

First Student - Alternate Bid

1 District provides school bus fleet and transportation vehicles for contractor ( Fleet Ins $ ) 2 District provides all Fleet Fuel ( Annual Fuel cost for 2011-2012 $267,351.66 ) 3 Contractor provides all transportation staff ( Excludes Some Staff Benefits ) 4 Contractor provides all General & Special Ed. Transportation Services 5 Contractor provides service for all Extra field trips per RFP 6 Contractor provides all Fleet maintenance, including labor & parts 7 Contractor provides 24 new school buses to fleet first year ( Added Cost to District $ ) 8 Contractor provides Optional bus safety equipment 9 Contractor provides Performance Bond ( Included in total $11,722.53 ) 10 District provides User Agreement for use of district facilities, utilities, and care service 11 White fleet: District added cost for wages and parts Plus 10% mark up on parts
12

$2,341,714.00
$267,351.66

$56,803.36 $33,000.00

$171,734.40 $11,722.53 +10% Parts

Total 1st Year Bid

Assumptions - Dean Transportation Proposal Academic Year: 30 General Ed Runs and 11 Special Ed / Reg Ed combinedRuns operating on a Net 178 day Acad. Year with 12 Aide(s). Summer Program: 14 General Ed Runs and 6 Special Ed Runs operation on a Net 30.2 day with 6 Aide(s). Driver / Mechanic Benefits included in both Bids Bus Life Cycle calculated at 15 years

$2,543,935.02

Total 1st Year Bid

Assumptions - First Student Proposal Academic Year: 40 General Ed Runs and 11 Special Ed Runs operating on a Net 178 day Acad. Year with 12 Aide(s). Summer Program: 14 General Ed Runs and 6 Special Ed Runs operation on a Net 30.2 day with 6 Aide(s). Change in Benefits - have discontinued offering Health / Medical Benefits to Drivers / Mechanics since Bids were submitted Bus Life Cycle calculated at 12 years

$2,792,522.59

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