METCO Transportation BID FINAL 26-29~1.pdf

INVITATION FOR BID FOR

METCO TRANSPORTATION SERVICES

IFB #: 26-4

Bid Release Date: May 21, 2026

Submission Deadline: June 5, 2026

Bids Opened At: Lexington Public Schools 173 Bedford Street Lexington, MA 02420

Designated Contact:

Jillian Coene, Procurement

All contacts/inquiries should be emailed to:

jcoene@lexingtonma.org

METCO Student Transportation Services

IFB 26-4

May 21, 2026

Table of Contents Legal Notice………………………………………………………………………………..……….…..2

Section 1: General Information……………………………………………………………………….3

Lexington Public Schools Contacts for this Contract…………………………………………………...4

Section 2: Bid Documents……………………………………………………………………………...5

Section 3: How to Submit a Bid……………………………………………………………………….6

Bid Opening……………………………………………………………………………………………..9

Section 4: Bidder Requirements………………………………………………………………………9

Section 5: Award and Contract………………………………………………………………….…...11

Rules of Award…………………………………………………………………………………………11

Term…………………………………………………………………………………………………

Section 6: Project Specifications………………………………………………………………………13

Scope of Services………………………………………………………………………………………14

Additional Information on LPS Routes……………………………………………………………..27

Appendix A – LPS 2026-2027 METCO Route Information…………………………………………..27

Appendix B – Transportation Information…………………………………………..…………………29

Appendix C – Order of Arrival/Departure…………………………………………..…………………31

Attachment A – Draft LPS 2026-2027 School Calendar………………………………………………35

Attachment B – Prevailing Wage Sheet………………………………………………………………..36

Attachment C – Transportation Experience & Business Qualifications…………………………….37

Attachment D – Equipment Survey……………………………………………….……………………39

Attachment E – Equipment Acquisition Survey……………………………………….………………40

Form A – Cover Sheet……………………………………………………………………………….41

Form B – Price Quotation (Page 1)………………………………………………………………….42

Form C – References ………………………..………………………………………………………45

Form D – Certificate of Non-Collusion……………………………………………………………...46

Form E – Tax Compliance Certification……………………………………………………………..47

Form F – Certificate of Authority…………………………………………………………………...48

Form G – Disclosure of Lobbying Activities Form………………………………………………….49

Form H – Certification Regarding Debarment, Suspension, Ineligibility & Voluntary Exclusion…...50

Form I – Corporate/Partnership Form……………………………………………………………….…51

Form J – CORI Form…….…………………………………………………………….………………52

Form K – Fingerprinting Form……………………………………………………………….……54

Form L – Sample Contract for Services………………………………………………………………..55

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 1

Legal Notice

INVITATION FOR BID FOR

METCO STUDENT TRANSPORTATION SERVICES

Lexington Public Schools, the Awarding Authority, invites sealed bids for METCO Student Transportation Services. This bid will be released at 9:00 a.m. on May 20, 2026. All interested bidders can email jcoene@lexingtonma.org for all bid documents. All bid submissions are due on June 5, 2026. All bids will be publicly opened on Friday, June 5, 2026, at 10:00 a.m. in the School Committee Meeting Room. For questions, information, or bid documents contact Jillian Coene, Procurement Operations Manager, at jcoene@lexingtonma.org. Lexington Public Schools reserves the right to reject any or all bids in whole or in part and to make awards as may be determined to be in the best interest of Lexington Public Schools.

For questions, information, or bid documents contact Jillian Coene, Procurement Operations Manager, at jcoene@lexingtonma.org.

Key Dates/Times:

Item Date Time Location

Notice

May 21 + May 27, 2026 May 27, 2026 May 27, 2026 May 27, 2026

9:00AM

Lexington Observer Newspaper LPS Website Goods and Services Bulletin https://www.commbuys.com/bso

Release of Bid May 21, 2026 9:00AM Email jcoene@lexingtonma.org LPS Website: https://www.lexingtonma.org/ https://www.commbuys.com/bso

Questions Due May 27, 2026 4:00PM Email at jcoene@lexingtonma.org

Addenda and Amendments June 1, 2026 4:00PM LPS Website

Submittal Date June 5, 2026 10:00AM LPS Business Office 173 Bedford Street, Lexington, MA 02420

Bid Opening June 5, 2026

10:00AM LPS Business Office 173 Bedford Street, Lexington, MA 02420

Term August 16, 2026 – August 15, 2029 with two (2) One-Year Options

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Section 1: General Information

A. Overview

This is an Invitation for Bid (IFB) issued by the Lexington Public Schools (LPS) to secure the provision of METCO Student Bus Transportation Services for 3 years with an option of two additional one-year contract extensions, commencing August 16, 2026 through August 15, 2029, pursuant to the terms and conditions set forth in the Bid Terms and draft Contract below. The LPS requires regular school bus transportation to and from Lexington, MA and to and from Boston, MA as directed generally for each day that school is in session, late transportation from certain assigned schools as scheduled by the K-12 METCO Academic Director, in addition to special trips from time to time and a summer school program as directed by the K-12 METCO Academic Director.

The transportation of students to and from school(s) shall begin on the morning of the opening day of school and shall continue in accordance with the school calendar, or as otherwise directed by LPS. Summer school schedule will be given to the awarded vendor once plans are finalized for the summer program.

LPS is an equal opportunity employer, and encourages participation from certified minority and women-owned businesses in this IFB.

The LPS may cancel this IFB, or reject in whole or in part any and all proposals, if the LPS determines that cancellation or rejection serves the best interests of the LPS.

Bidders are asked to read over the bid package thoroughly, even if they have prior contract experience with LPS. Bidders shall fully inform themselves of all contract conditions. By filing a bid proposal, the bidders do thereby represent, under the pains and penalties of perjury, that they have so informed themselves and that they understand that maintenance of a timely schedule for transporting students to and from the designated schools is an essential condition of this contract.

C. Lexington Public Schools consists of 10 School Buildings. Below is a list and the contact information for each school building.

School Address City Phone #

Bowman Elementary School 9 Philip Road Lexington, MA 02421 781-861-2500

Bridge Elementary School 55 Middleby Road Lexington, MA 02421 781-861-2510

Clarke Middle School 17 Stedman Road Lexington, MA 02421 781-861-2450

Diamond Middle School 99 Hancock Street Lexington, MA 02420 781-861-2460

Estabrook Elementary School 117 Grove Street Lexington, MA 02420 781-861-2520

Fiske Elementary School 55 Adams Street Lexington, MA 02420 781-541-5001

Harrington Elementary School 328 Lowell Street Lexington, MA 02420 781-860-0012

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Hastings Elementary School 7 Crosby Road Lexington, MA 02421 781-860-5800

Lexington Children’s Place 20 Pelham Road Lexington, MA 02421 781-860-5823

Lexington High School 251 Waltham Street Lexington, MA 02420 781-861-2320

C. Lexington Public Schools’ Start and End times and Half Day Schedules:

School Start & End Time Monday-Thurs day

Half Day Start & End Time Every Friday and other assigned half day schedules per LPS 2026-2027 School Calendar

Lexington Children’s Place 9:00 a.m. – 2:30 p.m. 9:00 a.m. – 12:00 p.m.

Elementary Schools (6) 8:55 a.m. – 3:30 p.m. 8:55 a.m. – 12:30 p.m.

Middle Schools (2) 8:00 a.m. – 2:40 p.m. 8:00 a.m. – 11:30 a.m.

Lexington High School (1) 8:30 a.m. – 3:10 p.m. 8:30 a.m. – 12:00 p.m.

D. Lexington Public Schools Contacts for this Contract:

1. Jillian Coene – Procurement Executive Assistant jcoene@lexingtonma.org 781-861-2580 x 68062

2. Barbara Hamilton K-12 METCO Academic Director bhamilton@lexingtonma.org 781-861-2320 x69123

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 4 mailto:bhamilton@lexingtonma.org

Section 2: Bid Documents

A. Bid Documents:

Bid Documents will be made available beginning May 21, 2026, at 9:00 a.m. by the following means:

● Email Jillian Coene at jcoene@lexingtonma.org

● By phone request to Jillian Coene at 781-861-2580 x 68062

● LPS website at https://www.lexingtonma.org

● At Lexington Public Schools, 173 Bedford Street, Lexington MA 02420 (M-F 8:00am – 4:00pm).

●Posted on COMMBUYS (State of MA Contract Website) at https://www.commbuys.com/bso

● Bid documents will be emailed unless delivery via U.S Mail is specified by the requestor

● Bidders shall use complete sets of bidding documents in preparing bids. Lexington Public

Schools will not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of bidding documents

● LPS, in making copies of the bidding documents available, does so only for the purpose of obtaining bids on the work of this IFB, and does not expressly or impliedly confer a license or permission of any kind to any person for any other use thereof.

B. Addenda and Interpretation:

Prior to the opening of bids, no interpretation of the meaning of the bid document will be made to any bidder orally. Any apparent inconsistencies or any matter seeming to require explanation or interpretation in the IFB, or any questions, must be inquired into in writing and addressed to Jillian Coene via email at jcoene@lexingtonma.org. No requests will be accepted beyond May 27, 2026, at 4:00 p.m. Written addenda will be emailed to all parties who, according to LPS records, have obtained or requested bidding documents and have furnished an email address for such purposes.

Absence of “failure” message electronically transmitted from addressee’s email address will serve as confirmation of delivery of addenda.

Copies of addenda will be made available for inspection at all locations where bidding documents are on file for that purpose and will be posted on LPS Website: https://www.lexingtonma.org.

Each bidder shall be responsible for determining that it has received all addenda issued and shall acknowledge receipt of all addenda on its Cover Sheet, and failure of any bidder to receive any addenda shall not relieve such bidder from any obligation under its bid as submitted. All addenda so issued shall become part of the bidding documents.

All addenda will be posted by June 1, 2026 by 4:00 p.m. Bidders should contact Jillian Coene via email (jcoene@lexingtonma.org) or phone (781-861-2580 x68062) if they believe an addendum has not been received. The LPS will not be responsible for, and no bidder may rely upon or use as the basis of a claim against LPS, any information, explanation or interpretation for the bidding documents rendered in any fashion except as herein provided.

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Section 3: How to Submit A Bid

A. Bid Submittal

Every bid must be submitted on the prescribed bid forms, copies of which are included with the bidding documents. The bid prices for each item must be submitted on the Price Quotation Sheets.

The bid, which must include the Price Quotation Sheets along with all other required documents must be enclosed in a sealed envelope with the following plainly marked on the outside:

“BID FOR METCO STUDENT BUS TRANSPORTATION SERVICES – BID #26-4”

The bidder shall enclose its sealed bid in an outer envelope addressed as follows:

FROM: (Bidder’s name and business address) METCO Student Bus Transportation Services BID #26-4

TO: Lexington Public Schools Jillian Coene, Procurement 173 Bedford Street, Lexington MA 02420

The bid shall state the legal name of the bidder and shall be signed in ink by a person or persons legally authorized to bind the bidder to the contract, as follows: (1) if the bidder is an individual, by him/her personally; (2) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and (3) if the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed. The name and the title of the person or persons signing the bid shall be typed or printed below the signature(s).

To ensure the faithful fulfillment of its terms, each bid shall be accompanied by a bid deposit in the following form: a bid bond in the amount of 5% of the cost of the first year of the contract. Should any bidder to whom an award is made fail to enter into a written contract within ten (10) business days after receiving written notification of such an award or fail to furnish a Performance Bond within the time prescribed later in this IFB, the amount so received from the bidder as a bid deposit shall become the property of the Town of the LPS, as liquidated damages for such failure. Within fifteen (15) business days of the award of the contract, bid deposits will be returned to the unsuccessful bidders. The bid deposit of the successful bidder shall be returned upon receipt of both a signed contract and a Performance Bond

B. Fax/Electronic Bid Submittal

Bids sent by fax or electronic means are not acceptable and will be rejected upon receipt. Bidders will be expected to allow adequate time for delivery of their bid either by air freight, postal service, or other means.

C. Receipt of Bids

All bidders are cautioned to allow ample time for transmittal of bids. Bidders are solely responsible for delivery to and receipt by the LPS of bids by the bid deadline. Bids received

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 6 after the specified time will not be accepted or recognized. The time of receipt will determine the acceptability of mailed bids, regardless of postmark.

Any bid may be withdrawn by the bidder or its duly authorized representative by written notice received by the LPS at the address for receipt of bids specified in the Invitation for Bids prior to the time scheduled for the opening of such bids or authorized postponement thereof. No bid may be withdrawn for thirty (30) business days after the opening of general bids. All bid prices submitted in response to this IFB must remain firm for thirty (30) days following the bid opening.

D. Compliance with Invitation for Bid

Bidders must comply with all requirements of this IFB in order to be eligible for contract award.

LPS reserves the right to reject any or all bids if it is in the public interest to do so.

Every bid which does not conform to statutory requirements, or which is on a form not completely filled in, or which is incomplete, conditional or obscure, or which contains any addition not called for, shall be considered invalid and LPS shall reject any such bid.

In addition, LPS may consider informal and may reject any bid which is not prepared and submitted in accordance with all requirements of the bidding documents, or which contains erasures, alterations, additions, errors or irregularities of any kind, or which contains proposed prices for any class or item of work which are, in the judgement of LPS, substantially less or more than the actual cost to complete the work; provided, however, that LPS reserves the right to waive any and all minor informalities or non-statutory requirements.

Subject to the foregoing, if the bid forms, specifications, or any other bid documents require submission of special information or data to accompany bids, and any bidder neglects to furnish such information or data with its bid, LPS may reject the bid of such bidder as incomplete;

provided, however, that LPS reserves the right to deem any such omission which is not an omission of substance as an informality for which such bid will not be rejected, and to subsequently receive such information or data prior to award of the contract.

E. Required Bid Documents

All bids are required to contain the following forms fully completed and signed (if applicable):

1. Cover Sheet (Form A)

2. Price Quotation Sheets (Form B)

3. References (Form C)

4. Non-Collusion Affidavit (Form D)

5. Tax Compliance Certification (Form E)

6. Certificate of Authority (Form F)

7. Disclosure of Lobbying Activities Form (Form G)

8. Certificate Regarding Debarment, Suspension, etc. (Form H)

9. Corporate/Partnership Form (Form I)

10. CORI Acknowledgement Form (Form J)

11. Fingerprinting Form (Form K)

12. Transportation Experience and Business Qualifications (Attachment C)

13. Equipment Survey (Attachment D)

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14. Equipment Acquisition Survey (Attachment E)

F. Review of Application

LPS may make any investigation it deems necessary to determine the ability of each bidder to perform the work and to comply with the bid and contract terms; each bidder shall furnish LPS with any and all information and data requested for this purpose within three (3) business days after LPS requests such information and data. This time period may be extended at the sole discretion of LPS.

G. Modifications to Bids

A bidder may correct, modify, or withdraw a bid by written notice received by LPS not later than the close of business on the day before the bid opening (i.e, by June 4, 2026, at 4:00 p.m.). Bid modifications must be submitted in a sealed envelope clearly labeled “Modification No. __.” Each modification must be numbered in sequence, must reference the original IFB and must be signed by the same person who signed the Bid Price Quotation Spreadsheet, or their surrogate so authorized in writing.

After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interests of LPS or fair competition as determined by LPS.

H. Bid Forms

Each bidder shall fill in all the blank spaces in its bid proposal and show the true total cost of each item of transportation.

The bid price and signature of each person signing on behalf of the bidder shall be in ink and in longhand. No oral proposals or modifications of bids shall be considered. A bidder may correct, modify, or withdraw a bid by written notice received by Lexington Public Schools, 173 Bedford Street, Lexington, MA 02420, prior to tJune 4, 2026, at 4:00 p.m.. After the bid opening, a bidder may not change the price or any other provision of the bid in a manner prejudicial to the interests of LPS or fair competition.

Each and every bid price shall be indicated in ink both in language and in numerals. If there appears to be any discrepancy between these two figures, the price indicated in language shall prevail.

I. Bid Opening

Sealed bids will be accepted at Lexington Public Schools, 173 Bedford Street, Lexington, MA 02420 until 10:00 a.m. as read on the clock in the mailroom on June 5, 2026. Bids will be opened publicly at the place and time stated in the IFB or at an authorized postponement time.

Bidders or their authorized representatives are invited to submit their bid. Bids will be made available for inspection on-site for a reasonable period of time after all bids are opened.

If at the time of the scheduled bid opening, the designated site is unavailable due to circumstances beyond the control of the LPS, the bid opening will be automatically postponed (with or without notice to potential bidders) until 10:00 a.m. at the same location on the next normal business day that the designated site is available.

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 8

Section 4: Bidder Requirements

A. Performance Capabilities

Bidders must be capable of providing the specified services on schedule and provide any support services in a professional and workmanlike manner. Time of performance is critical to this IFB.

Bidders must reassure LPS of their capacity to perform within the timeframe set out in this IFB.

B. Qualification of Bidder

In order to be considered for the award of this bid, bidders must demonstrate competency in the business of providing the services specified in this IFB by conformance with the following criteria:

1. Bidder must have a verified experience record acceptable to the LPS, including having successfully performed similar scope of work as is proposed for at least one other school district.

2. Bidder must not have defaulted on or failed to perform any contract within the last three (3) years.

3. Bidder must receive favorable ratings or reviews from references.

4. Bidder must be registered to do business in Massachusetts.

5. Bidder must hold all applicable State and Federal permits, licenses and approvals.

LPS may make such investigations as it deems necessary to determine the ability of the bidder to supply the necessary equipment, and the bidder shall furnish to LPS all such information and data for this purpose as the LPS may request. LPS reserves the right to reject any bid if the evidence submitted by, or the investigation of, such bidder, or the LPS’s own experience with such bidder, fails to satisfy the LPS that such bidder is properly qualified to carry out the obligation of the Contract by supplying the equipment and services contemplated therein. Conditional or qualified bids will not be accepted.

C. References

Bidders must provide at least three references of schools where student transportation was performed in the past three (3) years. Any omission may be considered grounds to invalidate the proposer’s bid. Use the form marked “REFERENCES” in this bid (form D) and provide the following information for each reference:

1. Contact Person

2. School Name

3. Street

4. City, State, Zip

5. Email Address

6. Phone Number

In addition, bidders must provide a list of all public school districts that they have provided transportation for at any point in the past fifteen (15) years. The LPS reserves the right to contact representatives of these districts in order to further evaluate the bidder’s skill, ability, Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 9 and integrity.

Legal and Financial Standing

● Each bidder organized under the laws of the Commonwealth of Massachusetts may be required to submit a Certificate of Good Standing certified by the Massachusetts Department of Revenue. Each bidder organized outside of the Commonwealth of Massachusetts may be required to submit a Certificate of Legal Existence or a Certificate of Good Standing, both certified by an officer or agency properly authorized in the state in which such bidder is organized, or a Certificate of Authority, certified by the Secretary of the Commonwealth of Massachusetts.

● Each bidder may also be required to submit its two most recent audited annual financial statements, for review by LPS to substantiate financial standing. If LPS requests such information, the vendor shall make such statements available within three days. The financial statements will not be considered public information. Financial description of corporate indebtedness. LPS reserves the right to request of any bidder any additional financial information.

Business Experience and Ability to Perform

● Each bidder shall submit with its bid the Transportation Experience & Business Qualifications (Attachment 3) indicating school or other transportation experience, with the names of towns previously or currently served, the dates involved, and the scope of services performed. The Successful Bidder must have a record of recent previous successful experience in public passenger transportation either through school bus service, or other service which exemplifies the ability of the vendor to successfully provide quality service under this contract. LPS reserves the right to consider past quality of service under contracts with LPS or other contracts, references, and/or other indications of past performance as evidence of the bidder’s ability to perform.

● Each bid shall contain a detailed description of the buses or vehicles (Attachment D – Equipment Survey) to be furnished, including the year of manufacture, present mileage, make of chassis, make of body, seating capacity, present condition, and safety features. LPS reserves the right to inspect such vehicles proposed for use under this contract, without prior notice, before it awards this contract to any bidder.

● In the event a bidder intends to lease or otherwise contract for vehicles to meet the transportation requirements under this contract, the bidder shall submit to LPS, with its bid (Attachment E – Equipment Acquisition Survey Form), the name(s) of such person(s) or firm(s) from which it proposes to secure such vehicles, and LPS reserves the right to reject such proposed person(s) or firm(s) from use by the bidder. Each bidder proposing to lease or otherwise contract for vehicles shall also supply LPS with the descriptive information listed in the preceding paragraph for each vehicle the bidder proposes to lease.

● Each bidder shall submit with its bid a complete list of any and all vehicular accidents in which it was involved, in any way, during the three-year period immediately preceding the date of this bid. Such a list shall be prepared by and on the stationery of its insurance carrier, or on the bidder’s letterhead provided such a letter is notarized and can be confirmed by the named insurance carrier. In addition, each bidder shall provide a letter from its insurance carrier stating whether the bidder’s liability insurance is subject to a credit or debit modification.

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Section 5: Award and Contract

A. Rule of Award

A Contract will be awarded to the lowest responsible and responsive bidder, as solely determined by the LPS. Such bidder shall have complied with the minimum requirements of this bid invitation and possess the skill, ability, and integrity necessary for the faithful performance of the work and comply with all applicable provisions of law.

The term “lowest responsible and responsive bidder,” as defined by MGL 30B, shall mean the bidder whose bid is the lowest of those bidders possessing the skill, ability, and integrity necessary for the faithful performance of the work, as determined by the Lexington Public Schools. In the event of a tie, LPS will flip a coin assigned “heads” to the bidder whose company name is alphabetically first. Lowest price shall mean the lowest price for the entire time of performance under the contract for three years.

LPS reserves the right to reject any and all bids as may be determined to be in the best interest of the school district.

LPS shall not enter into the contract for transportation services described herein unless funds are available for the first fiscal year at the time of contracting. Payment and performance obligations for succeeding fiscal years shall depend on the availability and appropriation of funds.

B. Selection Process

As stated above, LPS intends to award this contract to the lowest responsible and responsive bidder. The bidder must properly document all forms attached within the bid package. LPS shall evaluate responsiveness and responsibility as necessary criteria to award a contract to the bidder with the lowest price offered. LPS shall determine the lowest cost of the METCO Regular Transportation Services Price Quotation, defined as the lowest sum of regular bus transportation for LPS for the three-year period of the contract. LPS shall consider such factors as company experience, quality of buses, and financial strength in determining whether a bidder is qualified and responsible.

C. Timeframe for Award

Award of the Contract will be made within sixty (60) business days after the opening of bids. All proposal prices submitted in response to this IFB must remain firm for sixty (60) days following the bid opening or until a Contract is executed, whichever occurs first.

D. Evaluation Criteria

After the opening of the bids, LPS will award the contract to the lowest bid from a responsive and responsible bidder, as defined by MGL 30B. Every bid that is incomplete, conditional, or obscure shall be considered invalid and the LPS shall reject any such bid.

E. Reserved Rights

As it serves the interests of the LPS, the LPS reserves the right to:

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 11

1. Cancel this IFB at any time, with or without notice to prospective bidders. Reasonable efforts will be made to give timely notice.

2. Accept or reject, in whole or in part, any and all bids as permitted by law.

3. Waive or adjust non-statutory bid requirements before or after bids are opened, while also being nonprejudicial to the interests of fair competition.

F. LPS Contact Person

The contact person for LPS relating to any METCO Transportation related business operations is:

Barbara Hamilton, K-12 Metco Academic Director

781-861-2320 x69123 G. Contract

The successful bidder will be notified in writing, by mail or otherwise, that its bid has been accepted and that it has been awarded the Contract. The successful bidder shall enter into a Contract for Services within ten (10) days after presentation of the Contract to the bidder or notice to the bidder that the Contract is ready for execution. The LPS shall have no obligation whatsoever to the successful bidder until such Contract is executed.

H. Term

The term of this agreement will be from August 16, 2026 – August 15, 2029 with two (2) one-year options.

I. Competitiveness and Integrity

The LPS has assigned control of this bid process to the LPS Finance and Operations Office to prevent biased evaluations and to preserve the competitiveness and integrity of such efforts.

Bidders are to direct all communications regarding this IFB to the LPS Finance and Operations Office, unless otherwise specifically noted. Attempts by bidders to circumvent this requirement will be viewed negatively and may result in rejection of that bid. The LPS Finance and Operations Office may refer communications to other parties for clarification.

J. Invoicing and Payments The successful bidder must direct all invoices to:

Barbara Hamilton K-12 Metco Academic Director

781-861-2320 x69123

K. Warranty

The successful bidder shall provide warranties to the Town as more fully described in the Contract attached hereto.

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Section 6: Project Specifications

A. General Project Description

Regular school transportation shall entail prompt conveyance from Boston to the assigned Lexington Public School buildings each morning, in time for the beginning of the school day, and conveyance from the assigned school(s) to Boston at the end of each afternoon that school is held. The number of routes may vary year to year based on enrollment actuals. Late transportation shall entail one or more trips per school day from Lexington High School to Boston in the late afternoon or early evening, on days designated by the LPS. LPS may discontinue or suspend this service at any time. Bus transportation will also be needed for a yearly Summer Program for a limited number of students. Special trips are occasional evening or day services, transporting parents and/or students from Boston to special activities in the district (e.g. PTA meetings, student performances, dinners), or from the district to special activities in Boston (e.g. museum visits, concerts, meetings). Scheduled occasionally, special trips usually have one pick-up point, one destination, and a return trip after the activity. The transportation of students to and from school(s) shall begin on the morning of the opening day of school and shall continue in accordance with the school calendar, or as otherwise directed by LPS.

Special Note: All Lexington Public Schools Elementary School Buildings have half days on Fridays for the entire school year.

B. Scope of Services

● Keep fully informed of and assume responsibility for implementing any changes in state, federal or municipal laws, ordinances, rules and regulations regarding transportation that may occur during the term of this contract.

● Assume the defense of and indemnify and save harmless Town of Lexington, Lexington, Massachusetts, acting through Lexington Public Schools, the Awarding Authority from all claims relating to labor performed or furnished and equipment used or employed for the work, arising from injuries to any person or party received or sustained by or from the Successful Bidder and its employees in doing the work, or arising from any improper equipment or labor used or employed therein; or arising from any act, omission or neglect of the Successful bidder and its employees therein.

● Pre-test routes between (to and from) Boston and the specified schools before submitting bids, taking into account road and traffic conditions and any other factors which may affect labor or vehicle costs, and make its bid fully informed of these conditions. LPS shall be held responsible for costs arising from “dead time”, road conditions, or traffic conditions which are not anticipated by the bidder, except as otherwise provided in this document.

● Transport certain students, to be designated by LPS, from stops designated by LPS to sites designated by LPS. Routes, stops, and schedules are subject to change at the discretion of LPS, within the limits and constraints described below or where otherwise deemed to be in the best interests of LPS. The Successful Bidder shall make its bid with knowledge that the routes and stops are subject to change and shall accept such changes in whole. Routing areas with which pick-up and drop-off stations are designated shall be confined to the following sections of the City of Boston: the main thoroughfares of those sections commonly known as the South End, Roxbury, Dorchester, and Mattapan. Exceptions to these designations may include areas of Hyde Park, Roslindale, Brighton, and Jamaica Plain which do not depart from or compromise

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 13 expeditious routing with the principal sections first above mentioned and then only at the sole discretion of LPS.

● Include in the bid prices the cost of gasoline or other fuel, garaging, oil, grease, repairs, preventive maintenance, wages of drivers, taxes, fees, licenses, permits, certificates, insurance costs and other such charges as are needed in connection with the contract work and to keep the school buses or other vehicles properly equipped and in good operating condition.

● Pay for or cause to be paid for all labor performed or furnished, all materials used or employed in the performance of the work under the contract and all rental or hire of appliances and equipment employed in such work.

● Own or lease all vehicles deployed under the contract and itself operate these vehicles unless otherwise provided in this document. In the event such vehicles are leased, The Town reserves the right to accept or reject the proposed lessor.

● Not assign or sublet this contract unless first approved in writing by the LPS. Any such sublease or assignment would have to fully comply with LPS’s directives, the contract between LPS and the Successful Bidder, and the law.

● Not pledge, sell, lease or otherwise encumber or restrict the use of any of its assets without the prior written consent of LPS.

Furthermore, the Successful Bidder, or an authorized representative thereof with responsibility to make decisions regarding transportation matters, shall:

● Be available at all times with respect to any matter pertaining to transportation in which contract vehicles and/or personnel are involved; serve as direct contact with the K-12 Academic METCO Director or his/her designee(s); and work with representatives of the LPS whenever, and as often as, is required to do so. Such person or representative shall be physically available at a Base Station from 6:00 a.m. until discharge of students is complete.

● Provide LPS with a telephone number through which the Successful Bidder, or said representative, may be reached evenings, nights, or weekends; and be on call at all times to assist in implementing changes, or in the event special transportation arrangements must be made due to unforeseen circumstances or other reasons.

● Bill LPS monthly for transportation services under the terms of the contract.

The Successful Bidder, its drivers or other employees shall:

● Strictly adhere to and comply with all instructions received from the LPS relating to routing, stops, schedules, and any other transportation matters. Neither the Successful Bidder, its drivers, or other employees shall undertake changes to routes, stops, or schedules without the express written request of LPS The Successful Bidder shall comply with LPS’s request that no student be transported to any destination without the prior approval of the K-12 METCO Academic Director or his/her designee.

● Maintain a timely schedule for transporting students to and from the designated schools or other points. A “timely” schedule for transporting students, as used in this contract, shall mean that the buses or other vehicles deployed under the contract shall strictly adhere to and maintain all of the time schedules which are issued to it by LSP prior to the beginning date of school as amended or as directed by LPS from time to time thereafter.

● Make necessary provisions for and allow an adult supervisor of students, employed by LPS (“Bus Monitors”) to be on board on each trip. Such provisions shall not compromise or affect

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 14 the daily bid rate by the Bidder unless adjusted by LPS.

● Allow only those persons authorized by LPS to be transported under the contract.

The Successful Bidder shall comply with the following standards regarding vehicles:

● Assure each vehicle used to provide transportation services under the contract shall not be older at the time of the contract is signed than thirty-six (36) months, measured from the date of the vehicle’s original registration and shall have less than 100,000 miles on the odometer. Vehicles used under the contract shall be no older than seventy-two (72) months at the completion of the contract (notwithstanding the execution of any extension).

● Retain in reserve at the local base of the Successful Bidder’s operations at least one comparable reserve vehicle for every ten vehicles under contract, and also hold in reserve qualified drivers who shall be available at all times of bus or vehicular operations. If fewer than ten vehicles are under contract, the Successful Bidder shall retain in reserve at its local base at least one comparable vehicle.

● Provide, without additional expense to LPS, a reserve vehicle or other replacement vehicles that meets the terms of these specifications, whenever the original vehicle cannot be operated as specified in this contract on any day a program is in session.

● Assure that vehicles have passed inspection by the Massachusetts Department of Public Works, the Massachusetts Department of Public Utilities, and the Massachusetts Registry of Motor Vehicles prior to being used under the contract.

● Furnish all necessary gasoline, oil, grease, tires, maintenance, preventive maintenance and repairs throughout the entire period of the contract, and comply with all applicable motor and equipment laws of the Commonwealth of Massachusetts.

● Keep all buses in good working condition in all respects and safe and fit to transport students to and from the assigned school or other destinations. Furthermore, keep all vehicles deployed under the contract thoroughly clean at all times, and not allow such vehicles to be operated in a state of disrepair, including without limitation broken windows or missing seats.

● Develop and implement a preventive maintenance plan designed to provide safe and reliable service through regularly scheduled inspection, repair, and/or replacement of fluids, batteries, tires, lines, belts, hoses, lubrication, brakes, steering, clutch, engine, suspension, chassis, and other parts of the vehicle. A copy of the plan shall be available upon request to the K-12 METCO Academic Director and/or his/her designees.

● Maintain for each contract vehicle a folder containing records for all preventive maintenance work performed and all work or repair orders pertaining to the vehicle. These records shall be available to LPS upon request

● Require that drivers perform daily pre-trip inspections of their vehicles and report promptly in writing to the Successful Bidder any defects or deficiencies discovered that may affect the safety of the operation of the vehicle or may result in its mechanical breakdown. Pre-trip inspection and condition reports shall be performed in accordance with the regulations promulgated by the Registrar of Motor Vehicles and the Commissioner of Public Utilities, as required as G.L. c.90,

s. 7b, cl. 16.

● All vehicles shall carry at all times the following equipment in good working condition, except that vehicles with a capacity of eight (8) persons or fewer need not carry items 5, 6, and 8:

○ Three (3) flares or three (3) red electric lanterns or three (3) emergency reflectors, Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 15

○ First aid kit, and body fluid disposal kit, placed accessible to the driver,

○ Fire extinguisher

○ Two (2) red cloth flags or two (2) red triangular markers

○ Two (2) wheel chocks

○ A fender-mounted “cross-over mirror” of the type which gives the seated driver a clear view of students passing directly in front of the bus and two (2) external rear-view mirrors.

○ Padding on the support railings forward of the front row of seats and on the uppermost portion of all seat backs.

○ A stop-arm of the type that swings out from the driver’s side of the vehicle to assist the safe crossing of students. Stop Arm Camera: Lexington Public Schools may require the installation of Stop Arm Cameras with video feed going to the K-12 METCO Academic Director without restriction. The Contractor Bus Driver shall report all violations to the district and the RMV as required by contract and public law.

Contractors must designate that they agree to allow for this equipment to be installed on their equipment. The pricing and funding of equipment will be determined jointly with the LPS and be separate from the per diem bus cost. Contractors may install described equipment without permission of the school district, however, use of data and information shall be shared with the district upon request.

○ GPS Monitoring: Lexington Public Schools may require the installation of GPS based monitoring equipment used to monitor but not be limited to the following: Bus travel on district authorized routes, smart card access through bus door, and timing of routes.

Contractors must designate that they agree to allow for this equipment to be installed on their vehicles. The pricing and funding of equipment will be determined jointly with the LPS and be separate from the per diem bus cost. The Contractor will agree to install GPS services on all vehicles for mutually agreed upon use to track performance under this contract, if they do not already exist. Contractors may install described equipment without permission of the school district, however, use of data and information shall be shared with the district upon request.

● Make sure that all buses and/or other vehicles provide proper ventilation, and equip all vehicles with at least two (2) heaters, which heaters shall be able to function at all times.

● The words “SCHOOL BUS” shall be painted on the front and rear of each bus in black letters of not less than six (6) inches in height and in strokes of not less than three-quarters (3/4) inch in width on a yellowish-orange background, or shall be so painted upon signs attached to the front and rear of each vehicle, and such words shall be plainly legible at a distance of at least 300 feet in the direction towards which they are displayed.

● Each bus or other vehicle (assigned) shall be able to seat its maximum rated seating capacity at any one time and there shall be no standees or “standing” at any time.

● Each bus body shall be painted a yellowish-orange color similar to what is commonly known as “National School Bus Chrome”, except that fenders and trim may be black. Reflective safety scotch tape shall be visible around the rear emergency exit.

● Each bus shall be equipped with: 1) front and rear blinker lights of a type to be approved by the Registry of Motor Vehicles, which shall be left flashing when children are entering or leaving said bus; 2) seats made of flame retardant material; 3) two (2) ceiling-mounted safety/vent hatches that will enable passengers to exit such vehicle in an emergency; 4) one video-camera recorder per bus and appropriate software (compatible with “Mac and/or Apple” - suggested

Lexington Public Schools | 173 Bedford Street| Lexington, MA | 02420 16

Seon dual cameras); 5) ten points of egress including emergency escape.

● Maintain in working order at its local, central or dispatch office, and on its buses and other vehicles, suitable dispatched two-way FM radios or the equivalent, which shall allow the Successful Bidder to communicate by voice with all vehicles deployed under the contract. Cell phones are permitted to augment communications, however, they are not deemed to be a primary system. Use of cell phones shall conform with State Law and Registry of Motor Vehicle regulations. Radio equipment used under this contract shall have the capability of providing two-way voice communication between the designated towns and Boston including the geographic areas known as the South End, Roxbury, Dorchester and Mattapan, and thoroughfares including but not limited to Route 9 to Route 128, Route 93 and Route 3 South, and shall be in good working order. The Successful Bidder shall submit a copy of the communications system performance specifications to the Town upon initial awarding of the contract and shall have the equipment operational and available for testing by August 20, 2026.

In succeeding years of the contract, the Successful Bidder shall have the radio equipment available for testing by August 20th of each year of the contract.

● Equip vehicles with snow tires or their equivalent during the period November 15 through April 15 of each year the contract is in force.

● Assure that the doors of the vehicle are kept closed while the vehicle is in motion.

● Assure that no fueling of the vehicle is conducted while students occupy the vehicle.

● Maintain spare bus(es) that comply with terms of the bid specifications including cameras.

Comply with the following regarding drivers:

● MINIMUM PAY RATES FOR DRIVERS: The attention of all bidders is directed to the attached letter from the Department of Labor Standards regarding minimum pay rates for operators of motorbuses. The bidder should note that minimum pay rates are set by the Executive Office of Labor and Workforce Development, Department of Labor Standards, under the provisions of Sections 26 to 27H of Chapter 149 of the Massachusetts General Laws, and it is the responsibility of the Successful Bidder to comply with the laws and regulations of the State of Massachusetts. The bidder should note that the wage rate(s) established by the Commissioner of Labor and industries is the minimum legal rate. It is not the interest of the Town to suggest actual wage rates for drivers. It is stressed, however, that it is the Successful Bidder's responsibility to provide suitable and dependable drivers for transportation services. The Bidder should provide pay rates commensurate with that responsibility. If any bidder has any questions about the attached letter, they should call the Office of the Director of Department of Labor Standards, under the Executive Office of Labor and Workforce Development, at 617-626-6975.

● Furnish properly licensed drivers at least twenty-one (21) years of age to operate any buses or vehicles deployed under the contract.

● Require that each driver operating a vehicle under the contract shall comply with all state laws, including regulations of the Registry of Motor Vehicles and Department of Public Utilities applicable to school bus operations. It is to be noted that the Successful Bidder will demonstrate compliance with the Omnibus Transportation Employee Training Act of 1991, which states requirements for alcohol and drug testing.

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● Require that each driver as a condition of employment fill out employment forms. Note that CORI/Fingerprinting through the LPS is required for all drivers and student-facing personnel.

Any transportation personnel involved in the transporting of LPS students must be CORI checked, fingerprinted, and cleared by the LPS Human Resources Department before any students can be transported. The Successful Bidder will be supplied with official documents and detailed instructions for the LPS CORI/Fingerprinting Policy.

● Require references of drivers as a condition of employment and request work references in addition to any personal references that are given.

● Submit to LPS a list of the names of designated drivers and substitute drivers under the contract prior to August 30 of each year that the contract is in force. Notify LPS of new hires not later than three (3) days before a driver not on the original list operates a vehicle under this contract.

● Include with the above list for each driver his/her assignment under the contract and his/her accident record for the past three (3) years. The Successful Bidder and each driver shall sign each list and supporting data under penalties of perjury.

● Comply with the LPS’s request to reject or remove from work under the contract any and all drivers at any time if 1) a driver repeatedly violates any term(s) of this contract, 2) the LPS deems it to be in its best interest to do so or 3) the LPS deems it to be in the best interest of the district to do so.

● Provide compensation to drivers that meets or exceeds minimum state and federal standards.

● Make appropriate allowances in bid price for annual changes in wage rates for drivers.

● Maintain an accurate master clock in the base of its operations and make sure that each driver shall have and use a…