WAYLAND PUBLIC SCHOOLS INVITATION FOR BIDS (IFB): STUDENT TRANSPORTATION

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1 WAYLAND PUBLIC SCHOOLS INVITATION FOR BIDS (IFB): STUDENT TRANSPORTATION The Wayland School Committee invites you to submit a bid for the award of a contract to provide transportation services to the students attending Wayland Public Schools. Bids are due to the Office of the Superintendent on or before Monday, November 14, 2016 by 1:00 PM at which time they will be publicly opened and read in the School Committee s Conference Room, 2 nd Floor, Wayland Town/School Administration Building located at 41 Cochituate Road, Wayland, MA The contract will be awarded to the responsible and responsive Bidder offering the lowest price as specified in the IFB. The School Committee reserves the right to reject any or all bids, as may be considered in the best interests of the Town of Wayland and/or Wayland Public Schools. The contract calls for furnishing scheduled transportation for all designated students attending Wayland Public Schools and includes the furnishing of all services necessary and required, consisting of the following in general: transportation equipment, maintenance of equipment, operation, supervision, inspection, registration, licensing, insurance and conformation to all applicable laws, rules, and regulations of the Federal Government, the Interstate Commerce Commission, the Commonwealth of Massachusetts, Department of Motor Vehicles, Wayland Public Schools and the Wayland School Committee. The term of the contract shall be three (3) years beginning July 1, 2017 and ending June 30, The days and schedule which transportation is to be furnished shall be as designated and required by the School Committee and may change at the discretion of the Wayland School Committee. This contract is subject to appropriation on a yearly basis. I. BID INSTRUCTIONS 1. The School Committee of the Wayland Public Schools will receive sealed bids for the furnishing of school bus transportation for the Town of Wayland at the Office of the Superintendent, Wayland Public Schools, 41 Cochituate Road, Wayland, Massachusetts until 1:00 PM (Boston time) on Monday, November 14, 2016, at which time and place all bids will be publicly opened and read aloud. The contract will be awarded to the responsible and responsive Bidder offering the lowest price as specified in the IFB. The School Committee reserves the right to reject any or all bids, as may be considered in the best interests of the Town of Wayland and/or Wayland Public Schools. 2. All bids must be submitted in duplicate on forms provided by the Town and shall be signed, enclosed in separate envelopes, sealed and plainly marked with the name of the Bidder and the description, BID: SCHOOL BUS TRANSPORTATION, DUE 1:00 PM, November 14, 2016, and original copy must be accompanied by a bid bond or a certified check payable to the Town of Wayland in the amount of $5, Bids must be typed or clearly printed on forms provided by the Town. They must be filled in completely and not contain any additions or alterations from the original specifications. The submission of a bid indicates that the Bidder has read and is familiar with the attached specifications and has familiarized himself with bus operations in Wayland. By submitting a bid, the Bidder is attesting to this statement. 1 P a g e

2 4. Definitions: a. The word Contractor except where the context otherwise requires, shall mean the corporation or person(s) responsible for the transportation of school children under the proposed contract or Contractor s agents. b. The word Town shall mean the Town of Wayland. c. The words School Committee shall mean the Wayland School Committee. d. The acronym IFB shall mean Invitation for Bids. e. The words School Business Administrator and School Business Administrator shall mean the Wayland School Business Administrator. f. The words School Department shall mean the Wayland Public Schools. 5. Potential Bidders must satisfy themselves by personal investigation of the area served, including parking alternatives as required in Alternate A, and a study of the opening and closing hours of the various schools as to the length and number of runs necessary to supply the transportation called for in complete and satisfactory accordance with the specifications. Bidders shall not at any time after submission of the bids claim that there was a misunderstanding as to the amount and nature of the services to be rendered. For the purpose of this bid, the current opening and closing hours of the public schools of the Town of Wayland are as follows: Wayland High School: 7:30 a.m. 2:15 p.m. (except Wednesdays 7:30 a.m. 1:05 p.m.) Wayland Middle School: 7:45 a.m. 2:20 p.m. (except Wednesdays 7:45 a.m. 1:10 p.m.) Claypit Hill, Happy Hollow and Loker Elementary Schools: 8:45 a.m. 3:00 p.m. (except Wednesdays 8:45 a.m. 1:50 p.m.) Traditional Day Kindergarten at Claypit Hill, Happy Hollow and Loker Elementary Schools: 8:45 a.m. 12:05 p.m. METCO Late Buses subject to change. In FY 2017 Wayland Public Schools runs one late bus every day for the secondary students and one bus two days per week for the elementary students. 6. The School Committee reserves the right to change hours and grade levels at schools. The successful Bidder will accommodate any changes made during the term of this contract at the contract prices. 7. The contract for the furnishing of school bus transportation shall be for a period of three academic (school) years of approximately one hundred eighty (180) days, during the period from July 1, 2017 to June 30, The days on which transportation shall be furnished shall be as designated and required by the School Committee. A copy of the Contract to be entered into by the successful Bidder is attached to these specifications. Each Bidder shall familiarize himself with the terms and conditions of said contract prior to making a bid for transportation services. 8. The Contractor will furnish a minimum of fifteen (15) seventy-one (71) passenger school buses, three (3) METCO buses (two 71 passenger and one 77 passenger), and three (3) mid-day Kindergarten buses (to be assigned from fleet); however, up to three (3) additional or fewer buses may be required by the Wayland Public Schools during the term of the contract. In the event that additional or fewer buses may be required by the School Committee, the Contractor shall adjust the quantity within 15 calendar days after receipt of a written request thereof at the same unit cost. Any such additional buses required shall be at least equal to the standards of age and condition as described in the specifications below. The School Committee reserves the right to adjust the number of buses any time during the contract upon written notice to the Contractor. 2 P a g e

3 9. The Contractor will furnish a minimum of fifteen (15) seventy-one (71) passenger school buses and three (3) METCO buses (two 71 passenger and one 77 passenger) for new student orientation (one day) at both the High School and Middle School outside of the 180 school day calendar, are also to be provided as a part of regular school bus transportation at no extra cost. 10. Bidders must base their proposed contract price on the estimate of an average mileage for in-town buses of fifty (50) miles per day per bus for fifteen (15) buses and an estimate of an average mileage for METCO buses of ninety (90) miles per day per bus for three (3) buses, one hundred eighty (180) days minimum per year for regular bus service. In addition, the proposal contract price should include a price per day for three (3) mid-day kindergarten routes with an average mileage of 15 miles per day. 11. Bidders shall also bid on a per hour rate plus a per-mile rate for providing Extra-Curricular Transportation as defined below, as required by the Wayland Public Schools. Mileage for extracurricular transportation shall be measured from the school requesting the transportation to the point of destination, and the return to the school. Extra-Curricular Transportation shall include the following: Athletic trips approved bus trips of school-sponsored athletic teams Educational field trips approved bus trips of school-sponsored educational activities Other student trips approved student bus trips to school-approved events 12. The School Committee reserves the right to adjust the number of midday kindergarten routes to accommodate changes as a result of Full Day Kindergarten classes. Per bus and per mile rates shall apply for all bus service throughout the term of the contract. A per mile rate should be submitted for excess mileage [over fifty (50) miles per day for in-town routes and over ninety (90) miles per day for METCO routes] traveled per bus for regular services. A full audit of bus miles is required before any excess mileage charges can be submitted (the burden of proof on the Contractor). 13. Bidders shall submit bids as requested to be in effect for the first year of the contract, the cost for which shall be the basis for award. The School Department shall pay for transportation as requested at the price(s) bid as specified in the proposal. The price(s) specified will be adjusted on each anniversary of the contract commencement date (anniversary) to be the first day of each school year by the percentage of increase, if any, during the preceding twelve (12) month period beginning July 2018, in the Consumer Price Index for all Urban Consumers Boston SMSA, published by the Bureau of Labor Statistics. If the Bureau of Labor Statistics should cease to Publish said Consumer Price Index in its present form, a comparable index reflecting changes in the cost of living, determined in a similar manner, would be chosen by agreement of the parties. 14. Regular Bus Service shall be defined as transportation of students from their pick-up points (bus stops) to a designated school or schools, in time for the commencement of the regular school day, and the transportation of students from school immediately following the close of the school day, to the last and usual discharge point of the route. A regular route may include more than one stop at a school. The regular school session shall commence at approximately 7:30 a.m. and shall end at approximately 3:00 p.m. Starting and ending times shall be set and changed at the sole discretion of the School Committee. Mileage shall be measured from the first pick-up point to the return of each school bus to the current place of parking in the Town of Wayland, 3 P a g e

4 currently the parking lot at the septic facility on Rte. 20. The bus parking location during the duration of this contract shall be set and changed at the sole discretion of the School Committee. Alternate A provides for a place of parking, in or out of town, as proposed by the Bidder. 15. The Base Bid should reflect the fact that the Town will provide parking for the buses in town for the sole use of the transportation of Wayland Public School students. The Town will receive the applicable vehicle excise tax for Contractor buses. The bus parking location during the duration of this contract shall be set and changed at the sole discretion of the School Committee. 16. Alternate A- The alternate bid should reflect the additional cost for parking borne by the Contractor, either in Town or out. An estimate of $20,000 for vehicle excise tax will be included in the bid for the purpose of determining the cost of the bid where out of town parking is proposed. This is not a billable item to the Town of Wayland; solely a means for determining the cost of the bid (the loss of revenue). 17. Fuel will be provided by the Contractor. 18. Fuel Price Adjustment Clause This clause is established for the purpose of adjusting the monthly payment to the Contractor to adjust for price changes in the cost of diesel fuel. The benchmark for the average price of diesel fuel in Massachusetts is the AAA Fuel Gauge Report located at for Massachusetts. This price will be established on the date of the bid opening, November 14, 2016 and compared to the Current Average on the 1 st of each month during the billing cycle (10 months beginning October 1, 2017) in each year of the contract. Should the average price of diesel on the 1 st of the month vary by more than 5% (2 decimal places, no rounding), plus or minus from the benchmark established on November 14, 2016, the monthly contract payment will be adjusted per the fuel price adjustment calculation described below. a. Fuel Price Adjustment Calculation The total mileage established in Sections 10 and 11, as adjusted for the actual number of buses in use and the number of school days during the month, is divided by eight (8) miles per gallon to establish the number of gallons used for that month. The number of gallons used for the month is multiplied by the difference in price between the price established on November 14, 2016 and the 1 st of each month as described above. The calculation documentation will be sent along with the contract payment. b. Example (not actual) c. Diesel Price per gallon established on October 24, 2016 $2.41 d. Diesel Price per gallon on October 1, 2014 $2.91 e. Dollar difference $0.50 f. Percentage difference ($0.50/$3.50) +20.7% g. Base miles established per Section 9 Route buses (15) at 50 miles 750 Kindergarten buses (3) at 15 miles 45 METCO buses (3) at 90 miles 270 h. Total miles 1065 i. Miles per gallon 8 j. Gallons per day (1065/8) k. Number of school days in September 20 l. Total gallons ( x 20) 2, P a g e

5 m. Monthly Price Adjustment (2,662.5 x $0.50) $1, Each Bidder shall be prepared to enter into a contract with the School Committee for the performance of this work within five (5) business days of written notification of the award. 20. Each Bidder shall be prepared to file a performance bond for the full and complete performance of this contract and shall supply evidence in their bid that they can secure such a bond if awarded the contract. The Bidder who is awarded the contract shall be required to submit a performance bond for one hundred percent (100%) of the annual contract amount before the contract signing. The $5,000 bid security will be returned once the contract is signed and bond delivered. The Contractor will be responsible for annually filing the performance bond by July 1 with the School Committee. Failure to do so will be sufficient cause for the School Committee to terminate this contract. The School Committee reserves the right to waive this requirement, in whole or in part, if deemed in the best interest of the Town. However, the cost shall be included for bid purposes. 21. In addition to the performance bond noted above, each Bidder shall be required to complete and submit the following documents (see Bidder s checklist): Bid Submission, Base Bid and Alternate Bid (Forms provided, 4 pages) Certificate of Non-Collusion (Form provided) Certificate of Tax Compliance (Form provided) Certificate as to Corporate Bidder (Form provided) Certificate of Insurability Emergency Response Transportation Agreement (Forms provided, 2 pages) Equipment Maintenance, Safety and Drug Testing Information (Form provided) F.C.C. License to operate base station and mobile units Complete list of all contracts currently held in the State along with contact information 22. The Commonwealth of Massachusetts Department of Labor and Workforce Development, Division of Occupational Safety, has determined that no prevailing rate of pay can be prescribed according to M.G.L. c.71, 7A. 23. The School Committee reserves the right to reject any or all bids, as may be considered in the best interests of the Town of Wayland and/or Wayland Public Schools. 24. The Town of Wayland will award one contract consisting of the total low bid from a responsive and responsible Bidder for regular transportation services, METCO transportation services, maintenance and repair services, use of the Contractor s bus by town drivers, and extra-curricular transportation services for either the Base Bid or Alternate A Bid. 25. All the requirements and specifications for Bidders must be complied with, unless specifically waived by the School Committee. These specifications and requirements shall be attached to, and made a part of any contract awarded. Should a Contractor fail to abide by these requirements and specifications and addendums, Wayland Public Schools reserves the right to cancel the contract after serving thirty (30) days written notification. 5 P a g e

6 26. The School Committee reserves the right of investigating the financial responsibility of any and all Bidders to determine what assurances the owner may have of subsequent service. It further reserves the right to withhold the awarding of any contract under its jurisdiction when the Bidder is unable to furnish satisfactory evidence of adequate ability, experience and/or capital to execute the completion of a project in accordance with the prescribed requirements, specifications and conditions of the Bid Documents. 27. Bids may be withdrawn prior to the time established for the opening of general bids only on written request to Susan Bottan, School Business Administrator, Wayland Public Schools, 41 Cochituate Road, Wayland, MA If any changes are made to this IFB, an addendum will be issued. 28. Bid modifications must be submitted in a sealed envelope clearly labeled Modification No.. Each modification must be numbered in sequence, and must reference the original IFB. After the bid opening, a Bidder may not change any provision of the bid in a manner prejudicial to the interests of the Wayland Public Schools or fair competition. Minor informalities will be waived or the Bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the Bidder will be notified in writing; the Bidder may not withdraw the bid. A Bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident. 29. Questions concerning this invitation for bids shall be submitted to: Susan Bottan, School Business Administrator, Wayland Public Schools, 41 Cochituate Road, Wayland, MA by 4:00 p.m. on November 1, Written questions are to be ed to susan_bottan@wayland.k12.ma.us, or submitted via fax to Written responses shall be posted on Wayland Public Schools website at Questions by phone will not be accepted. 30. Addenda will be posted on the Wayland Public Schools website at Bidders are encouraged to check this website periodically for any changes, deletions or additions to the bid before 1:00 p.m.. on Thursday, November 10, Inaccuracies in the specifications must be brought to the attention of the School Business Administrator in writing, not later than 4:00 p.m. on October 28, The School Committee reserves the right to terminate the contract upon thirty day written notice for performance or products deemed unsatisfactory. 33. This contract may be amended only by a written document signed by the parties. 34. This contract shall be governed by and construed in accordance with Massachusetts Law. 35. The School Committee reserves the right to waive any informality in or to reject any part of or all bids in the best interest of the Wayland Public Schools. 36. If at the time of the scheduled bid opening the Town/School Administration Building is closed due to uncontrolled events such as fire, weather related, or building evacuation, the bid opening will be postponed until November 16, 2016 at 1:00 p.m. in the School Committee Conference Room, 2nd Floor, Town/School Administration Building. Bids will be accepted until that date and time. 6 P a g e

7 37. The Bidder shall demonstrate that it has successfully provided school bus transportation over three (3) of the last five (5) years for municipalities or other educational institutions. Experience may include prior experience as an owner or principal operator of a company other than the Bidder. 38. The Bidder shall provide the Wayland Public Schools Reference Form provided in the IFB with the school name, contact name, contact telephone number, contact address and contact agent of all municipalities/institutions for which the Contractor has provided school bus transportation services, within a 40 mile radius of Wayland and within the last five (5) years, so that Wayland Public Schools may obtain and review all relevant reference data in its decision making process towards the awarding of the Contract. II OPERATIONS A. Equipment Requirements: 1. Contractor will furnish eighteen (18) diesel-powered buses, with automatic transmissions, seventeen (17) with a minimum capacity of seventy-one (71) passengers, and one (1) with a minimum of seventy-seven (77) passengers that meet the NHTSA Federal Motor Vehicle Safety Standards for school buses. Buses must be retrofitted with an enhanced exhaust filtering system that reduces pollution released from tailpipes of school buses and with enhanced engine ventilation systems that help prevent toxic fumes from entering the bus cabin, such retrofits similar to those offered under the MassCleanDiesel program. 2. Buses to be used in fulfilling the terms of this agreement shall be no more than six (6) years old (2011 model year in 1 st year of contract) and show not more than 150,000 miles on its odometer at any time during the life of the Contract. 3. Contractor agrees to station a minimum of two (2) additional spare buses that meet these specifications during the contract, in order that they may be brought into service immediately in the event of a breakdown of a regularly used vehicle. The Town may also use the Contractor s spare buses in the event that a Town-owned bus is out of service. The Town shall pay the Contractor for such use at the mileage rate indicated on Line 14 or A14, whichever is applicable, of the bid pricing sheet. Conversely, the Contractor will adjust their monthly bill accordingly (same rates) for any use of the Town owned buses to fulfill contract obligations. 4. The buses to be provided shall, at all times during the term of the contract, comply in all respects with the General Laws of the Commonwealth of Massachusetts, as well as the regulations of the Registry of Motor Vehicles and the Department of Public Utilities as they pertain to student transportation. 5. The Contractor shall, at all times during the term of the contract, make all repairs required and provide all maintenance, oil, grease, and tires necessary to maintain the buses in good working order. 6. No fueling, repairs or maintenance work on any bus shall be performed at a Town of Wayland provided parking facility without the express written permission from the Wayland School Committee or its designee. 7. All buses shall be swept or vacuumed daily, and shall be maintained free of noxious odors at all times. All buses shall be washed regularly or at the request of the School Committee. 7 P a g e

8 8. The Contractor will provide a certified technician available to make routine preventative maintenance, emergency repairs, and road service for Town-owned buses as needed at an hourly rate. For bidding purposes, it is estimated that preventive maintenance and routine repairs will take fifteen (15) hours to complete on one (1) Town-owned bus. 9. As part of the bid package, the Bidder must submit a preventative maintenance program and maintenance inspection schedule. 10. If applicable laws and regulations change during the period of this contract, the Contractor will change or modify the equipment to meet such standards at no additional cost to the School Committee. 11. All vehicles must be heated and provided with proper ventilation. 12. All vehicles must carry the following equipment at all times: One set of flares One first aid kit One set of wheel chalks One fire extinguisher A number affixed to the vehicle near the front door and the front and rear bumpers which corresponds to the route number the bus is traveling All buses must be equipped with stop arms as defined in Chapter 90, Section 7B, and working swing arms on the front bumper. The so-called eight-light system Minimum of Twenty-four (24) inch high seat backs Seat belt safety system conforming to Massachusetts law regarding seat belt use on school buses. Two-way business band radios with a minimum effective range of fifty (50) miles Cellular telephones for use on each bus when traveling out-of-town Child check system to ensure the back of the bus is inspected Black box for a digital camera and voice recording system Technology for fleet tracking and reporting This list is not intended to be an inclusive listing of all equipment required by state regulations and is subject to and will be superseded by any new regulations. 13. The Bidder must submit as part of the bid documents a F.C.C. license to operate a base station and mobile units for the two-way business band radios that will be used during the life of the contract. 14. Vehicles must be painted school bus yellow and have WAYLAND PUBLIC SCHOOLS printed on the side in high contrast letters not less than six (6) inches in height. 15. All vehicles used in the execution of this contract under the Base Bid shall be parked in Wayland at a location approved by the School Committee, and the motor vehicle excise tax shall be paid to 8 P a g e

9 the Town Collector of the Town of Wayland. Under Alternate A buses may be parked in or out of Town as proposed. 16. On or before the last day of August and December in each year, the Contractor shall provide to the School Business Administrator a description of each vehicle including the following information: make of bus, year of manufacture, model number, seating capacity, accumulated mileage, vehicle number painted on exterior, present condition/damage, and license plate number and registration certificate number issued by the Registrar of Motor Vehicles. 17. The School Committee reserves the right to have its authorized agents inspect any bus used to fulfill this contract for the purpose of accepting or rejecting the proposed use of that vehicle. 18. All wheels of every vehicle will be removed at least once during each contract year for inspection of brake linings, bushings, lubrications and general condition. 19. The Contractor shall submit to the Wayland Public Schools School Business Administrator odometer readings to substantiate any claim for excess mileage payments. 20. Written reports of the condition of each bus as determined at the time of inspection during the first week of January, March, May, September and November shall be presented to the office of the School Business Administrator no later than seven (7) days after each such inspection. 21. Bidder will complete the attached form disclosing equipment maintenance and safety information. 22. Should a vehicle assigned to service Wayland Public Schools be in need of body repair, the vehicle will be taken out of service until such repairs are complete. B. Expectations for Contractor: 1. Within three (3) business days after the request by the Wayland Public Schools School Business Administrator, the Contractor shall compile and file with said Administrator a written report showing the number of riders on each bus and each trip. 2. All motor vehicle accidents, however minor, and whether or not the bus was carrying passengers at the time of the collision, shall be verbally reported to the School Business Administrator or the Superintendent of Schools as soon as possible. The Contractor or his representative shall make written reports of all accidents in which their or the Town of Wayland s equipment becomes involved within twenty-four (24) hours to the School Business Administrator and follow all Wayland procedures. 3. Any moving violations received by drivers must be reported to the School Business Administrator within twenty-four (24) hours. 4. A driver involved in an accident where there are injuries requiring the transfer to a hospital and/or towing of the bus, will be automatically placed on administrative leave at the Contractor s expense for the next 24 hours pending results of substance testing and investigation by the 9 P a g e

10 Superintendent s Office and/or Police Department. The driver will not return to work until express written approval is received from the School Business Administrator. 5. The Contractor shall have a designated safety officer on staff to assist the school district should need arise. This person may be asked to certify the safety of all designated school bus stops prior to the beginning of school each year that this contract is in effect. In the event that a school bus stop or practice is in question regarding student safety, this individual will be asked to visit that location and submit a written report to the school department within two (2) days of the original request. 6. The Contractor will supply a representative to attend several scheduled meetings throughout the school year where student transportation will be highlighted. 7. The Contractor shall have management personnel and maintenance personnel on call twenty-four (24) hours a day, three hundred sixty-five (365) days a year. 8. All drivers shall be duly licensed according to all Federal, state and local laws and regulations, and shall be required to submit to a physical examination by a doctor of medicine, licensed to practice in the Commonwealth of Massachusetts, during the month of August prior to the commencement of operation, to determine the physical ability and condition of the driver, and for the protection of the safety, health and morals of the school children. A report of the examination certifying the fitness of all drivers shall be filed with the School Business Administrator prior to the beginning of school each year. The cost of the physical is to be borne by the Contractor. 9. All drivers must have attended a Massachusetts Emergency Responder Training and Drill course sponsored by the Massachusetts Emergency Management Agency. 10. All regular, Wayland and substitute drivers must have completed a CPR/AED, Heart Saver CPR or Heart Saver First Aid course and maintain certification throughout the term of the contract. 11. A list of all licensed regular and substitute drivers and the buses and routes to which they are to be assigned shall be furnished to the office of the School Business Administrator at least one (1) week prior to the start of each school year. The list shall contain the name, address, telephone number, license number and expiration date of each bus driver. All changes are to be reported in writing to the above-named office. 12. There shall be no substitution of drivers except from among those whose names appear on the substitute list, except in an emergency, and then only for a period of time not exceeding one week and with prior notification to the School Business Administrator. 13. The Contractor will be required to furnish any training or instruction for drivers at no additional cost to the School Committee. This would include any instruction as may be required by the Commonwealth or as requested by the School Committee concerning safety procedures or the management of children, including CPR/AED, Heart Saver CPR, or Heart Saver First Aid courses. The Contractor will also conduct, with the assistance of the drivers, any student evacuation drills as may be required by state law and provide evidence of such to the School Business Administrator. The first to be conducted as close to the opening of school as practicable, but no later than October each year, or as prescribed by law, whichever is sooner. 10 P a g e

11 14. Town drivers shall participate in Contractor-provided in-service training and instruction at no additional cost to the Town. The Contractor will provide the Town drivers with pre-trip inspection books. 15. The Contractor shall arrange and pay for physicals, licensing, Registry of Motor Vehicles driving record requirements, drug testing and any other driver maintenance requirements for Town drivers. The costs incurred will be billed back to the School Department with no additional loadings or processing charges. Wayland drivers will be held to the same standards as the Contractor s drivers. Oversight is to be provided by the Contractor acting through the authority of the School Business Administrator. 16. The Contractor will pay its drivers for any school work (substituting for school employed driver) and bill the school department for the wages, with no additional charges. 17. Every driver will comply with all applicable state laws and the regulations of the Registry of Motor Vehicles applicable to school bus drivers. 18. Drivers shall not smoke on the bus or on school property. 19. Drivers shall not leave the bus while students are in the vehicle, except in emergency situations. In an emergency, the driver s first concern must be for the safety of the children. 20. No passengers, other than Wayland Public Schools students, staff, and individuals authorized by the School Committee, shall be permitted to ride in the buses. 21. Drivers shall be responsible for order on the buses and must submit discipline referrals to the school principal when necessary. No student shall be denied transportation by a driver or the Contractor. Discipline referrals shall be dealt with by the administrators of the Wayland Public Schools. 22. The Contractor agrees to and must have drivers dry run their routes at least twice prior to the opening of the Wayland Public Schools each school year. 23. The Contractor must offer a safety program and submit with the bid documents a copy of its drug/alcohol education program for drivers. School bus drivers must test negative for drugs with written proof of same on file. A copy of a drug-testing program that conforms to Department of Transportation requirements must be filed with the bid documents. 24. School bus drivers must be screened by means of a Criminal Offender Record Information (CORI) search and by means of Fingerprinting, the results of which show no reason to prohibit contact with children of school age. The Contractor will conduct CORI s and Fingerprinting on all drivers in accordance with the law and no driver will be allowed to drive prior to an acceptable and CORI and Fingerprinting check being obtained. 25. School bus drivers shall be screened by means of conducting a review of each driver s personal driving records and license(s) to ensure a good safety record and that all licenses are current in compliance with all Massachusetts laws and regulations. This documentation must be kept on file 11 P a g e

12 and available for review. It is incumbent on the Contractor to inform the School Business Administrator of any situation requiring attention in a timely manner. 26. All of the above documentation for drivers referred to herein the IFB must be kept on file by the Contractor along with written authorization signed by each driver employed under this contract approving release of this information to the Superintendent of Schools or his/her designee upon request. 27. The School Committee reserves the right to accept or reject any driver at any time within the contract period if it is deemed in the best interests of the Town. Further, the School Committee reserves the right to require any driver to be physically examined at any time by a doctor of medicine, licensed to practice in the Commonwealth of Massachusetts, at the sole cost of the Contractor. 28. The Contractor shall, at all times during the term of the contract, maintain on site an experienced Field Service Supervisor/Dispatcher to supervise the performance, scheduling and operation of all bus operations. The Field Service Supervisor/Dispatcher must be in attendance and on duty while any bus is engaged in Regular Bus Service as define in these IFB specifications, and while school is in session. The Dispatcher, or designee, shall be on call while any bus is engaged in late trips, extra-curricular transportation for field trips and/or athletic events. 29. The Contractor shall provide a Field Service Supervisor/Dispatcher with office space at the current bus parking location. The Contractor shall provide, on site, a modular (re-locatable) office for use by the Field Service Supervisor/Dispatcher, the lease cost of which shall be borne by the Contractor. The School Department will provide/pay for electricity to heat, light and power for the modular office on Town property. The location of the modular (re-locatable) office shall be determined solely by the School Committee. This does not apply to the Alternate A bid where office expense would be borne solely by the Contractor. 30. The Contractor shall ensure that the Field Service Supervisor/Dispatcher is equipped with a vehicle, a mobile phone, a direct operating telephone line, and an appropriate two-way radio to communicate with buses. The Field Service Supervisor/Dispatcher shall be qualified to train and supervise drivers, ensure compliance with all laws and regulations pertaining to school bus drivers, and be fully licensed to drive any of the school bus vehicles should the need arise. The School Committee reserves the right to accept or reject the Dispatcher at any time within the contract period if it is deemed in the best interest of the Town. 31. The Contractor agrees to assign a person who will be available to the Transportation Coordinator for the purpose of conferences and consultations regarding driver or student conduct, school schedules, route schedules, route changes, etc. These consultations shall be scheduled during normal working hours of the Contractor. 32. The Contractor shall provide cover drivers to be available to fill in if any regular driver is unavailable or there is an equipment breakdown. The Contractor must make provisions for substitute drivers in the event of absences by contract drivers or Town drivers. 33. The School Department does not guarantee continuation of any or all routes, school schedules, or that new students will not be added to the routes, bus stops and schedules or that students will be removed from the routes, bus stops and schedules. 12 P a g e

13 34. In the event of any reason, such as a labor strike, causing the interruption of services or operations, the School Committee has the right after notification in writing to secure such other transportation as may be necessary and charge the cost of 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 rendered. These deductions will be based upon a per diem rate for the affected busses. 35. Liability for the Contractor's personnel while in the performance of duty under this contract shall be the responsibility of the Contractor. The School Committee shall not be held liable for any personnel in the employ of the Contractor. 36. If at any time, the Contractor does not provide the required number of buses or drivers for any part of the transportation system, the School Committee may deduct the per diem rate per incident for each bus or driver not provided in accordance with the contract as liquidated damages. 37. 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. However, if any clause shall become void, as aforesaid, that event shall not change the legal effect of any other clause of this contract. 38. The Contractor shall keep itself fully informed of and agrees to comply with pertinent Federal, State and Municipal laws, ordinances, rules and regulations in any manner affecting the services embraced in this contract. 39. The Contractor shall procure all applicable permits, licenses, and approval necessary for the performance of services under this contract at Contractor's expense. C. Insurance and Other Contractor Requirements: 1. The Contractor shall keep in force at all times on each bus motor vehicle liability insurance in the amount of $10,000, including bodily injury limits of $3,000, per incident and property limits of $100, Worker s Compensation insurance must also be maintained at statutory limits. The Contractor will provide the School Committee with an annual certificate demonstrating that the insurance is in force. The Contractor shall hold the Town of Wayland, the Wayland School Committee, and its agents harmless from all liens, claims, damages and lawsuits incurred while engaged in the fulfillment of this contract. A certificate of insurability from an insurance company that is licensed to do business in the Commonwealth of Massachusetts indicating that all the provisions of the specifications can be met must be submitted with the bid documents. 2. The Contractor shall enter in to a Letter of Agreement with regards to Emergency Response Transportation with the Town of Wayland. The Agreement shall be submitted on the attached form with this bid. 3. No assignment or subletting of contract or work, or assignment of money due or to become due shall be made without the written consent of the School Committee. 4. If the Contractor fails to meet its responsibilities in any way in accordance with these specifications, the School Department at its sole option may determine in order to meet the needs of its students, to pay its own staff or hire individuals to carry out such responsibilities. If this 13 P a g e

14 occurs, the Contractor shall be charged the costs for providing the services it failed to deliver as determined by the School Committee and its agents. 5. Nothing in this bid will preclude the Wayland Public Schools from using other vehicles for transportation purposes when deemed to be in the best interest of the School Department. 6. The Contractor shall be an integral part of and provide assistance to the Wayland School Department in the scheduling and design of all routes. The Dispatcher will have a working knowledge of bus routing software, specifically Transfinder, in order to look-up information in the system and provide answers to parents and assistance to the Transportation Coordinator. The School Department has provided the software license for the installation at the trailer. It is the Contractor s responsibility to ensure it has the IT equipment and technical support to support the software. Failure to do so may result in a $25 per day fine for every day it is not functional and it is determined to be the Contractor s responsibility. The license will be made available at no cost under the Alternate A bid also. The Contractor will make changes to schedules and routes as requested by the School Department in a timely manner. 7. Bidders shall include, with this bid, a complete list of all of the contracts currently held in the State of Massachusetts along with phone numbers and addresses for each contract in his name of any company with which he is associated as a principal. D. Payment 1. Payments for Regular, METCO, and Kindergarten Bus Service performed under this contract shall be made in ten (10) monthly payments, in arrears, as soon as possible within the warrant cycle after presentation of duplicate invoices. 2. Invoices for Extra-curricular and Athletic Transportation Service provided under this contract must include the following information: date(s) of service; number of buses; starting point (schools); destination; point-to-point odometer readings; the name of the athletic team or club or field trip (in such cases); pick up and drop off time; number of hours charged at rate with total cost; and driver s name. Payments will be made as soon as possible within the warrant cycle after presentation of duplicate invoices. E. Wayland Public Schools Transportation Program: 1. There are 2,655 students enrolled in Wayland Public Schools as of October 1, Of this total, approximately 1,200 students have registered to be transported in the school year. 2. The bus routes have been established through the use of Transfinder routing software. The current year bus routes are found on the Wayland Public Schools website at 14 P a g e

15 WAYLAND PUBLIC SCHOOLS INVITATION FOR BIDS (IFB): STUDENT TRANSPORTATION BIDDER S CHECKLIST Base Bid Town Provided Parking Alternate A Bid Contractor Provided Parking Bid Deposit of $5,000 Certificate of Non-Collusion (Form provided) Certificate of Tax Compliance (Form provided) Certificate as to Corporate Bidder (Form provided) Letter of Agreement Emergency Response Transportation (Form provided) Equipment Maintenance and Safety Information (Form provided) Preventive Maintenance Program (Section 31) Maintenance Inspection Schedule (Section 31) F.C.C. License (Section 35) Drug/Alcohol Education and Testing Program for Drivers (Section 67) Complete list of all contracts currently held in the State along with contact information, phone number and address 15 P a g e

16 Bid Submission Form, Page 1 of 4 TOWN OF WAYLAND: WAYLAND PUBLIC SCHOOLS INVITATION FOR BIDS (IFB): STUDENT TRANSPORTATION BASE BID Regular Transportation- Town Parking School bus transportation included buses as specified, maintenance, labor, insurance, etc. The Town of Wayland will provide parking for buses under this base bid. Indicate amount in dollars and cents (i.e., $xx.xx) for one (1) contract year. REGULAR BUS SERVICE IN TOWN Line 1 Price per bus per day for AM and PM routes $ Line 2 Price per bus per day for PM Kindergarten $ Line 3 Annual price, Regular Bus Service (In Town) $ Assume 15 buses x 180 days x Line 1 Line 4 Annual price, PM Bus Kindergarten $ Assume 3 buses x 180 days x Line 2 Line 5 Price per mile (over 50 miles) x 1,000 miles $ Price per Mile $ REGULAR BUS SERVICE METCO Line 6 Price per bus per day AM and PM routes $ Line 7 Price per bus per day PM Late Run routes $ Line 8 Price per mile (over 90 miles) x 1000 miles $ Price per Mile $ Line 9 Annual price, Regular Bus Service METCO $ Assume 3 buses x 180 days x Line 6 Line 10 Annual price, Late Bus Service METCO Late Run $ Assume 1 bus x 180 days x Line 7 16 P a g e

17 Bid Submission Form, Page 2 of 4 MAINTENANCE AND REPAIR OF TOWN-OWNED VEHICLES Line 11 Hourly rate $ Line 12 Annual price, Maintenance of Town-Owned Vehicles $ Assume 1 buses x 25 hours x Line 11 USE OF CONTRACTOR S BUS BY TOWN DRIVER Line 13 Per mile rate for use of Contractor Bus by Town Driver $ Line 14 Annual price (Assume 1,000 miles x Line 13) $ EXTRA-CURRICULAR TRANSPORTATION Line 15 Price per mile (bus use only) $ Line 16 Driver s wait time, per hour $ Line 17 Annual price, Extra-curricular transportation Assume miles and 3 hours driver time 200 x [(35 x Line 15) + (3 x Line 16)] $ TOTAL CONTRACT PRICE FIRST YEAR OF BASE BID Regular Transportation* $ Sum of Lines 3,4,9,10,12,14,17 TOTAL CONTRACT PRICE FOR FIRST YEAR OF BASE BID, IN WORDS*: DOLLARS *This is the basis for awarding the Regular Transportation contract with Town Parking 17 P a g e

18 Bid Submission Form, Page 3 of 4 TOWN OF WAYLAND: WAYLAND PUBLIC SCHOOLS INVITATION FOR BIDS (IFB): STUDENT TRANSPORTATION Alternate A Regular Transportation Contractor Parking School bus transportation included buses as specified, maintenance, labor, insurance, etc. The Contractor will provide parking for buses under this Alternate bid. Indicate amount in dollars and cents (i.e., $xxxx.xx) for one (1) contract year. REGULAR BUS SERVICE IN TOWN Line 1 Price per bus per day for AM and PM routes $ Line 2 Price per bus per day for PM Kindergarten $ Line 3 Annual price, Regular Bus Service (In Town) $ Assume 15 buses x 180 days x Line 1 Line 4 Annual price, PM Bus Kindergarten $ Assume 3 buses x 180 days x Line 2 Line 5 Price per mile (over 50 miles) x 1,000 miles $ Price per Mile $ REGULAR BUS SERVICE METCO Line 6 Price per bus per day AM and PM routes $ Line 7 Price per bus per day PM Late Run routes $ Line 8 Price per mile (over 90 miles) x 1000 miles $ Price per Mile $ Line 9 Annual price, Regular Bus Service METCO $ Assume 3 buses x 180 days x Line 6 Line 10 Annual price, Late Bus Service METCO Late Run $ Assume 1 bus x 180 days x Line 7 18 P a g e

19 Bid Submission Form, Page 2 of 4 MAINTENANCE AND REPAIR OF TOWN-OWNED VEHICLES Line 11 Hourly rate $ Line 12 Annual price, Maintenance of Town-Owned Vehicles $ Assume 1 buses x 25 hours x Line 11 USE OF CONTRACTOR S BUS BY TOWN DRIVER Line 13 Per mile rate for use of Contractor Bus by Town Driver $ Line 14 Annual price (Assume 1,000 miles x Line 13) $ EXTRA-CURRICULAR TRANSPORTATION Line 15 Price per mile (bus use only) $ Line 16 Driver s wait time, per hour $ Line 17 Annual price, Extra-curricular transportation Assume miles and 3 hours driver time 200 x [(35 x Line 15) + (3 x Line 16)] $ TOTAL CONTRACT PRICE FOR BFIRECT YEAR OF BASE BID Regular Transportation* $ Sum of Lines 3,4,9,10,12,14,17 TOTAL CONTRACT PRICE FOR FIRST YEAR OF BASE BID, IN WORDS*: DOLLARS *This is the basis for awarding the Regular Transportation contract with Contractor Paid Parking 19 P a g e

20 Certificate of Non-Collusion Chapter 30B, 10 The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, Committee, club, or other organization, entity, or group of individuals. Individual or Corporate Name of Proposer Signature of Authorized Agent Printed Name of Authorized Agent Date 20 P a g e