2027-003 BOE Transportation Services RFQ_RFP.pdf

Bethel Board of Education Transportation RFQ/RFP 2027-003

Legal Notice

REQUEST FOR QUALIFICATIONS and PROPOSALS for SCHOOL TRANSPORTATION SERVICES for the

BETHEL BOARD of EDUCATION 1 School Street, Box 253, Bethel, CT 06801 BOE RFQ/RFP 2027-003

Sealed proposals for SCHOOL TRANSPORTATION SERVICES will be received by the Bethel Board of

Education at 1 School Street, Bethel, CT 06801, on or before Tuesday, December 8, 2026, at 9:45 a.m.

Said proposals will be opened publicly and read aloud at a meeting of the Procurement Committee to be held Tuesday, December 8, 2026, at 10:00 a.m. at the Clifford J. Hurgin Municipal Center, 1 School

Street, Bethel, CT 06801, in Meeting Room B and via video/teleconference video link:

https://meet.google.com/wrf-fsxu-fab or join by phone: (US) +1 601-568-1103, PIN: 888 327 165#.

Proposals must be plainly marked "BOE RFQ/RFP 2027-003." Each proposer must submit three (3) hard copies (one (1) signed original and two (2) copies), plus one (1) complete electronic copy on a USB flash drive (thumb drive), all in the same sealed envelope. If the hard copy and electronic copy differ, the signed original governs. The RFQ/RFP and all addenda may be obtained from the Town of Bethel website

(https://bethel-ct.gov/), under Bid Information, at no cost to bidders, and on CT Source. Proposers are responsible for checking the Town website for addenda and updates.

An optional information session will be held by Google Meet on Thursday, November 12, 2026, at 1:00 p.m. Attendance is encouraged but not required. Join by video: https://meet.google.com/whs-ynmw-mha or join by phone: (US) +1 256-600-8269, PIN 235 696 463#.

Bid Security Required: a bid bond or certified check equal to ten percent (10%) of the proposer's total first-year price for the Service Categories proposed. Proposers shall not include federal or state taxes, from which public schools are exempt. After the opening, no proposal may be withdrawn for ninety (90) days.

The Bethel Board of Education and the Town of Bethel Procurement Committee reserve the right to waive any formalities or informalities in proposals; to reject any or all proposals, in whole or in part; to cancel this RFQ/RFP at any time without liability; and to accept the proposal or proposals that in its judgment are in the best interest of the Bethel Board of Education and the Town of Bethel. Proposers may submit proposals for any or all service categories, and the Board may award to one or more contractors.

The Bethel Board of Education does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, or veteran status.

Dated at Bethel, CT this 3rd day of November, 2026.

Key Dates and Contacts

Issued By: Bethel Board of Education ("Board") (Bethel Public Schools)

Service: School Transportation Services https://meet.google.com/wrf-fsxu-fab https://meet.google.com/whs-ynmw-mha https://meet.google.com/whs-ynmw-mha

Event Date and time

RFQ/RFP release Tuesday, November 3, 2026

Optional information session (Google Meet) Thursday, November 12, 2026, 1:00 p.m.

Deadline for written questions Monday, November 16, 2026, 12:00 p.m.

Answers and addenda posted Friday, November 20, 2026

Proposals due and public opening Tuesday, December 8, 2026: due by 9:45 a.m.;

public opening at 10:00 a.m.

Anticipated award Board of Education meeting, Thursday, December

17, 2026

All questions must be submitted in writing by email to Krista DeOliveira, Purchasing Agent, Town of

Bethel, at deoliveirak@bethel-ct.gov. Questions and answers will be shared with all interested parties by addendum posted on the Town of Bethel website (Bid Information) and CT Source. Proposers are responsible for checking for addenda and must acknowledge each addendum in their proposal. No oral answer is binding on the Board.

Contacts:

• Dr. Al Sackey, Superintendent of Schools, (203) 794-8601, sackeya@bethel.k12.ct.us

• Jennifer Variale, Director of Finance and Business Operations, (203) 794-8603, varialej@bethel.k12.ct.us

• Krista DeOliveira, Purchasing Agent, Town of Bethel, (203) 794-8514, deoliveirak@bethel-ct.gov

A. Authority for this RFQ/RFP

The Bethel Board of Education is the legal authority charged with operating the public school system of the Town of Bethel and is required to provide transportation for students attending public schools and certain non-public schools within the Town of Bethel and other towns specified. The Board is accepting proposals, including qualifications, for these transportation services. This RFQ/RFP is issued in accordance with Section C8-13C(4) of the Charter of the Town of Bethel.

B. Introduction and Critical Components of this RFQ/RFP

The Board seeks proposals for school transportation services for a five-year term beginning July 1, 2027 and ending June 30, 2032. The Board's goals are safe, reliable, on-time service; dependable coverage of routes and school trips; and competitive pricing.

Service categories. Proposers may submit proposals for any one or more of the following categories.

Each category is priced separately on the Bid Forms.

1. Category 1 – Regular home-to-school transportation using Type I buses, including late runs and field and athletic trips using Type I buses.

mailto:sackeya@bethel.k12.ct.us mailto:varialej@bethel.k12.ct.us mailto:deoliveirak@bethel-ct.gov

2. Category 2 – Special education, preschool, Community Partnership Program (CPP), and C.E.S.

transportation using Type II vehicles, student transportation vehicles (STVs), and wheelchair-accessible vehicles, as appropriate to each run, including preschool midday runs, the daily run to the Cooperative Educational Services (C.E.S.) program, and field and other trips using those vehicles.

The Board may award all categories to one contractor or award categories to different contractors, whichever it determines is in the best interest of the Board and the Town. A proposer bidding on more than one category must state whether any of its pricing depends on being awarded more than one category.

Base Bid. In the Base Bid, Type I buses may use diesel or propane, and Type II vehicles and STVs may use diesel, gasoline, or propane, or a combination. Proposers shall state the fuel type of each vehicle type proposed. A proposer may submit more than one Base Bid using different fuel types (for example, one diesel and one propane), each on a separate set of Bid Forms. The Board will evaluate fuel cost using standard fuel-use assumptions by vehicle type and fuel type (Section 13.8). The Board supplies the diesel, gasoline, and propane fuel (Section 9), and fuel storage at the depot is handled under Section 9.3.

New vehicles are not required. Vehicles may be new or used, provided that every vehicle meets the age, condition, inspection, and equipment requirements of Section 4. No vehicle (Type I bus, Type II vehicle, or STV) may be more than ten (10) years old at any time during the contract, and the average age of the

Type I fleet, and separately of the Type II and STV fleet, may not exceed seven (7) years.

Alternates (optional). Proposers are not required to submit alternates. A proposal will not be considered less responsive for omitting them. The terms and conditions of the Base Bid apply to all alternates unless an alternate states otherwise.

• Alternate 1 – Electric and plug-in hybrid vehicles. Conversion of all or part of the fleet (Type I buses, Type II vehicles, and/or STVs) to electric or plug-in hybrid vehicles. Proposed STVs must meet Connecticut requirements for student transportation vehicles. A proposer may propose a phased conversion and must describe it in enough detail for the Board's full understanding. So that alternates can be compared, the proposer shall price separately: (a) the per-vehicle daily rates for electric or hybrid vehicles, which shall not include charging infrastructure; and (b) the cost of charging infrastructure at the depot, including any electrical service upgrades. The Board will evaluate energy cost using standard assumptions (Section 13.8). The proposer shall also describe who would own the charging infrastructure and any grant funding it would pursue.

Daily rates shall not include electricity. The Board pays for electricity used to charge vehicles for

Board service, just as it pays for diesel, gasoline, and propane. The Contractor shall install a separate meter for that charging. A proposer may submit Alternate 1 in place of a Base Bid, for all or part of the fleet; such a proposal will be evaluated on the same basis as Base Bids, including infrastructure and estimated energy costs.

The Board may hold follow-up discussions with proposers on any alternate before award. The Board may separately contract with a third-party provider for stop-arm safety cameras; the contractor must cooperate with installation and operation of that equipment as described in Section 4.

C. Background and Description of Current Operations

The Board considers school transportation an essential part of a well-run school system and views its transportation contractor as a critical partner. Communication, collaboration, and reliable service are of the utmost importance to the Board.

Schools. All Bethel public schools are located on a single campus: Bethel High School, Bethel Middle

School, and three elementary schools (Frank A. Berry School, Anna H. Rockwell School, and Ralph M.T.

Johnson School). The elementary schools are not neighborhood schools; each elementary bus serves all three elementary schools. The Community Partnership Program for students ages 18–22 is located at 1

School Street, Bethel. The Board also transports students to St. Mary School, Henry Abbott Technical

High School in Danbury, the Shepaug Valley Agriscience program in Washington, CT, and the special education school operated by Cooperative Educational Services (C.E.S.) in Trumbull, CT. Other out-of-district special education transportation is arranged separately and is not part of this RFQ/RFP. Some of these schools follow calendars that differ from Bethel's; service on days when Bethel is not in session is billed as described in Section 8.

Tiers and schedule. The district operates three tiers of runs in the morning and afternoon. Tier 1 serves

Bethel High School, the Community Partnership Program (1 School Street, a stop on the high school van runs), St. Mary School, Henry Abbott Technical High School, and the Shepaug collection runs. Tier 2 serves Bethel Middle School. Tier 3 serves the three elementary schools together. Preschool van runs

(Circle of Friends) currently run with the middle school tier. The Board may change preschool session times, and run preschool with a different tier, in future years. Tier 1 and the elementary tier each currently use all twenty-four (24) Type I buses; the middle school tier uses twenty (20) full routes. The other buses are needed elsewhere at that time: for example, the buses serving Henry Abbott Technical

High School do not return in time, and other buses bring the Shepaug students home. A few middle school students also ride other buses. Route time averages about six (6) hours per bus per day. The district operates two (2) late buses daily for middle and high school students (an in-town route and an outer-town route). Bell times are listed in Attachment F.

Current fleet. The current program uses twenty-four (24) Type I buses, nine (9) Type II vans (including two (2) wheelchair-accessible vans), one (1) student transportation vehicle (STV), four (4) spare Type I buses, and one (1) spare Type II van. Two (2) Type I buses serve Henry Abbott Technical High School in

Danbury, and four (4) Type I buses and one (1) van serve St. Mary School. Bus counts may change based on routing.

Other regular services.

• Preschool midday runs (currently two (2) Type II vans and one (1) wheelchair-accessible van) with bus monitors, between the morning and afternoon preschool sessions (Attachment F).

• Community Partnership Program (CPP) transportation for students ages 18–22 to job and internship sites. CPP enrollment is expected to grow over the next two years. The district has acquired its own van for some CPP trips; contractor CPP service will continue at a level to be determined.

• In-town special education and other school trips during the school day.

• Shepaug Valley Agriscience transportation for about eight (8) students. Two Type I buses collect students in Bethel before their high school runs and meet at a central point (currently the Big Y), where the STV takes the students to Shepaug in Washington, CT. The Board may arrange a shared run with another district during the contract.

• Transportation for students experiencing homelessness under the federal McKinney-Vento Act, including students living outside Bethel (currently a few students in Danbury added to existing runs). The number of students and their locations change during the year, often on short notice.

The Contractor shall first add these students to existing runs where practical, at no additional charge. When a separate run is needed, the Contractor shall use the smallest suitable vehicle, typically a student transportation vehicle (STV), since these trips usually carry one or two students, and charge the hourly rate for that vehicle type on the Bid Forms for actual time, not a full daily vehicle rate. This service is not exclusive; the Board may arrange it through another provider at its discretion. The Contractor must keep students' housing status confidential.

• Athletic and field trips. The athletic program often needs three (3) buses for afternoon trips on multiple days each week, in addition to regular routes.

These services are no longer included in the daily bus rate as open-ended use of buses during the day.

Each is defined and priced separately on the Bid Forms (see Section 10).

Information for proposers. To help proposers prepare accurate proposals, the Board provides a summary of current schools, bell times, vehicles, and ridership (Attachment F), the 2027–28 school calendar and 2026–27 bell schedule, including early dismissal and delayed opening times (Attachment

G), and the current drivers' collective bargaining agreement (Attachment H). Additional information may be requested from the Purchasing Agent.

Section 1. Definition of Terms

1.1 Board – the Bethel Board of Education, 1 School Street, Bethel, CT 06801.

1.2 Superintendent – the Bethel Superintendent of Schools or their designee.

1.3 School Bus – a school bus body, chassis, and all components licensed and registered by the State of

Connecticut to operate as a school bus and meeting all Connecticut school bus regulations.

1.4 Type I Bus – a school bus, as defined in C.G.S. § 14-275, built to Connecticut's Type I school bus construction standards (gross vehicle weight of more than 10,000 pounds).

1.5 Type II Vehicle – a school bus, as defined in C.G.S. § 14-275, built to Connecticut's Type II school bus construction standards (gross vehicle weight of 10,000 pounds or less), including wheelchair-accessible

Type II buses.

1.5A Student Transportation Vehicle (STV) – a vehicle other than a school bus, such as a minivan, used to transport students, as defined in C.G.S. § 14-212.

1.6 Spare Vehicle – a vehicle meeting all requirements of Section 4 that is kept available to replace a route vehicle that is out of service.

1.7 School Bus Driver – a legally qualified school bus operator, licensed by the State of Connecticut, who is physically and emotionally suitable and accepted by the Contractor and the Board to drive for Bethel.

1.8 Regular Driver – the driver assigned to a specific route for the school year.

1.9 Substitute Driver – a qualified driver who operates a route in place of the Regular Driver.

1.10 Monitor – an adult employed by the Contractor to ride a vehicle and assist with student supervision and safety.

1.11 Proposal – an offer by a Proposer to provide school transportation for a specified period at a stated price.

1.12 Acceptance – written notification by the Board to a Proposer accepting all or part of its Proposal.

1.13 Contract – the formal written agreement signed by both parties after the Board accepts and awards a Proposal, incorporating this RFQ/RFP and the accepted Proposal.

1.14 Contractor – the individual, partnership, corporation, or limited liability company whose Proposal has been accepted and awarded by the Board and who is under contract to provide transportation services.

1.15 Performance Bond – a performance surety bond or letter of credit acceptable to the Board equal to one hundred percent (100%) of the total contract cost for one year, renewed for each contract year in which the Board elects to require it (Section 3.1).

1.16 Regular Daily Run – a scheduled route transporting students to and from school each school day.

1.17 Tier – one round of regular daily runs serving a group of schools with the same or similar bell times.

1.18 Late Run – transportation provided after the regular school day ends and regular daily runs are complete.

1.19 Midday Run – a scheduled run during the school day, including preschool and Community

Partnership Program (CPP) runs.

1.20 Special Trip – a field trip, athletic trip, or other school-sponsored trip that is not a regular daily, late, or midday run.

1.21 Combined or Split Run – any run that is not operated as scheduled by its assigned vehicle because of a driver or vehicle shortage, including combining two runs onto one vehicle or dividing one run between vehicles.

1.22 Late – in the morning, arrival at school after the start of classes; in the afternoon, arrival at school after the scheduled arrival time (Section 7.5); in either case unless caused by conditions the Board accepts as beyond the Contractor's control.

1.23 Service Category – one of the categories of service listed in Section B, priced separately on the Bid

Forms.

1.24 Base Bid and Alternates – the price for providing transportation in each Service Category for one

(1) school year (180–185 days), in keeping with established routes and schedules.

1.25 School Year – July 1 to June 30 of each contract year, with 180–185 days of transportation service required between August and June when schools are in session.

1.26 Business Day – Monday through Friday, excluding federal and state holidays.

1.27 Extended School Year (ESY) – the Board's summer special education program, typically four to five weeks beginning about July 1.

Section 2. Instructions to Proposers

2.1 Scope of the Work. The Contractor will transport all authorized persons to and from the public schools in Bethel, to any private or parochial school the Board authorizes, and to schools and programs outside Bethel as the Board requires, in each Service Category awarded. The Board may revise routes and times at any time during the contract, in its sole discretion. With respect to the trips a vehicle may make on a per diem basis, there is no restriction on vehicles within the boundaries of Bethel, and the number of trips will be as the Board determines. The contract term is five (5) years, from July 1, 2027 through June 30, 2032. The Contractor will furnish whatever is necessary to fulfill the contract to the satisfaction of the Board.

2.2 Bus Routes and Schedules. Current route information, ridership counts, and bell times are provided in Attachment F and should be used as the basis for bidding. Additional information may be requested from the Purchasing Agent. The Contractor will transport authorized students along routes designed by the Contractor and approved by the Board. The Board may revise routes and stops, increase or decrease mileage and the number of routes, and change school opening and closing times. The Contractor will furnish all labor, equipment, materials, management, insurance, licenses, fees, a depot location, and all other costs necessary to perform the contract.

Special schedules may be required, including:

• Inclement weather and emergencies. The Superintendent decides when school is in session, and the Contractor must provide transportation, including on delayed-opening days.

• Early dismissals and special schedules. Half days and other schedules outside normal operating times. The Contractor must provide transportation on these days.

Proposers are expected to familiarize themselves with all operating conditions, including route mileage, stop locations, and schedules, that may affect their costs.

2.3 Number of Vehicles. The estimated number of vehicles required each day is:

1. Twenty-four (24) Type I buses with a capacity of more than seventy (70) passengers.

2. Nine (9) Type II vehicles, at least two (2) of which must be wheelchair accessible. Students who use wheelchairs attend all schools and live throughout Bethel, so two accessible vehicles are needed to meet bell times. In addition, one (1) student transportation vehicle (STV).

3. Vans, minivans, or other suitable vehicles as needed for the C.E.S. run, Shepaug, and McKinney-

Vento transportation.

4. A minimum of four (4) spare Type I buses and one (1) spare Type II vehicle, at no charge to the

Board.

Service is provided to five (5) public school buildings in Bethel; St. Mary School (Bethel); Henry Abbott

Technical High School (Danbury); the Shepaug Valley Agriscience program (Washington, CT); the

Cooperative Educational Services (C.E.S.) special education school (Trumbull, CT); and other schools as the Board determines. School hours will be announced before each school year.

Each Type I bus is expected to make up to six (6) runs per day, excluding late runs and midday runs. The

Board will not be charged extra when one or more schools are open requiring service while others are not.

The annual amount for regular daily service is the per-vehicle daily rate multiplied by the number of school days in the Board's adopted calendar for that school year (181 days in 2027–28). Each school year's regular daily runs will be reconciled on the final invoice due by June 15 (Section 8.2). If the

Contractor has operated more regular daily runs than required by the Board's adopted calendar, the

Board will pay for the excess runs on a pro rata basis. If the Contractor has operated fewer regular daily runs than required by the Board's adopted calendar, the Board will be credited on a pro rata basis.

School days remaining after the invoice date will be counted as scheduled in the Board's calendar.

The Contractor must at all times maintain enough spare vehicles and drivers to handle breakdowns, delays, and emergencies promptly.

2.4 Late Runs. The Board currently requires two (2) late runs daily for middle and high school students.

Late runs are performed by buses already under contract, after their afternoon runs, and are billed at the late run hourly rate on the Bid Forms for actual time, which covers only the additional driver time.

The Board may increase or decrease the number of late runs during the contract at the bid price.

2.5 School Year. The contract applies to all days school is in session between July 1 and June 30 of each contract year. Proposers must state the daily cost per vehicle for the 180–185-day school year (late

August through June); the 2027–28 calendar has 181 school days. Transportation is also required for high school freshman orientation, which takes place before the first day of school, on the date in the

Board's calendar. Orientation is a partial day using only the high school runs. It is included in the daily rate at no additional charge and does not count as a service day for the adjustments in Section 2.3.

Vehicles, drivers, and high school routes must be ready by the orientation date. The Board adopts its school calendar each year. The 2027–28 calendar, the first year of the contract, and the current bell schedule, including early dismissal and delayed opening times, are in Attachment G. The Contractor must follow the Board's calendar, including delayed openings, early dismissals, and make-up days.

Extended School Year (ESY). The Board provides summer transportation for students in its Extended

School Year program. Most ESY students attend for four (4) weeks, and a smaller group attends for five

(5) weeks. Schedules vary by student and may change from year to year. The ESY program day is shorter than a regular school day, typically about three (3) hours. ESY transportation uses the same Category 2 vehicles used during the school year (Type II, wheelchair-accessible, and STVs). It is priced separately on the Bid Forms at an hourly rate by vehicle type, billed for actual time, with a minimum of two (2) hours per vehicle per day. Type I buses are not expected to be needed for ESY; if one is, the Type I out-of-town hourly rate on Form B applies, for actual time. The Board may change the number of vehicles, days, and schedules each summer and does not guarantee any minimum.

2.6 Change in Number of Vehicles. The Board may add or remove vehicles during the contract. Each vehicle added or removed changes the price at the per-vehicle daily rate on the Bid Forms for that contract year.

2.7 Service Categories and Partial Proposals. Proposers may submit proposals for any one or more

Service Categories (Section B). Each category must be priced separately. The Board may award all categories to one Contractor or categories to different Contractors. A proposer bidding on more than one category must state whether any pricing depends on being awarded more than one category.

2.8 Questions and Addenda. All questions must be submitted in writing by email to the Purchasing

Agent by the deadline in Key Dates and Contacts. Answers will be issued by written addendum and posted on the Town of Bethel website (Bid Information) and CT Source. Proposers must acknowledge each addendum in their proposal. No oral statement by any Board or Town employee is binding.

2.9 Optional Information Session. An optional information session will be held by Google Meet on the date in Key Dates and Contacts. Attendance is not required to submit a proposal.

2.10 Submission Requirements. Proposals must be submitted as described in the Legal Notice, on the

Bid Forms provided, signed by an authorized officer. Proposals received after the deadline will not be accepted. Proposals become the property of the Board.

2.11 Exceptions. Proposers must either accept all terms of this RFQ/RFP or list every exception on the

Required Disclosure Form (Attachment B), with proposed alternative language. Exceptions not listed are waived. The Board may reject any proposal with exceptions it finds unacceptable.

2.12 Legal Status Disclosure. Each proposer must complete the Town of Bethel Legal Status Disclosure

Form (Attachment C).

2.13 Freedom of Information Act. All information submitted in a proposal is subject to disclosure under the Connecticut Freedom of Information Act. A proposer that believes any part of its proposal contains trade secrets or confidential financial information must clearly mark those specific pages and portions. If the Board receives a request for marked information, it will notify the proposer in writing. The proposer may consent to disclosure or object in writing, stating the legal basis for withholding. The proposer is responsible for defending any complaint arising from non-disclosure, including before the Freedom of

Information Commission.

2.14 Proposal Costs. Each proposer bears all costs of preparing and submitting its proposal. By submitting a proposal, the proposer waives any claim against the Board or the Town for proposal preparation costs, legal fees, lost profits, or other damages if this RFQ/RFP is cancelled, all proposals are rejected, or no award is made.

2.15 Conditions of Acceptance. Within sixty (60) days after award, the successful proposer will sign a written contract incorporating this RFQ/RFP and its proposal, without change unless both parties agree to changes other than prices. At that time the Contractor will file certificates of insurance and any performance bond required under Section 3.1. Failure to sign the contract and meet all other requirements will be deemed a rejection, and the proposer will forfeit its bid security as liquidated damages.

Section 3. General Conditions

3.1 Performance Bond. Before July 1 of each contract year, the Board may elect to require the

Contractor to furnish a performance bond equal to 100% of the projected annual contract cost for that year. The bond must be issued by a corporate surety acceptable to the Board, guaranteeing performance of all contract terms. The Board may accept a letter of credit instead. Proposal prices must not include the cost of the bond. Proposers must list the annual bond cost separately on the Bid Forms.

If the Board elects to require the bond, it will pay that listed cost; if not, no bond cost is charged. The

Board will make its election at the time of award and may change it for later contract years.

3.2 Insurance – General. Before services begin and throughout the contract, the Contractor shall maintain the insurance below with companies rated A-(IX) or better by A.M. Best. The insurance shall protect the Town of Bethel and the Bethel Board of Education from all claims arising from the

Contractor's obligations, whether caused by the Contractor, a subcontractor, or anyone for whose acts the Contractor may be liable.

• The selected proposer must furnish a certificate of insurance when it signs the contract (Section

2.15), and before July 1 of each year thereafter.

• The Town of Bethel and the Bethel Board of Education must be named as additional insureds, with thirty (30) days' written notice to the Board before cancellation.

• All insurance and certificates are subject to approval by the Town's insurance agent, who may require changes in coverage types and limits.

• Required limits may be met through any combination of primary and umbrella or excess policies. A Contractor awarded only Category 2 (vans and STVs) must carry total automobile liability, primary plus umbrella or excess, of not less than $5,000,000, instead of the limits in 3.3 and 3.5, subject to approval by the Town's insurance agent.

• These requirements apply to all subcontractors, who may not begin work until their insurance is approved.

• Failure to maintain the required insurance is grounds for termination. Any limitation of the

Contractor's liability is not permitted.

3.3 Automobile Liability. Coverage for every vehicle used under the contract, insuring the Town, the

Board, and their employees against liability for bodily injury, death, or property damage from operation of the vehicles, with a primary combined single limit of not less than $5,000,000 per accident. Together with the umbrella in 3.5, total automobile liability must be not less than $15,000,000 per accident. The policy shall include a waiver of subrogation in favor of the Town, be written on an occurrence basis, be primary and non-contributory to any insurance or self-insured retention of the Town, and include broad-form contractual liability.

3.4 Commercial General Liability. Not less than $1,000,000 per occurrence and $2,000,000 aggregate, naming the Town and the Board as additional insureds.

3.5 Umbrella / Excess Liability. Not less than $10,000,000, covering this contract and applying over the automobile, general liability, employer's liability, and sexual abuse and molestation coverages. The umbrella counts toward the total in 3.3; the limits are not added together beyond that total.

3.6 Sexual Abuse and Molestation. Not less than $1,000,000 per occurrence. This coverage may be a separate policy, an endorsement, or included in the umbrella/excess policy.

3.6A Pollution / Hazardous Materials Storage Liability. Not less than $2,000,000 per occurrence and

$2,000,000 aggregate, covering the storage, dispensing, and spillage of fuel at the Contractor's depot, naming the Town and the Board as additional insureds.

3.7 Workers' Compensation. Statutory coverage under Connecticut law, with employer's liability limits of not less than $1,000,000 each accident, $1,000,000 each employee by disease, and $1,000,000 policy limit, with a waiver of subrogation in favor of the Town and the Board.

3.8 Indemnification. The Contractor shall indemnify, defend, and hold harmless the Town of Bethel, the

Board, and their officers, agents, and employees from all suits, actions, claims, losses, damages, and expenses of any kind, including attorney's fees, arising from or connected with the services under this contract, including injury or death to any person or damage to any property, whether or not caused in part by any act, omission, or negligence of the Town or the Board.

3.9 Responsibility for Passengers. The Contractor is fully responsible for the care and supervision of passengers during transportation. Transportation begins when a passenger enters the vehicle and ends when the passenger exits and the vehicle has properly resumed its run.

3.10 Compliance with Laws. The Contractor and all drivers shall comply with all federal, state, and local laws and regulations governing school transportation, including those of the Connecticut Department of

Motor Vehicles, the State Board of Education, the Town, the Board, and state and local police. The

Contractor shall maintain a drug and alcohol testing program meeting federal and state requirements and Board policy, report violations to the FMCSA Drug and Alcohol Clearinghouse, and query the

Clearinghouse for every CDL driver applicant. The Contractor shall comply with federal immigration law in hiring and employment.

3.11 Service Failures and Liquidated Damages. Reliable service is essential. The parties agree that the

Board's damages from the failures below are difficult to measure, and that the following amounts are reasonable liquidated damages, not penalties. Amounts are deducted from the next invoice.

Failure Amount

Route not operated by any vehicle No payment for that vehicle for the day

Vehicle arrives at school in the morning more than fifteen (15) minutes after the start of classes

$75 per occurrence

Vehicle arrives at a school for any afternoon run more than fifteen (15) minutes after its scheduled arrival time (Section 7)

$75 per occurrence

Combined or split run (Section 1.21) $75 per occurrence

Fewer spare vehicles available than required

(Section 2.3) for more than 24 hours

$100 per missing vehicle per day

Driver who is not qualified under Section 5, or whom the Board has asked to be removed, operates a vehicle

$150 per day

Failure Amount

Athletic trip (up to three (3) per school day) or field trip, requested as required in Section 10, that the

Contractor declines or does not provide

The Board does not pay the Contractor for the trip. If the Board hires another company for the trip, the Contractor pays the Board the difference between what the Board paid that company and what the trip would have cost under this contract.

Vehicle does not meet contract specifications or legal standards

Vehicle removed; no payment for that vehicle while out of compliance

Excused delays. Dollar amounts in the table will not be assessed when the Superintendent determines a failure resulted from weather, road closures, accidents not caused by the Contractor, or other conditions beyond the Contractor's control. Regardless of cause, the Board does not pay for any route, trip, or vehicle service that is not provided. Driver shortages, vehicle shortages, and inadequate staffing are within the Contractor's control and are not excused. Safety of students always takes precedence over schedules. If an afternoon run is repeatedly late because its approved schedule cannot reasonably be met, the parties will adjust the route or schedule at the next route review instead of assessing amounts for that run.

Assessment process.

1. By the tenth (10th) day of each month, the Contractor shall submit an exceptions report for the prior month listing only: (a) each run more than fifteen (15) minutes late, with the date, run, minutes late, and reason; (b) each combined or split run, with the date, runs affected, and reason; and (c) each special trip request the Contractor could not fill, with the date and what happened.

2. The Board may verify reports using GPS data from the Contractor's tracking system (Section 4).

3. The Board's designee will review performance monthly and send the Contractor written notice listing each occurrence and amount.

4. The Contractor may respond in writing with documentation within five (5) business days.

5. The Board's decision is final, and amounts will be deducted from the next invoice.

6. No amounts will be assessed during the first ten (10) school days of each school year, except for routes not operated by any vehicle.

Ridership counts. Twice each school year, in October and February on dates set by the Board, the

Contractor shall count the students actually riding each run, AM and PM, and report the counts by run with the next monthly report.

The late-bus notice required in Section 7 (ten minutes or more) is for notifying families only and does not by itself result in any deduction. These remedies are in addition to all other rights of the Board under the contract.

3.12 Board Use of Other Vehicles. The Board may, during the contract, use vehicles other than the

Contractor's, including Board-owned vehicles, municipal programs, or other providers, for any transportation, including McKinney-Vento and Community Partnership Program transportation and special trips the Contractor cannot provide. Out-of-district special education transportation, other than the C.E.S. run in Category 2, is not part of this contract; the Board arranges it separately and may use the

Contractor or any other provider.

3.13 Termination for Cause. If the Contractor is not, in the Board's opinion, satisfactorily performing the contract, the Board may terminate on thirty (30) calendar days' written notice after a written warning of at least thirty (30) days. The Board may immediately suspend service and terminate if the Contractor's operations endanger student safety. The Board may hire another contractor and hold the Contractor and its surety responsible for any added cost, loss, or damage.

3.14 Termination for Convenience. The Board may terminate this contract without cause, for convenience, and without penalty on one hundred twenty (120) school days' written notice to the

Contractor. The Contractor may not terminate for convenience.

3.15 Assignment and Subcontracting. This is a personal service contract and may not be assigned without the Board's written consent. The Contractor may not subcontract any obligation without the

Board's prior written consent. The Contractor shall give written notice of any proposed subcontractor, and the Board may object within seven (7) days.

3.16 Governing Law and Severability. This contract is governed by Connecticut law. If any provision is found invalid, the remaining provisions remain in effect.

Section 4. Vehicles

4.1 Compliance and Age. All vehicles shall conform to the regulations of the State Department of

Education, the Department of Motor Vehicles, the Connecticut State Police, the Town of Bethel and its

Police Department, and the Board. Vehicles may be new or used. At the beginning of and throughout the contract:

1. Type I buses shall be no older than ten (10) years, and the average age of the Type I fleet shall be no more than seven (7) years.

2. Type II vehicles and STVs shall be no older than ten (10) years, and the average age of the Type II and STV fleet shall be no more than seven (7) years. Type II vehicles shall be painted National

School Bus Glossy Yellow, and Type II vehicles and STVs shall carry a "Carrying School Children" sign in legal-size lettering.

Age is measured by model year.

4.2 Proposed Fleet. Each proposal shall describe the proposed fleet for each Service Category: the number and type of vehicles, the model-year range, seating capacity, and whether each vehicle is currently owned or will be acquired. Proposers are not required to identify specific vehicles in the proposal.

4.3 Vehicle List Before Service. By June 1, 2027, and by June 1 of each later year, the Contractor shall submit a complete list of all vehicles to be used, including spares, showing for each: manufacturer, model year, VIN, seating capacity, current mileage, and whether it is a route vehicle or a spare. The

Contractor shall update the list whenever a vehicle is added or replaced. Type II vehicles and STVs needed for Extended School Year must be in service by July 1 of each year; all other vehicles by the first day of transportation service in August.

4.4 Pre-Service Inspection. Before any vehicle enters service under this contract, the Contractor shall provide a current Department of Motor Vehicles inspection certificate. For any vehicle new to the

Contractor's fleet, the Contractor shall also provide its maintenance records on request. The Board may inspect any vehicle before service and may reject any vehicle it reasonably finds unsafe, in poor condition, or not meeting this Section.

4.5 Inspections During the Contract. All vehicles shall be inspected by the Department of Motor

Vehicles as required by law. Copies of inspection reports shall be filed with the Superintendent's Office within seven (7) days after the Contractor receives them. Board representatives may be present at any

DMV inspection. At any time, the Board may inspect the Contractor's vehicles and make reasonable recommendations for repairs or changes, which the Contractor shall complete within thirty (30) days.

4.6 Removal of Vehicles. The Board may require the Contractor to stop using any vehicle that, in the

Board's reasonable judgment, is hazardous, mechanically defective, or subject to frequent breakdowns or delays. The Contractor shall immediately replace it, at no additional cost, with a vehicle meeting all requirements of the contract.

4.7 Spare Vehicles. The Contractor shall maintain at all times the spare vehicles required in Section 2.3:

four (4) spare Type I buses and one (1) spare Type II vehicle, each meeting all requirements of this

Section. Spare Type I buses may be used for special trips, provided at least one (1) spare Type I bus is available during regular daily runs.

4.8 Maintenance. All vehicles shall be maintained in first-class repair and working order and kept clean and sanitary. The Contractor shall keep written maintenance records for each vehicle and provide them to the Board on request. Proposers shall include their written maintenance policy with their proposal.

4.9 Accidents. The Contractor shall give the Board a complete written report of every accident involving a vehicle transporting Bethel students within twenty-four (24) hours (Section 5.8). The Board may prohibit use of any vehicle involved in an accident until repairs are made to its satisfaction.

4.10 Equipment – All Vehicles. All vehicles shall:

• Be properly heated and ventilated, with an approved first-aid kit and fire extinguisher.

• Have GPS tracking, with the Board given access to real-time locations, historical data, and a parent-facing app (see Section 7).

• Have digital cameras with audio covering the interior (at least three on Type I buses: front to back, back to front, and the stepwell), with a system that can promptly send video electronically to the schools and the Superintendent. The Contractor and the Board will cooperate to comply with laws on video recording, privacy, notice, and consent.

• Have an electronic child check reminder system.

• Bear the name "Bethel Schools" and all other Connecticut-required lettering on each side in letters six (6) inches high.

• Not be fueled while children are on board.

No change shall be made to any vehicle's seating without the Board's prior written approval.

4.11 Equipment – Type I Buses. In addition, each Type I bus shall have: front mirrors allowing the seated driver to see children in front of the bus; swing-out stop arms and alternating flashing lights; a bumper-mounted front crossing arm; at least four (4) push-out windows; a rear emergency exit door; illuminated

"School Bus" signs front and rear; a dual brake system with warning lights; and lap-type seat belts.

4.12 Equipment – Type II Vehicles and STVs. In addition, each Type II vehicle shall have a bumper-mounted front crossing arm, and all Type II vehicles and STVs shall have air conditioning.

4.13 Stop-Arm Safety Cameras. The Board may separately contract with a third-party provider for stop-arm safety cameras. The Contractor shall allow that equipment to be installed on its buses, provide electrical power and reasonable access for installation and maintenance, not tamper with or interfere with the equipment, report any damage promptly, and cooperate with moving equipment when buses are replaced.

4.14 Equipment Costs. All costs for the vehicles and equipment in this Section are borne by the

Contractor, except third-party stop-arm camera equipment.

4.15 Use of Vehicles. Vehicles on which this proposal is based shall be available to the Board whenever needed for Board service. The Contractor may use them for other work outside Board service, provided it does not affect Board service in any way and does not use fuel supplied by the Board.

4.16 Depot. The Contractor shall provide, at its expense, a depot for parking all vehicles and an office.

The Board prefers a depot within the Town of Bethel, with related property taxes paid to the Town. A depot outside Bethel within ten (10) miles driving distance of the Bethel schools campus is acceptable, provided the Contractor meets all schedule and response-time requirements. The Board will not pay for any added travel time or mileage due to a depot located outside Bethel. Time and mileage for special trips billed by the hour or mile will be measured from the Bethel schools campus, not from the depot.

Fueling arrangements at the depot are described in Section 9. If alternative fuel requirements prevent meeting this requirement, the proposal must explain.

Section 5. Drivers and Monitors

5.1 Qualifications. Drivers and monitors must meet all requirements of the State of Connecticut and the

Department of Motor Vehicles and be acceptable to the Board. Each driver must have physical examinations as required by state law.

5.2 Driver List. Before the start of each school year, the Contractor shall give the Board a list of all drivers and monitors by name, identifying regular and substitute drivers, and keep it current during the year on a shared document. The list is for the Board's information; Board approval of individual drivers is not required.

5.3 Substitutes. The Contractor is responsible for providing qualified substitute drivers and monitors.

Before the start of each school year, all regular and spare drivers shall complete a dry run of their assigned routes. A substitute driver who has not driven or ridden a route before driving it shall be accompanied by an aide or monitor familiar with the route, at the Contractor's expense.

5.4 Regular Drivers and Charters. No regular driver shall be removed from their assigned route to drive a charter or special trip unless an experienced substitute driver who is familiar with that route takes it over.

5.5 Removal. The Board may require the Contractor to remove any driver, substitute driver, or monitor from Bethel service for any cause. The Contractor shall act on the Board's request immediately.

5.6 Conduct. Drivers and monitors shall:

• Never leave a vehicle unattended while children are on board.

• Operate all vehicles in a reasonable and prudent manner.

• Not smoke, vape, or carry lighted smoking products on a vehicle or on school property.

• Carry only students eligible to ride and never exceed a vehicle's rated capacity.

• Not use handheld or hands-free mobile phones while driving; calls may be made only when the vehicle is safely parked.

• Not put a student off a vehicle except when the student is placing the driver and other passengers in the gravest danger, in which case the police shall be called immediately.

5.7 Student Supervision and Discipline. Drivers and monitors are responsible for supervising students and maintaining proper behavior on the vehicle. The Contractor shall provide an electronic student conduct reporting system, at no additional cost, through which drivers and monitors report incidents and school administrators receive them, record actions taken, and respond. Disciplinary matters shall be reported to the school principal through this system by the next school day. The Board shall have access to all reports, which are Board records, and the Contractor shall provide them to the Board in a usable electronic format at the end of the contract. Proposers shall describe their system in their proposal.

Serious incidents shall be reported to the depot, which shall report them to the Board Business Office immediately.

5.8 Accidents, Summonses, and Arrests. The Contractor shall notify the Board of any accident immediately and submit a written report within twenty-four (24) hours. Any motor vehicle summons or warning, or any criminal arrest, involving a driver or monitor while performing services under this contract shall be reported to the Board immediately, with a written report by the next working day.

5.9 Pre-Trip Inspection. Drivers shall perform pre-trip inspections as required by federal and state law, using the Contractor's checklist. The Contractor shall keep inspection records and provide them to the

Board on request.

5.10 Training. Before being placed in service under this contract, and annually after that, all drivers and monitors shall complete training in: sexual harassment prevention; mandated reporting (all drivers and monitors are mandated reporters); student management and Board transportation policies; and, for drivers and monitors of special education vehicles, the needs of students with disabilities, including wheelchair securement. Evacuation drills shall be conducted as required by Connecticut law. Training may be provided by the Board or the Contractor.

5.11 Drug and Alcohol Policy. The Contractor shall maintain a drug and alcohol policy meeting federal, state,…