INVITATION FOR BID
ACTIVITIES BUS AND COACH
TRANSPORTATION
FOR
LONGMEADOW PUBLIC SCHOOLS, &
LONGMEADOW PARKS AND RECREATION DEPARTMENT
TOWN OF LONGMEADOW
MASSACHUSETTS
March 12, 2026
INVITATION FOR BID
ACTIVITIES BUS TRANSPORTATION
FOR
LONGMEADOW PUBLIC SCHOOLS &
LONGMEADOW PARKS AND RECREATION DEPARTMENT
INDEX
LEGAL NOTICE
I.
OBJECTIVE
II.
INVITATION FOR BID INSTRUCTIONS
III.
GENERAL CONTRACT PROVISIONS
IV.
SCOPE OF SERVICES
V.
RULE OF AWARD
VI.
SAMPLE CONTRACT, TERMS AND CONDITIONS
VII.
EXHIBITS
Prevailing Wage Letter
2026-2027 Longmeadow Public Schools Calendar
Locus Map
CORI Attachments
Criminal Offender Record Information (CORI) Acknowledgement Form
SAFIS Acceptable Forms of Identification
Massachusetts Department of Early Education and Care, Policy Advisory
VIII. BID SUBMISSION FORMS
LEGAL NOTICE:
INVITATION FOR BID (IFB)
ACTIVITIES BUS TRANSPORTATION
The Town of Longmeadow is soliciting bids for activities bus transportation for Longmeadow Public
Schools and Longmeadow Parks and Recreation Department. This is a separate activity transportation bid
not associated with the daily school calendar bus transportation of Longmeadow Public Schools students
serviced through LPVEC.
Bid documents are available from the Town of Longmeadow, Purchasing Department, Attn: Chad
Thompson, Director of Procurement, 231 Maple Road, Longmeadow, MA 01106. Bid documents can also be
accessed through the Purchasing Department page of the town website, www.longmeadowma.gov Bidders
are encouraged to register with the Longmeadow Purchasing Department in order to receive updates and
addenda (P: 413-565-4185, cthompson@longmeadowma.gov ) . Those that do not register with the
Longmeadow Purchasing Department will be required to monitor the bid listing service for issued updates
and addenda. Failure to acknowledge addenda may result in a bid rejection.
The Commonwealth’s Division of Occupational Safety has determined that minimum prevailing wage rates
for school bus operators is not required for this service.
Sealed bids should be delivered to the Longmeadow Purchasing Department no later than 11:00am on
Thursday, March 26, 2026. Bids should be labeled ‘IFB: Activities Bus Transportation’ on the outside of
the sealed envelope and include the complete contact information of the bidder on the outside of the
envelope. Late bids will be rejected. Multiple contracts will be awarded. Bids will be publicly opened
immediately following the bid deadline.
The Town of Longmeadow, acting through the Town Manager, the Awarding Authority reserves the right to
reject any or all bids, waive minor informalities, and to award contracts in the best interest of the Town.
I. OBJECTIVE
The Town of Longmeadow is soliciting bids for activities bus transportation for Longmeadow Public
Schools (LPS), Longmeadow Parks and Recreation Department (LPRD), and other Town
departments as need. This is a separate activities bus transportation bid not associated with the
regular school bus transportation for LPS contracted through LPVEC (Lower Pioneer Valley
Educational Collaborate) for which LPS is a collaborative member. As a member of LPVEC this is
an intergovernmental agreement which exempt from the procurement laws for the purchase of
supplies and services. LPVEC will continue to provide activities transportation as they are available
and if it is advantageous; however LPVEC is not always available for activities transportation so in
an effort to fulfill all transportation needs the Town is soliciting bids. Transportation also funded
fully by private donation and student activity account funds is also exempt from using the contract.
Bid Category A is for transportation needs for LPRD. Bid Category B and C is primarily for LPS
activities transportation with compensation based time and mileage billing. The quantities of trips
documented on the bid submission forms for Category B and C is based on a previous estimate of
actual transportation. There is no schedule of events for activities bus transportation, so generalized
estimates are utilized for determine the bid awards for Category B and C. The transportation
provided under Category B and C will be for student activities transportation, athletic program
transportation, school clubs & organizations transportation, field trips and transportation for other
programs of LPS, LPRD and other Town departments as needed. There will be multiple contracts
awarded for the Activities Bus Transportation bid.
Contract awards for all bid categories will be for a term of one year.
II. INVITATION FOR BID INSTRUCTIONS
Bid documents are only available from the Town of Longmeadow, Purchasing Department, Attn:
Chad Thompson, Director of Procurement, 231 Maple Road, Longmeadow, MA 01106. Bid
documents can also be accessed through the Purchasing Dept page of the town website,
www.longmeadowma.gov . Bidders are encouraged to register with the Longmeadow Purchasing
Dept in order to receive updates and addenda, (Phone: 413-565-4185,
cthompson@longmeadowma.gov ). Those that do not register with the Longmeadow Purchasing
Dept will be required to monitor the Longmeadow bid listing service for issued updates and addenda.
Failure to acknowledge addenda may result in a bid rejection. Bids are being solicited through
Massachusetts General Law, Chapter 30B.
Sealed bids should be delivered only to the Longmeadow Purchasing Department no later than. Late
11:00am on Thursday, March 26, 2026. bids will be rejected. Following the bid deadline, bids
received will be opened immediately following the bid deadline.
The pricing submitting on the Bid Submission Forms should be a fixed price. Conditional bid
pricing will result in a bid rejection. Bidders are not required to submit bid pricing for all Bid
Categories, however for each bid category of interest, the bidder must submit bid pricing for all
items within a bid category that a bidder has prepared a bid for.
The Town of Longmeadow, acting through the Town Manager, the awarding authority reserves the
right to reject any or all proposals, waive minor informalities, and to award in the best interest of the
Town.
Modification of Bid Submission
A bidder may correct or modify a bid by written notice received by the awarding authority prior to
the bid deadline. Modifications must be submitted in a sealed envelope clearly labeled “Modification
to IFB- ACTIVITIES BUS TRANSPORTATION”. The name and address should also be
documented on the envelope.
After the bid deadline, a bidder may not change any provision of the bid. The Town reserves the
right to waive minor informalities. If there is a mistake and the intent is clearly evident on the face of
the document the mistake will be corrected to reflect the intended correction, and the bidder will be
notified in writing; the bidder may not withdraw the bid
Withdrawal of Bids
A bidder may withdraw a bid submitted prior to the bid deadline for the receipt of bids only on
written request to the Longmeadow Purchasing Department. No bidder shall withdraw their bid
within a period of sixty (60) days after the date set for the bid deadline for the receipt of bids.
Unexpected Closures
If at the time of the scheduled bid deadline, the new Town Hall (231 Maple Road, Longmeadow) is
closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation, etc. the bid
deadline for the receipt of bids will be postponed to the next normal business day at the same time
posted in the Invitation for Bid for the bid receipt deadline.
Questions
All questions should be submitted to Chad Thompson at the Longmeadow Purchasing Department
only. Phone: 413-565-4185, cthompson@longmeadowma.gov . All questions and comments should
be received no less than 144 hours (6 days) before the bid deadline in order to accommodate the need
of issuing a bid addendum in the event an addendum is required. Questions received after the bid
deadline for questions will not be answered.
Tied Bid Clause
In the event that the bid total received from bidders results in a tie in the bid total price with
Responsive and Responsible low bidders, the tied low bidders will be given an opportunity to
resubmit another sealed bid. Full instructions will be supplied by the Longmeadow Purchasing
Department to the tied low bidders with a deadline to resubmit bid pricing.
Bid Minimum Requirements
1) The Contractor and their transportation organization will be required to at minimum have three
(3) or more full years of experience providing bus transportation services.
III. GENERAL CONTRACT PROVISIONS
The successful bidders will be required to complete a Town of Longmeadow contract. The sample
contract terms and conditions are supplied with this bid. The bid Scope of Service specifications will
become an attachment to the contract.
Each bid shall supply a detailed description of bus fleet available which will include the year of
manufacture, model number, present mileage, make of body, make of bus, and seating capacity.
The Town reserves the right to reject any unacceptable vehicles. The Town reserves the right to
request additional information from the bidder to evaluate the bus fleet of a bidder and the bidder
shall comply. If the documentation provided (required within 3 days) is not approved for an
acceptable bus fleet, then the bid will be rejected.
The bid price shall be construed to cover all costs incurred by the bidder to perform the services
required by the contract. No additional charges, fees and expenses above the contract prices will be
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
