School_Bus_Transportation.pdf

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Town of Waterford

REQUEST FOR PROPOSAL

RFP# 24-020

SCHOOL BUS TRANSPORTATION

RELEASE DATE: January 17, 2025

RESPONSE DEADLINE: February 13, 2025, 11:00 am

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

Request For Proposal #RFP# 24-020 Title: School Bus Transportation

Table Of Contents

1. SECTION 1-REQUEST FOR PROPOSAL PROCEDURE

2. SECTION 2-EVALUATION & AWARD PROCESS

3. SECTION 3-BID SPECIFICATIONS

4. SECTION 4-CONTRACT DOCUMENT AND TERMS

5. SECTION 5-OPERATING PROCEDURES

6. QUESTIONS CONCERNING THIS RFP

7. ADDENDA TO THE RFP

8. ACCEPTANCE PERIOD

9. THE CANDIDATE

10. ASSIGNMENT OF CONTRACT

11. FEDERAL, STATE AND LOCAL LAWS

12. RIGHT TO ACCEPT / REJECT

13. INSURANCE

14. VENDOR QUESTIONAIRE/PROPOSAL

Attachments:

A - Transportation Services Agreement (Contract)

B - WATERFORD PUBLIC SCHOOL BUS ROUTES

1. SECTION 1-REQUEST FOR PROPOSAL PROCEDURE

A. INSTRUCTIONS TO BIDDERS:

1. Sealed proposals for RFP# 24-020 School Bus Transportation will be received through the Town's e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct until 11:00 am prevailing time on Thursday, February 13, 2025, all bid openings will be held on Zoom, details can be found under Proposal Submission Deadline Location below: Release Project Date:January 17, 2025Pre-Proposal Meeting (Mandatory):January 23, 2025, 11:00am15 Rope Ferry Road, Waterford CT 06385Question Submission Deadline:January 30, 2025, 3:00pmQuestion Response Deadline:January 31, 2025, 3:00pmProposal Submission Deadline:February 13, 2025, 11:00amTopic: RFP Opening - 24-020 School Bus Transportation Time: Feb 13, 2025 11:00 AM Eastern Time (US and Canada) Join Zoom Meeting https://us04web.zoom.us/j/75689906699?pwd=259JWoR6d38TuK49XcH86fury0CBcn.1

Meeting ID: 756 8990 6699 Passcode: UBuFi0

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The Town of Waterford strongly recommends completing your response well ahead of the deadline.

Any bid may be withdrawn prior to the above scheduled time for the opening of bids

Attendance is mandatory at the Pre-Bid Conference scheduled for Thursday, January 23, 2025 at

11:00 am at Waterford Public Schools, 15 Rope Ferry Road, Waterford, CT.

A.

B. ALTERNATE BIDS:

Bids fully responsive to this RFP will cover the entire school bus transportation service, including regular education and special needs busing, in accordance with the Scope of the Work set forth below.

However, alternate bids for regular education transportation only, or special needs transportation only, will be accepted and evaluated by Waterford Public Schools. The viability of such alternate bids will depend in large part upon the Waterford Public Schools securing acceptable transportation service for the complementary part of the overall service not addressed in such alternate bids, either through another bid or negotiation.

See Section 2, Subsection B. below. Any bid deviating from the bid specifications in any way should be identified by the bidder as an alternate bid, and will be considered and evaluated at the option of the Waterford Public Schools.

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C. CONTRACT

The form of transportation contract is incorporated herewith to familiarize prospective bidders with the language, terms and conditions. By the submission of their bid, bidders consent to these contract terms, which may be carried over to the new contract in whole or in part, as appropriate to the conditions in the forthcoming school year and the provisions herein. Where conflicts exist between the current contract and this document, the terms of the Request For Proposals and Specifications shall prevail.

D. BID BONDS

1. Each bidder shall enclose with the bid proposal an acceptable bid bond or bid deposit in the amount of five (5) percent of the first year’s contract price.

▪ BID BONDS must be issued by a surety company qualified to do business in the State of Connecticut and payable to the Waterford Public Schools.

▪ CHECKS must be submitted in the form of a certified check, treasurer’s check or cashier’s check drawn on a responsible bank or trust company and made payable to the "Waterford Public Schools”.

2. SECTION 2-EVALUATION & AWARD PROCESS

A. EVALUATION OF BIDS

1. It is the intent of the Waterford Public Schools not to award a contract to any bidder who does not furnish evidence satisfactory to the Waterford Public Schools that it has the ability and experience in school bus transportation services, that it has sufficient capital, that it has available through ownership or lease duly licensed school buses of the number, type, year, and passenger accommodations specified, and that it employs a sufficient number of trained and duly licensed drivers to enable it to perform the work to the satisfaction of the Waterford Public Schools.

2. Each bidder shall be prepared to submit upon request a listing of recent work performed within the

State of Connecticut of the size comparable to the work being bid.

3. Following the bid, bidders further may be required to submit the following pertinent information:

▪ A bank credit letter of reference from the bidder’s principal financial institution.

▪ Accident records for the previous three (3) years prepared by and submitted directly to the Waterford Public Schools Director of Finance by the insurance carrier.

▪ An expanded statement of experience detailing previous school systems served, organizational chart, proposed staffing, and other relevant evidence of qualifications.

▪ An organizational chart and proposed staffing plan, with the potential for requested interviews.

4. The Waterford Public Schools reserves the right to investigate the financial responsibility of all bidders, including requesting a certified financial statement. It further reserves the right to withhold the awarding of any contract under its jurisdiction when the bidder is unable to furnish satisfactory evidence of adequate capability, experience or capital to execute the work described in these specifications.

5. The Waterford Public Schools, acting through its authorized representatives, shall be the sole judge of the qualifications of the bidders. In this regard, the Waterford Public Schools further reserves the right to accept or reject any and all bids, and to negotiate contract terms with the lowest qualified bidder, or the bidder of choice.

B. RIGHT TO ACCEPT OR REJECT BIDS AND NEGOTIATE TERMS

1. The Waterford Public Schools reserves the right to reject any or all bids or proposals or to accept bids, or parts thereof, including the right to select a bidder whose bid, or parts thereof, is not the lowest price, as the Waterford Public Schools deems to be in its best interests.

2.In addition to the right of the Waterford Public Schools to accept or reject any and all bids, the school district specifically reserves the right to reject any bid submitted by a bidder who has defaulted for non-performance on a transportation contract with any school system or municipality within the past ten

(10) years.

3. SECTION 3-BID SPECIFICATIONS

3.1. SCOPE OF WORK

SCOPE OF THE WORK:

The successful bidder shall provide all equipment, personnel and labor, materials, maintenance and repairs, permits, insurance, bonds and licenses, and all else required to transport students to the various schools within the Town of Waterford and outside of Waterford as directed, in accordance with the specifications, under a Five-year contract. In accordance with SECTION 1-REQUEST FOR PROPOSAL PROCEDURE, subsection C, bidders are instructed to review the sample form of contract document included herewith, and must be prepared to accept those terms, along with the terms of this Request for Proposals and Specifications.

3.2. OPERATORS

OPERATORS:

1. The successful bidder shall assign properly licensed drivers to operate all buses, minibuses and vans used in carrying out the transportation services provided for under the terms of the contract.

The successful bidder is responsible for the thorough initial training and refresher training of all drivers, and for determining that all drivers possess the superior driving skills and judgement expected by the Waterford Public Schools.

2. All persons assigned as regular or substitute drivers must be acceptable to the Superintendent of Schools as determined prior to the start of school each school year, and on-going throughout each year. The Superintendent of Schools and or designee reserves the right to accept or reject any or all drivers at any time during the contract period if it is deemed in the best interest of the Waterford Public Schools.

3. The drivers shall be of the highest moral character and not less than twenty-one (21) years of age and shall submit to and pass a physical examination, and shall meet at a minimum all standards of training, qualifications and testing required by the Connecticut Department of Motor Vehicles and any other governing state agencies prior to the opening of the school year.

4. No person shall be allowed to ride any vehicle unless so authorized in advance by the Waterford

Public Schools. Unauthorized passengers are prohibited.

5. Drivers are expressly forbidden to use personal mobile phones or other personal electronic devices, or to smoke, vape at all times while on school buses. Use of a cell phone while in service, including while stopped or parked, shall be considered a serious safety violation, and shall subject the driver to disciplinary action up to and including termination.

6. Drivers must remain on their respective buses at all times while on school property, except in cases of emergency.

7. Drivers shall not leave a school bus unattended when passengers are on the bus.

8. No operator who has tested positive for alcohol or drug use or has had their driver’s license suspended or revoked for alcohol or drug related offenses within the previous five

(5) years shall be permitted to operate any vehicle under the terms of the contract.

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3.3. VEHICLES

VEHICLES:

1. Subject to the finalization of routes for the 2024-2025 School Year, and from year to year thereafter, Waterford Public Schools anticipates requiring approximately 34 vehicles, including spare units, to perform the contract work. The successful bidder should be prepared to adjust the fleet size upward or downward by approximately ten percent (10%), or as may be required.

2. The present breakdown of the vehicle fleet is as follows:

20 77-passenger buses

10 small buses, 2 of which are wheelchair equipped

The exact wheel-chair configurations and passenger capacities will be determined when School Year 2025-2026 routes are finalized. The Waterford Public Schools will work with the successful bidder to prepare adequately for fluctuations in required fleet configuration.

3. Waterford Public Schools shall have priority use of the vehicles in the bus fleet at all times to meet all of the Waterford Public Schools transportation requirements set forth herein.

4. During the entirety of the contract, no vehicle shall be any older than ten (10) years from the date of manufacture. The full-sized bus fleet shall maintain an average age of five (5) years or less.

No vehicle shall have an odometer reading of more than 175,000 miles at any time during the performance of the contract, unless this provision is waived by the Waterford Public Schools.

5. All full-sized buses shall have 77-passenger capacity, however if actual route ridership permits the use of slightly reduced seating, but in no case less than 71-passenger capacity, the smaller buses will be permissible for as long as student ridership does not require the larger size.

6. The successful bidder shall maintain all buses and other vehicles, and the equipment required thereon, in good and working order during the term of the contract and any subsequent renewal thereof. Any and all vehicles shall be made available for inspection by the Waterford Public

Schools or its designee upon request.

7. Excessive occurrences of vehicle failures in service, in the sole judgment of the Waterford Public

Schools, shall be considered a breach of contract.

8. All buses shall be constructed, equipped and maintained in conformance with all applicable laws, regulations, and rules of the Federal Government and Connecticut Department of Motor

Vehicles.

9. The successful bidder must submit a vehicle list detailing the composition of the school bus fleet servicing the Waterford Public Schools, which shall be updated annually, or as changes are made thereto.

10. At all times the successful bidder shall keep buses in a condition of cleanliness, interior and exterior, and safe satisfactory in the sole judgement of the Waterford Public Schools.

11. Copies of reports on the condition of buses as determined at the time of inspection by the

Connecticut Department of Motor Vehicles shall be presented to the Waterford Public Schools no later than ten days following the date of issuance.

12. There shall be no substitution of buses without permission of the Waterford Public Schools for the duration of the contract, except in the case of emergency breakdown or required maintenance and then only for a period of time not exceeding ten (10) consecutive days. All substitute buses shall be subject to all contract requirements.

13. The successful bidder shall provide sufficient buses for use as spares, at a minimum of ten percent (10%) of the active bus fleet, by vehicle category: full-sized, minibus, and van. Spare buses must be not older than twelve (12) years, and subject to the average age requirements set forth herein.

14. Each vehicle shall display prominently on both sides “WATERFORD PUBLIC SCHOOLS" in lettering of a size and style conforming to the requirements of the State Department of Motor

Vehicles.

3.4. VEHICLE EQUIPMENT

VEHICLE EQUIPMENT

1. Each full-sized bus and minibus shall be equipped with a reflectorized automatic stop sign warning device with strobe lights, mounted upon the left side of the bus. This stop arm shall be activated to extend outward and flash while picking up or discharging students.

2. All vehicles must be equipped with two-way radios, operating on an FM emergency band.

The successful bidder must maintain a manned base station at all times that students are being transported, to maintain contact with all vehicles in service. The school administration shall be provided with radio equipment to monitor all radio transmissions.

1. The rear emergency door of each vehicle shall be equipped with a post-trip safety system that requires the bus driver to walk the interior length of the vehicle prior to exiting the vehicle to check and insure no student is left onboard.

2. If the Waterford Public Schools requires the successful bidder to install seat belts or other additional safety equipment or devices not listed herein, except as required by statute or Federal or State Regulation, the added cost of such installation shall be invoiced at cost plus ten percent

(10%) overhead and ten percent (10%) profit.

3.5. GLOBAL POSITIONING, TRACKING AND GUIDANCE SYSTEM

GLOBAL POSITIONING, TRACKING AND GUIDANCE SYSTEM

The successful bidder shall provide, install and maintain a GPS management system in the each of the vehicles used in performance of the contract. The GPS system shall allow the real- time tracking of each bus in service. The successful bidder shall provide and install all necessary software and ensure continuous connection to the GPS system for the Waterford Public Schools for the duration of the contract at no additional cost. The selection of the GPS system is subject to final approval of the

Waterford Public Schools.

3.6. VIDEO CAMERA SYSTEM

VIDEO CAMERA SYSTEM:

1. All vehicles used in the performance of the work must be equipped with digital video systems to monitor passenger behavior and related activities. All buses (including spares) shall be equipped with a minimum of four (4) cameras. At least one of the cameras on each bus (including spares) must be outward facing to show the exterior of the bus from the vehicle operator’s perspective. All vans shall be equipped with a minimum of one (1) camera. The digital video systems installed in the vehicles shall be equipped with audio capture feature and hard drive retention of a minimum of twenty (20) school days.

All cameras must be placed in locations approved by the school district, with camera coverage set to record entryway, driver, and front, middle and rear seats. The successful bidder shall implement a camera maintenance program to ensure that cameras are operational and functioning properly, including video and audio recording, at all times. The mandate to have operational cameras in all vehicles providing services in accordance with these specifications is fundamental to the Contractor’s performance, and any failure to have operational cameras shall be considered a material breach of the contract.

2. Cameras and hard drives shall be used only in accordance with the policies and procedures of the

Waterford Public Schools. All video imagery and audio recordings are the sole property of the Waterford

Public Schools.

3. The video system shall be supplied, installed and fully operable by August 1, 2025.

3.7. COMPUTER ROUTING SOFTWARE

COMPUTER ROUTING SOFTWARE:

1. The successful bidder shall maintain a computerized routing system, approved by the Waterford

Public Schools, at the bidder’s expense. The computerized routing system must be compatible with

PowerSchool SIS for automated transmission of student demographic information. Before the start of each school year, the successful bidder will submit proposed routes to the Waterford Public Schools for review and approval.

2. Available information on the bus routes for School Year 2024-2025 is included in this document for bidders’ information and review. Supplementary information may be provided via addenda during the period preceding the bid opening date, and also at the Pre-Bid Conference. These 2024-2025 serve as a starting point for the routes to be presented to the school administration by the successful bidder for SY

2025-2026, which may also reflect transition plan improvements and efficiencies.

3.8. PARKING AND MAINTENANCE FACILITY

PARKING AND MAINTENANCE FACILITY:

1. The successful bidder will be provided with office space and suitable parking for vehicles at Waterford

High School. All vehicles used in the performance of the work shall be registered designating the

Waterford location for purposes of excise and personal property taxes.

2. Each bidder shall include details on the proposed site(s) to be used to house, maintain, and operate the fleet of vehicles required to provide the transportation services outlined herein. The school district reserves the right to request additional information regarding, and to inspect, the site(s) proposed by a bidder. The district will neither reimburse the contractor for operating time, nor provide fuel, for any deadhead travel to a site outside of the Town of Waterford for maintenance and repairs.

3. All vehicles shall be parked in the facility when not in use for the transportation of Waterford Public

Schools students. No vehicle will be parked on any public way within the Town of Waterford overnight, on weekends, or between morning and afternoon trips, except where specifically authorized by

Waterford Public Schools.

3.9. FUEL

FUEL:

1. The Waterford Public Schools will provide to the successful bidder the motor fuel required to perform the school transportation work described herein, subject to audit. The successful bidder shall use the fuel supplied only for the assigned vehicles performing the routes and trips ordered by the Waterford

Public Schools, as set forth herein.

2. Required diesel and unleaded gasoline will be made available to the successful bidder at the

Waterford Police Department, 41 Avery Lane, Waterford Ct 06385. Each vehicle and operator utilizing the fuel pumps will be pre-registered with Waterford Public Works, and issued the necessary fobs and key codes to use the fuel pumps. Pump operators will submit accurate odometer readings with each pump use for the purpose of periodic fuel audits.

4. SECTION 4-CONTRACT DOCUMENT AND TERMS

A. CONTRACT DOCUMENTS:

The Contract Documents shall consist of the forthcoming signed Contract, this Request for Proposals and Bid Specifications, and the completed Bid Forms submitted by the successful bidder.

B. CONTRACT EXECUTION:

1. The successful bidder will be required to enter into a written contract substantially in the form of the form of contract included herein for a period of five (5) years with the option of two (2) additional one (1) year contract extensions exercised at the sole discretion of the Waterford Public Schools, subject to annual appropriation.

2. Should any bidder to whom an award is made fail to enter into a written contract within thirty (30) days of written notification of such an award from the Waterford Public Schools, or fail to furnish a performance bond within the time prescribed below, the amount so received from the bidder as a bid deposit, through bid bond or certified check, shall become the property of the Waterford Public Schools, as liquidated damages for such failure.

C. PERFORMANCE BOND:

1. The successful bidder shall furnish at its own expense a surety performance and payment bond with an option to renew each succeeding year of the contract term, in a form satisfactory to the

Waterford Public Schools, conditioned upon the faithful and continuous performance by the successful bidder of all terms and conditions of the contract. The bond shall be equal to one hundred percent (100%) of one year’s estimated contract price. The performance bond shall be issued by a surety company acceptable to Waterford Public Schools and licensed or authorized to do business in Connecticut.

2. Upon the exercise of the right of the Waterford Public Schools to terminate the contract for default, the surety and payment bond may be called, and any loss or cost incurred by the

Waterford Public Schools shall be compensated by the bonding company to the extent of the policy limits.

3. Should the successful bidder fail to deliver said performance bond, the Waterford Public

Schools shall withhold any and all payments due said successful bidder, until such time as said performance bond has been received, or, at the option of the Waterford Public Schools, until such time as alternative arrangements have been agreed between the parties.

4. Bidders must verify their bonding capabilities in connection with their bid proposals. Prior to the award, bidders may be asked to submit verification establishing proof of competency to execute the contract and provide the performance bond.

D. DURATION:

The contract shall be for the Five-year period beginning July 1, 2025 and ending June 30, 2030, followed by two (2) separate one-year contract extensions, awarded at the sole option of the Waterford Public Schools prior to the start of the extension period. The first extension year shall be July 1, 2030 through June 30, 2031, and the second extension year shall be July 1, 2031 through June 30, 2032. The Waterford Public Schools reserves the right to award both optional extension years at the same time, prior to the start of this first option period.

E. ASSUMPTION OF LOSS AND LIABILITY:

1. The successful bidder agrees that it shall 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 machinery and equipment employed in such work, excepting fuel supplied by

Waterford.

2. Any school property damaged by the successful bidder in carrying out the provisions of the contract shall be restored to its original condition by the successful bidder at the bidder’s expense, and the materials and workmanship used must be first class in every respect. In the event of the failure of the successful bidder to make such repairs promptly to the satisfaction of the Superintendent of Schools, the Waterford Public Schools may at its discretion direct that such repairs be made, that the cost of such repairs be charged against the successful bidder, and that any sum of money due the successful bidder be applied to meet the cost of such repairs.

3. The successful bidder is retained solely for the purpose and to the extent set forth in the contract. During the term of the contract, the successful bidder's relationship to the Waterford

Public Schools shall be that of an independent contractor. The successful bidder shall have no capacity to involve the Waterford Public Schools in any contract or to incur any liability on the part of the school district.

F. LIQUIDATED DAMAGES:

The Waterford Public Schools may assess damages against the successful bidder, to be paid as liquidated damages and not as a penalty or forfeiture, as set forth in the form of contract.

In addition, the school district will not pay for any services that have not been provided. Prior to the implementation of any liquated damages, the school district will attempt to communicate with the successful bidder to determine if there are any mitigating circumstances that have caused the service issue that might lead to the issuance of liquidated damages, but it is the school district’s determination as to whether or not a mitigating circumstance existed.

G. FAILURE OF PERFORMANCE

1. It shall be understood and agreed by the successful bidder that the assessment of non-performance damages shall be in addition to the right of the school district to terminate the contract and call the performance bond, and that in the event of termination, the above damages will be applied and assessed for the full period of any non-compliance during the school year. The rights and remedies set forth in this section are in addition to any other rights or remedies available to the school district under the contract, and in law and equity.

2. In the event a strike or other occurrence causes an interruption of services for more than twenty-four (24) hours, the Waterford Public Schools shall have the right to secure such other transportation as may be necessary and charge the incremental cost of same to the successful bidder.

3. It is expressly understood by the successful bidder that the school district, by not exercising its rights, or by waiving any of the provisions of the contract, or by exercising the provisions of the contract in a particular way, shall not be deemed to have waived any of its rights or the contract requirements despite any previous non-exercise or waiver.

4. The above remedies are in addition to any other remedies the Waterford Board of Education may have.

H. TERMINATION:

1. In the event of contract termination by the Waterford Board of Education, the board's payment obligation shall cease as of the final date on which transportation services in accordance with the contract are last performed by the successful bidder.

2. Upon termination of the contract pursuant to this section, the successful bidder and its surety will be responsible for, and indemnify the Board for, the Board's expenses, losses and damages incurred in replacing the successful bidder for the remainder of the term of the contract.

3. If, at any time during the term of the contract, the successful bidder, in the sole judgment of the Waterford Board of Education;

a. fails to provide the level of services required under the contract;

b. fails to fulfill services required in accordance with agreed schedules;

c. becomes insolvent;

d. make an assignment for the benefit of creditors;

e. files voluntary petition in bankruptcy;

f. is subject to an involuntary petition in bankruptcy not discharged within (30) days;

g. abandons the work;

h. subcontracts, assigns, transfers, conveys or otherwise disposes of its obligations under the contract other than as provided herein;

i. fails to provide the insurance required by the contract;

j. fails to provide the performance bond as set forth herein; or

k. fails to comply with any other term or condition of the contract, then the Waterford Board of Education shall have the right to terminate the contract upon written notice to the Contractor. The above remedies are in addition to any other remedies the Waterford

Board of Education may have.

In the event of contract termination by the Board of education, the Board's payment obligation shall cease as of the final date on which transportation services in accordance with the contract are last performed by the successful bidder.

Upon termination of the contract pursuant to this section, the successful bidder and its surety will be responsible for, and indemnify the Board for, the Board's expenses, losses and damages incurred in replacing the successful bidder for the remainder of the term of the contract.

1.

I. LAWS AND PUBLIC POLICY:

1. The contract will be made subject to all laws of the State of Connecticut. Any clause which does not conform to such laws shall be void, and such laws shall be operative in lieu of such clause.

2. The successful bidder shall keep itself fully informed of and agrees to comply with pertinent Federal, State and Municipal laws, ordinances, rules and regulations in any manner affecting the services embraced in the contract.

3. The successful bidder shall procure all applicable permits, licenses, and approval necessary for the performance of services under the contract at the successful bidder's expense.

5. SECTION 5-OPERATING PROCEDURES

A. PAYMENT:

1. Payment shall be made within thirty (30) business days after invoices are received for the preceding calendar month. The invoices shall set forth such detail as the Waterford Public Schools may require, in a format acceptable to the school district’s Business Manager, and shall reflect the rates quoted on the bid form. The Waterford Public Schools may elect to pay based upon the actual number of days operated, or one-tenth per month of the annual contract charges. Extracurricular trips shall be invoiced and paid separately.

2. Compensation will be paid only for the days that work is performed and schools are in session, except as set forth herein.

3. No compensation shall be due or made by the Waterford Public Schools for non- conforming performance.

4. No payment shall be made for bus routes not operated during inclement weather, or for any other cause that is the responsibility of the successful bidder.

B. FORCE MAJEURE:

The successful bidder shall be excused from liability for failure to perform when such failure is due to an act of God, public enemy, terrorism, fires, earthquakes or other similar causes beyond their control. In this regard, labor issues and strikes are not considered beyond the control of the successful bidder. Even though said successful bidder may be legally excused, no payment will be made for work not done, except as set forth below.

C. SCHEDULING AND SCHOOL TIMES:

5. School hours will be established by the Waterford Public Schools. Buses will be scheduled so as to assure arrival of pupils at school fifteen (15) minutes before school sessions begin, and no vehicle shall arrive on school premises any earlier than twenty-five

(25) minutes before the session ends.

6. Buses shall be required, as directed by and at the times specified by the Waterford Public Schools, to pick up students at their respective bus stops, transport the students to their designated schools or other sites, pick up the students at the schools or other sites to which they were transported and return the students to their respective stops. No in town route shall result in a student riding on a bus for more than sixty (60) minutes.

7. Doubling-up of routes because of bus or driver shortage shall not be considered acceptable performance. Buses marked on the sides “WATERFORD PUBLIC SCHOOLS” will not be used for the transportation of any students or passengers other than those associated with the Waterford Public Schools without prior consent of the Waterford Public Schools.

8. The successful bidder shall be responsible for handling and resolving inquiries from parents, routing issues, service complaints and other day-to-day interactions with students and parents, in a manner such that school district personnel are not required to devote significant time to student transportation issues.

9. A scheduled trip may be canceled by the Waterford Public Schools by notifying the successful bidder orally or in writing at or prior to 6:30 AM on the day on which the particular trip was scheduled to run.

1. The Waterford Public Schools shall have the authority to make such changes as deemed necessary in adjusting the number of buses, assignment of pupils, groups or routes, time and dates, or any matter affecting the specific, individual needs of students.

2. The successful bidder shall furnish, at the same prices as in the base bid for regular transportation, such additional buses as may be ordered in writing by the Superintendent of Schools.

D. PUPILS:

10. Changes in the number of students on any route, increasing or decreasing the number of buses or new accommodations necessary for safe and convenient service may be made by the Waterford Public Schools at the beginning of each school year, or at the time such adjustment is deemed by the Waterford Public Schools to be in the best interest of proper service.

11. Drivers will report all cases of student misbehavior on school buses and will handle all disciplinary matters in strict accordance with the policy established by the Waterford Board of Education.

12. In no case will a driver eject a student from a bus for misbehavior or forbid a student from riding to or from school for misbehavior.

13. If requested by the Waterford Public Schools, the successful bidder shall provide written reports of bus counts showing the numbers of pupils on each bus and on each bus trip, as well as the bus trip mileage. These reports will be required on two (2) consecutive days in September and at any other times as the successful bidder may be directed by the Waterford Public Schools.

E. ACCIDENTS:

The successful bidder shall report immediately after its occurrence to the Waterford Public Schools each and every accident or other incident or circumstances which causes unavoidable delay, or in any way interferes with the performance of the contract.

A complete and accurate written report must be submitted to the Waterford Public Schools within twenty-four (24) hours following any accident or incident.

F. ON-SITE MANAGEMENT:

14. The successful bidder shall provide a full time, on-site manager to maintain the operation and guarantee the availability of drivers and buses during the entire school day, including the hours of 5:00 AM to 6:00 PM, for the duration of the contract. Said manager shall be exclusively dedicated to the Waterford Public Schools student transportation contract and shall be available to administrators of the Waterford Public Schools each school day for the full term of the contract.

15. In addition to the manager, the successful bidder shall employ a staff to deal with receiving and resolving all inquiries from parents, routing issues, resolving service complaints and other day-to-day interactions with students and parents, in a manner such that school district personnel are not required to devote significant time to student transportation issues, as set forth above.

16. The full time manager shall have a mobile phone to receive direct calls from school district personnel, and to be available for all routine and emergency situations.

G. PRE-OPENING SCHOOL PROCEDURES:

17. The successful bidder shall be responsible to have all drivers on all routes drive a school bus over their routes not less than once during the week prior to school opening. During these pre-opening runs, the driver shall follow the routes exactly as listed on the routing documents supplied by the Waterford Public Schools Department to the successful bidder. The drivers shall stop the bus at all listed pickup and discharge points on the route and be thoroughly familiar with the location of streets, stops, and schools.

18. The successful bidder shall report any exceptions, suggestions, or corrections which result from the pre-opening runs. However, no modifications to routes shall be made by the successful bidder until specific agreement to do so has been received from the Waterford Public Schools.

H. SUMMER SCHOOL BUSES:

The successful bidder must have a sufficient number of buses available on July 1, 2025 in order to meet summer school and extended school year (“ESY”) requirements during the first year of the contract. The successful bidder shall provide the summer school transportation, ESY transportation, and any other school district required transportation service in the summer of 2025 and each contract year thereafter.

I. EXTRA-CURRICULAR, ATHLETIC & FIELD TRIP VEHICLES:

Quoted and billed at an hourly rate. In town trips between the hours of 8:45AM and 1:45PM are included in the daily rate, out of town trips will be billed at hourly rates.

6. QUESTIONS CONCERNING THIS RFP

Questions concerning this Request for Proposal must be submitted through the Town’s e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City e-Procurement Portal. Bidders 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.

Questions must be received no later Thursday, February 13, 2025at 11:00 am. Responses/further information will be published in the form of an addendum and posted to the Town of Waterford’s e-Procurement Portal located at: https://procurement.opengov.com/portal/waterfordct. Failure to comply with these conditions will result in the Candidate waiving the right to dispute the bid specifications and conditions.

The Town reserves the right to request any respondent to clarify or correct its proposal or to supply any additional material deemed necessary to assist in determining a responsive proposal. All modifications and or corrections must be made in writing and executed and submitted in the same format and manner as the original proposal. Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. The Town reserves the right to change the scope of work, duration of term or issue addendums at any time. The Town also reserves the right to cancel, change or re-issue this request at any time.

7. ADDENDA TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all prospective contractors who have received the RFP documents.

Candidates are required to register for an account via the Town's e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their email by clicking

“Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/waterfordct.

8. ACCEPTANCE PERIOD

In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of ninety

(90) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Prices quoted must be firm, for acceptance by the Town of Waterford for a period of ninety

(90) days.

The contract will be awarded within seventy-five (75) business days after the bid opening unless the time for award is extended.

The form of transportation contract is incorporated herewith to familiarize prospective bidders with the language, terms and conditions. By the submission of their bid, bidders consent to these contract terms, which may be carried over to the new contract in whole or in part, as appropriate to the conditions in the forthcoming school year and the provisions herein. Where conflicts exist between the current contract and this document, the terms of the Request For Proposals and Specifications shall prevail.

9. THE CANDIDATE

The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual physical conditions of the various actual and proposed project sites. The submission of a proposal shall be construed as evidence that the Candidate has examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment or materials required or difficulties encountered that could have been foreseen will not be recognized.

10. ASSIGNMENT OF CONTRACT

No contract may be assigned or transferred without the consent of the Purchasing Authority and the

Waterford Board of Education.

11. FEDERAL, STATE AND LOCAL LAWS

All applicable Federal, State, and local laws, and rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein.

1. The contract will be made subject to all laws of the State of Connecticut. Any clause which does not conform to such laws shall be void, and such laws shall be operative in lieu of such clause.

2. The successful bidder shall keep itself fully informed of and agrees to comply with pertinent

Federal, State and Municipal laws, ordinances, rules and regulations in any manner affecting the services embraced in the contract.

3. The successful bidder shall procure all applicable permits, licenses, and approval necessary for the performance of services under the contract at the successful bidder's expense.

12. RIGHT TO ACCEPT / REJECT

AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE PURCHASING

AUTHORITY OF THE TOWN OF WATERFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY

PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST

INTEREST OF THE TOWN OF WATERFORD.

13. INSURANCE

13.1. INSURANCE

1. The successful bidder shall maintain in force a policy of insurance covering all vehicles owned, maintained, or used under the contract. The policy shall name as additional insured parties the Town of Waterford and the Waterford Board of Education, and their agents and employees, on a primary and non-contributory basis. Coverage shall include general liability that includes sexual abuse and molestation coverage, and liability for bodily injury and property damage resulting from the ownership, maintenance, or use of any such vehicle by the successful bidder, its agents or employees. The minimum policy limits shall be Five Million Dollars ($5,000,000) for property damage and Fifteen Million Dollars ($15,000,000) per vehicle, per accident or incident, for personal injury or death, including injury to passengers. The successful bidder shall also file annually a certificate of Workers Compensation Insurance. A copy of the policy and the certificate shall be filed by August fifteenth of each year of the contract with the Waterford Public Schools, and each shall also contain a provision requiring a minimum of thirty (30) days’ written notice to the Waterford Public Schools prior to any change to the policies or cancelation thereof.

2. Failure to provide and continue in force such insurance as aforesaid shall be deemed a material breach of the contract and shall be cause for immediate corrective action up to and including contract termination.

3. The successful bidder shall save the Town of Waterford and the Waterford Public Schools and their agents and employees harmless against any and all claims, expenses, loss or liability whatsoever arising out of or incidental thereto in connection with its operations, activities or omissions, or those of its employees and agents in furnishing the services provided herein. Neither the Town of Waterford nor the Waterford Public Schools shall be liable for the loss of personal or real property or loss of use thereof or liability to third parties caused by perils covered by insurance.

4. All insurance policies and performance and payment bonds shall be issued by approved companies authorized to do business in the State of Connecticut and shall be in a form satisfactory to the Town of Waterford counsel. Waterford Public Schools reserves the right to make direct inquiry to the insurer or surety for information relative to such insurance or bond, and the successful bidder shall agree to assist, if necessary, in obtaining such information.

14. VENDOR QUESTIONAIRE/PROPOSAL

1. A cover letter or statement of experience giving a brief business history of the bidder’s firm, past and present school systems served, and state the number of years the firm has been in the student transportation business.

State the type of organization, such as Single Proprietorship, DBA, Corporation, Partnership, or Limited Liability Company. State the names and optionally the qualifications of your key personnel, including the proposed Terminal Manager if known at the time of the bid.*

Please upload

*Response required

2. Non-Collusion *

The undersigned hereby declares that this bid is made without any connection with any other person or person making any bid for the same items, that it is in all respects fair and without collusion or fraud and that no person acting for or employed by the Waterford Board of Education is directly or indirectly interested in the bid or in the services to which it relates, or in any portion of the profits therefrom.

☐ Please confirm

*Response required

3. Non-Discrimination Statement*

Please download the below documents, complete, and upload.

• Non-Discrimination_Statemen...

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4. RFP Main Proposal/Bid Form *

Please download the below documents, complete, and upload.

• Bid_Form.pdf

*Response required

5. Schedule of Values and any approved alternates*

*Response required

6. Vehicle list. *

In the event that the bidder does not have the fleet currently available to meet requirements, the successful bidder shall deliver to the Superintendent of Schools within ten (10) business days after notice of the https://government-project.s3.us-west-2.amazonaws.com/138266/f6b16b33-3a1e-4da2-82eb-14780ed8897b_Non-Discrimination_Statement.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FC4JITAY%2F20250117%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250117T050000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEF0aCXVzLXdlc3QtMiJIMEYCIQCzxnXR%2BmMU1iNIYDT6t8mANXStaYaWAAAPFX92N20NpwIhAL0WA4z4BxQ3m%2BaRarwD6fOO9bcsl0VNbXvml96VDtqVKoMFCFYQAhoMODkyMzY0Njg3NjcyIgxy%2F9EW9ES9Sc5wfvoq4ARnRzyE2RMETsn8DJZFXuQTaqEK8n8uj%2Bs9%2B0x55BPhsCO%2BProXAje0GmqMgu%2BewM7UmkRCKGsHUOKjLpYNMs0UKgX4aITOzkW6sj2DxVvL8jlFmg%2BQ6GJXyJzbOCI1IGHZonM4E6V9LnH5sQWB8r5PBpZ2y%2BREV%2F0%2FGPT2%2BNQQtTzODo5GXdeU3zYxPnViY%2Bak0vlMuE8u48Rb53THdjPBF4kvtKf4OXFfDhyVDRjdmafU%2B%2BNeSPla4sXvTJ%2B9BKovrGpsBhH8AhKyoyMlYgx0dW00U48INZ7oohBI5g47YWFTPiLtiTX04NMYXulW270H0t0oesXIoQqIJLTUw3HrmTMVGM%2FvB4FIxpYxbw6tw5wCEvP8B9zsQdZ43vkdqlp6cLscNiiZ9U9WDMK9pNvTmx2Rfnqv7I3bWHDQc7vvrCltP9GWyuJMTyRI3gfg%2FDnOVFQ2bDgelMdBfXTdj9uX8d9TzFqRPDYufieloztAuMwKQsd9tEOYWrJAKddBSu8lTUXJH86QaYqhJ5qmcmBz20Y1lU%2BngPPFveUVn1tpQNBt7GdL4RjPnY5gqWbnGHZoMBvtMMhbVT9lgxV7n3eg9ZHKWIdHPKcApzZ92KXG6kdeqr9YI%2BGp7zKES7eWVoIhLfFYaVneaRrZgxA1Rs%2BHRGFyahxqWEF4%2FkuKaN0UZDJ2X9AEUd1kUP%2F8OBYIf2JU9mjVfqMazTq81r%2F4fR9Y%2FPY0QCfqW3MShWo1dDJ7xbkJzauyXcSJOOkSL0B6%2Fr08w1sUQR5XFcY2Lo7e3dRYLFPIzvFb%2B8Lq%2FKnXtIAjnzCatqe8BjqaAQMUPmkNPbq6cAbfQoSYWuDP3BIRhW82BHHKP%2F3OyXEI4q%2BluN6gPOU5scAVzgGJYyi5wTuUP64O1%2F4H0GeEhAjOrsI%2FTNlHqzaKlJN7I7PQrEVUeTGTLgPpCANbEQ07NPhz1YIyABKcrnepskHSHJn6roAPlLfbE7OCHyjG0ojFwAbJ%2BP4x3nmC39JusnSssOkqC41wwyIzGZk%3D&X-Amz-Signature=31702446cced0a948c1a9768c389b422fb479ba20906c581d1b2f2c984a8ed16&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Discrimination_Statement.pdf%22&x-id=GetObject…