Background

Hiawatha Academies (HA) is a public, charter school network located in south Minneapolis and primarily serving the south Minneapolis community. In the 2025-2026 school year, Hiawatha will have one elementary school (K-4), one middle school (5-8) and one high school (9-12).

HA serves a diverse student populations which is 65% English-language learners, 98% students of color, and over 80% free and reduced lunch. Approximately 14% of the student population receives Special Education services. The table below shows the projected enrollment for the next three school years as well as an estimate for the total population of students with IEPs.

Issued by: Hiawatha Academies

RFP Number: HA-2026-TRANSPORT

Issue Date: 4/8/2025

Proposal Due Date: 4/25/2025

1. Overview of Hiawatha Academies

Hiawatha Academies is a network of college-preparatory public charter schools serving students from kindergarten through 12th grade. The district is seeking proposals for reliable, safe, and communicative transportation providers to support daily routes, after-school programming, and field trips.

The district currently comprises several campuses across two transportation tiers:

- Tier 1: Grades K–8
  - Approx. 18–20 full daily bus routes
  - Specialized transportation for IEP and other needs

- Tier 2: High School (grades 9–10 primary, with some 11–12)
  - Approx. 6–10 buses
  - Specialized transportation for IEP and other needs

2. Scope of Services

2.1 Daily Transportation Services

- Morning and afternoon service for both tiers
- Adherence to school calendars, start/end times
- Flexibility to accommodate route and enrollment changes

2.2 Specialized Transportation

- Door-to-door service as required by IEP
- Wheelchair accessible vehicles
- Trained staff on special needs transportation

2.3 After-School Activity Transportation

- Estimate pricing for transportation from school to student residences or central hubs between 4:00–6:00 PM
- Coordination with school schedules and staff

2.4 Field Trip Transportation

- On-demand, pre-scheduled service with 7-day advance booking
- Per-bus pricing and hourly minimums

3. Pricing Structure (Required)

Vendors must include:
- Base cost per route (AM/PM), per Tier
- Additional mileage fees if applicable
- Per hour and per mile pricing for after-school and field trips
- Standby fees, late cancellation penalties
- Pricing for specialized transportation services

4. Route Changes and Communication Procedures

4.1 Route & Boundary Updates

- Detail your process for updating routes due to enrollment shifts or boundary revisions
- Timeline and stakeholder involvement
- Tools and mapping technology used

4.2 Communication Protocols

- Notification procedures for delays, incidents, or route adjustments
- Languages supported (Hiawatha prefers English, Spanish, Somali, at a minimum)
- Parent contact systems (calls, SMS, apps)

5. Technology Integration

Provide a description of onboard and backend technology, including:
- GPS tracking systems (real-time parent access preferred)
- Student ridership verification (swipe card or facial recognition)
- Behavioral monitoring systems (camera systems, driver notes)
- Communication tools for route alerts and emergencies

6. Organizational Information

Please include:
- Years in business
- Legal business name and structure (is the company, local, regional, national, etc.)
- Number of buses and vans owned (and their age/maintenance protocols)
- Number of drivers and training/certification practices
- Primary business address and contact information
- References from 2–3 similar-sized school districts

7. Insurance and Risk Management

All vendors must provide:
- Proof of commercial vehicle liability insurance (minimum $5M coverage)
- General business liability insurance
- Workers' compensation coverage
- Indemnification clause stating vendor holds Hiawatha Academies harmless in case of incident caused by negligence

8. Failure to Perform

Proposals must address:
- Penalties for missed routes, late pickups, or route deviation
- Reimbursement or early exit processes for unfulfilled services
- Backup transportation plans for vehicle breakdowns

9. Proposal Submission Requirements

All proposals must be submitted electronically in PDF format by [Insert Deadline] to:

Contact: Todd Peterson
Email: [email protected]
Subject: HA-2025-TRANSPORT Proposal

Proposals should not exceed 30 pages, including appendices and pricing schedules.

10. Evaluation Criteria

Proposals will be evaluated based on:
- Cost and value
- Vendor experience and capacity
- Safety and technology offerings
- References and customer service
- Flexibility and communication capabilities

Issued by: Hiawatha Academies

RFP Number: HA-2025-AUDIT

Issue Date: April 10, 2025

Proposal Due Date: April 25, 2025

1. Overview of Hiawatha Academies

Hiawatha Academies is a network of public charter schools serving students from kindergarten through 12th grade in Minnesota. The organization operates as a nonprofit and includes affiliated building companies (2), which are also nonprofit. Hiawatha Academies seeks proposals from qualified audit firms to provide annual independent auditing services in compliance with Minnesota state laws and regulations governing charter schools and nonprofit organizations.

2. Scope of Services

The selected firm will be expected to:
- Conduct an independent audit of financial statements for Hiawatha Academies and its affiliated building companies
- Ensure compliance with MN charter school finance laws
- Provide risk assessments and financial analyses including state pension considerations
- Prepare and submit audit reports by early December
- Present findings to the Finance Committee and full Board

3. Fieldwork Timeline

Fieldwork must begin in mid-October with final report submissions completed by early December. The selected firm must be available for presentations to the Finance Committee and full Board upon finalization.

4. Submission Requirements

Each proposal must include:
- Company profile including years in business, staff size, and licensure
- Experience working with Minnesota charter schools and nonprofits
- Summary of relevant expertise in MN state laws, pension systems, and nonprofit financial regulations
- Estimated costs, including hourly rates and capped totals
- List of deliverables (draft and final reports, board presentation materials, etc.)
- Indemnification language and failure to perform clause
- Proof of business liability and other applicable insurance coverage

5. Submission Instructions

All proposals must be submitted electronically in PDF format by April 25, 2025 to:

Todd Peterson
Senior Finance Officer
Email: [email protected]

6. Evaluation Criteria

Proposals will be evaluated on the basis of:
- Relevant experience and qualifications
- Understanding of MN charter school financial regulations
- Cost effectiveness and clarity of deliverables
- Quality of references and prior performance
- Capacity to meet the required timeline