Passenger Carrier RFP Compliance Checklist
What school districts and other institutions usually ask school bus and motorcoach carriers to document in an RFP, which DOT rules apply, and how to organize your testing and driver records to answer.
School districts, colleges and other institutions that contract for student or passenger transportation usually ask carriers to describe and document their safety and compliance programs. Organized records make that part of a proposal faster to write and easier to score. This checklist from Diversified Safety & Compliance covers what's commonly asked for. Every RFP is different, so follow its instructions first.
Know which rules apply to your routes
CDL drivers who carry passengers are covered by DOT drug and alcohol testing (49 CFR Part 382) and the CDL rules (Part 383). School bus operations that carry students between home and school are exempt from most other FMCSA safety rules, but not from those two, and that's true for public districts and private contractors alike. Charter, activity and motorcoach work can bring in the rest of the FMCSA rules, including driver qualification files and hours of service. If you're not sure where your routes fall, ask before you answer the RFP.
Drug and alcohol testing program
- A description of your DOT program under 49 CFR Part 382 and Part 40, and who your Consortium/Third-Party Administrator (C/TPA) is. See our DOT drug testing consortium.
- Your random testing approach, and confirmation that you test at the FMCSA minimum rates for the year: for 2026, 50% for drugs and 10% for alcohol (49 CFR 382.305)
- Pre-employment testing and Clearinghouse queries before drivers start, and a limited query on every driver each year (49 CFR 382.301, 382.701)
- Your post-accident and reasonable suspicion procedures, and supervisor training of 60 minutes on drugs and 60 minutes on alcohol (49 CFR 382.603). See reasonable suspicion training.
Driver qualification
- How you maintain driver qualification files, where they apply (49 CFR 391.51)
- How you track medical certificates, and MVR reviews at least every 12 months (49 CFR 391.25)
- How you make sure a driver with an expired credential doesn't drive
Records you can produce on request
When we run your program, we can provide documentation of the services we perform for your RFP response, such as:
- Your random testing summary and selection rates for the year
- Testing records for your drivers, including pre-employment results
- Clearinghouse query records
- Driver qualification file status for each driver
- Supervisor training certificates
Ask us when the RFP arrives, and tell us its deadline.
Things outside DOT rules
Institutions often ask about criminal background checks, child-safety screening, insurance, vehicle inspections and incident response. Those requirements come from the contract or state law, not the DOT testing rules, and they're outside the services we provide. Gather them from the right source early, since they often take the longest.
Ready to get your records in order?
See school bus and passenger carrier compliance for how we run testing and driver files for passenger carriers.
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Get your testing records ready to submit
Tell us the RFP's deadline and what it asks for. We'll set up or document your testing program and driver files so you can answer with confidence.
Passenger Carrier RFP Questions
Are school bus drivers covered by DOT drug testing?
Yes, if they need a CDL. Drug and alcohol testing (49 CFR Part 382) and the CDL rules (Part 383) apply to school bus drivers who hold a CDL, including at public districts, even though home-to-school routes are exempt from most other FMCSA rules.
What do school districts usually ask carriers to document?
Most RFPs ask for a description of your drug and alcohol testing program and C/TPA, your random testing rates, pre-employment testing and Clearinghouse queries, post-accident and reasonable suspicion procedures, supervisor training, and how you keep driver credentials current.
What records can you provide for an RFP?
For the services we perform, we can document your random testing summary, drivers' testing records, Clearinghouse query records, driver file status and supervisor training certificates. Tell us the RFP's deadline when it arrives.
Do you handle background checks for RFPs?
No. Criminal background checks and child-safety screening come from the contract or state law, not the DOT testing rules, and they're outside the services we provide.
Have a Question This Guide Doesn't Answer?
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