Secondary Vendor for Rental of School Bus Type Transportation, 15 Passenger Van and Mini Bus Service

The City of Philadelphia Procurement Department is soliciting quotes for tertiary vendor school bus and van rental services under small order purchase B2626999, with quotes due May 29, 2026. The contract runs June 1, 2026 through May 31, 2027 with three one-year renewal options, and awards to the lowest responsive and responsible bidder who quotes all line items.

An LBE (Local Business Enterprise) bid preference applies under Philadelphia Code Chapter 17-109 for certified vendors. Sellers must hold a valid Consent & Authorization Agreement on file before submission; the optional LGBTQ Applicant Opportunity Data Form is encouraged.

The scope covers rental of school buses (44–66 passenger capacity), minibuses (15-passenger plus one wheelchair), and 15-passenger vans for trips within Pennsylvania, New Jersey, and Delaware. The Philadelphia Parks & Recreation Department estimates approximately 30 buses daily for camp transportation from June 1 through August 31, 2026, plus two round trips to Clementon Park & Splash World (approximately 80 buses per trip) and two trips to Dorney Park & Wildwater Kingdom (approximately 35 buses per trip). Estimated annual demand includes 1,980 hourly in-city transportation hours, 240 hourly out-of-state travel hours, and 1,200 multi-state trip miles. All vehicles must maintain current Pennsylvania inspection and emission stickers; drivers must hold valid Pennsylvania commercial driver's licenses and current physical examinations. The City provides two days' minimum notice for requests and reimburses turnpike tolls, parking, and miscellaneous expenses.

Quotes must be submitted on a firm fixed-price basis through PHLContracts, with pricing structured as hourly rates for in-city and out-of-state travel, mileage rates, and all-inclusive pricing for specified round-trip destinations. The maximum contract value is $94,000, adjusted annually by the lesser of actual CPI-U increase or 4 percent. Price increases require thirty days' written notice to Eric Lowry (Eric.G.Lowry@phila.gov) prior to renewal. Contractors must maintain workers' compensation, general liability ($500,000 per occurrence), and automobile liability ($300,000 per occurrence) insurance. Quotes remain valid for sixty days from submission.