Purpose
The Eastern North Carolina School for the Deaf (ENCSD) Board of Trustees recognizes that safe, reliable, and efficient transportation is essential for students, staff, and school operations. This policy establishes standards and procedures for contracting transportation services and vehicles, ensuring compliance with state and federal regulations while meeting the unique needs of a K-12 residential school serving students who are deaf and hard of hearing.
Policy Statement
All transportation services and vehicle contracts entered into by ENCSD shall prioritize safety, reliability, and cost-effectiveness. Contracts must comply with applicable federal and state laws, including regulations of the North Carolina Department of Public Instruction and the North Carolina Department of Transportation, and must ensure that drivers and vehicles meet required safety and training standards.
The Superintendent or designee is responsible for negotiating, executing, and monitoring all transportation service contracts and ensuring that contracted providers understand and meet ENCSD’s requirements for transporting students safely and responsibly.
Definitions
- Transportation Service: Services provided to transport students, staff, or school-related personnel, including regular routes, field trips, athletic events, and special needs transportation.
- Vehicle Contract: A formal agreement between ENCSD and a vendor or provider for the use, lease, or operation of vehicles to provide transportation services.
- Contracted Provider: Any individual, company, or entity that enters into a formal agreement with ENCSD to provide transportation services or vehicles.
Contract Requirements
- Safety and Compliance
- All vehicles must meet North Carolina Department of Transportation safety standards and inspection requirements.
- Drivers must possess required licenses and certifications and comply with all applicable state and federal laws.
- Providers must maintain required insurance coverage and provide proof of coverage to ENCSD.
- Accessibility
- Transportation services must accommodate students with disabilities and special needs in compliance with federal law, including the Americans with Disabilities Act (ADA).
- Whenever feasible, vehicles and services should meet the communication and mobility needs of students who are deaf and hard of hearing.
- Contract Provisions
- Contracts must clearly outline the scope of services, schedules, fees, responsibilities, and duration.
- Contracts should include provisions for termination, performance standards, reporting requirements, and compliance with ENCSD policies.
- Monitoring and Evaluation
- The Superintendent or designee will monitor provider performance to ensure compliance with contractual obligations, safety standards, and ENCSD expectations.
- Issues or deficiencies identified in service delivery must be addressed promptly and documented.
Bid and Procurement Requirements
Contracts for transportation services or vehicles shall comply with ENCSD procurement policies and applicable state laws, including competitive bidding procedures when required. Exceptions may be made for emergency situations or services requiring specialized vehicles, subject to Board approval.
Legal References
- N.C. Gen. Stat. §115C-245 (Transportation of Students)
- N.C. Gen. Stat. §143-129 (Purchasing and Contracts for Local Agencies)
- Americans with Disabilities Act, 42 U.S.C. §12101 et seq.
- North Carolina Department of Public Instruction Transportation Regulations