FY26 RICHOMOND BUS TRANSPORTATION BID DOCUMENT.pdf

SPECIFICATIONS

FOR

SCHOOL BUS

TRANSPORTATION

RICHMOND SCHOOL COMMITTEE

1831 STATE ROAD

RICHMOND, MA 01254

TELEPHONE: (413) 698-4001

FAX: (413) 698-4003

April 21, 2026

Dr. Beth Choquette

Superintendent

(413) 698-4001

[This page intentionally left blank]

RICHMOND CONSOLIDATED SCHOOL

SCHOOL BUS TRANSPORTATION SPECIFICATIONS

TABLE OF CONTENTS

Bid Schedule

Current Contract Information

Legal Notice/Invitation for Bid

Bus Transportation Contract Specifications

1 Proposal

2 General

3 Definition of Terms

4 Equipment

5 Operators

6 Operations

7 Indemnification and Insurance

8 Price Basis

9 Authority for Adjustments

10 Evidence of Ability to Perform

11 Assumption of Loss or Liability

12 Remedies of School Committee

13 Cost of Living Increase (CPI)

14 Remedies of Contractor

15 Performance Bond

16 Breach of Contract

17 Transportation Manager

18 Wage Scales

19 Awards

20 Laws and Public Policy

21 Equal Opportunity

22 Payment

23 Time Schedules

24 Late Buses

25 Mid-Day Buses

26 Field and Athletic Trips

27 Termination of Contract

APPENDICES

A Current Transportation Routes……………………………………………………..…..36

B Bureau of Labor Statistics-Table Consumer Price Index …………………………...…37

C School Calendars……………………………………………………………….………38

FORMS AND SUBMITTALS

1 Bid Form 1 Bid Submittal Form…………………………………………………………..39

2 Bid Form 2 Bidder Registration Form…………………………………………………….40

3 Bid Form 3 Contractor Information and References

4 Bid Form 4 Authorization for Release of Information

5 Bid Form 5 Cost Basis of Bid Award………………………………………..……

6 Bid Form 6 Field Trips

7 Bid Form 7 Late and Mid-Day Buses……..………………………………………………47

8 Bid Form 8 Emergency Evacuation ……………………………….……………………...48

9 Bid Form 9 Assurance of Non-Discrimination Compliance .......…………………………49

10 Bid Form 10 Non-Default Certificate

11 Bid Form 11 Certificate of Non-Collusion and Notarized Statement…………..…….…...51

12 Bid Form 12 Tax Certification …………………………………………………….……...52

13 Bid Form 13 Bid Deposit & Performance Bond

14 Bid Form 14 Statement of Understanding

15 Bid Form 15 Terminal Location/Fueling Plan

16 Bid Form 16 Description of Equipment for Contract

17 Bid Form 17 Bona Fide Bid and Statement of Understanding …………………………...57

18 Bid Form 18 Roster of Bus/Van Drivers………………………………………………….58

19 Bid Form 19 Accident Report (3 years)…………………………………………………..60

20 Bid Form 20 Certificate of Insurance………………………………………………

21 Bid Form 21 Drug and Alcohol Testing Compliance ……………..…….………………..62

22 Bid Form 22 Certificate Regarding Debarment, Suspension Ineligibility and Voluntary

Exclusion……………………………………………………………………………………..63

BID SUBMITTAL FORM CHECKLIST

EVALUATION CRITERIA

APPENDIX A Detail – Current Transportation Routes

BUS TRANSPORTATION

BID SCHEDULE

Posted Notice - Goods & Services Bulletin April 20, 2026

Release of Bid Specifications April 21, 2026

Posting of Advertisement

Bidders’ Meeting May 5, 2026

Richmond Consolidated School – Virtual 10:00 A.M.

Public Bid Opening May 19, 2026

Richmond Consolidated School 10:00 A.M.

50 Main Street

Stockbridge, MA 01262

Bid Award Within 30 Days

Richmond Consolidated School - School Committee

CURRENT CONTRACT INFORMATION*

The current contract is for the period July 1, 2021 through June 30, 2026.

Current Contractor: Dufour Bus Company

Regular Day Transportation

Regular Rate

2025-2026 (3 buses- 180 days) @ $402.93 $ 217,582

Special Route Rate

2025-2026 (1 buses- 180 days) @ $402.93 $ 72,582

Mid-Day Runs

2025-2026 None

Field Trips

2025-2026 None

LEGAL NOTICE

INVITATION FOR BID

SCHOOL BUS TRANSPORTATION

Richmond Consolidated School

Richmond Consolidated School invites bids for the provision of SCHOOL BUS

TRANSPORTATION. Bid specifications may be picked up in the front foyer of the Richmond

Consolidated School, 1831 State Road, Richmond, MA 01254 on or after Tuesday, April 21, 2026 at 9:00 a.m. or by calling 413-298-4017 x16 after said time. A bidders conference will be held virtually on Tuesday, May 5, 2026 at 10:00 A.M. Call 413-698-4001 or email ascott@richmondconsolidated.org if you would like to be invited to the virtual conference.

Completed bids are to be received by Richmond Consolidated School, 1831 State Road, Richmond, MA 01254 by 10:00 A.M. Tuesday May 19, 2026, at which time all bids will be publicly opened and recorded. All bids must be marked on the outside lower left-hand corner of the bidder’s envelope “BID: SCHOOL BUS TRANSPORTATION: RICHMOND CONSOLIDATED

SCHOOL. No bid(s) will be accepted after the above-stated date and hour. Contracts awarded under this bid must be approved by the Richmond Consolidated School - School Committee.

Richmond Consolidated School reserves the right to waive any informalities in any or all bids, or to reject any or all bids, if it be in the best interest of the district to do so.

Dr. Beth Choquette

Superintendent of Schools

SPECIFICATIONS

SCHOOL BUS TRANSPORTATION

Bid No. B1 – 26

1831 State Road

Richmond, MA 01254

Tel: (413) 698-4001

FAX: (413) 698-4003

RICHMOND CONSOLIDATED SCHOOL

BUS TRANSPORTATION CONTRACT SPECIFICATIONS

1. PROPOSAL

1.1 The bidder for the furnishing of scheduled transportation for all designated school children who are the responsibility of the Richmond School Committee, shall include the furnishing of all services necessary and required, consisting of the following: transportation equipment, maintenance of equipment, operation, laws, rules, and regulations of the Commonwealth of

Massachusetts, Department of Motor Vehicles, Department of Public Utilities and the

Richmond School Committee. This proposal may result in the award of separate contracts for regular and vocational transportation dependent upon the lowest qualified bidder for each section. Each successful bidder shall be subject to all the terms and conditions specified below and “contract” as referenced in these specifications shall mean one or more contracts based on the actual number awarded.

1.2 Bidders submitting bids for School Bus Transportation for the Richmond School Committee must provide a complete bid package.

1.3 The pre-bid conference will be held for all interested bidders on Tuesday, May 10 at 10:00 a.m. online. Contact the Superintendent’s Office at 413-698-4001 or email ascott@richmondconsolidated.org for an invitation. Bidder attendance, while highly recommended and advisable, is not mandatory.

1.4 The school district consists of the following schools:

SCHOOL NAME ADDRESS GRADES

Richmond Consolidated School 1831 State Road Pre-K-8

1.5 Currently, a fleet of 4 buses is being used in the performance of the current contract. At the moment, the same number of buses are anticipated for the term of this contract; however, the

Richmond School Committee reserves the right to increase or decrease the number of buses or routes in whole or in part of accordance with other provisions of this contract hereinafter set forth. Particular reference is made to Section 4.12 below.

2. GENERAL

2.1 The contract shall be bid for a period of five (5) years commencing on July 1, 2026 and ending

June 30, 2031. The bid price shall be established transportation cost for the first year of the contract. Thereafter, cost of living increases shall be calculated annually by the district and the contract adjusted annually for years two through five. Contract and performance obligations by the School Committee in contract years beyond June 30, 2027 will be subject to annual appropriation and availability of funds. Any amendment or agreement beyond the contract’s original terms shall be in writing, signed by the parties and shall be in accordance with the provisions of M.G.L. c. 30B.

The contract periods contained within these specifications are as follows:

Year #1 July 1, 2026 to June 30, 2027

#2 July 1, 2027 to June 30, 2028

#3 July 1, 2028 to June 30, 2029

#4 July 1, 2029 to June 30, 2030

#5 July 1, 2030 to June 30, 2021

2.2 The School Committee reserves the right to accept or reject any and all bids, in part or in whole, at the School Committee’s sole discretion, without any advance notification or discussion with any prospective bidder(s). The decision of the Richmond School Committee shall be final and binding on all bidders, without recourse.

2.3 Routes and schedules are to be compatible with class schedules that shall be determined solely by the school district.

2.4 Only the School Committee reserves the right to rearrange, reassign, or adjust routes and schedules when it is in the interest of the school district to do so, at no additional cost to the district. All changes in routes are to be made by the designated school district administrator.

2.5 The successful bidder must have a telephone connection through which the school district may make quick contact with the owner or their agent from 6:00 a.m. to 4:30 p.m. on days when schools are in operation. In addition, any emergency telephone number must be provided for emergency communication on other days and at other times. The owner or their agent must be willing to appear for conferences with the School Committee, Superintendent, or designee, as necessary and when requested.

2.6 The bidder shall provide written reports of bus counts showing the number of riders on each bus and each round trip and these are to be supplied when requested. These reports are to be compiled by the bidder and turned into the Superintendent or designee in charge of transportation within two days of the request.

2.7 The bidder shall designate a particular staff member, i.e Manager, who shall be assigned to coordinate transportation arrangements under the contract and to carry out instructions submitted by the school district from time to time. The Manager, if not known at the time of the bid, may be left as “to be designated” but must be provided prior to the signing of the contract. This person must have at least five (5) years of experience managing a school bus operation similar in size and be located at this site on each and every school day from 6:30 a.m. to 4:30 p.m. He/she shall be responsible for the day-to-day coordination of such transportation.

2.8 Should any bidder to whom an award is made fail to enter into a contract within ten (10) days after notice of the award is mailed to the bidder, the amount so received from such bidder through the certified bid deposit check shall become the property of the school district as liquidated damages for such failures.

2.9 The Contractor may elect to house the vehicles utilized in the performance of this contract outside of the school district if such facility is within five (5) miles of the district boundary limits and the Contractor agrees to make a voluntary payment to the Town in the amount equal to any vehicle excise taxes of those vehicles which would have been due the Town if the vehicles were housed within the Richmond town limits.

3. DEFINITION OF TERMS:

3.1 School Committee or district - refers to the Richmond School Committee as awarding authority or the administration to which responsibility has been delegated.

3.2 Awarding Authority - refers to the Richmond School Committee.

3.3 Contractor/Vendor/Conveyor - refers to the successful bidder(s) and collectively to the legal entity, its officer(s) and/or representatives(s), which are legally bound to the bid and resulting contracts.

3.4 Mileage - the term mileage for the purpose of the bid and contract(s) shall mean the total miles traveled daily by the Contractor’s vehicles in providing transportation for those students so authorized by the district, to and from the public schools located in the school district, or in the case of Vocational or Field Trips to other locations as designated. Said miles shall be referred to as “Live Miles”. However, mileage or “Live Miles” shall not include any mileage incurred in traveling without student passengers from the end of one route to the beginning of another route, or in traveling from the Contractor’s garage to the beginning of a route, or, from the end of a route to the Contractor’s garage.

3.5 For the purpose of this bid and contract, travel time shall mean the total hours or fraction thereof, for student travel encompassing the period between student pickup and drop off.

3.6 Bus Driver - shall refer to the properly licensed operator of any vehicle used by the Contractor under the contract, including spare drivers.

3.7 Bidder - Each proposal shall contain the name of every person, firm, or corporation interested in the bid, and in the case of a corporation, shall state the name and title of the official or officials of the corporation by whom the Contract can legally be signed. If an agent submits the bid, his/her authority to contract must be clarified by attaching a copy of the existing Power of Attorney.

3.8 Bid Price Figures - Care should be exercised to ensure that all dollar figures are as intended by the bidder.

3.9 Receipt of Bids - Bids submitted prior to the date and time set for the opening may, upon written request signed by the bidder, be withdrawn, and if resubmitted they shall fully comply with all other conditions and requirements.

Bids received prior to the time established for the receipt of bids will be securely kept, unopened.

The Superintendent or designee, whose duty it is to receive all bids, will decide when the specific time has arrived for the opening of bids, which shall be at 10:00 a.m. at the date and place so specified.

No bid received by the Superintendent or designee after the time and date established herein for the opening of bids will be considered, regardless of the cause for delay in the receipt of any such bids. Bids received after the time and date for receipt of bids will be returned unopened.

3.10 Bid Period - After public opening no bidder may withdraw their bid prior to the execution and delivery of the contract unless no award has been made at the expiration of thirty (30) business days after the opening of bids.

3.11 Incomplete Documents - The School Committee does not assume any responsibility for errors, omissions, or misinterpretations, which may have resulted in whole or in part from the use of incomplete bid documents, to include addenda.

3.12 Document Interpretation/Correction - Questions arising from the Bid Specifications should be directed to Dr. Beth Choquette, Superintendent, 1831 State Road, Richmond, MA 01254, who has the option of providing written answers to all prospective bidders. Oral answers are provided only for the purposes of clarification and should be viewed as clarification rather than superseding the bid specifications. Corrections and/or additions to the bid document will be made by written addendum. All other corrections, interpretations, or changes made to the bid document in any manner will not be binding.

3.13 Addenda - Addenda will be issued by Fax, email attachment, certified mail or delivered in person to all known bid recipients. No addenda will be issued within the immediate three (3) business day period prior to the date of receipt set for such bids, except for an addendum which withdraws or otherwise postpones the date of the bid opening. The official notice of withdrawal or postponement shall be the reading of record at the time and date set for receipt of such bids.

3.14 Bid Envelopes - Bid documents submitted by bidders to the school district shall be by sealed envelope clearly marked with “BID DOCUMENTS: SCHOOL BUS

TRANSPORTATION - Richmond School Committee”. The School Committee, its officials, or employees shall not be liable for premature opening of a bid not properly addressed and identified.

4. EQUIPMENT

4.1 Every vehicle used in the performance of this contract shall meet all of the Federal and

Commonwealth of Massachusetts standards for transportation of public-school students. All vehicles must be approved as a 7D vehicle or as a school bus according to those governing laws and regulations. Nonconforming vehicles are not allowed in the performance of this contract.

4.2 Carpenter school buses have been identified as having defective roof welds and the National

Highway Transportation Safety Administration (NATSA) had determined that continued use of these school buses pose a safety threat to school children. Therefore, Carpenter school buses may not be used in the performance of this contract. (Reference RMV memorandum dated 3/10/04.)

4.3 Failure to properly maintain buses in a manner satisfactory to the school district as directed below may result in termination of the contract. The bidder agrees to use only buses which have been carefully maintained and are in satisfactory operating condition, and to keep the buses in good working condition at all times, to furnish all necessary fuel, oil, grease, tires, maintenance, and repairs throughout the entire period of this contract.

4.4 All buses shall be constructed, maintained, operated and inspected in conformance with all applicable laws, regulations, and rules of the Department of Motor Vehicles and/or

Department of Public Utilities. Inspection reports must be forwarded to the Superintendent or designee in charge of transportation.

4.5 The attention of all concerned is particularly directed to the following sections of Chapter 90 of the General Laws of the Commonwealth of Massachusetts:

Section 1: Definitions

Section 1A: School Bus: Registration Section 7A: Inspection of School Buses

Section 7B: Requirements as to operation of School Buses

Section 7C: Registrar may establish minimum standards for Construction, etc. of school buses.

Section 14: Precautions for safety

Section 17: Speed limit in operation of School Buses

4.6 No bus shall be used which does not have a sign bearing the words “School Bus” attached to the front and rear of the vehicle, as required by Section 7b, Chapter 90.

4.7 All vehicles used in the execution of a contract for school transportation shall be equipped with safety mud and snow tires on the rear of driving wheels from November 1 through

March 31 of each year. This paragraph excludes rear engine type buses.

4.8 There shall be no substitution of buses without permission of the Superintendent or designee in charge of transportation for the duration of the contract period, except in the case of emergency breakdown, and then only for a period not to exceed one (1) week. All substitute buses shall be subject to all contract requirements.

4.9 All buses will be equipped with stop arms and front crossing gates.

4.10 All vehicles will be equipped with cellular telephones or two-way radios on a dedicated frequency, and a copy of the radio license will be provided prior to the execution of a contract. All radios will be regularly inspected and repaired as necessary. A base unit will be provided at the Main Office of the school.

4.11 All buses will be capable of being equipped with video cameras when needed and required by the school district. Recordings will be maintained by the Contractor for a minimum of fourteen (14) days and will be available to school personnel during that period. Copies of recordings will be provided to school personnel upon request.

4.12 The bidder shall furnish buses and/or vans which must meet the following requirements:

a. All vehicles available for use at time of the bid, or which are to be available for use and added to the fleet after submission and anytime during the length of the contract, must have minimum seating capacity conforming to the standard specifications. Chassis and body must conform to all Federal Standards and fully meet or exceed all requirements of the Commonwealth of Massachusetts both currently and throughout the life of this contact.

b. Vehicles furnished must comply with the General Laws of the Commonwealth of

Massachusetts and the rules and regulations of the Registry of Motor Vehicles and the

Department of Public Utilities relating to the transportation of public-school children both currently and throughout the life of this contract.

c. No vehicle shall be used in the execution of the contract, which will be more than five (5) years old or have in excess of 85,000 miles at the start of the contract or more than ten (10) years old with an accumulated mileage in excess of 150,000 miles during the life of the contract. All buses used in the performance of this contract, exclusive of coach buses for athletic and field trips, will be type B, C, or D and have a minimum seating capacity of 77 passengers as defined by 540 CMR 7.03, unless specifically specified otherwise by the school district. Any exception to this requirement will be direct approval of the

Superintendent or designee in charge of transportation.

d. The bidder shall see that all vehicles are kept at all times in a condition of cleanliness, interior and exterior, satisfactory to the Superintendent or designee in charge of transportation.

e. Each bid shall contain a detailed description of each bus or van to be used, including the year of the manufacture, model number, present mileage, make of body, make of bus, seating capacity, and present condition. The school district reserves the right to reject all unacceptable vehicle at any time during the term of this contract.

f. In the event that the successful bidder does not have a fleet currently available to meet requirements, documentation satisfactory to the school district, as specified in the requirements, must be delivered to the Superintendent’s Office within ten (10) business days after notice of acceptance of the proposal is given to the bidder.

g. The bidder must submit, with bid data, documentation identifying the composition of the bus fleet to be used during each of the years of contract, and must give clear evidence of a commitment to replacing or updating the fleet to be used during the contract. The fleet used must have annual approval of the school district. Failure to procure or maintain such equipment after contract award shall be sufficient cause for the cancellation of the contract and surrender of the performance bond, if any. Procurement shall mean that all necessary vehicles shall be in the physical possession of the Contractor, duly registered, and having all necessary safety equipment installed, as prescribed by the state registry of motor vehicles.

h. Written reports of conditions of buses, as determined at the time of inspection, shall be presented to the Superintendent or designee in charge of transportation no later than ten (10) days following the date of inspection.

i. The school district reserves the right to require a certificate at any time from a garage of its choosing that the buses under contract are in good order with respect to brakes, lights, horn, mufflers, steering gear, windshield cleaners, doors, tires, windows, bodies, and any other safety related items.

j. The successful bidder will maintain a staff of at least one (1) full-time mechanic who will work in the local terminal garage facility and fueling station. The mechanic may be shared with other school districts.

k. In carrying out the performance of the contract, the bidder shall guarantee a ten percent

(10%) reserve fleet (spare vehicles), with a minimum of one (1) vehicle, housed at the terminal, at no cost to the school district. Such fleet shall comply with all provisions of the specifications.

l. The total number of buses required under this contract requires adequate spare buses plus two (2) buses required for after-school activities and field trips.

m. The school district expressly reserves the right to acquire transportation for field trips and/or other school activities from sources other than the Contractor, as the school district may determine at its sole discretion.

n. All vehicles utilized during the term of this contract shall meet or exceed any and all State or Federal requirements for emission standards for heavy-duty highway diesel engines and vehicles.

o. There shall be no idling of school buses on school grounds in excess of 1 minute.

p. Any bus or other vehicle utilized to replace an “on road” breakdown must be capable of reaching the vehicle within fifteen (15) minutes of notification.

4.13 Change in Vehicle Capacity, Number of Vehicles, Number of Routes -

4.13.1 - Capacity - Should the district, in its sole discretion, determine that its routes cannot be served adequately and in a timely manner by four (4) 48 passenger buses, but it can be served by an equal number or fewer buses of different capacities, Contractor agrees upon reasonable notice to substitute different capacity buses for its existing buses at no additional cost to the district.

4.13.2 - Addition of Vehicles - In the event the school district should determine in its sole discretion that a change in population, in route or any other situation requires the addition of another school bus (whether a 48, 65, 71, 77, or 84 passenger bus), same shall be provided by the Contractor and the district shall pay for the same at not more than the per diem price specified in the Bid Sheet multiplied by the number of days that the additional bus is so utilized. The vehicle and driver provided shall be subject to all of the terms hereof. If the Contractor fails to provide the necessary equipment, the district reserves the right to hire services and subtract the cost from its payment to the Contractor.

4.13.3 - Reduction in Number of Vehicles - In the event the district should in its sole discretion determine that a change in population, route or any other situation allows the reduction in the number of vehicles used hereunder, it may so notify the Contractor in writing. If such notice occurs prior to the opening of school in a given year, such reduction will operate to reduce the amount paid for the vehicle to zero for that year. If the reduction occurs during the school year, the Contractor will be paid on a per diem basis for all days on which the vehicle was used plus fifteen (15) additional days from the date of notice.

4.13.4 - Change in Routes Affecting Usage/Partial Reduction of Vehicles or Routes

4.13.4.1 In the event that the district in its sole discretion should determine that it no longer wishes to utilize the mid-day route, it may discontinue same upon written notice to the Contractor, and shall only be obligated to pay the per diem rate for the number of days which the route was driven.

4.13.4.2 In the event the district in its sole discretion should determine that it can utilize fewer than three (3) buses in the morning than in the afternoon, or vice versa, the amount paid per day by the school district for each vehicle so used shall be reduced by thirty-five

(35%) percent. For example, if the normal per diem cost per bus were $250 per day, and the school district were to determine that it only required two (2) buses for the morning but still needed four (4) for the afternoon, the cost of the bus used only in the afternoon would be 65% of $250, or $162.50 per day, not $250 per day as if it were used for the entire day.

4.14 The School Committee reserves the right, during the term of this agreement, to adopt a policy regarding advertising outside or inside of the school buses utilized in the performance of this contract. The successful Contractor shall cooperate with the school district in the implementation of such policy. Any revenue generated as a result of such policy will accrue to and benefit the school district. The Contractor shall be reimbursed for any reasonable costs associated with the implementation of such policy, provided that such reimbursement shall not exceed ten percent (10%) of the total revenue generated as a result of this policy.

4.15 The Contractor shall at its own expense supply and ensure that all vehicles used under this contract have all equipment required by State or Federal law or regulation which may not be specifically listed in these specifications or which may be required in the future under such

State or Federal laws or regulations.

4.16 The Contractor agrees to comply with the school’s Emergency Evacuation Plan, which may require the evacuation of district students from the school buildings or environs. Total enrollment within the district is currently approximately one hundred fifty-seven (157) students. In addition, a staff member may be assigned to each vehicle. The Contractor will establish a plan acceptable to the school district to obtain adequate vehicles and drivers on short notice to evacuate students from the school at which they were dropped off or the emergency assembly site. Should the school district elect to evacuate students, either for an actual emergency or drill, the cost shall be the cost per hour per vehicle, not to exceed $40 per hour per vehicle.

5. OPERATORS

5.1 The Contractor(s) shall furnish fully and properly licensed drivers to operate any vehicles used in carrying out the transportation services under the terms of this contract; including spare drivers.

5.2 A list of all persons to be assigned as regular or substitute drives must be submitted, and be acceptable, to the Superintendent or designee, by not later than August 15 of each year. The list of drivers shall include: (a) a copy of each listed individual's driving record, as required by Massachusetts law; (b) a copy of each listed individual's driving record; (c) formal authorization, executed on a form to be provided by the school district, by any prospective driver for use by the district in submitting a request to the appropriate agency of the

Commonwealth of Massachusetts for a Criminal Offenders Records information (CORI) check and a Sex Offender Records Information (SORI) check on said prospective driver;

and (d) evidence of the driver’s having completed and authorized submittal to the school district of a national fingerprint background check, as required by the 2013 amendments to

MGL c. 71 § 38R, and on such terms as may be established by the Commonwealth of

Massachusetts, any and all costs associated with which being paid by the driver or the vendor. Satisfactory completion of all these requirements shall be a necessary condition of the driver’s operating any vehicle transporting district students. The bidder shall also supply the same documentation for all personnel, including management staff, mechanics, and any replacement drivers prior to the start of their employment under the district’s contract with the bidder.

5.3 The School Committee reserves the right to accept or reject any and all drivers, if it is deemed in the best interest of the school district to do so. Further, the School Committee reserves the right to require any operator to submit to a physical examination at any time, at the sole cost to the Contractor, by a doctor of medicine selected by the School Committee.

5.4 The bidder agrees to comply with rules, regulations, and requirements of Chapter 90, Section

8A, General Laws of Massachusetts, and amendments thereto, with respect to the licensing of school bus operators, which statutes indicate in part the “Applications for a license to be a school bus operator may be made by any person who shall have attained the age of eighteen (18) years and who shall have been a duly licensed motor vehicle operator for a period of three (3) continuous years prior to his application; but before such a person shall be licensed, the Registrar shall be satisfied that he is of good moral character and has successfully completed a driving test, a visual test, and a physical examination by a licensed physician within a three (3) month period of the date of his application in conformity with such minimum physical qualification as shall be determined by the Registrar.”

5.5 The school district reserves the right to request a change or removal of driver at an time with or without cause. The Contractor shall be obligated to comply within twenty-four

(24) hours of notice being provided by the Superintendent or designee. The temporary or permanent removal of drivers from the Contractor’s roster of drivers shall not relieve the

Contractor of its responsibility to fulfill all the terms of the contract.

5.6 The bidder shall see that all drivers have on file with the bidder a report, made by a registered physician, that they are of sound physical condition and capable of performing the duties of a school bus driver. The physical examination certificate must be submitted once a year, as required by law. In addition to annual physicals, all drivers shall have a tuberculosis test or chest x-ray each three-year period and such report is also filed.

5.7 As it is the intent of the School Committee to have the Contractor provide professional drivers, evidence of the safety program used to meet the RMV requirements of eight (8) hours of “in-service” training per driver per year must be provided annually. This program shall be in compliance with all state and local transportation requirements. Such training sessions are to be scheduled throughout the year, as it is not in the best interest of the schools or their students to have all the training hours provided in one or two lengthy sessions. Any other safety/training programs, which the bidder uses, (not necessarily limited to drivers) should also be included with the bid package.

5.8 Bidders must provide evidence that they have in place and are in compliance with all requirements for drug and alcohol testing, in accordance with the Federal Highway

Administration regulations regarding Commercial Driver's License. The description of this program should list company policies regarding substance abuse and company procedures on drug testing.

5.9 Drivers shall not be permitted to carry any person other than a school employee while carrying pupils, unless, such person is authorized by the Superintendent or designee.

5.10 There will be no smoking or chewing of tobacco by drivers on vehicles while transporting children to and from school, during waiting time periods, or during any other school-sponsored trips or on school property. Drivers shall not use profanity or vulgar words or gestures, whether directed to students or to others.

5.11 Drivers must comply with all policies set forth by the School Committee covering the conduct of pupils on the bus. School students disobeying instructions from the driver shall be reported to the school Principal for possible disciplinary action.

5.12 Contractor agrees, if required by the school district, that all drivers and substitute drivers will be trained in First Aid, CPR, Seizure, Assertive Discipline, Chapter 51A procedures

[Child Abuse/Neglect], Restraint Training, Allergic Reaction and/or administration of “Epi-

Pens”. The cost of such training shall be borne by the Contractor.

5.13 Drivers shall not leave a bus unattended when children are on the bus. In an emergency, the driver’s first concern shall be for the safety of the children.

5.14 The Contractor will be responsible for conducting School Bus Safety Drills and School-

Based Demonstrations as required by Massachusetts Law at no cost to the school district.

Scheduled times will be coordinated with the Superintendent or designee.

5.15 The Contractor must certify that bus safety instruction has been provided for all bus drivers at least twice per year.

5.16 The bidder shall not alter any bus stop or change the direction of any route without prior written approval of the Superintendent or designee.

5.17 ACCIDENTS: Each and every accident will be reported by the driver to the Contractor within twenty-four (24) hours after its occurrence thereafter, and the Contractor will immediately notify the proper school authorities. In all such cases, this report is to be rendered orally to the school authorities as soon as possible and no later than twenty-four

(24) hours after the accident. In cases of bodily injury, the Contractor must file a written report with the appropriate school official within twenty-four (24) hours.

5.18 UNAVOIDABLE DELAYS: In the event of unavoidable delays or other circumstances, which interfere with the proper performance of a scheduled trip, the Contractor must report to school authorities as soon as possible.

5.19 In the interest of continuity, all bidders must agree to offer employment to the current drivers who meet those qualifications as outlined in Section 5 of these specifications and the current dispatcher.

5.20 To the maximum extent possible, the same drivers shall be assigned to both the morning and afternoon routes. Regular drivers shall not be allowed to perform field or other trips if it interferes with their regular morning or afternoon schedule.

5.21 SUBSTITUTE DRIVERS: The Contractor shall provide an adequate number of substitute bus drivers who shall be familiar with the routes to the maximum extent possible.

5.22 Should the school district require it, drivers shall be responsible for checking bus passes and only transporting those students who are authorized to ride.

6. OPERATIONS

6.1 All buses shall be cleaned by sweeping or vacuum cleaning daily and will be maintained free of noxious odors and poisonous gases at all times.

6.2 During school vacation periods, all buses will be thoroughly cleaned inside and outside, including all windows, weather conditions permitting. Under no conditions shall buses be operated when the operator’s vision is impaired by conditions of the glass surface and the safety of school children would be in jeopardy.

6.3 The schedule of route operation shall be maintained in such a manner that students shall be picked up no earlier than forty-five (45) minutes before school starts and reach the school no earlier than fifteen (15) minutes before classes begin. Buses shall be scheduled to arrive no later than five (5) minutes before the scheduled dismissal times. No bus shall leave the school until all students are boarded.

6.4 The Contractor should be given notice of school cancellation or delay due to inclement weather by 6:00 am. In the event of a change in opening or closing of school due to unusual circumstances, the Contractor will be given reasonable notice and will respond to the need as soon as possible.

6.5 The operator shall maintain order on the school bus. School children who disobey instructions of the operator will be reported to the school principal for disciplinary action, according to School Committee policy. In the case of vandalism to school buses, all attempts will be made to identify the perpetrator. In no case shall the school district assume responsibility for such acts.

6.6 SUBCONTRACTING: It is understood, agreed upon, and made a part hereof and shall be part of the contract entered into between the School Committee and the successful bidder (s) that said contract shall not be assigned nor assignable, by way of subcontract or otherwise, without prior written approval of the School Committee.

6.7 It shall be the responsibility of the operator to assure that the safety of school children is not jeopardized during boarding and disembarking. The bus shall remain stationary until all children have safely crossed the street.

6.8 Operators shall report complaints by school children or parents of school children to the school principal promptly. Nothing herein shall prevent a driver from taking necessary precautions for any action by a child, which could cause bodily harm or damage to property.

6.9 Flashing red signal lights clearly visible shall be used and be in operation whenever students are boarding or disembarking the stopped vehicle.

6.10 The school district shall have the sole authority to make such changes deemed necessary in adjusting the number of buses, assignment of pupils, groups or routes, time and dates, or any matter affecting the specific individual needs of children.

6.11 At the discretion of the school district, the district reserves the right, but does not assume the obligation, to develop routes and scheduling independent of the Contractor for implementation by the Contractor.

6.12 Routing will conform to school district policy for student time on vehicles, but will maximize student loading in order to minimize the number of vehicles required. Each vehicle will carry the maximum number of students possible to minimize the number of routes and vehicles required, in order to provide safe and efficient transportation of students.

6.13 To the maximum extent possible, all student loading shall be “right side” in order to minimize students crossing street. Other than “right side” shall only be with prior school district approval.

6.14 Routes shall be developed in conjunction with school district requirements and provided to school administrators at least two (2) weeks prior to the start of the school year.

6.15 Students shall be dropped off only at their home/residence or assigned bus stop unless otherwise approved by the school district.

7. INDEMNIFICATION AND INSURANCE

7.1 The Contractor shall hold harmless and indemnify the Town of Richmond, the school district, its officers, employees, and agents from and against all liability, damage, loss, claims, demands, and actions of any nature whatsoever, including the cost of defending any action, which arise out of or are connected with, or are claimed to arise out of or be connected with any of the transportation services provided to the school district under any said contract or contracts. The foregoing provision shall not be deemed to be released, waived, or modified by reason of any insurance provided by the Contractor there under.

7.2 The Contractor shall maintain in effect insurance coverage with accompanies licensed in

Massachusetts and approved by the State Insurance Commissioner. Self-insurance is not allowed or acceptable.

7.3 The successful bidder must furnish certificates of insurance with a thirty (30) day cancellation clause to the school district within thirty (30) business days after the notice of acceptance of its bid is given or mailed by school district. The contract will not be signed on behalf of the School Committee nor shall it be valid unless the certificate of insurance has been delivered to and approved by the Superintendent or designee. The types and minimum amounts of insurance shall be:

● Workers’ Compensation - Per state requirements

● Auto Liability o $5,000,000 CSL with $5,000,000 excess coverage (Umbrella)

● Uninsured Motorist

○ $500,000 each person

○ $1,000,000 each accident

● Under Insured

○ $500,000 each person

○ $1,000,000 each accident

● Commercial General Liability

○ $5,000,000 each occurrence

○ $5,000,000 each aggregate

The preceding rates and limitation may be reduced or revised at the sole discretion of the school district.

A. All bidders shall submit a Certificate of Insurance, as outlined, for the first year of the contract as part of this bid. This certificate shall be returned to unsuccessful bidders after the bid award.

B. By August 15 of each year, of this contract the Contractor will furnish a copy of its insurance for the payment of compensation and the furnishing of other benefits under

Chapter 152 of the General Laws (Workers’ Compensation Law) or equal insurance to all persons to be employed under this contract and shall continue such insurance during the term of this contract. Failure to provide and continue such insurance as aforesaid shall be deemed a material breach of this contract and shall be cause of immediate termination.

C. The certificate of insurance submitted by the bidder shall contain the following language: “No cancellation of or change of or revision in the insurance by the Insurer or the insured, the existence of which insurance is evidenced by this certificate shall be valid unless written notice thereof is delivered to the Office of the Superintendent, Richmond Consolidated School, 1831 State Road, Richmond, MA 01254 at least fifteen (15) days prior to the intended date of cancellation, change or revision, by mail, postage prepaid, and evidenced by a return receipt, or the insurance is cancelled, the contract is null and void.”

D. Within thirty days (30) business days after notice of acceptance of proposal is given or mailed by the school district to the successful bidder, the Contractor shall deposit with the school district, certificates from the insurer to the effect that the insurance policies required in the above section have been issued to the Contractor. The certificates must be satisfactory to the School district.

E. The Contractor must file with the Superintendent or designee a copy of these policies by August 15 of each school year during the contract period.

F. The bidder’s accident record for the previous three (3) ears must be prepared by the bidder’s insurance carrier and submitted with the bid.

8. PRICE BASIS

8.1 The contract prices shall include (1) the cost of fuel, (2) garaging, (3) oil, (4) grease, (5) repairs

(6) wages, (7) and benefits of drives, (8) taxes, (9) fees, (10) licenses, (11) certificates, (12) insurance costs, (13) and such other charges as are needed in connection with the contract work and to keep the school bus properly equipped and in good operating condition.

8.2 Price bids will be accepted by the School Committee as firm prices.

9. AUTHORITY FOR ADJUSTMENTS

9.1 A scheduled trip may be cancelled by Superintendent or designee by notifying the Contractor orally or in writing as soon as possible on or before the day on which the particular trip is scheduled. There shall be no charge for trips cancelled.

9.2 If a scheduled trip is cancelled with less than one (1) hour notice, the Contractor shall be paid one (1) hour of driver time at their actual driver rate plus prorated actual fringe benefit cost.

9.3 The Superintendent or designee shall have the authority to make such changes as they deems necessary in the number of buses, assignment of pupils, groups, or routes, times and dates, or any matter affecting the specific individual needs of children. Any cost increases or decreases will be prorated according to the vehicle rate in effect at that time.

10. EVIDENCE OF ABILITY TO PERFORM

10.1 It is the intent of the School Committee not to award a contract to any bidder who does not furnish satisfactory evidence that it:

● Has ability and experience in school bus transportation

● Has sufficient capital to perform this contract

● Has available buses meeting the requirements listed herein, and

● Employs duly licensed and trained drivers to enable it to perform the work to the satisfaction of the school district.

10.2 It is stipulated by the school district that the current Contractor has demonstrated its ability and experience in school bus transportation to meet this requirement.

10.3 Bidders will be required to further submit the following pertinent information:

A. Each bidder shall include with the bid documents a reference list, recording all contracts held in Massachusetts or any other New England state and the name and address of the contact person. In order to be considered responsive and responsible, each bidder must provide evidence of at least one (1) holding school transportation contracts in Massachusetts for a minimum of five (5) years. No bid submittal shall be accepted from any bidder who has defaulted on or had a Massachusetts contract terminated for cause in the past five (5) years.

B. Letters of reference must be provided with this bid from a minimum of two (2) previous contracts and from a minimum of one (1) current public-school contracts.

C. Accident records for the previous three (3) years shall be prepared by the insurance carrier for the bidder and submitted with the bid.

D. The school district reserves the right to investigate the performance of any and all bidders. Furthermore, the bidder specifically agrees to hold harmless both the school district and/or its designee for the solicitation or acquisition of any and all information gained through this investigation process. The bidder further waives any right to privacy, or disclosure by any party, relative to disclosure of any information provided as part of this investigatory process. The bidder shall be provided with copies of any and all information received.

E. A statement outlining the proposed fuel supply method to be used in the performance of the contract, including bulk fuel storage facility and permit, if applicable, shall be provided with this bid.

F. The housing of vehicles within five (5) miles of the school district shall also apply to fuel storage facilities.

G. The total number of Contractor and/or public prosecutor-initiated complaints of drug and/or alcohol abuse against bidder operators during the previous three (3) years and disposition of same.

H. The school district reserves the right to investigate the financial responsibility of any and all bidders to determine what assurance the school district may have of bidder performance and subsequent service. It further reserves the right to withhold the awarding of any contract under its jurisdiction when the bidder is unable to furnish completion of a project in accordance with the prescribed requirements, specifications and conditions of these bid documents.

I. Certification of Tax Compliance pursuant to MGL c 62, Section 49A.

J. Security Deposits - Security deposits in the amount of $5,000 will be required in the form of a bid bond, certified check or cashier's check issued by a responsible bank, or trust company, payable to Richmond Consolidated School. Security Deposits will be returned to the unsuccessful bidders upon award of the contract(s) to the successful bidder(s). The security deposit of the successful bidder(s) shall be returned upon receipt of both a signed contract and performance bond, if required.

11. ASSUMPTION OF LOSS OR LIABILITY

11.1 The bidder agrees that it shall pay for or cause to be paid for all labor performed or furnished and all materials used or employed in the performance of the work under this contract.

11.2 Any school property damaged by the Contractor in carrying out the provisions of this contract shall be restored to its original condition by the Contractor, at its expense, and the materials and workmanship used must be first-class in every respect. In the event of the failure of Contractor to make such repairs promptly to the satisfaction of the school district, it may, at its discretion, direct that such repairs be made, that the cost of such repairs be charged against the Contractor, and that any sum of money due the Contractor be applied to meet the…