WPS-BUSMAINT-2026-IFB.pdf

INVITATION FOR BIDS (IFB)

SUPPLEMENTAL SCHOOL BUS AND AUXILIARY

FLEET MAINTENANCE SERVICES

WESTON PUBLIC SCHOOLS, WESTON, MASSACHUSETTS

IFB NO: WPS-BUSMAINT-2026-IFB

DATE OF ISSUANCE: November 3, 2026

KEY PROCUREMENT DATES AND TIMELINE

• IFB Release Date: November 3, 2026

• Deadline for Submission of Questions: November 20, 2026, by 3:00 PM EST

• Submit via Email to: David Coelho, Director of Finance at Coelhod@weston.org

• BID SUBMISSION DEADLINE: November 25, 2026, at 3:00 PM EST

• Bid Opening: November 25, 2026, at 3:00 PM EST (Public Opening)

• Anticipated Contract Award Date: November 30, 2026

SUBMISSION LOCATION:

David Coelho, Director of Finance

Weston Public Schools

89 Wellesley St.

Weston, MA 02493

SECTION 1: PURPOSE, CONTRACT VALUE, AND AWARD STRUCTURE

1.1 Purpose and Scope

Weston Public Schools ("District") is issuing this Invitation for Bids (IFB) pursuant to M.G.L. c.

30B, § 5 to solicit firm fixed pricing from qualified vendors to provide supplemental preventive maintenance, diagnostic, warranty, and corrective repair services for the District’s student transportation fleet (school buses, MFSABs, and vans across gasoline, diesel, and electric powertrains). Services will be requested on an as-needed basis to supplement internal capacity during peak volume periods or specialized repair requirements.

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1.2 Anticipated Contract Value & Disclaimer

• Estimated Annual Value: Up to $35,000 annually, contracts awarded on an annual basis

($105,000 estimated over 3 years).

• Funding Disclaimer: Work will be assigned on an as-needed, supplemental basis. The

District does not guarantee a minimum volume of work or full expenditure of the annual contract ceiling.

• Prevailing Wage Disclaimer: This procurement is for off-site repair services executed entirely within a private commercial facility. Pursuant to Department of Labor Standards

(DLS) guidelines, work performed off-site at contractor facilities is not subject to prevailing wage requirements under M.G.L. c. 149, § 27F. Bidders should calculate proposals based on standard commercial labor rates.

1.3 Contract Term

• Base Term: One (1) year commencing December 1, 2026, through November 30, 2027.

• Renewal Options: Options to extend annually for up to two (2) additional one-year periods, at the sole discretion of the District, not to exceed a total contract duration of three (3) consecutive years.

1.4 Multiple Award Framework (Primary & Secondary Vendors)

Pursuant to M.G.L. c. 30B, to ensure adequate fleet coverage, fast turnaround, and mechanic service availability, the District intends to award contracts to up to two (2) responsive and responsible bidders offering the lowest Total Evaluated Bid Price:

1. Primary Vendor: Awarded to the lowest responsive and responsible bidder. The District will direct all routine and emergency work orders to the Primary Vendor first.

2. Secondary Vendor: Awarded to the second-lowest responsive and responsible bidder.

Work orders will be routed to the Secondary Vendor if the Primary Vendor is unable to accept a job order, cannot meet required emergency repair turnaround times (e.g., 24-hour diagnostic window), or lacks service availability.

SECTION 2: MINIMUM VENDOR QUALIFICATIONS

Bidders must meet all of the following minimum qualifications to be determined responsible under M.G.L. c. 30B. Failure to meet any requirement will result in rejection of the bid as non-responsive.

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1. 10 Years of Required Experience: The vendor must have a minimum of ten (10) consecutive years of established business experience in maintenance, diagnostic, and repair services for school buses (Type A, B, C, D) or heavy-duty commercial vehicles.

2. OEM Warranty Certifications: Must be an authorized/certified service facility for

Thomas Built Buses or Blue Bird Body Company with qualified technicians on staff for factory warranty repairs.

3. Geographic Proximity: Primary service facility must be located within 35 driving miles of the Town of Weston, MA, to minimize vehicle transport transit time.

4. References: Submission of at least three (3) professional references from public school districts, private bus contractors, or municipal fleet clients served within the past five (5) years.

5. Staffing & Certifications:

o Lead Technicians must hold active ASE Master School Bus Technician (S-Series) or ASE Master Heavy Duty Truck certifications.

o Drivers transport-testing vehicles must possess a valid Commercial Driver’s

License (CDL) Class A or B with Passenger (P) and School Bus (S) endorsements.

6. Facility & Equipment Requirements: Capability to service heavy-duty vehicles, including bays/clearances suited for Type C/D buses and diagnostic tools covering gas, diesel, and electric powertrains.

SECTION 3: SCOPE OF SERVICES

3.1 Fleet Powertrains Covered

• School Buses (Type A, B, C, and D) – Gasoline, Diesel, Electric (EV)

• Multifunction Student Activity Buses (MFSAB) – Gasoline, Diesel, Electric (EV)

• Passenger Vans – Gasoline, Diesel, Electric (EV)

3.2 Service Requirements & Constraints

• Performance Location and Site Constraints: All diagnostics, maintenance, parts replacement, and structural repairs under this contract must be performed entirely off-site at the Contractor's established, commercial repair facility. At no point shall the

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Contractor, its employees, or its subcontractors perform mechanical labor, repair work, or equipment servicing on town-owned property, at municipal DPW garages, or on active public works construction sites.

• Preventive Maintenance (PM): Scheduled Minor PM (oil/filter, safety check, brake adjustment) and Major PM (full fluid service, air/fuel filters, comprehensive brake tear-down, state safety inspection check).

• Corrective Repairs: Mechanical, electrical, hydraulic, steering, suspension, HVAC, and

EV high-voltage diagnostics.

• Emergency Roadside & Turnaround: On-site roadside troubleshooting/towing as needed. Diagnostics for disabled vehicles must be performed within 24 hours of delivery to vendor's shop.

SECTION 4: RULE FOR AWARD & EVALUATION

1. Rule for Award: The Contract(s) will be awarded to the lowest responsive and responsible bidder(s) based on the total calculated bid price in Section 5.

2. Responsiveness: A bidder is responsive if they complete all required forms, accept contract terms, and return a signed, complete bid packet prior to the deadline.

3. Responsibility: A bidder is responsible if they possess the capability, integrity, experience (minimum 10 years heavy vehicle/school bus maintenance), facility, and equipment to perform the work.

SECTION 5: BID FORM / PRICE SCHEDULE

(Bidders must complete all unit prices below. The Estimated Usage Multiplier is for bid evaluation purposes only to calculate a total evaluated price.)

5.1 Hourly Rates & Fees Matrix

Note for Item 8 calculation: Multiply your bid percentage mark-up by $10,000 and add $10,000

(e.g., a 10% mark-up = $1,000 + $10,000 = $11,000 evaluated cost).

Item

Description

Unit of

Measure Unit Price ($)

Est.

Annual

Multiplier

Total Evaluated Cost ($)

Standard

Mechanical

Repair Labor

Rate

Per

Hour $________/Hour

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Emergency /

After-Hours

Labor Rate

Per

Hour

/Hour_

Minor PM

Flat Fee

(Gasoline /

Diesel)

Per

Vehicle

Major PM

Flat Fee

(Gasoline /

Diesel)

Per

Vehicle

Minor PM

Flat Fee

(Electric / EV)

Per

Vehicle

Major PM

Flat Fee

(Electric / EV)

Per

Vehicle

Official MA

State Safety

Inspection Fee

Per

Vehicle

$________/per vehicle

Parts Pricing

Structure (%

Mark-Up over

Wholesale

Cost)

Mark-Up

$10,000

Parts Base

TOTAL EVALUATED BID PRICE (Sum of Items 1–

8):

SECTION 6: MANDATORY BIDDER CERTIFICATIONS

6.1 Statement of Vendor Qualifications

• Years in Business (Minimum 10 Required): ________ Years

• Primary Facility Address:

• Distance to Weston, MA Town Hall: ________ Miles

6.2 Reference Form

(List 3 clients for whom you provided heavy vehicle or school bus maintenance in the past 5 years)

1. Organization: _______________________ Contact Name/Title:

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Phone: _____________________________ Email:

2. Organization: _______________________ Contact Name/Title:

3. Organization: _______________________ Contact Name/Title:

6.3 Certificate of Non-Collusion & Tax Compliance

Pursuant to M.G.L. c. 62C, § 49A and M.G.L. c. 30B, § 10, the undersigned certifies under penalties of perjury that this bid is made without collusion or fraud with any other person, and that the bidder has complied with all laws of the Commonwealth of Massachusetts relating to taxes.

Authorized Signature: _______________________________________

Printed Name & Title: ________________________________________

Company Name: _____________________________________________

Date: ________________________