Winchester Board of Education

Transportation Services

Request for Proposal

Due On Or Before November 18, 2025

1:00 P.M.

Sealed Proposals Will Be Received, Publicly Opened and Read Aloud At 1:15p.m. November 18, 2025 at:

Winchester Board of Education 2 Wetmore Avenue, 3rd Floor

Winsted, Connecticut 06098

Mailing Address:

Winchester Board of Education

PO Box 648 Winsted, Connecticut 06098

It is the policy of the Winchester Board of Education that no person shall be excluded from participation in, denied the benefits of, or otherwise discriminated against under any program because of his/her or her race, color, religion, sex, age, national origin, ancestry, marital status, sexual orientation, mental retardation, past or present his/hertory of mental disorder, learning disability or physical disability

AN EQUAL OPPORTUNITY AFFIRMATIVE ACTION EMPLOYER

INDEX

PAGE NUMBER

Standard Request for Proposal Terms and Conditions 3-5

SECTION:

I. INVITATION FOR PROPOSAL 6

II. DEFINITIONS OF TERMS 6-7

III. INSTRUCTIONS TO CONTRACTOR 7

IV. GENERAL CONDITIONS 7-8

V. DESCRIPTION OF SERVICES 8-9

VI. TERM OF THE CONTRACT 9

VII. CONTRACT PERFORMANCE 9

VIII. EQUIPMENT REQUIREMENTS 9-11

IX. FUEL PROVISION 11

X. BONDS 11

XI. PAYMENT 11-12

XII. ROUTES AND TIMES SCHEDULES 12-13

XIII. FIELD TRIPS, ATHLETIC TRIPS, ETC. 13

XIV. PERSONNEL AND TRAINING 13-14

XV. CONDUCT 14-15

XVI. OPERATION 15

XVII. STUDENT BEHAVIOR AND CONTROL 15

XVIII. ACCIDENTS AND COMPLAINTS 15-16

XIX. INCLEMENT WEATHER 16

XX. INSURANCE 16

FORMS:

PROPOSAL FORM 17

ALTERNATE PROPOSAL FORM 18

EQUIPMENT LIST 19

DRIVER COMPENSATION PACKAGE 20

REFERENCES 21

STATEMENT OF EMPLOYMENT POLICY 22

NON-COLLUSIVE PROPOSAL STATEMENT 23

IDEMNIFICATION AND SAVE HARMLESS AGREEMENT 23

PROPOSAL BOND 24

GENERAL PROGRAM INFORMATION 25

BID SUBMISSION FORM – SPREAD SHEET

WINCHESTER BOARD OF EDUCATION

BUSINESS OFFICE

338 Main Street Winsted, Connecticut 06098

Standard Request for Proposal Terms and Conditions (Page 1 of 3)

All Invitations for Request for Proposal (RFP) issued by the District will bind Contractors to the terms and conditions listed below, unless specified otherwise in any individual RFP.

The Contractor agrees to comply with the statutes and regulations as they exist on the date of this contract and as they may be adopted or amended from time to time during the term of this contract and any amendments thereto.

Submission of Proposal

1. Proposals must be submitted on forms supplied by the District.

Telephone, facsimile or emailed Proposals will not be accepted in response to a RFP.

2. The time and date Proposals are to be opened is given in each RFP issued. Proposals received after the specified time and date of opening given in each RFP shall not be considered. Proposal envelopes must clearly indicate the RFP name as well as the date and time of the opening of the Proposal. The name and address of the Contractor should appear in the upper left hand corner of the sealed envelope.

3. To be considered acceptable, the proposal must be complete and conform to all instructions and conditions. The District, at their discretion, may reject in whole or in part any proposal if in its judgment the best interest of the District will be served.

4. A single response to the RFP may be deemed a failure of competition and, in the best interest of the District, the RFP may be cancelled.

5. All Proposals will be opened and read publicly and upon award are subject to public inspection.

6. Incomplete RFP forms may result in the rejection of the Proposal. Amendments to RFP received after the time specified for opening of Proposals, shall not be considered. Proposals shall be computer prepared, typewritten or handwritten in ink. Proposals submitted in pencil shall be rejected. All Proposals shall be signed by a person duly authorized to sign RFP’s on behalf of the Contractor. Unsigned Proposals shall be rejected. Errors, alterations or corrections must be initialed by the person signing the bid proposal or their authorized designee. In the event an authorized designee initials the correction, there must be written authorization from the person signing the bid proposal to the person initialing the erasure, alterations, or correction. Failure to do so shall result in rejection of bid for those items erased, altered or corrected and not initialed.

7. Conditional Proposals are subject to rejection in whole or in part.

A conditional Proposal is defined as one which limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the RFP.

8. Alternate Proposals may be considered. An alternate Proposal is defined as one which is submitted in addition to the Contractor’s primary response to the RFP’s.

9. Prices shall be extended in decimal, not fraction, to be net, and shall include transportation and delivery charges fully prepaid by the Contractor to the destination specified in the bid.

10. The District is exempt from the payment of excise, transportation and sales taxes pursuant to Section 12-412 of the Connecticut General Statutes, Federal Government and/or the State. Such taxes must not be included in bid prices.

11. In the event of a discrepancy between the unit price and the extension the unit price shall govern.

12. By its submission the Contractor represents that the Proposal is not made in connection with any other Contractor submitting a Proposal for the same commodity or commodities and is in all respects fair and without collusion or fraud.

Clarifications

13. Should any prospective Contractor desire clarification or interpretation of an item in the specifications; such request must be made in writing to the Winchester Board of Education Director of Finance&Operations, (nancy.odeawyrick@winchesterschools.org) or at the above address, who will supply a response in writing. Such inquiry and response will be provided to all known Contractors. However, no such communication will be permitted within seventy-two hours of Proposal openings. The District will not be held responsible for and hereby disclaims any alleged oral instructions of contract interpretations given to vendor.

Amendment or Cancellation

14. The District reserves the right to cancel, amend, modify or otherwise change the RFP at any time if it deems it to be in the best interest of the Winchester Board of Education to do so.

Guaranty or Surety

15. Bid bond and or performance bonds may be required. Bonds must meet the following requirements: Corporation – must be signed by an official of the corporation above their official title and the corporate seal must be affixed over the signature; Firm of Partnership – must be signed by all the partners and indicate they are “doing business as “Owner”. The surety company executing the bond or countersigning must be licensed in Connecticut and the bond must be signed by an official of the surety company with the corporate seal affixed over their signature. Signatures of two witnesses for both the principal and the surety must appear on the bond. Power of attorney for the official signing the bond for the surety company must be submitted with the bond.

Samples

16. Accepted Proposal samples do not supersede specifications for quality unless sample is superior in quality. All deliveries shall have at least the same quality as the accepted Proposal sample.

17. Samples are furnished free of charge. Contractor must indicate if their return is desired, provided they have not been

STANDARD CONTRACT

TERMS AND CONDITIONS

Nancy O’Dea-Wyrick Director of Finance and Business Services nancy.odeawyrick@winchesterschools.org

(860) 379-0706

Award

18. Award will be based on quality of the articles or services to be supplied, their conformance with the specifications, delivery terms, price, administrative costs, past performance, and financial responsibility.

19. Award of the RFP will be made following a study of all proposals. The District reserves the right to award contracts in a manner deemed to be in the best interest of the District and may include, but not be limited to by item, group of items, in its entirety or multiple vendor awards.

20. Contractor shall be bound by the Towns Ordinances considering Delinquent Taxes and Denial of Permits, Town Contracts and Vendor Payments.

21. District may reject any Contractor in default of any prior contract or guilty of misrepresentation or any Contractor with a member of its firm in default or guilty of misrepresentation.

22. District representative may correct inaccurate awards resulting from clerical or administrative errors.

Contract

23. The existence of the contract shall be determined in accordance with the requirements set forth above. However, the award of the contract is not an order to ship.

24. The Contractor shall not assign or otherwise dispose of their contract or their right, title or interest, or their power to execute such contract to any other person, firm or corporation without the prior written consent of the District.

25. In submitting this Proposal, it is understood that the unrestricted right is reserved by the District to reject any and all Proposals, or to waive any informalities or technicalities in said Proposal, and it is agreed that this Proposal may not be withdrawn for a period of 90 days from the opening thereof.

26. Failure of a Contractor to deliver commodities or perform services as specified will constitute authority for the District to purchase these commodities or services on the open market. The Contractor agrees to promptly reimburse the District for excess cost of these purchases. The purchases will be deducted from the contracted quantities.

27. Rejected commodities must be removed by the Contractor from the Schools premises within 48 hours. Immediate removal may be required when safety or health issues are present.

28. Contractor agrees to: hold the District harmless from liability of any kind for the use of any copyright or non-copyrighted composition, secret process, patented or unpatented invention furnished or used in the performance of the contract; guarantee their products against defective material or workmanship; repair damages of any kind, for which they are responsible to the premises or equipment, to their own work or to the work of other Contractors;

obtain and pay for all licenses, permits, fees etc. and to give all notices and comply with all requirements of the Town; to carry proper insurance to protect the District’s Board of Education and the Town from loss.

made useless by test. Samples may be held for comparison with deliveries.

29. Notwithstanding any provision or language in this contract to the contrary, the District may terminate this contract whenever they determine that such termination is in the best interest of the District. Any such termination shall be effected by delivery to the Contractor a written notice of termination. The notice of termination shall be sent by registered mail to the Contractor’s address furnished to the District for purposes of correspondence or by hand delivery. Upon receipt of such notice, the Contractor shall both immediately discontinue all services affected (unless the notice directs otherwise) and deliver to the District all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated by the Contractor in performing his/her duties under this/her contract, whether completed or in progress. All such documents, information, and materials shall become the property of the District. In the event of such termination, the Contractor shall be entitled to reasonable compensation as determined by the District, however, no compensation for lost profits shall be allowed.

Delivery

30. All products and equipment delivered must be new unless otherwise stated in the RFP specifications.

31. Delivery will be onto the specified site by the Contractor unless otherwise stated in the RFP specifications.

Payment

32. Payment terms are net 30 days after receipt of goods or invoice, whichever is later, unless otherwise specified.

33. Payment shall be made only on costs outlined on RFP form.

Selected vendor shall have no claim to any costs not identified therein.

34. Charges against a Contractor shall be deducted from current obligations. Money paid to the District by the Contractor shall be payable to the District.

Saving Clause

35. The Contractor shall not be liable for losses or delays in the fulfillment of the terms of the contract due to wars, acts of public enemies, strikes, fires, floods, acts of God or any other acts not within control of or reasonably prevented by the Contractor. The Contractor will give written notice of the cause and probable duration of any such delay.

Advertising

36. Contractors may not reference sales to the District for advertising and promotional purposes without the prior approval of the District.

Rights

37. The District has sole and exclusive right and title to all printed material produced for the District and the Contractor shall not copyright the printed matter produced under the contract.

38. The Contractor assigns to the District all rights title and interests in and to all causes of action it may have under Section 4of the Clayton Act, 15 USC 15, or under Chapter 624 of the general statutes. This assignment occurs when the Contractor is awarded the contract.

39. Contractor agrees that it is in compliance with all applicable federal, state and local laws and regulations, including but not limited to Connecticut General Statutes Sections 4a-60 and 4a-60a. The Contractor agrees to indemnify and save harmless the Town, the Schools, its employees, agents and servants, from any liability, claim, expense, cause of action, loss or damage whatsoever, for any injury, including death to any person or property; whether covered by insurance or not, unless such injury or damage is caused by the sole negligence of the Town, its agents or servants. The Town shall be held harmless specifically for attorney’s fees and the Contractor is expressly obligated to defend any and all claims that shall arise through this/her contract.

40. It is the employment policy of the District that there shall be no discrimination against anyone on the grounds of race, creed, national origin, sex or age, in the hiring, upgrading, demotion, recruitment, termination, and selection for training.

Security

41. Contractor must adhere to established security and/or property entrance policies and procedures established by the District. It is the responsibility of the Contractor to understand and adhere to those policies and procedures prior to any attempt to enter the premises.

Offer of Gratuities

42. The Contractor warrants, represents, and certifies that no elected or appointed official or employee of the District has, or will, benefit financially or materially from this procurement. Any contract and/or award arising from this/her proposal may be terminated by the District if it is determined that gratuities of any kind were either offered to, or received by, any of the aforementioned officials or employees from the Contractor, the Contractor’s agent(s), representative(s) or employee(s).

Standard Bid and Contract Terms and Conditions (Page 3 of 3)

Transportation Services Request for Proposal (RFP)

The Board of Education in the Town of Winchester, hereinafter referred to as “District”, will be receiving sealed proposals for student transportation services, in and out-of-district, on a five (5) year contract basis for the respective school years 2026-2027 through 2030-2031.

Proposals are invited for other services such as athletic and field trips and transportation for special education students. Granting of the bus contract will not in any way restrict the school system, individual schools, or principals from hiring other transportation companies for field trips or other student activities.

SECTION I – INVITATION FOR PROPOSAL

1.1 Sealed proposals for providing “Transportation Services” will be received at the Winchester Board of Education, 2 Wetmore Avenue, Third Floor, Winsted, Connecticut 06098 no later than 1:00 P.M. November 18, 2025 at which time they will be publicly opened and read aloud at 1:15p.m.

1.2 All proposals (two copies) must be submitted in sealed envelopes and clearly marked “Transportation Services” on the exterior of the sealed envelope. No responsibility shall be attached to any person or persons for the premature opening of proposals not properly marked. Late, faxed or e-mailed proposals will not be accepted.

1.3 The District is exempt from the payment of Federal Excise Tax and CT Sales and Use Tax. These taxes must not be included in proposal prices nor added to any items specified.

1.4 Proposer will be required to furnish, at its expense, a proposal bond or certified check in the amount of five percent (5%) of the Proposer’s proposed price for the first year of the contract. The surety company issuing the proposal bond must be rated as a “secure” carrier in the current edition of A.M. Best’s Insurance Guide. The Proposal Bond or certified check will be deposited with the Winchester Public Schools as a guarantee that the Contract will be signed and delivered by the Successful Proposer, and in default thereof, the amount of such check or proposal bond shall be retained by the Board as liquidated damages on account of such default.

SECTION II – DEFINITIONS OF TERMS

2.1 Board of Education (District)

Winchester Board of Education PO Box 648 Winsted, CT 06098

2.2 Vehicles

a. Type I: Shall mean a school bus body and chassis specification classified as Type I, as defined in Section 14-275b (1-149) of the Regulations of Connecticut State Agencies, has a capacity of 71 passengers or more, is licensed by the State of Connecticut as a school bus and also meets all established school bus regulations for the U.S. Department of Transportation in addition to local regulations.

b. Type II Bus: Shall mean a school bus body and chassis specification classified as Type II, as defined in Section 14-275a (1-20) of the Regulations of Connecticut State Agencies, which is licensed by the State of Connecticut as a school bus and also meets all established school bus regulations for the U.S. Department of Transportation in addition to local regulations.

c. Type II School Lift Bus: Shall mean a school bus body and chassis specification classified as a School Transportation Vehicle (STV). The vehicle, including the modifications, must be licensed by the State of Connecticut.

d. Van - Is any vehicle with a passenger capacity up to nine passengers that is used to carry children to or from school. The vehicle, including any modifications, must be licensed by the State of Connecticut.

2.3 School Bus Driver is a legally qualified school bus operator licensed by the State of Connecticut and physically, morally, and emotionally suitable to drive for the District.

2.4 Contract is a formal written document signed by the District and the Contractor following acceptance by the District of the terms negotiated with the Contractor.

2.5 Regular daily trips mean any scheduled bus route, which is intended for the transportation of pupils to and from a particular school on a daily basis.

2.6 Bus route is a fixed course traveled by each bus, which is established by the Contractor and the Business Office.

2.7 Midday Schedule shall mean any scheduled bus trips which are for the transportation of students midday.

2.8 Summer school transportation shall mean transportation of public school students which occurs at the end of the regular school calendar year and ends before the new school calendar year begins. Traditionally, this means late June until August of each year.

2.9 Bid Bond shall be made in the form of a bid bond (acceptable to the District and issued by a surety licensed to conduct business in the State of Connecticut), certified check or cashier’s check drawn upon either a state bank and trust company or a national banking association. Cash will not be accepted as bid security. Any bid submitted without the required bid security shall be returned as non-conforming.

SECTION III – INSTRUCTIONS TO CONTRACTOR

3.1 The District reserves the right to waive any informalities and proposals, or reject any and all proposals.

3.2 Should any prospective Contractor desire clarification or interpretation of any item in this/her proposal, such request must be made by sending an email to Nancy O’Dea-Wyrick, Director of Finance & Operations (nancy.odeawyrick@Winchesterschools.org) who will supply a response in writing. Such inquiry and response will be provided to all known Contractors. However, no such communication will be permitted within seventy-two hours of proposal openings. The District will not be held responsible for and hereby disclaims any alleged oral instructions of contract interpretations given to Contractor.

3.3 It shall be the responsibility of the potential proposer to satisfy themselves prior to the submission of the bid that the conditions of the specifications can be met and standards can be maintained by a personal investigation of areas to be served, school opening and closing hours, numbers and lengths of bus runs and amounts of equipment needed. For this reason, the proposers may not at any time after the submission of the proposal, claim that there was any misunderstanding as to the amount and nature of the service to be rendered.

3.4 All proposals must contain specific identification of any properties of the proposal that may deviate from the specifications of this RFP.

3.5 Contractor shall be bound by the Town Ordinances considering Delinquent Taxes and Denial of Permits, Town Contracts and Contractor Payments.

3.6 The District may make such investigations as it deems necessary to determine the ability, qualifications, and experience of the Contractor to perform. The Contractor shall furnish to the District all such information and data for this purpose as the District may request.

SECTION IV – GENERAL CONDITIONS

4.1 The right is reserved to reject any or all proposals and, in particular, to reject a proposal not containing data required by the RFP documents; the right is reserved to waive any informalities in any proposal, or to elect to award a contract to other than a low proposal if it is judged to be in its best interest of the District, or to negotiate with any Contractor.

4.2 The District shall not enter into any contract for purchasing with a person, agency, or organization if it has knowledge that such person, agency or organization discriminates on the basis of race, religious creed, national origin, ancestry, age, sex, marital status, sexual orientation, genetic information, or disability in establishing and implementing hiring and employment practices.

4.3 The Contractor is to clearly state in his/her proposal exactly what he/she intends to furnish, and supply with his/her proposal in order to satisfy the terms and conditions of the contract.

4.4 All work shall be in accordance with specifications.

4.5 Until a contract has been executed, no Contractor can claim any contract rights by virtue of the receipt of the notice of acceptance of proposal alone. Awarding of the contract shall mean that a contract has been executed by both the accepted Contractor and the District Board of Education.

4.6 A Contractor may supply alternative proposals that would save the District money along with the required completed proposal. Any money saving proposal must be fully documented. And be in full compliance with all applicable law.

4.7 The selected Contractor must indemnify the District and hold it harmless from any loss which the District may sustain for any cause arising out of the performance of the contract in a form prescribed by the District.

4.8 Payment shall be made only on costs outlined on proposal form. Selected Contractor shall have no claim to any costs not identified therein.

4.9 The District reserves the right to cancel the contract per Section VI, 6.4. In such event, the Contractor’s recourse shall be limited to its actual costs and shall in no instance include lost profits or consequential damages for charges related to reputation.

4.10 Contract between the District and Contractor: The contract attached to this package shall be utilized between the District and the successful Contractor.

SECTION V - DESCRIPTION OF SERVICES

5.1 The Contractor agrees to provide transportation services for the school children of Winchester, Connecticut for the 2026-2031 (7/1/2026-6/30/2027) school year through the 2030-2031 (7/1/2030-6/30/2031) school year. The Transportation Program varies each year based upon a number of factors, including but not limited to, classroom locations, placements, and student requests. The Contractor shall provide the necessary vehicles.

The Contractor agrees that it will transport to and from the Winchester Public Schools and other institutions as designated by the Board such persons as may be designated by the Board, and at such days, times and hours as designated by the Board. Contractor shall furnish such transportation services including personnel, supervision, vehicles, drivers, bus aides, equipment, and other services required to transport all Students to and from the Winchester Public Schools and other designated institutions.

The Contractor shall furnish transportation services to and from each District public school within their District. Other services will be required to transport students to locations outside of the District. Such services, may include, but not be limited to, transportation to special education facilities, vocational-technical, agriculture, magnet and other schools outside of the District as well as transportation services for athletic and field trips. The Contractor agrees that the District may use other contractors for such service.

5.2 All transportation occurring within the District and to out-of-District locations designated by the Director of Finance & Operations during the hours of 6:00 a.m. to 6:00 p.m. will be covered under the basic daily rate; except for:

Winchester: Two (2) pre-school mid-day routes that shall be billed at the hourly rate listed on the proposal sheet.

5.3 Field trips and Athletic trips that require transportation beyond the hour of 6:00 p.m., or that extend beyond the boundaries of the District will be billed in accordance to the rates listed on the proposal sheet. It is further understood that the District will have priority use of all vehicles.

5.4 Contractor will provide in-town trips at no cost to the District during the hours of 6:00 a.m. and 6:00 p.m..

5.5 The Contractor agrees to pick up and deliver students at such times and places as shall be designated by the District, or the Director of Finance & Operations.

5.6 The Contractor agrees to comply with all state laws and policies presently in force, or enacted, or changed in the future governing transportation of school children.

5.7 Inasmuch as the Agreement concerns a needed public service, the provisions of the Agreement relating to the daily schedule and regulations which may be promulgated by the District are of the essence of this Agreement. Accordingly, the Contractor shall perform the work diligently so as to assure adherence to said schedules.

SECTION VI – TERM OF THE CONTRACT

6.1 The District and the Contractor agree that the Contractor shall be the agent to furnish school transportation services for Winchester students and other authorized persons designated by the District. The agreement term will be for (5) five years, beginning July 1, 2026 through June 30, 2031. The District reserves the right to engage another Contractor for any field, athletic trip or for out-of-district special education transportation needs which occur during the course of this contract.

6.2 The District will present the contract to the successful Contractor for execution. The Contractor shall, within ten (10) days after the District’s presentation of a written contract, enter into a written contract with, in a form satisfactory, to the District. If the successful Contractor is an entity, the contract must be signed in the legal name of the entity by an officer or other person authorized to contract on behalf of the entity. The District will not execute the contract until it has received and approved all required documents from the successful Contractor, such as requisite bonds and insurance certificates.

6.3 The District reserves the right, subject to mutual agreement with the successful Contractor, to extend the term of this Proposal, at the Proposal price, for a mutually agreed upon period of time.

6.4 The District reserves the right to terminate the contract with sixty (60) days’ prior written notice to the successful Contractor, should any of the following conditions exist:

a. Funds are not appropriated by the Town for continuance of the contract.

b. The District, through changes in its requirements, method of operation, or program operation no longer has a need for the commodity or service.

c. Contractor fails to provide the level of services required under the contract

d. Contractor fails to fulfill services required in accordance with agreed schedules.

e. Contractor becomes insolvent.

f. Contractor makes an assignment for the benefit of creditors.

g. Contractor files a voluntary petition in bankruptcy

h. Contractor is subject to an involuntary petition in bankruptcy not discharged within thirty (30) days

i. Contractor abandons the work

j. Contractor subcontracts, assigns, transfers, conveys or otherwise disposes of its obligation under the contract other than as provided in the contract.

k. Contractor fails to comply with any other terms or conditions contained in the contract.

SECTION VII – CONTRACT PERFORMANCE

7.1 The Contractor will at all times comply with all federal, state, regional and local laws, regulations, rules, policies, standards and ordinances in force for public school transportation and motor vehicle operations.

7.2 The District has high expectations for student transportation services. Below is a list of the criteria the District expects the Contractor to meet in fulfilling this/her Agreement.

a. To get the school aged children of the community to school in a safe manner and on time.

b. To provide highly skilled and courteous drivers.

c. To work continuously to maintain and improve an enviable safety record.

d. To keep vehicles in excellent mechanical condition.

e. To work with the school administration to improve student transportation services but not necessarily increased cost.

f. To understand the relationship between the quality of service and it’s interdependency with parent relations.

g. To work in an effective and professional manner.

h. To work with the School Administration to maintain the best possible parent/community relations.

SECTION VIII - EQUIPMENT REQUIREMENTS

8.1 The fleet of vehicles used by the Contractor must not be older than six (6) years at any time during the contract period.

Alternate proposals will be considered.

8.2 Current equipment requirements for:

Type II Type II

Spares Type I Wheel Chair Van Winchester (2 tier system) ( 1 ) 6 1 2 Alternate proposals will be considered.

8.3 The Contractor shall, at all times, during the period of this contract, provide spare vehicles, no older than eight (8) model years throughout the contract and driving personnel sufficient to satisfy the requirements of this contract. The spare vehicles and drivers shall be used in the event of any scheduled maintenance, accident, breakdown, delays, emergency, shortages due to athletic or field trips, driver absence, etc.

8.4 During the term of this contract the Contractor shall have the right to substitute new or equivalent vehicles, provided prior written notice is given to District and such substitution meets the terms and conditions of this bid.

8.5 Each year, the number of vehicles needed to transport District children is expected to vary. Vehicles may be reduced or added to this Agreement each year. The cost of each vehicle will be determined by the type, year of Agreement and the cost per day specified for that type of vehicle.

8.6 All vehicles must conform in all respects to laws and regulations of the U.S. Government, to the laws of the State of Connecticut, and regulations of the State Motor Vehicle Department, The State Board of Education, and the Board of Education of the Town of Winchester. Each bus must have the following equipment:

a. “Carrying School Children” signs on all special van/mini vehicles according to State of CT, DMV regulation.

b. Two-way radios with each District based frequencies.

c. Safety gates/Crossing gates/Stop arms shall be provided on all buses and mini buses according to State of CT, DMV Regulations.

d. Snow tires between November 1 and April 1 or install and operate a system of “drop-down” chains on the rear tires of all Type I and Type II school buses, which will be utilized in inclement weather.

e. Fire extinguishers

f. Type 1 and Type II buses must have diesel engines

g. Air brakes

h. Automatic transmission

i. All Type I and Type II vehicles be equipped with inside mounted video cameras.

j. GPS System in all Type I and Type II vehicles

k. Federally approved child restraint systems shall be provided for all students less than forty pounds (40 lbs).

l. All Vans must be equipped with air conditioning, AM/FM radio, rear window defroster and seat belts.

m. Seat belts on Type II buses

o. Wheelchair restraints where applicable

p. Transit Style Rear Engine or Conventional Style

q. All equipment required to meet State and Federal regulations

8.7 Each year of the Agreement, prior to the first day of school, the Contractor will provide the District with a complete list of the vehicles that serves the District. The list will include:

a. Bus number

b. Registration number

c. Routes the vehicle covers

d. Model year of the vehicle

e. Mileage

f. Copy of the most recent State of Connecticut inspection form.

8.8 Vehicles transporting school children shall have the exterior painted in accordance with the provisions of the General Statues of CT and shall have prominent identification indicating Winchester Public Schools as well as the route number.

8.9 The vehicles shall be maintained in first class repair and working order and in clean and sanitary condition and shall be adequately heated and shall have sufficient power to operate in accordance with the schedule of the District under reasonably foreseeable circumstances. Any problems, which might affect normal operation, shall be reported to the Superintendent or designee no later than 6:00 a.m.

8.10 The Contractor shall set up a regular inspection program of all equipment and shall keep written records showing regular mileage inspections and periodic inspections so that District may, at any time, request the written record of the inspection made by the Contractor. Such records will include a specific statement concerning the mechanical condition of each individual vehicle. The inspection program shall be made not less frequently than every 3,000 miles.

8.11 At any time during this contract, District or its agents shall have the right to conduct inspections of the Contractor's equipment and to make recommendations concerning changes, repairs or additions to the mechanical equipment of the Contractor. It shall be the responsibility of the Contractor to carry out these recommendations within the reasonable time period designated by the District.

8.12 District, or its agents, may, on written notice, require the Contractor to discontinue the use of any vehicle, which it judges to be hazardous, mechanically defective or subject to frequent breakdowns or delays. In the event that the discontinuance of any vehicle shall be ordered, the Contractor shall forthwith replace said vehicle with another vehicle, which is capable of fulfilling the requirements of this Agreement and the schedule.

8.13 The Contractor is responsible for keeping itself informed of any modifications and changes required by state and/or local agencies including the Department of Motor Vehicles and shall cause its vehicles to remain in conformity with required modifications and changes during the duration of the Agreement. All deficiencies shall be corrected immediately by the Contractor as its sole expense.

8.14 Buses shall be stored within the borders of the District. The Contractor shall be responsible for the security and the safety of the lot.

8.15 The Contractor shall assume full responsibility for all repairs to vehicles caused by vandalism. The District will cooperate with the Contractor in investigations to identify the vandals.

SECTION IX– FUEL PROVISION

9.1 The District will furnish at its own expense, Diesel Fuel or other fuels for vehicles used in the performance of this contract for daily and hourly rated services and the District will provide the appropriate storage and pumping facilities.

There will be a maximum gallon cap for the District on the amount of gallons the district will pay for of 18,000 gallons.

9.2 If the fuel cap is exceeded by the Contractor, the Contractor must reimburse the District for the overage. This will be calculated by using the District(s) contracted diesel price for the year times the amount of gallons over the cap.

9.3 It is to be understood that fuel supplied by District may only be used in providing services to Winchester under this contract and does not cover deadheading equipment outside the district.

9.4 If the District is unable to supply the Contractor with fuel, the Director of Finance & Operations or his/her designee will notify the Contractor as soon as possible. The District and Contractor shall make suitable temporary arrangements for obtaining fuel at the District’s expense so as to permit runs to be made.

9.5 The District reserves the right to audit and monitor all fuel usage during the life of the contract. If it becomes apparent that the Contractor is using fuel supplied by the District for non-District purposes, the District reserves the right to charge the Contractor for the cost of the fuel and to make an appropriate deduction from any payment due to the Contractor.

SECTION X – BONDS

10.1 Bid Bond - Proposer will be required to furnish, at its expense, a proposal bond or certified check in the amount of five percent (5%) of the Proposer’s proposed price for the first year of the contract. The surety company issuing the proposal bond must be rated as a “secure” carrier in the current edition of A.M. Best’s Insurance Guide. The Proposal Bond or certified check will be deposited with the Winchester Public Schools as a guarantee that the Contract will be signed and delivered by the Successful Proposer, and in default thereof, the amount of such check or proposal bond shall be retained by the Board as liquidated damages on account of such default.

SECTION XI- PAYMENT

11.1 For and in consideration of the rates listed on the proposal form, to be paid by the District to the Contractor, the Contractor will provide the services herein described for a period of five (5) years, each year to commence with the respective school years starting in July of 2026, 2027, 2028, 2029, and 2030.

11.2 It is agreed that the base contract price for home to school services shall be paid during each of the term years in ten

(10) equal installments from September to June of each year. Charges for other services under this/her agreement will be separately invoiced to the District and will be paid within thirty days of the date of receipt of the invoice by the District.

11.3 The District in its sole discretion may elect to pre-pay the contract price for home to school services and receive a credit pursuant to the following:

The District must make this election by August 1 of each year of the contract. In the event that the District elects to make this prepayment, the contract price for a year will be reduced by 2 percent (2%). The District will make two (2) equal payments totaling the reduced contract price on or about August 24th, and on or about February 24th of the school year, provided the invoice is received by the Accounts Payable Coordinator no later than the seventh (7th) of the month due. Any adjustments to the bill that are needed because of non-use of a vehicle, if this option is chosen, will be made in June.

SECTION XII - ROUTES AND TIME SCHEDULES

12.1 The District desires to obtain maximum utilization of all equipment through a well-defined bus routine management program. The Contractor will be required to use a comprehensive computerized/automated routing system. The Contractor must establish and maintain the database and it must include a digitized map of Winchester. This program must be maintained on a PC platform and be electronically accessible to the Director of Finance & Operations or his/her designee.

12.2 While routes, school times, and school calendars are set and not generally subject to change, the Contractor must be willing and able to react to emergency situations. It must further be taken into consideration that out of district calendars may be different and the schools may or may not open on the same days as Winchester and Gilbert Schools. Calendars will be furnished to the Contractor as they become available.

12.3 The District number of school days are no less than 181 or greater than 185 per year.

12.4 Primary responsibility for route development and time schedules lies with the Contractor. No route shall be established to and from a District school which causes a student to be a passenger for longer than one hour each way.

Transportation services exceeding the one hour travel limit shall be subject to the approval of the Superintendent or his/her designee. The Director of Finance & Operations has secondary responsibility for routes and will consult with the Contractor in developing routes and interpreting District policies and regulations.

12.5 The District reserves the right to designate the routes of the vehicles, the time of arrival to and departure from schools and to change the number of routes or times of arrival or departure on an annual basis. Director of Finance & Operations or the Superintendent will authorize route changes only.

12.6 The Contractor agrees to provide school transportation over such designated routes as are approved by the District or Director of Finance & Operations acting as an agent for the District.

12.7 The Contractor agrees to furnish additional buses or delete buses if the District determines the need for such action. In the event such action is necessary, the base cost shall be amended in accordance with the rates in the proposal, then in effect. The parties recognize that route requirements may change due to growth, opening or closing of schools, changes in school delivery or pick-up of students and new transportation requirements imposed upon the District.

Notwithstanding such altered routes, there will be no reduced or additional compensation based on an increase or decrease in mileage.

12.8 Routing for the start of the new contract term July 2026 is expected to maximize vehicle utilization and minimize the number of stops.

12.9 The District shall supply the Contractor with all pertinent student data and enrollment information by July 1st of each contract year.

12.10 The Contractor will thoroughly field test all bus routes prior to the opening of schools to verify any discrepancies and review for safety concerns.

12.11 All routes, including bus stop and pick-up times must be provided to the District, in electronic form of a printed list, on or before August 1, prior to the beginning of each school year.

12.12 The Director of Finance & Operations or the Superintendent shall approve the bus routes prior to August 10th for each contract year.

12.13 The Contractor agrees to provide bus stop and estimated pick-up times by bus # and routes for public distribution and advertising two weeks prior to the 1st day of school.

12.14 Drivers and substitutes are expected to be thoroughly familiar with routes prior to the opening of school.

12.15 A copy of bus routes must be carried in each bus serving their particular route. Bus route information consists of student names and addresses.

12.16 Drivers who discover opportunities/problems for route and time adjustments, will report the information to their Manager, who will take the matter up with the Director of Finance & Operations or his/her designee. Because of late enrollments, routes and loads must be flexible during the first few weeks of school. The District encourages input from the Contractor on changes that will increase safety and/or efficiency.

12.17 Route numbers are required on all buses serving the Town. Route numbers will be displayed prominently in the window adjacent to the entrance of the vehicle and be easily read by District students and staff. Signage will also comply with Connecticut Motor Vehicle Regulations.

12.18.1 The Contractor agrees to provide the following reports to the Director of Finance & Operations:

Accidents- In the event of any accident involving the operation of a school bus, the District’s designated liaison must be notified immediately. Any written reports which may be necessary will be completed by Contractor in a timely fashion.

Contractor must also comply with all Federal, State, and/or District regulations or policies relative to accident reporting, investigations, and reviews. The District reserves the right to actively participate in any accident review of a vehicle in which its students are being transported.

Student Discipline Matters- In the event of any student discipline matter involving District students, the Contractor shall immediately notify the individual school principal, and the Director of Finance & Operations or Superintendent.

The Contractor shall follow the discipline operating procedures as defined by the District. Violation of good conduct, and improper behavior on the part of students, shall be handled strictly according to the procedures in effect in the District during the term of the contract. It is of paramount importance that drivers maintain good order on the school buses. Drivers may be required to attend suspension or corrective hearings in relation to the poor bus conduct of student(s) that were or are in their charge. This attendance is mandatory and failure to attend may cause withdrawal of the District’s certification (approval) of any driver who fails to do so. Any cost or salary reimbursement for attendance by drivers or aides shall be borne by the Contractor.

Student Counts- A student ridership count is required at least four (4) times per school year on the first Monday in October, first Tuesday in December, first Wednesday in February and first Thursday in April. Please email the information to the School Principals and the Director of Finance & Operations.

Compliance with Section 10-221c reporting- The Contractor shall assist the District in the tracking and filing of complaint and accident information consistent with the requirements of Section 10-221c of the Connecticut General Statutes.

SECTION XIII - FIELD TRIPS, ATHLETIC TRIPS, ETC.

13.1 The Contractor agrees to furnish buses as requested for transportation of students, teachers and other designated persons to and from school activities.

13.2 The Contractor shall provide incoming kindergarten students with one orientation bus trip at no additional charge.

13.3 The District agrees to pay the Contractor for additional charges preapproved by the Director of Finance & Operations for transportation for approved school activities after such service has been rendered and a proper bill submitted.

13.4 In order to maintain consistency in routes, no regular route driver should be assigned charter duties in place of their regular route assignment unless an experienced regular substitute familiar with the route is assigned.

13.5 The District reserves the right, during the term of this Agreement, to use buses other than those furnished by the Contractor for certain field and athletic trips, as well as additional transportation needs for special education or other reasons.

SECTION XIV– PERSONNEL AND TRAINING

14.1 Manager, dispatcher, bus drivers and monitors, if required, will be the employees and/or the agents of the Contractor exclusively.

14.2 The Contractor shall appoint a manager/dispatcher having full authority to act for the Contractor and who will be available exclusively throughout the school day to receive and act on all instruction or complaints by the District and to furnish any information desired by the District.

14.3 The Contractor agrees to provide the name, address, and phone number of its manager/dispatcher to the District. Said person is not to be a regularly scheduled school bus driver or mechanic.

14.4 The Contractor agrees to provide duly licensed and competent bus drivers who shall meet the approval of the District, each of whom shall be familiar with all School District policies and regulations relating to transportation.

14.5 Monitors may be required on routes designated by the Director of Finance & Operations or Superintendent. Payment for transportation monitors will be made in accordance with the rates on the proposal sheet.

14.6 The Contractor shall complete a criminal background check on all applicants; manager, dispatcher, bus drivers and monitors, prior to being assigned a route.

14.7 The Contractor agrees that all drivers shall receive adequate physical examinations according to the State statue. The cost of such physical examination for each driver shall not be borne by the District. It is understood that the health certificates will be submitted by the examining physician to the office of the appropriate state agency.

14.8 The Contractor shall conduct, or arrange to have conducted, tests that are designed to determine the presence of illegal drugs, controlled substances or alcohol, in accordance with Connecticut State law.

14.9 On or before September first of each year of the contract, the Contractor shall file and keep current a list of regularly scheduled bus drivers with the Director of Finance & Operations and no person may be assigned to…