Bid Specs For The School Buses.pdf
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- Attached to
- Secondary Vendor for Rental of School Bus Type Transportation, 15 Passenger Van and Mini Bus Service
- Solicitation number
- B2626999
- Issued by
- Pennsylvania
About this file
This is a Bid Specifications document from the City of Philadelphia Procurement Department for school bus rental services to support Philadelphia Parks & Recreation operations within and outside Pennsylvania. The City seeks qualified vendors to provide ground transportation using school buses (44-66 passenger capacity), minibuses (15-passenger plus one wheelchair), and 15-passenger vans for trips within Pennsylvania, New Jersey, and Delaware. The Recreation Department estimates requiring approximately 30 buses daily for camp transportation from June 1, 2026 through August 31, 2026, plus two planned trips to Clementon Park & Splash World (approximately 80 buses per trip) and two trips to Dorney Park & Wildwater Kingdom (approximately 35 buses per trip). The document does not specify response deadlines, due dates, site visits, bidder conferences, or award dates. The contract will be established for an initial term with potential renewal options, under which prices may be adjusted according to specified procedures.
Pricing shall be submitted on a unit basis through PHLContracts, with firm pricing maintained throughout the initial contract term. Vendors must provide hourly rates for school bus rentals within Philadelphia limits and surrounding areas, mileage rates for extended trips, and all-inclusive pricing for specific round-trip destinations. Estimated hourly quantities include 1,980 hours for in-city transportation, 240 hours for out-of-state travel, and 1,200 miles for multi-state trips. Cancellation rates are established at 29 lot units with minimum two-hour notice required. All vehicles must maintain current Pennsylvania inspection and emission stickers. Sellers are responsible for providing drivers with valid Pennsylvania commercial driver's licenses and current physical examinations. The City will reimburse turnpike tolls, parking fees, and miscellaneous expenses, with the City typically covering tolls unless advance notice is provided otherwise. Notification for bus requests will be provided with two days' notice minimum, with the Recreation Department providing one week advance notice for scheduled services.
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Text version
Invitation and Bid
City of Philadelphia Procurement Department
Philadelphia, PA 19102-1685
Bid Number: B2523564 Page
Philadelphia Parks & Recreation
Tertiary Vendor for School Bus Rental Services for PPR Inside & Outside the State of Pennsylvania
Section 2 Specifications Successful bidder(s) shall be required to supply the City of Philadelphia's Agencies/Departments with Rental of School Bus Type Transportation, 15 Passenger Van and Mini Bus Service as listed in Sections 2 of this Invitation and Bid.
2.1 Required Vehicles
2.1.1 Seller must provide ground transportation services to various destination points within the states of Pennsylvania, New Jersey, and Delaware for the following vehicle types:
• School Bus, with seating for at least forty-four (44) adults or sixty-six (66) children
• Minibus, fifteen (15) passengers plus one (1 )wheelchair
2.1.2 VEHICLE MUST CARRY CURRENT PENNSYLVANIA INSPECTION AND EMISSION
STICKERS
2.2 Personnel
2.2.1 Seller is responsible for providing qualified bus drivers.
2.2. 1 .1 ALL SCHOOL BUS, AND MINIBUS DRIVERS MUST HAVE A CURRENT
PENNSYLVANIA COMMERCIAL DRIVER'S LICENSE, A BUS/SCHOOL BUS DRIVER'S
LICENSE (IF APPLICABLE) AND HAVE HAD A PHYSICAL CHECK-UP WITHIN THE
LAST SIX (6) MONTHS.
Procurement Department
Philadelphia, PA 19102-1685
Bid Number: B2523564 Page
2.2. 1 .2 IT SHALL BE THE RESPONSIBILITY OF THE SELLER TO MAKE CERTAIN THAT
THEIR BUS DRIVERS MAINTAIN THE REQUIRED VALID LICENSES DURING THE
LIFE OF THE CONTRACT.
2.3 Incidental Expenses
25074 004 — Seller shall be reimbursed for Turnpike tolls, parking fees and miscellaneous expenses. Advance notice shall be given to the awarded Seller by the City, if the toll shall be paid by the Seller. Otherwise, the City will pay for the tolls on the day of the trip. Tolls paid by the seller shall be submitted to the City with the appropriate receipts for payment.
2.4 Reservations
2.4.1 The City shall make every effort to give the Seller two (2) days notification when requesting buses, vans or minibuses.
2.4.2 The Recreation Department shall notify the awarded seller at least one week in advance of the required service.
2.4.3 The City shall notify the successful seller within forty-eight (48) to seventy (72) hours of any changes made to the City's original destination.
2.4.4 Destination changes made due to inclement weather shall be made within six (6) to twenty-four
(24) hours departure time.
Note: Seller shall list the time and mileage usage from the City's starting location to the destination. Plus, the time and mileage usage from the return trip.
2.4.5 After trip completion, the driver shall sign the appropriate sheet ( for documentation purposes) provided by the City's representative or designee.
2.5 For the Recreation Department Only:
It is estimated that the Recreation Department will require the below listed number of buses for the events as indicated. Specifics will be stated on Recreation Department Purchase Orders as issued.
Daily Camp Transportation For the period 06/01/26 through 08/31/26 approximately 30 buses per day
Procurement Department
Philadelphia, PA 19102-1685
Bid Number: B2523564 Page
Day Trips
Clementon Park and Splash World 144 Berlin Road Clementon, NJ 08021 2 trips planned, approximately 80 buses per trip
Dorney Park & Wildwater Kingdom 4000 Dorney Park Road Allentown, PA 18104 2 trips planned, approximately 35 buses per trip
2.6 Delivery Location
Other agencies' delivery locations and specific requirements shall appear on purchase orders resulting from this Bid Solicitation.
2.7 Pricing
Seller shall provide a unit price in PHLContracts for items listed below. Prices shall be firm for the Initial Term of the Contract. If subsequent Renewal Terms are exercised by the City, the seller may increase prices as per paragraph 4.3 “Price Increase or Decrease.”
Section A- School Bus Rental
2.7.1 28540 000 000 School Bus Rental; Transportation within City of Philadelphia Limits and Camden Aquarium, including all mileage.
Unit of Measure: Hour (HR) Estimated Quantity: 1980
2.7.2 28540 000 001 School Bus Rental, Transportation outside the City of Philadelphia within the State of Pennsylvania.
Unit of Measure: Hour (HR) Estimated Quantity: 240
2.7.3 28540 000 002 School Bus Rental; Mileage Rate for transportation to various destinations outside the City’s limits, within the State of Pennsylvania.
Unit of Measure: Miles (DH) Estimated Quantity: 1
Procurement Department
Philadelphia, PA 19102-1685
Bid Number: B2523564 Page
2.7.4 28540 000 003 School Bus Rental, Cancellation Rate per Bus for transportation to various destinations as determined by the City of Philadelphia. The City will give the seller a minimum of two (2) hours’ notice prior to cancellation.
Unit of Measure: Lot (LO) Estimated Quantity: 29
2.7.5 28540 000 004 01 School Bus Rental, Round Trip Transportation to and from Clementon Park & Splash World, Price per Bus, All Inclusive: Mileage and Hourly Rate Will Not Apply.
Unit of Measure: Each (EA) Estimated Quantity: 160
2.7.6 28540 000 004 03 School Bus Rental, Round Trip Transportation to and from Dorney Park and Wildwater Kingdom, Price per Bus, All Inclusive: Mileage and Hourly Rate Will Not Apply.
Unit of Measure: Each (EA) Estimated Quantity: 70
2.7.7 XXXXX-XXX-XXX
Mileage Rate for School Bus Transportation to Various Destinations Outside the State of Pennsylvania.
Within the State of New Jersey & Delaware excluding the Camden NJ, Aquarium and Clementon Lake Park NJ. Tertiary Vendor for School Bus Rental Services for PPR Inside & Outside the State of Pennsylvania.
Unit of Measure: Miles (DH) Estimated Quantity: 1200
2.7.8 XXXXX-XXX-XXX
School Bus Rental, Transportation Outside the State of Pennsylvania. Within the State of New Jersey & Delaware excluding the Camden NJ, Aquarium and Clementon Lake Park NJ. Tertiary Vendor for School Bus Rental Services for PPR Inside & Outside the State of Pennsylvania Unit of Measure: Hour (HR) Estimated Quantity: 168
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