REV 1 Invitation To Bid and Bid Specifications Tewksbury Public Schools 2026 thru 2029.pdf

INVITATION TO BID

The Tewksbury School Department will receive sealed bids for:

SCHOOL PUPIL TRANSPORTATION

Until 11:00 A.M., Monday, April 13, 2026 at the Office of the Business Manager, Center School, 139 Pleasant Street, Tewksbury, Massachusetts 01876.

Bid Specifications, Instruction to Bidders and Bid Forms may be obtained at the Office of the Business Manager after 11:00am on Wednesday, March 25, 2026.

The Tewksbury School Department reserves the right to reject any and all bids, to adjust the items specified and to waive any informalities in bidding, if deemed to be in the public interest to do so.

Brenda Theriault-Regan, Superintendent of Schools David Libby, School Business Manager

TEWKSBURY PUBLIC SCHOOLS

July 1, 2026 - June 30, 2029

BID DOCUMENTS ENCLOSED:

1 . I N V I T A T I O N T O B I D

2 . INSTRUCTION TO BIDDERS

3 . C O NT R AC T SP E C IF IC A T IO N S

4 . B I D F O R M 5 . Q U E S T I O N N A I R E

6 . NON COLLUS ION/TAX COMPLIAN CE FORM

7. EMAIL FROM DIVISION OF OCCUPATIONAL SAFETY

APPENDICES:

A. BUS ROUTES 2025-2026

B. VAN TRANSPORTATION SUMMARY 2025-2026

C. ATHLETIC TRIPS 2025-2026

D. DRAFT SCHOOL CALENDAR 2026-2027

Tewksbury, Massachusetts

INSTRUCTIONS TO BIDDERS

RECEIPT AND OPENING OF BIDS

Receipt and opening of bids will be as stated in the Invitation to Bid which is enclosed herein and is an integral part of these instructions. No bids received after the time established for the closing of bids will be considered, regardless of the cause for delay in the receipt of any such bids(s).

PREPARATION OF BIDS

Bids must be submitted on the prescribed form. Blank spaces for bid sums must be filled in, in ink, in both words and figures.

Bids may be submitted in sealed envelopes bearing on the outside the name of the Bidder, his address and "BID PROPOSAL FOR SCHOOL PUPIL TRANSPORTATION."

OR

may be submitted electronically via COMMBUYS

Bids shall be received up to 11:00 A.M., April 13, 2026 at the Office of the Business Manager, Center School 139 Pleasant Street, Tewksbury, Massachusetts, 01876.

INTERPRETATION OF CONTRACT DOCUMENTS

Interpretation and supplementary instructions will be in the form of written addenda to the specifications, which if issued, will be made available to bidders not later than two days prior to the date fixed for the opening of bids, at the office of the Business Manager. Questions regarding the intent or meaning of the specification shall be submitted in writing not later than four (4) days before advertised date of bid opening. Failure of any bidder to receive any such addendum shall not relieve any bidder from any obligation under his/her bid as submitted. All addenda so issued shall become part of the contract document. Verbal information regarding specifications will not be given.

MODIFICATION OF BIDS

No modification of any bid will be considered by the awarding authority unless received by them prior to the time established for the opening of bids.

WITHDRAWAL OF BIDS

Bids may be withdrawn prior to the time established for the opening of bids only on written request to the awarding authority.

BID ITEM

The Tewksbury School Department will award up to:

Twenty-two (22) Regular Public School Buses Ten (10) Vans to transport students with Special Needs; 2 of which must have the capacity to transport students in a wheelchair Extra-Curricular, Athletic, and Field Trip Transportation

FORM OF BID

Every Bid shall be submitted on the Bid Forms prepared by the Tewksbury School Department.

Bid will be on the basis of supplying buses with drivers. The drivers are to be paid the prevailing wage rates as determined by the Commissioner of Labor and Industries under the provisions of chapter 71, section 7A, as amended. Please note that the Department of Labor and Workforce Development has not set a wage rate for the Tewksbury School Department. When the Tewksbury School Department receives this information, it will be added as an addendum to this specification.

Bidders should acquaint themselves with the revised Rules and Regulations establishing minimum standards for construction and equipping of school buses and minimum standards for school pupil transport vehicles and any subsequent amendments which may have been issued. A copy of the rules and regulations may be obtained from the Registrar of Motor Vehicles.

Under the terms and specifications of this contract, the bidder agrees to abide by and comply with all provisions of any applicable Federal Wages and Price Freeze guidelines, effective at the time of this bid award and any subsequent Federal Wage and Price Freeze guidelines, and the burden thereof shall be the bidder's sole responsibility.

PERFORMANCE BOND

A performance bond for fifty (50%) percent of the total transportation contract cost may be required of the Contractor, and, the cost of such bond shall be paid by the Contractor.

CERTIFICATE OF NON-COLLUSION

A signed Certificate of Non-Collusion and Tax Compliance Form must be submitted with Bid Proposal

TRANSPORTATION CONTRACT SPECIFICATIONS

SCOPE

To contract to furnish regular scheduled transportation for all school children attending Tewksbury Public Schools, as well as Extra-Curricular, Athletic, & Field Trip Transportation.

This contract consists of providing the following: equipment, operation, supervision, inspection, registration, licensing, insurance and conformance to all applicable laws, rules and regulations of the Commonwealth of Massachusetts, Department of Education, Registry of Motor Vehicles, Department of Public Utilities, Department of Labor and Work Force Development, Division of Occupational Safety (DOS), Department of Public Safety, Town of Tewksbury, and the Tewksbury School Department.

GENERAL

A. The Regular Transportation called for under these specifications shall be on a daily basis and shall include all transportation requirements during any school day. The contract shall be for the period of three (3) school years of approximately one hundred eighty

(180) days minimum each year. There is an extended school year program which includes van transportation and typically takes place in July and August for four to five weeks. Vans used in this program would be paid at the per diem rate. The normal contract period will be from July first to June thirtieth, commencing July 1, 2026 and terminating at the end of June 2029. The days on which transportation shall be furnished shall be as designated by the Tewksbury School Department in compliance with the Department of Education regulation, and in the event the school year is increased or decreased, such an increase or decrease will be on a per diem basis as bid.

B. To contract to furnish scheduled extra-curricular, athletic, and field trip transportation for all designated school children of the Town of Tewksbury, Massachusetts for the period of three years (July 1, 2026-June 30, 2029).

C. The Tewksbury School Department at its discretion may limit such contract to any one contractor, or to any total deemed to be in the best interest to the Town.

D. Routes and Schedules of Routes shall be determined by the Tewksbury School Department. Routes shall not be interpreted to mean one round trip route, per vehicle, per day. It shall mean any and all routes assigned to a particular vehicle. Current routes are attached in Appendices A and B to be used to estimate mileage, time, etc.

E. Bidders are invited to bid on a per diem rate, based on approximately one hundred and eighty (180) days per contract year. Bids must be submitted on forms provided by the

Tewksbury School Department. The Tewksbury School Department reserves the right to rearrange, reassign, or adjust routes and schedules, or increase or decrease the number of buses required, or increase or decrease the number of school days on which transportation will be required, when it is in the interest of the Town of Tewksbury to do so, and to adjust the daily rate of payment in accordance with the per diem bid award rate. The Contractor shall assist the Tewksbury School Department on request, in the determination of actual routes, distances and number of stops. Parties shall consider the school locations and hours of classes, the space available, vehicle capacity, time schedules and other factors identified by the School Department, and in scheduling of all routes in the most safe and equitable manner so as to expedite the prompt pickup and delivery of students.

F. A reduction or increase in the number of vehicles to be assigned under this agreement may be made at any time by the Tewksbury School Department acting in its sole and absolute discretion provided, however, the Tewksbury School Department shall have first given to Contractor a 30 day notice in writing setting forth such increase or decrease, as the case may be, including therein reasons as may be deemed necessary by the Tewksbury School Department. Such increase or decrease shall be at the rates specified in said Agreement from the Transportation Bid Form, attached hereto and incorporated herein.

G. There shall be no increase in payment for any increase in the number of school children transported or number of trips resulting there from as required by the Tewksbury School Department.

NOTE Any contract awarded as part of this bid shall be subject to receipt of funds from local appropriation. Failure to receive such funding from local appropriation shall result in cancellation of buses awarded under this bid.

EQUIPMENT

A. No vehicle shall be used in the execution of this contract, which has reached the age of ten (10) years, by September 1, on any year during the contract period as established on the date of the manufacture. The Tewksbury School Department reserves the right to disqualify any vehicle they deem unfit for school transportation.

Retired vehicles are not approved for spare, emergency or extra-curricular transportation.

The successful bidder shall within 30 days of signing the contract with the Tewksbury School Department deliver to the Business Office, a Vehicle Information Sheet. The sheet shall list each vehicle to be furnished including the year of manufacture, make of vehicle, make of body, present mileage, seating capacity, vehicle identification number, and Massachusetts Registration Number. The Tewksbury School Department reserves the right to reject any unacceptable vehicle. The successful bidder must submit annual updated documentation identifying and detailing the composition of the vehicle fleet to be used as of each of the following dates: August 1, 2026, August 1, 2027, August 1, 2028.

B. All buses to be furnished under this contract shall have the capacity to serve at least 71 elementary students. All vans to be furnished under this contract shall have the capacity to serve at least 5 elementary students.

C. All buses shall be equipped with a "Child Check Mate System" or similar device that equips the rear emergency door of each bus with an audible device that requires the driver to walk the interior length to disengage the audible device prior to exiting the vehicle.

This device is to ensure that no student is left on the bus after the bus driver exits the bus.

D. Numerals for vehicle identification shall be prominently displayed. These numbers are in black, and appear as designed by regulation or as designated by the Superintendent of Schools or his/her representative.

E. Written reports of conditions of buses as determined at the time of Registry Inspections during the first week of January, March, May, September and November, shall be presented to the Business Office upon request.

F. Each Contractor shall equip all buses used in school transportation with a set of suitable snow tires maintained in good condition, and shall not fail to install the tires during the inclement weather (December-March).

G. The registration certificates of each vehicle, issued by the Registrar of Motor Vehicles, shall be presented upon request

H. There shall be no substitution of vehicles without permission of the Business Office for the duration of the contract period except in the case of emergency breakdown, and then only for a period not to exceed five consecutive days. All substitute vehicles shall be subject to all contract requirements. The Contractor is required to contact the School Department at least two hours prior to making a substitution.

I. Cost of damage to vehicles, those caused by students, will be the responsibility of the contractor and not the Tewksbury School Department.

J. All Contractors shall maintain a two-way communication system, set-up in Tewksbury, for use in conjunction with two-way radios in all vehicles. The Contractor shall have a program to insure proper radio use at all times.

All vehicles must be equipped with digital video recorders capable of recording both video and audio. Camera coverage must be arranged so that the entire passenger and driver areas are recorded. The recording systems must be capable of storing video and audio recordings for a period of ten (10) school days before being erased. Any video or audio requested by the School Department must be made available within one (1) school day. The system must trace and show the date and time of all recordings. The purpose of the system is to assist the Contractor and the School Department in maintaining compliance regarding student and driver conduct on buses.

K. Vehicles must be equipped with a GPS device for use to track performance under this contract. The School District must be provided with information from this system upon request.

L. The contractor must provide a method of tracking vehicles in real time, which is readily available to parents and the District. The contractor will be responsible for maintaining and supporting this technology.

M. The contractor shall notify each school when all vehicles have completed their routes and vehicles are empty each school day. The method of this notification may be developed in coordination with Building Administration and/or Building Secretaries.

CONTRACTORS/OPERATORS

A. Contractors shall be responsible for providing the School Department with all copies of their drivers' licenses, physical examination copies and/or annual renewal applications, upon request

B. A list of licensed operators (bus and van) and corresponding vehicle numbers must be provided to the Business Office by August 15 of each school year.

C. The Tewksbury School Department has been certified by the Criminal History Systems Board for access to conviction and pending criminal case data. A Criminal Record Check (CORI) will be conducted, with the full cooperation and assistance of the Contractor, for all vehicle drivers.

D. All vehicle drivers must comply with current fingerprinting requirements for employees who have direct contact with students. The State Applicant Fingerprint Identification System (SAFIS) MorphoTrust USA IndentoGo TM has been created for this purpose.

The contractor shall ensure that all drivers comply with this requirement.

E. The Tewksbury School Department reserves the right to approve or disapprove any or all drivers for the purpose of protecting the safety, health, welfare and morals of the school children. Further, the Tewksbury School Department reserves the right to require any operator to be physically examined at any time, at the sole cost of the Contractor, by a doctor of medicine selected by the Tewksbury School Department. There shall be no substitution of operators without permission of the Tewksbury School Department, or its designee, except in an emergency, and then only for a period of not exceeding three consecutive days.

F. The minimum wages paid to school operators performing under contracted services for the Tewksbury School Department shall not be less than the minimum hourly rate determined by the Commissioner of Labor and Workforce Development. In the event the Commissioner certifies a higher minimum hourly rate during the life of this contract, the Tewksbury School Department will pay the contractor the difference between the old and new rates. This section does not apply to any negotiated increases between the vehicle drivers and the Contractor. NOTE: the Town of Tewksbury has not received a prevailing wage statement from the

G. The Contractor shall give preference of employment to qualified applicants who are residents of the Town of Tewksbury.

H. The Contractor must be in their office 1 hour before the first vehicle picks up students for the day and 1 hour after the last vehicle drops off students for the day.

I. The Contractor must have 24/7 phone coverage while school is in session.

OPERATION

A. All vehicles shall be cleaned by sweeping or vacuum cleaning daily, and shall be maintained free of noxious odors and poisonous gases at all times. All vehicles shall be thoroughly cleaned by sweeping and vacuum cleaning and the interior washed with water mixture of detergent and disinfectant during each school vacation period. The interior and exterior surfaces of all windows shall be maintained in a safe and clean condition, weather conditions permitting.

B. The schedule or route operation shall be maintained in such a manner that the school children awaiting vehicle arrival shall not be required to wait longer than five (5) minutes beyond the time of the schedule of the stop. The vehicle shall not delay at a stop longer than necessary for school children to board. Excessive delay at stops to permit the boarding of school children not present during the time the vehicle is being loaded shall not be permitted. The first stop of any vehicle for any pupil in the town shall not be before 6:30 A.M. Pupils shall be picked up at schools within fifteen minutes after the dismissal time.

C. Changes in school hours may be instituted by the school authorities and shall not affect contract price.

D. The vehicle operator is responsible for transporting pupils to and from the school only.

Pupils will not be permitted to leave or board any vehicle at any in-between point, unless permission has first been granted by respective school principals. The operator will only be allowed to make route changes after consulting with the school Business Office.

E. The operator shall maintain order among school children within the vehicle. School children disobeying instructions of the operators shall be reported to the respective school principal for disciplinary action. Injuries to pupils on vehicles shall be reported to the school principal.

F. The vehicle shall remain stationary with flashers on during boarding and disembarking.

G. Operators shall report complaints by school children or parents of children to the school principal promptly.

H. The operator shall place the safety of school children above any other consideration at all times and shall under no circumstances leave the vehicle unattended at any time while it is occupied.

I. The temperature of the vehicle interior shall be maintained at minimum temperature of fifty-five degrees when the vehicle is occupied. Windows that are to be used for ventilation must be in working condition.

J. Smoking, vaping, expectorating or the chewing of tobacco shall not be permitted on school vehicles.

K. The use of profane or immoral words or language shall not be permitted. Violations shall be reported to the school principal promptly.

L. Drivers are expressly forbidden from smoking while operating their vehicle with or without children on board. Drivers shall insure that there is never any second hand smoke on their vehicle. Drivers are expressly forbidden from smoking on School Grounds.

M. Drivers shall not be permitted to carry any person other than a school officer, teacher, or chaperone while carrying pupils without the express permission of the Tewksbury Public Schools.

N. Drivers are expressly forbidden from using cell phones with or without children on board, except in emergency situations and only when the vehicle is not in motion.

O. All Drivers must have training in 4 areas:

1. Discipline

2. Safety management

3. Student safety management

4. Anti-bullying training

This training plan must be approved by the Tewksbury School Department prior to the actual training.

INSURANCE

A. The Contractor shall maintain in effect, during the entire time of the contract, insurance coverage as follows:

1. Workers' Compensation Insurance as required by the laws of the Commonwealth of Massachusetts.

2. Commercial General Liability Insurance: $1,000,000 each occurrence and $3,000,000 aggregate limit

3. Automobile Liability Insurance combine single limit of $5,000,000 with an additional excess liability of $5,000,000.

The intent of the Specifications regarding insurance is to specify minimum coverage and minimum limits of liability acceptable under the contract. However, it shall be the Contractor's responsibility to purchase and maintain insurance of such character and in such amounts as will adequately protect it, the School and the Town from and against all claims, damages, losses and expenses resulting from exposure to any casualty or other liability in the performance of their work.

B. Written evidence of insurance coverage, including name of insuring company, policy numbers, and amounts of coverage shall be presented to the Business Office one week prior to September 1 and January 1 of each year. The Town of Tewksbury is to be named on the Insurance Certificates as an additional named insured.

C. Vehicles referenced in this contract shall be garaged in Tewksbury and shall be kept clean and in sanitary condition and open to examination by the School Department and its Officers.

FUEL PRICE FLUCTUATION CLAUSE

This bid specification does NOT include a fuel price fluctuation clause. Therefore, each bidder should anticipate price increases during the term of this contract and bid accordingly.

REPORT

A. The Contractor or his operator shall make written reports of all accidents in which his equipment becomes involved within three (3) hours to the Superintendent of Schools' Office. In the event that children are present on the vehicle, a verbal report shall be made at once by telephone, after notification of police, and the rendering of assistance to the injured, if applicable.

B. Equipment failures shall be reported verbally to the Business Office, as soon as possible.

C. Written accident reports shall be on forms supplied either by Owner's Insurance Company or the Registry of Motor Vehicles.

PAYMENT

A. Payment shall be made in ten (10) payments, monthly in arrears.

B. No payment shall be made for routes not operated during inclement weather, or for any other cause for which the schools are closed by the decision of the Tewksbury School Department. If any vehicle fails to complete an assigned route on scheduled days, no payment shall be made.

C. No assignment or subletting of this contract nor assignment of money shall be made without written consent of the Tewksbury School Department.

FORFEITURE PROVISIONS

If the Contractor is unable to furnish transportation for any given day either in whole or in part, the Contractor shall reimburse the Tewksbury School Department for all actual costs required for furnishing alternate transportation. This provision shall not apply if an approved spare vehicle is used in lieu of the contracted but inoperative vehicle, and then only if permission is granted by the School Department, for a period not exceeding five (5) consecutive days.

The wording spare vehicle as used in this provision shall not apply to any other vehicle under contract with the same owner.

In the event any contracted vehicle requires a longer period than five (5) days specified in this provision, or if said vehicle becomes permanently damaged, or is ruled unfit or unsafe by the School Department, so as to negate continued operation, the owner of said vehicle shall petition the School Department in writing, requesting permission to substitute a spare vehicle for the remainder of the school year in question.

In all such cases, spare buses shall conform to the specifications for regular contracted buses.

CONTRACTUAL LIABILITY

Failure to perform when such failure is due to an act of God, public enemy, fire, earthquake, flood, transportation embargoes, or other similar causes beyond the control of the contractor, shall be good and sufficient reason for excuse from contractual liability.

BREACH OF CONTRACT

In the case of failure on the part of the Contractor to execute the work as per agreement, the Committee reserves the right to terminate the contract, satisfying its wants though another Contractor, and the Committee shall collect from the Contractor any difference in price as a result of such failures on the part of the Contractor.

Exercise of the rights herein specified shall not impair or affect the Town's right to recover the damages for breach of contract or on the bond securing it.

SUBLETTING OF AWARD

No subletting of the award, nor assignment of monies due, or to become due, shall be made without written consent of the Tewksbury School Department.

EVALUATION CRITERIA

In awarding this bid the Tewksbury School Department will use the following criteria in evaluating bidders:

1 . Total Contract Cost.

2 . Financial Stability of the Bidder.

3 . Number of years in business as a carrier of school children.

4 . Ability to furnish a performance bond.

5 . Receipt of favorable references.

6 . Did the Bidder use the prescribed form?

7. Does the bid provide all information requested to allow the evaluator to make a reasonable awarding decision?

8. Is the Bid Form complete with proper signature?

BID FORM SUMMARY SHEET

School Pupil Transportation Tewksbury Public Schools

Tewksbury, MA

Bid Opening Date: April 13, 2026

The undersigned proposed to furnish school pupil transportation for the specified period in accordance with the attached transportation contracts specifications dated February 2023 to the Tewksbury Public Schools, Town of Tewksbury, Massachusetts, and in accordance with the following schedule of rates of payment:

A. School Buses designed to carry at least 71 elementary students to/from school.

Year # Vehicles Daily Rate per

Vehicle

Estimated Total Annual Cost #Vehicles * Rate

(in numerals)

July 1, 2026 – June 30, 2027

July 1, 2027 – June 30, 2028

July 1, 2028 – June 30, 2029

Total amount for three years (in numerals)

Total amount for three years (in words)

Signature of Bidder

B. Vans designed to carry students with special needs to/from school.

Year Number of

Vehicles Daily Rate per

Vehicle

Estimated Total Annual Cost #Vehicles * Rate

C. Late Bus / Sports Shuttle / In-Town Transportation

Number of

Vehicles Number of

Trips/Vehicle Daily Rate per

Vehicle

Total Amount No. Vehicles * #Trips *Rate

3 80

D. School Pupil Transportation to/from Extra-Curricular, Athletic Events & Field Trips

The undersigned proposes to furnish “IN WORDS” and “IN NUMERALS” vehicles with drivers for Extra- Curricular Activities including but not limited to school sponsored Field Trips and Athletic Events Transportation, for the Tewksbury Public Schools, Tewksbury, Massachusetts, at the schedule of rates for In-District and Out-of- District round trips

Distance from

Point of Origin –

ONE WAY

Estimated Number of

Trips

Daily Rate per Bus (in numerals)

Total Amount No. Trips * Rate

0 - 25 220

25-50 30

Greater than 50 3

April 13, 2026

TRANSPORTATION BID FORM SUMMARY SHEET

TOTAL FROM Part A: __________________________________

TOTAL FROM Part B: __________________________________

TOTAL FROM Part C: __________________________________

TOTAL FROM Part D: __________________________________

CONTRACT TOTAL

(numerals)

Contract Total for three years (in words)

BID INCLUDES ADDENDUM #:

NAME OF BIDDER: TEL #:

ADDRESS:

(street) (city) (state) (zip)

SIGNATURE: DATE:

PRINT NAME

QUESTIONNAIRE

The Undersigned further offers the following information as evidence of his qualifications to perform the work as bid upon according to the requirements as set forth in the transportation contract specifications:

1. Number of years in business as carrier of school children? ________

2. Number of buses now under contract as a carrier of school children (unexpired)? ______

3. Number of spare buses meeting specifications? _________

4. With whom do you now hold contracts to transport school children?

5. Do you own your own vehicles? Yes No

If answer to No. 5 is "NO", who does own the bus/buses or van/vans, described in this Bid:

SIGNATURE: DATE:

PRINT NAME

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of individual submitting bid or proposal Date

Name of Business

TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support, as well as paid all contributions and payments in lieu of contributions pursuant to MGL 151 A, §19A (b).

Signature of individual submitting bid or proposal Date

Name of Business FID*