Request_for_Student_Transportation_Services.pdf

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Town of Berlin

REQUEST FOR STUDENT TRANSPORTATION SERVICES

2027-14

RELEASE DATE: October 30, 2026

DEADLINE FOR QUESTIONS: November 9, 2026

RESPONSE DEADLINE: November 25, 2026, 12:00 pm

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2027-14

Title: Request for Student Transportation Services

Table Of Contents

1. Notice to Proposers

2. Introduction

3. Key Dates

4. Proposal Submission Instructions

5. Insurance Requirements & Indemnification

6. Scope of Services

7. Pricing Table

8. Evaluation Criteria

9. Proposal Submission

Attachments:

A - Appendix A Non Discrimination

B - Appendix B Non-Collusion Statement

C - Transportation Policy

D - Schedule I Transportation Agreement

Notice to Proposers

The Berlin Board of Education (hereinafter “Board”), is seeking proposals for student transportation services for the Berlin Public Schools (the "District") from expert, qualified, and independent contractors (the “Bidder”) for a contract term of three (3) years, commencing on July 1, 2027 and continuing through June 30, 2030, with a

Board option for two (2) additional years, commencing on July 1, 2030 and continuing through June 30, 2032, at bid-upon pricing. The Board is seeking this contract term flexibility due to uncertainty contractor performance within the first three years of the contract. It is the Board’s current intent to exercise the option for the final two (2) years provided contractor performance meets the District standard.

The Berlin Board of Education is accepting electronic submissions. Proposers shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic proposal.*

The Board will not accept submissions by e-mail or fax. The Board will reject proposals received after the date and time noted in the timeline.

The Board reserves the right to amend or terminate this Request for Proposal, accept all or any part of a proposal, reject all proposals, waive any informalities or non-material deficiencies in a proposal, and award the proposal to the proposer that, in the Board's judgment, will be in the Board's best interest.

The Board reserves the right to amend or withdraw this Invitation to Bid for any reason, to accept or reject any or all Bids, to waive any informalities or non-material deficiencies in any Bid, and to make such award (or make no award) of a contract in connection with this Invitation to Bid all as determined by the Board, in its discretion, to be in the best interest of the District. A Bid may be rejected for irregularities of any kind, including without limitation, alteration of form, additions not called for, conditional proposals, and incomplete

Bids. A Bid may also be rejected if, in the opinion of the Board, the Bid does not meet the standard of quality established by the Bidding Documents. Any or all Bids may be rejected if there is any reason to believe that collusion exists among two or more Bidders. The foregoing provisions are for illustrative purposes and shall in no way limit the right of the Board to reject any and all Bids, in whole or in part. No Bid will be accepted or opened that is not submitted in compliance with the requirements of the Bid Documents.

*For any bidder who is unable to upload their bid electronically, please contact Maryssa Tsolis, Purchasing Manager at (860) 828-7048 to make arrangements to submit a paper bid before the deadline.

https://procurement.opengov.com/signup

Introduction

1. Intent

The Board is soliciting proposals from qualified, responsible firms with significant relevant experience to assist the town with student transportation services. The Board expects to select and contract with one firm to provide student transportation services including but not limited to: public home-to-school (both in and out of town) transportation, identified in-town and out-of-district special education transportation, pre-kindergarten transportation, summer (extended school year) transportation; and extra-curricular/special trips, including field trips and sports trips (excluding certain services).

The Board reserves the right to utilize its own vehicles for student transportation services, or engage another contractor for any field trip, athletic trip or for out-of-district special education transportation needs which occur during the term of the resulting contract.

This RFP is not a contract offer, and no contract will exist unless and until a written contract is signed by the

Board and the successful proposer. Interested parties should submit a proposal in accordance with the requirements and directions contained in this RFP. The Board may choose not to select any firm. The Board is an equal opportunity employer, does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, disability or any other factors protected by law.

It is the goal of the Board to enter into an agreement with a vendor that will provide services efficiently, will accurately bill, and will provide high quality, flexible customer service to the Board. The Vendor will be expected to maintain expert knowledge of these services to ensure the Board is receiving the highest quality service at the most affordable rates while maintaining quality and secure technology.

2. Qualifications

Eligible Vendors will be those individuals, businesses and firms that meet the following qualifications:

A. Proposer must have demonstrated experience and expertise in Connecticut in the past (3) years successfully performing the types of services as those outlined in the introduction.

B. Proposer must have a proven track record successfully providing these types of services for similarly sized municipal governments, preferably in Connecticut.

C. Proposer must be familiar with, qualified, and properly licensed in the State of Connecticut to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

D. The Board will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

E. Documented/audited internal control environment

F. Proposer must have a business continuity plan

G. Proposer must be in compliance with all federal, state, and local laws and regulations

3. Scope of Services

The scope of services is provided herewith as a general overview which may be expanded and further defined through negotiation. The successful bidder shall:

• Provide industry standard or higher quality services while maintaining a focus on providing a cost-effective service to the Board.

• Provide the highest quality customer service to the Board, not limited to, but particularly in the areas of reliability, customer service, and billing.

The selected firm shall work with and cooperate with the Finance Department in rendering services pursuant to this RFP.

4. Agreement Period

The Board anticipates entering into a July 1, 2027 with the selected Consultant commencing on or about March

1, 2027 for the 2027-28 school year.

The Board will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this RFP shall ultimately be as negotiated to the mutual agreement of the parties.

5. Additional Conditions

All those submitting proposals must be willing to adhere to the following additional conditions and must positively state this in the proposal.

A. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. At its discretion, the Board may require the removal and replacement of any of the proposer's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

B. All subcontractors hired by the proposer awarded a contract or purchase order as a result of this RFP must have prior approval of the Town prior to and during the agreement period.

C. Any contract or purchase order resulting from this RFP process will represent the entire agreement between the proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful proposer is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this RFP may be amended only by means of a written instrument signed by the proposer and signed by the designated Town Representative.

6. Right to Amend or Terminate the RFP or Contract

The Board may, in its sole discretion, clarify, modify, amend or terminate this RFP if the Board determines it is in the Board's best interest. The Board has the right to extend the RFP Open Date no later than four (4) business days prior to the scheduled RFP Open Date, via Amendment, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified bids are received by the RFP Open Date, the Town may terminate and re-post the RFP if determined it is in the Board's best interest. All such actions shall be affected by a posting in the Town’s e-Procurement portal https://procurement.opengov.com/portal/berlinct. Each proposer is responsible for checking the e-Procurement portal to determine if the Board has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the Board also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful proposer for any unfunded year or years.

Key Dates

Release Project Date: October 30, 2026

Pre-Proposal Meeting (Non-Mandatory): November 4, 2026, 12:00pm

Berlin Board of Education, 238 Kensington

Road, Berlin, CT

Question Submission Deadline: November 9, 2026, 4:00pm

Proposal Submission Deadline: November 25, 2026, 12:00pm

Proposal Submission Instructions

1. Proposal Requirements & Required Format

Proposals must set forth accurate and complete information for each of the items listed below. At the Board's discretion, failure to do so could result in disqualification. Please ensure your proposal incorporates responses to the below questions, as well as any requested attachments.

1. The Bid shall be submitted, at a minimum, with all of the information described in this Invitation to Bid, including the Appendices and Schedules attached hereto. By submitting a Bid, each Bidder hereby agrees to execute a final Contract with the Board including the terms and conditions included in the Form of Contract, as well as other terms and conditions desired by the Board (Schedule 1).

2. The Bidder is prohibited from withdrawing a Bid for at least ninety (90) days from the Bid Due Date, and as such, all Bid Prices quoted by Bidders shall be firm prices for at least ninety (90) days from the Bid Due

Date. After such initial ninety (90) day period, if the Bidder has not been awarded the Contract, the Bidder has the ability to withdraw its Bid and such withdrawal shall be effective only upon the Board’s receipt of written notice of the same from the Bidder. Notwithstanding anything contained herein to the contrary, if the Contract has been awarded to a Bidder, such Bidder’s Bid Price shall be firm prior to the execution of the Contract and then during the Term.

3. All Bidders shall read and execute the Non-Discrimination Memorandum, in the form of Appendix A, attached hereto and made a part hereof.

4. Each Bidder shall read, complete and execute the "Pricing Table".

5. All Bidders shall read and complete the reference check form. The Bidder, by submitting a Bid, hereby authorizes the Board or its authorized agent to contact such references listed on the Reference Check without obtaining any other consent from the Bidder. Such Reference Check is incorporated into and made a part of each Bid.

6. In addition to those districts listed on the Reference Check, each Bidder shall provide a list of school districts for which the Bidder currently provides transportation services pursuant to a signed, written transportation contract.

7. All Bidders shall read, complete and execute the Non-Collusion Statement in the form attached as Appendix

B in which the Bidder shall declare that its Bid is made without any connection with any other person or entity making any Bid for the same services, that it is in all respects fair and without collusion or fraud and that no person acting for or employed by the Board is directly or indirectly interested in the Bid or in the services to which it relates, or in any portion of the profits therefrom.

8. All Bidders shall show evidence to the Board of satisfactory financial and moral responsibility to perform the

Contract throughout the Term. All Bidders shall provide data to indicate its financial condition, including audited financial statements for the last three (3) years presented in accordance with generally accepted accounting principles. A description of any bankruptcy filings by the Bidder, any related entities, or principal(s) of the Bidder within the last seven (7) years shall also be submitted. Please note that financial information will be, to the extent permitted by law, kept confidential if provided in a separate envelope marked “confidential”.

9. Each Bidder shall provide evidence that sufficiently demonstrates it is able, if required by the Board, to furnish a performance bond, with surety, for the benefit of the Board, as oblige, which such bond would ensure the Bidder’s full and faithful performance of all of the obligations under the Contract, and which bond shall be in a penal sum amount not less than one hundred percent (100%) of the annual price under the Contract. The sufficiency of any evidence so submitted shall be determined in good faith by the Board, in the Board’s sole and exclusive discretion. If a surety has ever denied a Bidder’s request to issue a performance bond on behalf of the

Bidder, as bond principal, the Bidder shall provide in its Bid detailed information describing the facts and circumstances relating to such request, the grounds for the surety’s denial, and any resolution.

10. All Bidders shall disclose all pending and threatened litigation in which such Bidder is named (either suing or being sued), as well as any judgments and/or liens in which it is involved.

11. Each Bidder shall provide detail on the Bidder’s programs and efforts to secure a qualified number of competent vehicle operators to meet the needs of the Board. Each Bidder will include a statement of its requirements for operators of vehicles which are in addition to any requirements enumerated in federal, state or local law, rules or regulations.

12. Each Bidder will include a statement/description relative to its safety program, as well as any specialized training for new and experienced drivers and bus monitors; accident reduction programs, vehicle maintenance and inspection programs; computerized fleet maintenance, and management and routing systems.

13. Each Bidder shall provide to the Board its ownership information. The Bid shall indicate whether the Bidder is a sole proprietor, a partnership, a corporation, or other legal entity, and shall be signed by the person or persons legally authorized to bind the Bidder to the Contract. Each Bidder shall also provide the information regarding how long the organization has been engaged in school/special education transportation services.

14. Each Bidder shall provide a list of key management personnel and their resumes. Each Bidder shall describe each key manager’s experience with student transportation. The successful Bidder shall, prior to the execution of the Contract, provide the name of the contact person required in the Contract and the names of supervisors who will manage the daily transportation operations for the District, including regular and emergency phone numbers to contact the Contractor.

15. Each Bidder shall provide the location or proposed location of the bus lot that shall be used to perform services under the Contract, including property ownership information, property details, and location information. Such location or proposed location shall be located in the Town of Berlin, unless otherwise authorized by the Board (locations outside of Berlin will be considered by the Board during the bidding process). The Contractor is solely responsible for obtaining a bus lot for the services under the Contract. Under no circumstances can buses be parked at Berlin School’s facilities. The Bidder shall supply appropriate documentation relating to facilities that will be used in the performance of the Contract.

16. Each Bidder shall provide a description of the Bidder’s policies and protocols regarding employee health screening.

17. Each Bidder shall provide information about its proposed fleet and its fleet replacement program. Each

Bidder shall also provide a report from Department of Motor Vehicles showing out of service vehicle percentage from most recent completed school year.

18. Each Bidder shall provide proof of a computer program designed for the Berlin transportation grid to be used by the Contractor during the Term. The Board reserves the right to use its own software.

19. The transportation services requested in this Invitation to Bid include all vehicles, vehicle operators, equipment, technology and services required to complete the transportation services, and shall also incorporate any other labor, materials, supplies, overhead, taxes and profit of the Bidder, and the bid prices shall be “all-inclusive.” Bid prices shall also include video camera technology, with audio capture compatibility, bus tracking (GPS) as well as other required equipment and technology as set forth in the Form of Contract.

20. Each Bidder is required to familiarize themselves with all requirements, locations, travel distances and traffic conditions prior to submitting a Bid.

21. The Contract may not be assigned or transferred without the written consent of the Board, which such consent shall be granted or withheld in the Board’s sole and absolute discretion.

22. A Bid submitted by a Bidder who intends to act as an intermediary contractor between two (2) or more parties in negotiating an agreement will not be accepted; that is, brokered contracts will not be permitted.

23. It will be assumed that all terms of this Invitation to Bid, including the contractual terms contained in the

Form of Contract, will be complied with and will be considered as part of the Bid, unless an exception is expressly indicated. Bidders shall provide full details of any proposed exceptions to this Invitation to Bid or proposed modifications to the contractual terms contained in the Form of Contract. Details of any such exceptions or modifications shall be submitted separately and attached to the Bidder’s Bid.

24. Information submitted in accordance with the Invitation to Bid is subject to the Connecticut Freedom of

Information Act, including the provisions of Section 1-210 of the Connecticut General Statutes.

25. Neither the Board, nor the Town of Berlin, shall be liable for any costs incurred by a Bidder or potential

Bidder prior to the Board’s execution of a final Contract for transportation services.

26. The work and services described in this Invitation to Bid includes the performance of activities directly affecting the safety of students served by the Board and the public generally. The Board may make any investigation necessary to determine the ability of a Bidder to fulfill the services required in the Contract, and the Bidder shall furnish the Board with all such information for this purpose as the Board may request. If, in the sole opinion of the Board, the Bidder has not provided a responsive Bid or the Bidder is not properly experienced, qualified or responsible to perform any of the obligations of the services required in the

Form of Contract, the District reserves the right to reject its Bid.

Your proposal should be submitted through electronic bid submission on the Town's e-Procurement Portal no later than 12:00 pm, Wednesday, November 25, 2026. The Town will not accept submissions by e-mail or fax.

The Board will NOT accept late proposals.

Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Town sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

2. Questions and Amendments

All inquiries shall be submitted regarding this RFP via the Town’s e-Procurement Portal, located at https://procurement.opengov.com/portal/berlinct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Proposers are prohibited from contacting any other Town or Board employees, officer or official concerning this RFP. A proposer’s failure to comply with this requirement may result in disqualification.

No oral statement of the Town/ Board, including oral statements by Town/Board representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this RFP, and no proposer shall rely on any alleged oral statement.

3. Cost for Preparing Proposal

Each proposer’s costs incurred in developing its proposal are its sole responsibility, and the Town shall have no liability for such costs.

4. Ownership of Proposals

All proposals submitted become the Board's property and will not be returned to proposers.

5. Freedom of Information Act

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information Act. Proposers are encouraged not to include in their proposals any information which is proprietary a trade secret or otherwise confidential. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy, and all rules, regulations and interpretations resulting from those laws.

6. Presumption of Proposer's Full Knowledge

Each proposer is responsible for having read and understood each document in this RFP and any addenda issued by the Town. A proposer’s failure to have reviewed all information that is part of or applicable to this RFP, including but not only any addenda posted on the Town's e-Procurement Portal, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

Each proposer is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the performance of the work described herein.

By submitting a proposal, each proposer represents that it has thoroughly examined and become familiar with the scope of work outlined in this RFP, and it is capable of performing the work to achieve the Town’s objectives. If applicable, each proposer shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its proposal.

7. Tax Exemptions

The Town is exempt from the payment of federal excise taxes and Connecticut sales tax and use taxes. Such taxes must not be included in prices.

8. Award Criteria & Selection

All proposals will be publicly opened at the time identified in this RFP on the e-Procurement Portal site.

The Board reserves the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If any error exists in an extension of prices, the unit price shall prevail.

The Board reserves the right to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The Board also reserves the right, if applicable, to award the purchase of individual items under this RFP to any combination of separate proposals or proposers.

The Board will accept the proposal that, all things considered, the board determines is in its best interests.

Although price will be an important factor, it will not be the only basis for award. Due consideration may also be given to a proposer’s experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Town’s interests, including compliance with the procedural requirements stated in this RFP.

The Board will endeavor to make an award within ninety (90) days after the Bid Due Date, and all Bid Prices quoted by Bidders shall be firm during that ninety (90) day time period. The Board further reserves the right to make awards following this initial ninety (90) day period to any Bidder who has not properly withdrawn its Bid in accordance with the terms of this Invitation to Bid.

The Board or designee will evaluate every Bid submitted electronically and reserves the right to be the sole judge as to which Bid (if any) meets the needs of the District and whether the Bid was responsive to this

Invitation to Bid.

During the Term, the Board reserves the right to negotiate changes in the scope and commensurate costs of the required services as well as changes in the scope and/or cost of the enhancements offered by the Bidder to the

Board.

Notwithstanding anything contained herein to the contrary, given the nature of the services, the Board reserves the right to award the Contract to one or more Bidder or multiple Bidders based on a consideration of all relevant factors, as identified herein, and a determination of the best interests of the Board. Routes which are awarded will be subject to the rates set forth in the successful Bid.

The Board has the right to reject any and all Bids in whole or in part based on a review of Bids relative to the noted selection criteria herein. Any or all Bids may be rejected if there is any reason to believe that collusion exists among the Bidders. Individual Bids may be rejected for irregularities of any kind, including, without limitation, alteration of form, additions not called for, conditional Bids, incomplete bids and unexplained erasures. The foregoing provisions are for illustrative purposes and shall in no way limit the right of the Board to reject any and all Bids. The Board retains the right to waive any formality or procedural irregularities in the

Bids received. Any remaining bidders may be requested to provide additional information or revised Bids to the Board for further consideration.

The Board reserves the right to consider cost, experience, performance, past performance for the Board, and service in the student transportation field and/or country or region, as well as the financial responsibility and specific qualifications set out herein of the prospective Bidder, in considering Bids and awarding the Contract.

Insurance Requirements & Indemnification

1. Insurance Requirements

The selected vendor must maintain insurance that meets the Town’s insurance requirements (listed below), to protect the Town from claims for loss or injury which might arise out of or result from the operations under this contract. Additionally, the selected vendor must file Certificates of Insurance with the Town of Berlin and the

Berlin Board of Education, naming the Town of Berlin and the Berlin Board of Education as an additional insured.

Worker’s Compensation, employer liability (or statutory limits - greater of two), $1,000,000.00

Comprehensive General Liability with limits of not less than $1,000,000.00 per occurrence.

Professional Liability with limits not less than $1,000,000.

Umbrella Liability of not less than $1,000,000.

Comprehensive Automobile Liability (owned, non-owned, hired) of $1,000,000.00 each accident.

2. Indemnification

The Vendor at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Town of Berlin, and the Berlin Board of

Education, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Vendor shall secure and maintain General Liability Insurance as will protect them from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of their services under this contract.

Scope of Services

1. Scope of Services

1. Purpose & Objective

The Berlin Board of Education is seeking proposals from qualified student transportation contractors to provide safe, reliable, efficient, and comprehensive student transportation services for students residing within the town of Berlin, Connecticut, and those attending authorized out-of-district programs. The Contractor shall furnish all management, drivers, monitors, vehicles, equipment, maintenance, fuel management, technology, and insurance required to fulfill daily regular education routes, special education routes, vocational/technical routes, athletic events, and field trips.

2. District Facilities & Programs Served

The Contractor will provide transportation services to and from the following designated district facilities, specialized programs, and partner institutions:

• In-District Elementary Schools (Grades K–5):

o Griswold Elementary School o Hubbard Elementary School o Willard Elementary School

• In-District Middle School (Grades 6–8):

o McGee Middle School

• In-District High School (Grades 9–12):

o Berlin High School

• In-District Transition & Specialized Programs:

o Central Connecticut Transition Academy (CCTA) o Elementary Pre-K Program

• In-District Private School:

o Saint Paul Catholic School

• Out-of-District Technical & Vocational High Schools:

o Primary Destinations: E.C. Goodwin Technical High School (New Britain) and Southington

Vocational-Agricultural High School (Southington).

o Legacy Destinations (through June 30, 2029 for eligible enrolled students): Prince Technical

High School, Vinal Technical High School, and Wilcox Technical High School.

• Special Education Outplacement Facilities:

o Specialized public and non-public regional outplacement facilities designated by the Pupil Personnel

Services Department.

3. Service Categories & Operational Requirements

A. Daily Home-to-School Regular Education Transportation

• The Contractor shall operate daily morning (AM) and afternoon (PM) routes for elementary, middle, and high school students in accordance with the annual school calendar and bell schedules established by the

Board of Education.

• Students are assigned to the bus stop nearest their home address in strict adherence to Berlin Board of

Education Student Transportation Policy (Policy # 3541).

• The District reserves the right to add alternative stop locations stops in response to safety concerns, 504s or IEPs

B. Special Education & Specialized Program Transportation

• The Contractor shall provide specialized door-to-door transportation for eligible students receiving services under an Individualized Education Plan (IEP) or Section 504 plan.

• Vehicles used for special education must be equipped with appropriate accommodations (e.g., wheelchair lifts, safety harnesses, climate control) and trained monitors when required by individual student IEPs.

• Services include daily transport to both in-district specialized programs (e.g., CCTA, BLAST) and external outplacement facilities.

• The Board owns approximately 40 student transportation vehicles. The Contractor will provide drivers, mechanic services, and insurance to maintain this fleet on behalf the board.

C. Private School Transportation

• The Contractor shall provide transportation services to and from school to Berlin residents who are enrolled at Saint Paul School, Berlin

D. Technical and Vocational School Transportation

• Technical school transportation shall follow district policy, utilizing designated central group stops located at the district's three elementary schools (Griswold, Hubbard, and Willard).

• Dedicated morning and afternoon transportation shall be provided to E.C. Goodwin Tech and

Southington Vo-Ag, as well as designated legacy routes serving Prince, Vinal, and Wilcox Tech through the 2028–2029 school year.

• C. Technical and Vocational School Transportation

E. Athletic Trips, Field Trips, and Extra-Curricular Activities

• The Contractor shall provide prompt and reliable transportation for athletic competitions, educational field trips, late activity buses, and summer programs as requested by district administrators.

4. Route Management and Student Assignment

• Route Approval: All routes, schedules, bus stops, and route modifications must receive final approval from the District prior to implementation.

• Student Ridership Data: The Contractor must maintain accurate daily passenger rosters and cooperate with district staff to ensure ridership data aligns with PowerSchool records.

5. Vehicle Specifications, Fleet Maintenance, and Standards

• Vehicle Age Limit: No school bus or contractor owned transportation vehicle operated under this contract shall exceed ten (10) years of age at any time during the contract term.

• Fleet Environmental Standards: The Contractor shall maintain a fleet aligned with district goals, supporting the ongoing transition to low-emission gasoline or alternative fuel/zero-emission drivetrains.

• Safety Equipment & Inspection: All vehicles must meet state DMV safety standards, be equipped with multi-channel two-way communications, GPS tracking systems, child check reminder systems, and digital camera monitoring.

• Maintenance & Cleanliness: The Contractor is solely responsible for routine preventive maintenance, mechanical repairs, interior/exterior cleaning, and daily pre-trip vehicle safety inspections.

6. Driver Qualifications, Staffing, and Performance

• Licensing & Screening: Drivers must hold valid Commercial Driver's Licenses (CDL) with

Endorsements P and S, pass state and federal criminal background checks, undergo drug and alcohol testing, and maintain clean DMV driving records.

• Training Requirements: Drivers and monitors must complete required safety training, including student behavior management, emergency bus evacuation, mandatory reporting, and specialized care techniques for students with special needs.

• Local Operations Contact: The Contractor shall maintain a qualified local dispatch manager dedicated to Berlin routes as the operational point of contact for the District.

7. Emergency, Breakdown, and Accident Protocols

The Contractor must strictly adhere to the established Berlin Public Schools School Bus Accident Protocol:

• Immediate Driver Action: In the event of an accident or breakdown, the driver must immediately secure the safety of passengers and contact Dispatch with preliminary details (exact location, vehicle number, reported injuries, and number of vehicles involved).

• Emergency Dispatch Notification: Dispatch must immediately contact Police/Fire first responders, the affected School Principal, and the District Personnel

• Replacement Vehicles: If a bus is rendered non-operational, the Contractor must immediately deploy a replacement bus to transport students.

2. Alternatives

In order to be a responsive Bid, each Bid must include the following information:

1. CONTRACTOR PROVISION OF PERFORMANCE BOND:

The Board may, at its option, require the successful Bidder to furnish a Performance Bond for one hundred percent

(100%) of the annual value of each year of the Contract. Should the Board make such an election, (1) the Board will notify the successful Bidder and (2) the successful Bidder shall secure the Performance Bond and charge the amounts described under Alternate #1 in the Pricing Table.

3. Fleet Requirements

ROUTE INSPECTIONS ARE REQUIRED. REVIEW OF ALL EXISTING CONDITIONS IS THE SOLE

RESPONSIBILITY OF THE BIDDER. THE CURRENT NUMBER OF VEHICLES AND SCHOOLS AND BELL TIMES

MAY CHANGE FROM TIME-TO-TIME THROUGHOUT THE TERM AND ARE LISTED HERE FOR INFORMATIONAL

PURPOSES ONLY.

As of the date hereof, the Board:

currently estimates that twenty-one (21) Type 1 School Buses and three (3) Type II School Buses will be required for home-to-school transportation during the first year of this Agreement. The transportation of students will include students attending public schools in Berlin as well as certain Berlin students enrolled in out-of-town programs, including a Private School in

Berlin, Vo-Ag school in Southington, and technical schools in New Britain, Middletown, and Meriden(including special education students).

• requires service to be provided in a five-tier system in accordance with the start and end times of each school/program.

The tiers are comprised of: (1) Berlin High School ; (2) McGee Middle School, (3) the fleet divided to transport students to Griswold Elementary, Hubbard Elementary, and Willard Elementary (4) Central Connecticut Transition

Academy, (5) Full Day Pre-K Program

• operates kindergarten on a full-day schedule.

• is seeking information regarding a Bidder’s ability to provide out-of-district special education routes using Board owed vans or sedans. The Board is interested in maintain the efficiency of using a single vendor to provide all transportation services, if it determines, based on the bids received, that it would be in the best interest of the District to do so

• requires at least twelve (12) spare Type 1 buses and one (1) spare Type II bus for emergency, athletic and educational purposes, in addition to the 21 home-to-school buses. These spare buses shall be parked in a suitable location in Berlin or at the Contractor’s terminal while schools are in operation.

Pricing Table

BUS RATES

Please respond with the daily rate for each bus type for the duration of the contract.

Line Item Description Unit of

Measure Type I Type II Type III Total No Bid

1 2027-2028 Annual

2 2028-2029 Annual

3 2029-2030 Annual

4 2030-2031 Annual

5 2031-2032 Annual

SMALL VEHICLES

Line Item Description Unit of

Measure Operators &

Drivers Monitors Total No Bid

1 2027-2028 Annual

2 2028-2029 Annual

3 2029-2030 Annual

FIELD / ATHLETIC TRIPS

Measure Minimum

Charge Price/Mile Wait

Time/Hour Total No Bid

1 2027-2028 Annual

2 2028-2029 Annual

3 2029-2030 Annual

Measure Minimum

Charge Price/Mile Wait

Time/Hour Total No Bid

MAINTENANCE OF BOARD OWNED TRANSPORTATION VEHICLES

Please respond with the hourly rate for mechanics for the duration of the contract.

Line Item Description Unit of

Measure Mechanic Total No Bid

1 2027-2028 Annual

2 2028-2029 Annual

3 2029-2030 Annual

OUT-OF-STATE FIELD TRIPS (STURBRIDGE VILLAGE ONLY)

Please respond with the rate for each category for the duration of the contract.

Line Item Description Unit of

Measure Price / Bus Total No Bid

1 2027-2028 Annual

2 2028-2029 Annual

3 2029-2030 Annual

DAILY RENTAL FOR SMALL VEHICLES

Please respond with the daily rate for each vehicle type for the duration of the contract.

Measure Small Van Large Van Total No Bid

1 2027-2028 Annual

2 2028-2029 Annual

3 2029-2030 Annual

Evaluation Criteria

The following specific criteria are expected to be among those utilized in the selection process. They are presented as a guide for the proposer in understanding the Town’s requirements and expectation for this project and are not necessarily all inclusive or presented in order of importance.

The Town may elect to have the proposals evaluated by a committee as part of making a selection. If deemed necessary, the Town reserves the right to arrange for interviews/oral presentations as part of the selection process, which invitations for interviews may involve a short-listing of the proposals received.

If the proposer does not execute the Contract within ten (10) business days of the date of notification, unless extended by the Town, the Town may call any proposal security provided by the proposer and may enter into discussions with another proposer. The Town will post the Notice of Award on the e-Procurement Portal, https://procurement.opengov.com/portal/berlinct.

The Interview and Contract Execution dates in Key Dates are anticipated, not certain, dates.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience

The background experience, and strength of the Proposer in providing similar services elsewhere, including the level of experience in working with other

Connecticut municipalities of similar size, and the quality of services performed, either for other school systems or other municipalities, or both.

Points Based 10 (25% of Total)

2. Responsiveness and Compliance

The Proposer’s responsiveness and compliance with the RFP requirements and conditions to provide the services requested.

Points Based 10 (25% of Total)

3. References

A review of references provided with the Proposal and administration of prior contracts.

Points Based 10 (25% of Total)

4. Price

Competitiveness of proposed fee.

The Town reserves the right to negotiate fees with the selected

Proposer.

Points Based 10 (25% of Total)

Proposal Submission

1. Respondent Submittals (without Cost)*

Please Upload your COMPLETE proposal excluding pricing here, including any required information listed in the solicitation and the corresponding attachments as well as company information and background. This includes, description of recruitment strategies, safety programs, ownership information, key personnel, proposed fleet and fleet replacement program, financial statements, policies and protocols regarding employee health screening. Please refer to Section 4. Proposal Submission Instructions for additional information.

Information will be kept confidential.

*Response required

2. Please disclose any pending and threatening litigations. Type N/A if none responses will remain confidential. *

*Response required

3. Please provide the location of the bus lot that shall be used to perform services under the contract.*

*Response required

4. Provide 3 References *

Each reference must include:

Business Name, Address, City, State, Phone Number, and an Individual Contact Name and Position

*Response required

5. Provide a list of school districts for which you currenrly provide transportation services pursuant to a signed, written transportation contract. *

*Response required

6. Certificate of Insurance*

If awarded, vendor MUST provide an updated COI naming the Town as an additional insured at the time of contract signing as well as sending updated COI's while still on the job.

*Response required

7. W-9*

*Response required

8. Proposal Confirmation*

I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. Pursuant to and in full compliance with the RFP, the undersigned certifies this proposal is submitted without collusion and all responses are true and accurate. If awarded this proposal, it is agreed that this forms a contractual obligation to provide services at fees specified in this Proposal, subject to and in accordance with all instructions, conditions, requirements contained in the documents, including addenda, which are made part of this proposal.

☐ Please confirm

*Response required