Plymouth Public Schools

Transcription

1 Request for Bids for Student Transportation Services July 2017 June 2027 Propane Fuel Buses Plymouth Public Schools 253 South Meadow Road Plymouth, MA

2 PLYMOUTH PUBLIC SCHOOLS 253 South Meadow Road Plymouth, MA TITLE OF PROJECT: REQUEST FOR BIDS FOR STUDENT TRANSPORTATION SERVICES PROPANE FUEL BUSES TIME, DATE AND PLACE FOR OPENING OF QUOTES The Plymouth Public Schools will receive sealed quotes for the above-designated project associated with the Plymouth Public Schools until: TIME: 11:00 A.M. EST DATE: November 10, 2016 At the Office of the Superintendent, 253 South Meadow Road, Plymouth MA at which time the bids will be publicly opened. The school bus transportation contract will be awarded under the provisions of Chapter 30B of the Massachusetts General Laws. Any bids received after 11:00 A.M. on November 10, 2016 will not be opened. A mandatory pre-bid conference will be held on October 17, 2016 at 11:00 A.M. at the Plymouth Public Schools Administrative Office, 253 South Meadow Road, Plymouth, MA for all interested bidders. All prospective bidders are required to attend the mandatory pre-bid conference. Only bids submitted by bus vendors represented at the pre-bid conference will be considered. Additional information such as current bus contract, copies of invoices, mileage and route time information, 2-way radio frequency information, and propane fuel escalator clause will be provided to interested bidders at pre-bid conference. ACCEPTANCE OR REJECTION OF BIDS The Plymouth Public Schools School Committee reserves the right to cancel this bid, to accept or reject any bid(s) which it considers to serve the best interest of the Plymouth Public Schools. IDENTIFICATION OF SEALED ENVELOPES Applicants must submit two (2) copies of their proposal, with one copy marked ORIGINAL. Bids shall be placed in sealed envelopes that are clearly marked on the outside with the name and address of the bidder, the title of the project, STUDENT TRANSPORTATION SERVICES BID PROPANE FUEL BUSES, as indicated above, and the scheduled date for opening of bids, as indicated above. No responsibility will be attached to the Superintendent of Schools or School Administrative Staff for the premature opening of any bid that is not properly identified. MAILING OF SPECIFICATIONS: Bids, which are mailed, should be addressed to Mr. Gary Costin, School Business Administrator, Plymouth Public Schools, 253 South Meadow Road, Plymouth MA Regardless of the cause of delay, no quotes, which are received by the awarding authority after the terminal time recorded herein, shall be given any consideration. The responsibility for assuring the receipt of quotes before the specified closing time, as indicated above is the responsibility of the bidder. 2

3 GENERAL CONDITIONS 1. All bids must be submitted on a seven (7) year contractual basis, with three (3) additional one (1) year options, commencing on July 1, 2017 and terminating on June 30, The option years of the contract will be awarded at the sole discretion of the Plymouth Public Schools. Contracts will be renewed annually assuming continued compliance with the terms and conditions of the contract and specifications. 2. A school year is defined as 180 school days and/or the number of days students qualify for attendance purposes under Chapter 69, Section 1G of the General Laws of Massachusetts. 3. All bids must be submitted on the forms provided and conform to all conditions contained therein. Failure to comply may result in the rejection of a bid by the Plymouth Public Schools. 4. Bids must be received by 11:00 A.M. on November 10, 2016, in the Office of the Superintendent of Schools located at 253 South Meadow Road, Plymouth MA The bidder assumes the risk of any delay in mail delivery. Bids received after the Bid opening will be returned unopened. 5. Bids which are properly presented in a sealed envelope, and marked Student Transportation Services Bid Propane Fuel Buses will be opened at that time and read aloud. 6. All sealed bids must be accompanied by a deposit in the form of a bond issued by a company licensed to do business in Massachusetts or a certified check in the amount of 5% of the total cost for regular day transportation for one school year, i.e. 180 days. The bid bond or certified check must be payable to the Plymouth Public Schools and will function as bid security until the contract has been awarded to the successful bidder. A letter of intent from a bonding company licensed to do business in Massachusetts shall accompany all bids. 7. The submitted bid may not be withdrawn prior to the execution and delivery of the contract, unless no award has been made at the expiration of sixty (60) days after the bid opening. 8. Bids must be made on all regular routes as designated. Partial bids will not be accepted. 9. Nothing in this bid precludes the Plymouth Public Schools from using its own vehicles or those under its control for transportation purposes. 10. All contractors must have at least five (5) continuous years experience in the transportation of school children operating a bus contract. In addition, the Contractor must have experience operating a single bus contract of at least fifty (50) buses. A list of references is required at the time of the bid opening including a list of all New England school systems under contract for the past five (5) years. The bidder shall include the name of the contact person, telephone number, and the number of buses operated. 11. The Plymouth Public Schools reserves the right to reject any or all bids or to waive any irregularities or defects in any proposal should it deem to be in the best interest of the Plymouth Public Schools. 12. The following information must be submitted with each bid: A. A balance sheet and statement of profit and loss prepared and certified by a certified public accountant reflecting the financial status of the company for two (2) preceding fiscal years. This information may be submitted in a separate sealed envelope. B. A bank Credit reference C. Resume outlining the applicable experience of each of the principal management personnel in the company. The resume of the proposed contract manager must be included with the bid submittal. The proposed manager must have at least 5 years experience as a contract manager in the school bus industry, and must be knowledgeable of the Massachusetts Laws pertaining to the school bus industry as well and have experience operating a computer routing system. The Superintendent of Schools reserves the right to interview the proposed contract manager and approve/disapprove of such person. In addition to the contract manager, the bus contractor must have at least two (2) other full-time operations staff employees assigned in Plymouth. The dispatch office must be staffed from at least one-half hour before the first bus run starts in the morning, until one-half hour after all of the route buses have returned to the bus yard. The contract manager must be available by cell phone at all times in case of an emergency. 3

4 D. The contractor s accident record for the previous three (3) years in New England prepared by and on stationery of the bidder; and E. A list of any significant lawsuits pending against the company that could interfere in the company s ability to provide the services described in these bid specifications. F. Proposed location for bus parking and office location. The dispatch office, bus parking, and maintenance facility must be located within the town of Plymouth. The address or addresses of the proposed facility location(s) must be provided with the bid submittal. A letter of intent to sell or lease such facility from the owner or landlord will suffice to meet this requirement. 13. Bid prices shall remain firm regardless of any changes to the regular day time schedules for K-12, individual school start and close times, times of route operation, route description, and/or number of routes. There will be no additional charges for an early release at any individual school or at all schools. This will hold true even if two schools share a combined route and an early release is conducted in only one of the two schools. If fewer or more buses are required, the cost difference will be at the daily per day rate as indicated in the bid form. 14. Failure to comply with any of the conditions and specifications of this bid and the subsequent contract may subject the contract to cancellation forthwith upon written notice by the School Committee. Prior to cancellation, the school Committee will give the Contractor seven (7) days to remedy the issue to the satisfaction of the School Committee. In the event of cancellation of the contract and the necessity to bid or otherwise negotiate a new contract for transportation service with another transportation contractor, the original contractor will be responsible for indemnifying the Plymouth Public Schools for costs incurred in obtaining a new contract including service for the duration of the term of the original contract. CONTRACT AWARD 1. Notice of acceptance of bids will be given or mailed by the Plymouth Public Schools to the lowest responsible bidder within sixty (60) days after the opening of the bids and shall constitute the acceptance of the bid or any item(s) thereof, contingent on the submission; 1. All evidence of the ability to perform the contract, 2. Receipt of the successful bidder s executed contract documents, insurance policy, and performance bond within fifteen (15) days of notice of award (if requested by School Committee), and 3. Execution of the contract by the Plymouth Public Schools. Bidders must verify their bonding capabilities before submitting a bid. Failure to execute a performance bond within the specified period of time (if requested by School Committee) will be considered a default of contract and will result in the bidder forfeiting the bid deposit to the Plymouth Public Schools. 2. The bidder to whom the award is made must enter a written contract with the Plymouth Public Schools. The requirements of these specifications are considered to be part of the contract. 3. This contract is made subject to all laws of the Commonwealth of Massachusetts. Any clause which does not conform to such laws shall be void and such laws shall be operative in lieu of such clause. 4. The successful bidder must comply with all Federal and State regulations pertaining to school bus transportation. In case of a conflict between such state and federal regulations and any part of the bid documents, the regulations shall govern, said regulations are incorporate herein by reference. 5. The contractor shall conduct drug testing and any other type of tests of all current and potential employees to be in compliance with all State and Federal laws and regulations. Any employee who tests positive for drugs shall be immediately removed from his/her position. Under no circumstances will an employee who tests positive, drive in the Plymouth Public Schools. All contractors must submit a detailed plan, Appendix C, outlining their drug testing procedures. In addition, all drivers must be trained in the use of an EpiPen (Epinephrine) Auto-Injector. The Plymouth Public Schools will provide a nurse or health professional to provide the training at no cost to the bus contractor. 6. The Plymouth Public Schools assumes no responsibility for any costs imposed by Federal and State regulations subsequent to the signing of the contract, or during the duration of the contract. 7. The successful bidder must follow adherence to all School Committee policies related to student transportation during the term of this contract. Additions or deletions to these policies remain at the discretion of the School Committee. 4

5 8. Funding for this contract is based on the School Committee s ability to secure funds at the Town of Plymouth s annual meeting. PERFORMANCE BOND 1. A performance bond in the amount of 100% of the contract bid price for each year (180 days multiplied by the daily rate), drawn from a surety company licensed to do business in the Commonwealth of Massachusetts, may be required of the successful bidder as security for the fulfillment of all terms and conditions of this contract. If the district requires the bond, they will pay the annual amount as shown in Section IV of the bid prices. 2. The performance bond, or a certified letter verifying its existence, must be filed within fifteen (15) days after notice of the award is mailed to him, the amount received through the bond or certified check shall become the property of the Plymouth Public Schools as liquidated damages for such failure. 3. If the successful contractor fails to enter into a contract within fifteen (15) days after notice of the award is mailed to him, the amount received through the bond or certified check shall become the property of the Plymouth Public Schools as liquidated damages for such failure. INSURANCE 1. The contractor shall purchase and maintain during the life of this contract such public liability and property damage insurance as shall protect him from claims for damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from operations under this contract, when such operations are engaged in by himself or by anyone directly or indirectly arising out of an accident that may occur. 2. The contractor must maintain liability insurance for bodily injury or death and property damage coverage with a combined single limit of $10,000,000 per accident which shall be continuously carried during the terms of this agreement protecting the contractor and the Plymouth Public Schools against any liability arising out of an accident that may occur. 3. The successful bidder must file a copy of the insurance policies described in the above section with the Superintendent of Schools and with the Registrar of Motor Vehicles by August fifteen (15) of each year that this contract is in effect. 4. Before commencing performance of this contract, the contractor shall provide by insurance for the payment of compensation and the furnishing of other benefits under Chapter 152 of the General Laws (i.e. the Workmen s Compensation Law) or equal insurance to all persons to be employed under this contract and shall continue insurance in full force and effect during the term of this contract. Failure to provide and continue in force such insurance as aforesaid shall be deemed a material breach of this contract and shall be cause for an immediate termination thereof. 5. The contractor must file with the Superintendent of Schools a copy of the insurance policy as described in section 2 by August fifteen (15) of each year through the duration of the contract. 6. Within fifteen (15) days after notice of acceptance of the proposal is given or mailed to the successful bidder, the contractor shall deposit with the Superintendent of Schools certificates from the insurer to the effect that the insurance policies required in the above section have been issued to the contractor. The certificates must be on a form satisfactory to the Superintendent of Schools. PERFORMANCE 1. As directed by and at the times specified by the Superintendent of Schools or designee, bus routes will be designed by the Contractor 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 bus stops. 2. The contractor or his agent may not alter any routes and time schedules in effect at the present time without consultation with and agreement of the Superintendent of Schools. This condition applies for the duration 5

6 of the contract. Review and adjustment of all routes will normally take place during the summer months preceding each school year of this contract. The contractor will design, schedule, and modify routes to assure optimum efficiency, safety, and service, utilizing the Transfinder Computer Routing system which is currently licensed to and operated for or by the Plymouth Public Schools. The bus contractor will supply their own computers and monitors. The Plymouth Public Schools will be responsible to maintain the annual licensing agreement with Transfinder for the duration of the contract. 3. The contractor shall report each accident to the Superintendent of Schools immediately after its occurrence. A written report must be submitted to him within twenty-four (24) hours following an accident. 4. The contractor shall not assign or subcontract, or in any way transfer any interest in this contract without prior consent of the Plymouth Public Schools. 5. The contractor will be required to provide information regarding routes such as length of route (mileage), times of pick-up and drop-off of students, number of student transported on each bus, student bus assignments, etc., as requested by the Superintendent of Schools. 6. The contractor agrees that the Superintendent or his/her designee shall have the exclusive authority to dismiss students before their regular dismissal time for any reason deemed proper by him/her may change bus schedules to accommodate such earlier dismissal times without additional costs or charges to the Plymouth Public Schools. 7. The contractor is required to carry out all reasonable requests of the Superintendent of Schools or his/her designee. If at any time the contractor does not carry out all reasonable written requests or changes of the Superintendent of Schools or his/her designee, the contractor may be penalized $200 per day per incident until compliant. 8. The School Committee reserves the right to increase or decrease the number of buses upon written notice to the contractor and to alter or modify any transportation schedule at its discretion. If the contractor does not comply within a reasonable time after written notification, he may be penalized at a rate of $200 per day per incident until compliant. 9. The transportation of students to and from school shall begin on the morning of the opening day of school and shall continue in accordance with the school calendar. 10. Extra transportation shall be furnished to athletic contests, student activity programs, etc., in which students participate and which is approved by the School Committee. This contract also makes provisions for transportation of children for out-of-town athletic and other student activities. The contractor shall provide a sufficient number of spare buses which are not involved with regular transportation routes for this work. In all cases, tolls, parking fees, and bus expenses will be paid by the contractor. The Plymouth Public Schools provides some of the field/athletic trips with their own vehicles. EQUIPMENT 1. The Superintendent of Schools reserves the right to add or subtract buses depending upon the final schedule and need for bus routes, due to the factors such as changing enrollment or other conditions which may arise to consolidate schools or bus routes. Plymouth Public Schools will only pay the contractor for the actual number of buses operated as indicated in the bid form. 2. All buses used under this contract for Home to School routes will be 2017 or newer propane fuel engine vehicles having a capacity of not less than 71 students, unless otherwise specified in these bid specifications. It is estimated that 68 buses plus 4 spares (all 2017 or newer propane buses) will be required. In addition, an estimated four (4) buses (no older than 10 years old - diesel or propane) will be required for field/athletic trips and as spares. 3. All provided buses must be compliant with the general laws of the Commonwealth of Massachusetts and the rules and regulations of the Registry of Motor Vehicles relating to the transportation of public school children. In addition, all vehicles will be equipped with front crossing gates, a monitoring system to help check for sleeping children such as child checkmate or an equivalent system, digital cameras (SEON 8 Camera System, Angeltrax, or equivalent), and a GPS tracking system. All buses will be equipped with 2-way radios. 6

7 4. The contractor shall assure that all buses are kept in a condition of cleanliness, interior and exterior, satisfactory to the Superintendent of Schools. 5. The bidder shall complete Appendix D describing each bus to be provided including the make of the body and bus, the year of manufacture, model number, present mileage, number of heaters, seating capacity and present condition. The Plymouth Public Schools reserves the right to reject any vehicle deemed unacceptable. 6. Said description of the fleet of buses is to be provided annually and submitted to the Superintendent of Schools, prior to August fifteen (15) of each year during which the contract is in effect. 7. Each bus shall be equipped as provided under Federal and State Regulation and minimally contain the following: A. One first aid kit placed inside the bus at the side of the driver B. Top quality (no retreads or recaps) tires on front C. Snow tires (December-March) or all-season tires D. Dual braking systems E. Cushioned or upholstered seats in compliance with state and federal regulations F. Crash pads on rear of seats on all buses G. Power steering on all buses H. Stop arms I. An internal and external PA system J. A minimum 9,000 pound front axle K. A two-way radio which can be used to contact the dispatcher at the base station at all times. 8. The contractor agrees to keep all buses in good working condition and to provide all necessary fuel, oil, grease, tires, maintenance and repairs through the period of the contract. 9. Copies of all Inspection Reports required by the Department of Motor Vehicles must be sent to the Superintendent of Schools within ten (10) days of the close of each registration period. 10. The Superintendent of Schools must approve any substitution of buses for the duration of the contract, except in the case of emergency breakdown. All substitute buses shall be subject to all contract requirements. 11. All buses must carry side markings, with the inscription Plymouth Public Schools and other applicable legal markings prominently displayed. 12. All buses must clearly indicate a number or symbol for readily identification by students transported on both morning and afternoon runs. Number or symbols must always be consistent with defined routes and must be prominently displayed. 13. All bidders shall complete Appendix E listing and outlining their mechanical staff, repair facilities and maintenance program for all vehicles. 14. The contractor shall provide a replacement vehicle with a driver meeting the specifications within twenty(20) minutes of notification of a mechanical failure or emergency. 15. The contractor shall allow the Superintendent of Schools proper access to buses for the purpose of inspection. 16. Buses which have failed the inspection by the Superintendent of Schools or designee shall not be used in transporting Plymouth Public Schools students and the contractor shall replace buses, parts or equipment which in the opinion of the Superintendent of Schools are unsuitable or not in conformity with the contract or specifications. 7

8 17. The successful bidder must provide a contract manager who is responsible for all school transportation. This person must be stationed in the Plymouth Public Schools and be available to be contacted by telephone by the principals and the Superintendent of Schools or their designees to assure the orderly and efficient transportation of students. 18. The bus contractor shall garage his buses within the town of Plymouth as well as operate a dispatch office and maintenance facility within the district. Excise taxes for the buses will be paid to the Town of Plymouth. 19. All bus drivers may be required to attend two (2) training sessions (September and March) scheduled by the school administration. 20. The bus contractor agrees to maintain the six (6) school buses owned by the Plymouth Public Schools at the contractor s invoice cost for parts, and an agreed upon per hour labor rate. These maintenance services would be provided at the bus contractor facility located in Plymouth, MA. The cost for these services is not included in this bid specification or in determining the low bid submittal. BUS DRIVERS 1. All contractors must complete Appendix B identifying the names, location, address and telephone numbers of their safety personnel and describing their driver safety, road testing and student safety programs. 2. All drivers must be duly licensed and hold a Department of Public Utilities (D.P.U.) or School Bus License, at all times, pursuant to the provisions of M.G.L. Chapter 90, Section 8a. 3. The contractor further agrees that he will provide responsible drivers for all school buses who are trained, competent, careful, and courteous. The contractor will give first preference to hiring the current group of school bus drivers working in the Plymouth Public Schools as long as they meet all State, Federal, and company standards for school bus drivers. The bus contractor is required to pay the drivers according to the prevailing wage that has been established for this contract. (see Prevailing Wage letter) 4. Prior to August fifteen (15) of each year of the contract, a roster of all bus drivers (Appendix A) must be submitted to the Superintendent of Schools. Each driver must meet all of the requirements of the Department of Motor Vehicles evidenced through a physical conducted by a qualified physician and including a chest x-ray, or other evidence of negative tuberculosis. Provision of said examination is the responsibility of the contractor. Each driver s name, home address, bus number and assigned routes must be included with the roster. 5. If the contractor deems it necessary to assign a new driver to any bus, the Superintendent of Schools must be notified with an indication that the driver meets all the qualifications stated in these specifications. 6. Drivers employed by the successful bidder are to be thoroughly trained on their respective routes in order to insure efficient and effective operation, especially for the opening day of school. 7. The contractor further agrees to provide driver and student training each year with such emphasis on safety issues such as evacuation, loading, and unloading. 8. Drivers shall not be permitted to transport any person other than a school official on the bus, while transporting students, unless that person is specifically authorized by the Superintendent of Schools. 9. Drivers shall not smoke on the vehicle or school property at any time. 10. Drivers shall be courteous and exemplary at all times in speech, action and dress when transporting students under the terms of this contract. 11. Drivers shall not leave a bus unattended while children are onboard. In an emergency the driver s first responsibility shall be the safety of the children. 12. The Superintendent of Schools shall have complete authority over matters pertaining to school transportation. 13. Violation by a driver of the provisions of the contract, Policy of the School Committee, and/or the General Laws of Massachusetts will subject said driver to be removed from service under this contract, upon 8

9 recommendation of the Superintendent of Schools or designee. A driver s continued employment by the company or contractor, however, remains at said company or contractor s discretion. 14. The Superintendent of Schools or designee reserves the right at any time to approve or disapprove a driver or drivers under the terms of the contract. 15. Drivers are not permitted to discharge a student while en route. Under exceptional circumstances where the safety of other student(s) are concerned, drivers must stop the bus and notify the dispatcher by radio of the problem so that a substitute means of transporting the student or students may be made, or return to the school and report the problem to the principal. In the event that a student s riding privileges are suspended for a violation of school policy or procedure, the driver shall not transport said student until directed by the principal who ordered the suspension or by the Superintendent of Schools or designee. 16. Drivers will not take disciplinary action against any student. Circumstances that warrant such action must be reported to the principal of the school in writing and to the contractor or coordinator of transportation, Nothing herein shall prevent a driver from reprimanding a student for action that might cause harm to himself or others, or requesting that student change his seat or to sit in a particular seat if the driver deems this action to be in the best interest of the other passengers. 17. Drivers shall conduct a daily pre-trip inspection of the vehicle according to the procedure established by the Department of Motor Vehicles and Public Utilities. 18. Drivers shall inspect their assigned buses after each route to assure that all students and materials have been properly transported to their destination. 19. The speed and method of operation of school buses shall insure a high degree of safety for the students and shall be in compliance with all state and local laws. 20. Windows may be opened on school buses at the discretion of the Superintendent of Schools or designee. 21. Substitute bus drivers shall be pre-qualified for the routes driven to the maximum extent possible. This means that the bus contractor shall operate with an available reserve of qualified substitute bus drivers. Such qualifications for substitute bus drivers shall be established by having had prior experience with bus routes in the Plymouth Public Schools to the maximum extent possible and shall be familiar with all safety provisions. Substitute drivers shall be familiar with: A. Current bus routes B. School locations and starting times; C. Town road systems. Substitute drivers must meet all requirements stated for regular drivers. ALTERNATE TRANSPORTATION NEEDS 1. Bidders are required to submit cost quotations for transportation to be used for field trips, athletics, and extra-curricular activities. The Plymouth Public Schools owns six (6) buses which they utilize to also provide field trip, athletic, and extra-curricular transportation services. PRICE BASIS 1. The contract price shall include the cost of fuel, oil, grease, repairs, wages of drivers, taxes, fees, licenses, permits, certificates, insurance costs, and such other costs as are needed in connection with the contract work and to keep all school buses properly equipped and in good operating condition. 2. Price bids will be accepted by the Plymouth Public Schools as firm prices. 3. The contractor is required to abide by the prevailing wage rate as determined by the Department of Labor and Workforce Development (see attached letter). 9

10 ADJUSTMENTS 1. A scheduled trip may be cancelled by the Superintendent of Schools or by his designee by notifying the contractor orally or in writing at or prior to 6:30 A.M. of the day on which the particular trip was to originate at the contractor s place of garaging (unless an emergency exists). 2. The Superintendent of Schools shall have the authority to make such changes as he deems necessary in adjusting number of buses, assignment of students, groups or routes, times and dates, assignment of monitors (school employees), or any matters affecting the needs of the students. 3. The contractor shall furnish, at the prices specified in other sections of this contract, such additional buses as may be ordered by the Superintendent or designee. TIME SCHEDULE 1. The school hours shall be established by the Superintendent. 2. The transportation time schedule shall be established by the Superintendent of Schools and the selected bidder to insure the proper and convenient arrival and dismissal of students consistent with the determined school hours. 3. All buses must operate in accordance with the indicated schedules on the defined routes. Any deviations must be reported to the Superintendent of Schools indicating the reason(s). 4. When there is a breakdown or other situation which may affect the completion of daily schedules, there must be sufficient substitute buses available to assure the safe and efficient transportation of the students. 5. All buses must be available when there is a change in the time of dismissal of students. PAYMENTS 1. Assuming compliance with the contract, ten monthly payments shall be made to the contractor from September through June for the duration of the contract, calculated on the number of days per month and price per bus. 2. No assignment or subcontracting, or assignment of money due or to become due, shall be made without the written consent of the Superintendent or his/her designee. 3. Compensation shall not be made for nonconforming performance, or failure to perform. STANDARDS OF STUDENT BEHAVIOR 1. Students are under the authority of the bus driver while being transported to and from school. 2. All cases of disorderly conduct are to be reported immediately by the bus driver to the contract manager and then to the principal of the school that the student attends. BUS ROUTES 3. Bus routes will be planned yearly prior to the opening of school of each year, taking into account the schools to be used, the space available, the capacity of the buses, time schedules, etc. During the first week of school, bus loads and routes will be reviewed, at which time changes may be made or as the need arises at any times during the year. The contractor will agree to make any route changes as requested by the Superintendent of Schools. 4. The contractor agrees that the time schedules and stopping places on all routes shall be approved by the Superintendent of Schools; that no changes in the routes, stopping places or schedules shall be made without his/her prior approval; that buses shall run on schedule and shall not be required to wait for students who are tardy in reaching the scheduled stops; and that due consideration should be given by bus drivers to insure the safety of all students in discharging them from the bus. 10

11 5. The Superintendent of Schools may request a change in the number of routes, the length, direction or duration of routes, and the stopping places on these routes when, in his/her opinion it is necessary to do so in the best interest of the school students. 6. Buses shall not be overcrowded. If, in the opinion of the Superintendent of Schools, a bus continues to be overcrowded on any route, then the routes shall be changed to equalize busloads or another bus shall be added to relieve this condition. 7. Where feasible, kindergarten students will be picked up and discharged on the same side of the street on which they live. INDEMNIFICATION 1. The contractor shall indemnify, defend, and hold harmless the School Committee for any and all claims, losses, cost, expense or damage of any kind resulting from or arising out of performance of the contract by the contractor, its officers, agents, or employees. PETITION IN BANKRUPTCY 1. In the event of failure for five (5) consecutive days to transport students as herein provided, this contract may be terminated by the Plymouth Public Schools or its legal representative(s), by a notice in writing given to the contractor, or its legal representative(s), or the assignee(s), of its intentions to terminate this contract, and after three (3) days said notice shall be a termination of this contract and the Plymouth Public Schools shall not be liable for any service rendered under this contract for any part of the month when said services ceased or failed to be rendered according to the terms thereof, and the bus contractor shall be liable for all damages suffered by the Plymouth Public Schools as a result of the termination of the contract. The contractor agrees that, in the event of bankruptcy, insolvency, attachments or liens placed against the contractor, the contract may be declared null and void at the option of the School Committee. 2. In the event of a strike against a contractor causing interruption services or operations, the School Committee has the right to secure such other transportation as may be necessary and charge the cost of the same to the account of the contractor. If other transportation is not secured, deduction will be made from the monthly payment to the contractor for each day of service not provided. These deductions will be based upon one hundred-eighty (180) operating days. Contractor questions pertaining to Bid Specifications and Bid Submittal: All questions must be submitted in writing (or ), and received no later than Friday, October 21, 4 P.M., local time. Questions should be submitted to: Mr. Gary Costin, School Business Administrator, Plymouth Public Schools, 253 South Meadow Rd., Plymouth, MA 02360, or gcostin@plymouth.k12.ma.us. All Responses will be in writing or and distributed to all contractors represented at the pre-bid conference no later than October 28, No phone calls or faxes will be considered. Note: In all instances in these specifications, the words Superintendent or Superintendent of Schools should be interpreted as the Superintendent of Schools or Designee 11

12 Plymouth Public Schools APPENDIX A *Roster of Staff *List of names and addresses of drivers and support staff (other than safety and repair staff); I. Drivers (provide by August 15, 2017) II. Support Staff III. Plymouth Public Schools (outline experience in school bus industry) * Use additional sheets if necessary 12

13 Plymouth Public Schools APPENDIX B *Safety Plan I. Staff (list names, assigned location and telephone numbers): II. Safety Program (Describe training and related activities for staff and students); * Use additional sheets if necessary 13

14 Plymouth Public Schools APPENDIX C *Safety Plan Substance Abuse Training and Monitoring Program (Please describe below) * Use additional sheets if necessary 14

15 Plymouth Public Schools Appendix D Equipment List Year of Manuf. Manuf. Body Type Model Chassis Engine Present Mileage # Heaters G.V.W. Seating Capacity Number of Buses 15

16 Plymouth Public Schools APPENDIX E *Maintenance Program I. Repair/Mechanical Staff A. List Names B. Briefly State Qualifications II. Location of Repair Facilities III. Maintenance Program (Describe Briefly) * Use additional sheets if necessary 16

17 Plymouth Public Schools APPENDIX F Company Identification To: Plymouth Public Schools The undersigned agrees to execute the contract to provide transportation for the students of the Plymouth Public Schools within thirty (30) days after notification of the acceptance of this proposal. Should the undersigned fail to execute such contract, the amount herewith enclosed as bid deposit shall become the property of the Plymouth Public Schools as liquidated damages. I. How long has the firm been in the school transportation business? years II. How many school buses are owned by the firm? buses III. If answer to 11 is none, how many buses will be purchased/leased? buses IV. Are the buses under D.P.U. jurisdiction? YES NO V. List all New England school system(s) with which you have had a transportation contract over the past five years, indicate a contact person with telephone number, and number of buses operated (attach additional sheets if necessary) School System Contact Person Telephone # # of Buses Operated Signature of Authorized Representative Title Company Business Address Telephone Date 17

18 School Bus Transportation Bids For Plymouth Public Schools To: Plymouth Public Schools The undersigned assures that this sealed bid is made in good faith, without fraud, collusion, or connection of any kind with any other bidder for the same work; that he has informed himself fully in regard to the INFORMATION AND INSTRUCTIONS TO BIDDERS, attached to this sealed bid; that he proposes to provide the Plymouth Public Schools student transportation and comply in all respects with said specifications for the sums stated. Signature of Authorized Representative Title Date: 18

19 Plymouth Public Schools APPENDIX G CRITERIA FOR AWARDING CONTRACT I. Total contract pricing including a. Middle, High, Elementary and Charter Schools b. Late Runs c. Additional Transportation (Field Trips, Athletics, etc.) d. Performance Bond (not to be used to determine low bid) II. An analysis of the following: a. Audited financial statements and credit reference b. Past performance c. Staff experience including key personnel d. Accident record e. Pending lawsuits and quasi-legal proceedings against the company III. Completion of Appendix A identifying sufficient and appropriate drivers and support staff. IV. Completion of Appendix B indicating a sufficient and appropriate training program for drivers, support staff and students. V. Completion of Appendix C outlining and describing a sufficient and appropriate substance abuse training and monitoring program. VI. Completion of Appendix D indicating a sufficient and appropriate equipment to provide services under the contract. VII. Completion of Appendix E indicating a sufficient and appropriate maintenance program. VIII. Satisfactory completion of the supplied Company Identification, Bid and Good Faith Forms. IX. A Bid Bond or certified check for the appropriate amount. X. Letter of Surety to guarantee ability to provide performance bond. 19

20 Plymouth Public Schools Bus Route Information (Estimated Number of Bus Routes for School Year) Tier I School # of Routes Late Runs per Day Kindergarten Runs PNHS 25 4 PSHS - Reg PSHS - VocTech 13 0 Total Tier II School # of Routes Late Runs per Day Kindergarten Runs PCIS 34 7 PSMS 24 3 Total Tier III School # of Routes Late Runs per Day Kindergarten Runs Cold Spring 2 Fed. Furnace 9 Hedge 0 Indian Brook 12 Manomet 6 NMES 9 South 14 West 7 Total 59 0 School # of Routes Late Runs per Day Kindergarten Runs Total Rising Tide Charter School 9 Plymouth SD Runs School # of Route Buses Late Runs per Day Kindergarten Runs Total 68 20

21 Plymouth Public Schools SCHOOL HOURS School Doors Open for Students School Day Begins School Day Ends Begin Dismissal End Dismissal Half Day Dismissal Elementary (K - 8) PCIS or PSMS (6-8) High School (9-12) Rising Tide Charter School 8:50 9:05 3:20 3:25 3:35 1:05 8:02 8:12 2:40 2:45 2:52 12:00 7:10 7:20 2:00 2:03 2:10 11:10 7:30 7:40 3:05 3:05 3:15 2 DROP OFFS & 2 PICKUPS-ON ONE CAMPUS School Bus Routes can be found posted on the Plymouth Public Schools website. 21

22 BID FORM I. 71 Passenger Vehicles (Estimated needs = 68 Vehicles Price per bus per day x 68 buses x 180 days = Annual Cost School Year A $ $ B $ $ C $ $ D $ $ E $ $ F $ $ G $ $ SubTotal A-G H option year $ $ I option year $ $ J option year $ $ II. Late Buses (Estimated needs = 10 late buses) Price per bus per day x 10 buses x 180 days = Annual Cost School Year A $ $ B $ $ C $ $ D $ $ E $ $ F $ $ G $ $ SubTotal A-G H option year $ $ I option year $ $ J option year $ $

23 III. Field Trips and Athletic Events Buses (Estimated need: Buses for 100 field or athletic event trips. These trips will require an estimated 4,000 miles and 300 hours of waiting time.) Price per mile x 4,000 miles Annual Cost School Year School Year A $ $ B $ $ C $ $ D $ $ E $ $ F $ $ G $ $ SubTotal A-G H option year $ $ I option year $ $ J option year $ $ Price per hour x 300 hours Annual Cost School Year School Year A $ $ B $ $ C $ $ D $ $ E $ $ F $ $ G $ $ SubTotal A-G H option year $ $ I option year $ $ J option year $ $

24 IV. Performance Bond Performance Bond Annual Price School Year A $ B $ C $ D $ E $ F $ G $ SubTotal A-G H option year $ I option year $ J option year $ BID SUMMARY Subtotal Section l $ Subtotal Section ll $ Subtotal Section lll $ Total of Sections l III $ The total bid price price for 7 years (excluding performance bond prices) Sections I - III will determine the low price bid. In addition, a present value calculation of 1.0% for each future year after Year 1 will be used to calculate the lowest bid. As an example, year 2 would be.99%, year 3 would be.98%, year 4 would be.97% and so on for the 7 years of the bid. The Plymouth Public Schools will calculate the present value of each bid to determine the lowest bidder. 24

25 Plymouth Public Schools Prevailing Wage Letter Attachment 25

26 26