district’s needs of course applies for smaller districts as well as larger ones. Robert Feinberg, transportation director for Deer Creek School District, also in Oklahoma, has 53 bus drivers on staff for 47 buses. He explained that while he was looking for vans, SUVs and cars to add to his fleet, the efficiency of the process depends on taking the time to make sure the RFP exactly outlines the district’s needs. “I try to be efficient in all aspects of my job and am a firm believer in do it right the first time so that we don’t have to do it again,” he noted. “I would rather spend the time up front and get the initial paperwork correct than to do a bid and make mistakes and then must do another bid. It just delays the process.” Meanwhile, Nicole Portee, assistant superin-
tendent of operations at Charlotte-Mecklenburg Schools in North Carolina, noted that transpor- tation departments should make sure they are fully informed of the school districts procure- ment process, and which method the district requires in order to solicit for an RFP, Request for Information (RFI), Request for Qualifications (RFQ), or Request for Bid (RFB). She continued that depending on the operational knowledge of what it wants could eliminate the need for RFQs,
In the Know Before You Grow Written by Alexandra Robinson
You’ve been given the go-ahead: Your department has been in need of “insert dreams and desires here” for years and you finally have the approval to bid. So now the fun begins. School districts and bus companies bid for services and products constantly. But all too often, the buyers and bidders aren’t on the same page. Over the next several months, culminating with a session at STN EXPO Reno in July, we’ll explore the world of bidding and buying in our school transportation world and hopefully, you’ll come away with some tips and tricks to make the process less daunting. You need to know before you grow. Doing research and having data-based knowledge before you bid and/or buy is key. Before you decide on whether to do a Request for Proposal (RFP) or Request for Bid (RFB), consider first doing a Request for Information (RFI). For school districts and private contractors alike, the RFI
process gives both the vendor and buyer time to: Gather information in a less formal environment prior to an official bid • •
Use the information gained as a planning/research tool Create a path to reasonable written specifications
• Determine if the solution desired even exists • Make use of pilot programs and demos – “try before you buy”
What does your RFI consist of?
91% information 81% Questions
44% Demonstrations 9% Other
(references, validation, etc.)
(Out of 32 responses. Total does not equal 100. Multiple answers allowed.)
• Develop a true understanding of industry best practices and most up-to-date technology
More so than any other education sector, school
transportation is predicated on relationships, not hard selling and “cold calls.” The RFI process will help foster open buyer/ vendor communication; give a great relational foundation, and ensure you know before you grow.
Visit
stnonline.com this spring for a series of blogs by industry consultant and STN editorial advisor Alex Robinson on creating winning RFP processes that will be posted . Robinson will facilitate a panel session held at STN EXPO Reno in July that will discuss district and vendor experiences writing and responding to RFPs. Get more conference details at
stnexpo.com.
www.stnonline.com 49
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