RFIs or RFBs. She also noted that states often have different procurement regulations, and RFP examples from nearby districts can help to highlight those specific guidelines. While other requests are not
always needed before submit- ting an RFP, Vann-Jackson noted that beginning with an RFI and RFB provided her district with not only valuable insights but also a “backstage pass to explore products, services, and pricing of- fered by vendors, providing a sneak peek into the market landscape.” She continued: “Equipped with this market intelligence, we approached the RFP process with a clear understanding of industry standards, trends, and best practices.” She said it helped to clarify
and refine the RFP and laid the groundwork for ensuring that the RFP would exactly fit the district’s needs. Placing large bus orders
is annual exercise for Los Angeles Unifed School Dis- trict. Daniel Kang, the district’s director of transportation, said that the district has a clear definition of its needs due to “detailed and stringent specifi- cations partly driven by a strict California Highway Patrol and partly by our own high stan- dards.” He added that meeting with electric school bus manufacturers, for example, helped him to narrow down exact specifications, which in turn led to an Invitation for Bid (IFB), another term for the RFB, which helped to obtain competitive bus pricing before issuing the RFP. Kang also highlighted that the district’s specific long-term
of transportation directors/ 32%
supervisors stated that they’ve issued an RFP this school year or last.
(Out of 95 responses.)
For what kind of product/service did you submit and RFP. (Select all that apply.)
64% Buses 54% Software 39% Hardware 29% Contractors
14% Other (fuel, mirrors, SUV and sedans, charter bus service.)
(Out of 28 responses. Total does not equal 100. Multiple answers allowed.)
goals are always kept top of mind when creating a request of any kind. “Budgets are de- termined before any purchases are made, and since LAUSD has made a commitment to transition to an electric bus fleet by 2040, we work dili- gently to ensure we have the budget,” he explained.
A Detailed Approach Deer Creek’s Feinberg also noted that having the budget and criteria clearly outlined beforehand allowed for a much smoother and efficient conver- sations with vendors. “Be as specific as possible in
what you request,” he said. “If you know you do or don’t want a specific item/feature, make sure you clearly state it in the request,” he said. If you have leeway and can accept differ- ent options, then also be clear [about that].” Kang advised that de- partments “research what is available on the market and create realistic specifications manufactures can adjust to in order to meet your transpor- tation needs,” he continued. “LAUSD issues [Invitations for Bid] based on specifications created internally. LAUSD’s procurement and subject mat- ter expert teams reviewed and verified all specifications were met by potential bidders. This ensures we have school buses that will serve the students, our communities and the planet well.” Creating an RFP involves
multiple parties, as outlined by Vann-Jackson. “In our quest for a success-
ful RFP process, we prioritized clear internal communication, focusing on budgets, timelines,
50 School Transportation News • MARCH 2024
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