Transportation of Pupils - Special Run Bid

BOARD OF EDUCATION
UTICA CITY SCHOOL DISTRICT
929 York Street
Utica, NY 13502
SPECIFICATIONS AND BID PROPOSAL FORM FOR THE
TRANSPORTATION OF PUPILS - SPECIAL
TRANSPORTATION RUN
Remainder of 2026-27 School Year (10/9/2026 - 06/30/2027)
Bids will be accepted until 10:00 a.m. on September 25, 2026
Dated: September 16, 2026
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GENERAL PURPOSE OF THIS SPECIFICATION
Bid Proposal Form Prices to include all transportation costs including but not limited to
drivers, nurse aid and vehicle) to transport a student to and from Monroe
Community Hospital at 435 East Henrietta Road, Rochester, NY to the Mary
Cariola School located at 1000 Elmwood Ave, Rochester, NY. The student's
school day at Mary Cariola School begins at 8:45 a.m., and ends at 2:45 p.m.
The successful vendor will also be required to employ a nurse aide to
accompany the student during the transportation. The vehicle must be
wheelchair accessible, and include a harness. The award will be based on the
lowest responsive and responsible bid.
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A. All conditions and specifications attached hereto will be incorporated and made part of any contract
awarded by the Board of Education of the Utica City School District. The submission of a bid proposal for
transportation services to be rendered shall constitute an acknowledgement of compliance with said
conditions, specifications, and instructions herein cited. The timeline for the Request for Proposals is as
follows:
* Bid Issued: 9/16/26
* Deadline to Submit Written Questions: 9/20/26
* Respond to Written Questions: 9/24/26
* Submission of Bid and Bid Opening: 9/25/26 at 10:00AM
* Award the Contract: 9/29/26
B. The Board of Education of the Utica City School District reserves the right to award in whole or in part, to
waive any informalities in, and/or to reject in whole or in part any or all bids and to re- advertise for new
bids, or to accept that bid which in its judgment is for any reason best for the interests of the district.
C. Form of Proposal
1. Proposals must be submitted on forms attached hereto in a sealed envelope bearing on the outside the
name and address of the bidder.
2. All bid prices shall be dated and written in ink or typed. Signatures shall be in ink and in longhand
and must be signed by the chief executive officer of the bidding company. Proposals, which are
incomplete, conditional, vague, or obscure, may be rejected as being informal. No oral, faxed, or
telephone bids or proposals will be considered.
3. All maps, specifications, transportation routes, and all other documents and information pertaining to the
contract are available at the Administration Building of the Utica City School District 929 York Street
Utica, NY 13502, and all bidders will be presumed to be fully familiar with all of said documents,
provisions, and regulations in connection with the bid solicitation, and any failure or omission on the
part of any bidder in that regard will in no way whatsoever relieve bidder of said obligation thereto.
The district will provide the successful bidder with current lists, student numbers, and routes.
4. In accordance with Section 103-d of the General Municipal Law and 305 of the Education Law, it is
necessary for each bidder to sign a non-collusive bidding certificate, which is furnished herein. Bidders
shall also sign an Iran Divestment Act Certification, which is also furnished herein.
5. Sealed proposals will be received by the Board of Education or designee in the Building located at
929 York Street Utica, NY 13502, no later than 10:00 a.m. on September 25, 2026 at which time they
will be opened and publicly read.
6. Whether sent by mail or any other means, the bidder assumes responsibility for having his/her bid received
by the district by the appointed time. Any bids received after the time and date herein designated will be
returned to said bidder unopened.
7. Bids shall be firm and viable for a period of sixty days from the date of the bid opening.
8. The Utica City School District is an equal opportunity organization that does not discriminate on the
basis of race, creed, sex, age, handicapping condition, or national origin in admission or access to, or
treatment or employment in, programs and activities.
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9. All questions pertaining to this bid specification must be submitted in writing to Acting
Superintendent, Dr. Kathleen Davis at Kdavis@uticaschools.org.
10. The school year will end June 30th. The school calendar will be provided to the successful vendor.
11. Currently, the special transportation run requested is as follows:
Transportation of a student to and from Monroe Community Hospital at 435 East Henrietta Road,
Rochester, NY to the Mary Cariola School located at 1000 Elmwood Ave, Rochester, NY. The
student's school day at Mary Cariola School begins at 8:45 a.m., and ends at 2:45 p.m. The successful
vendor will also be required to employ a nurse aide to accompany the student during the transportation.
The vehicle must be wheelchair accessible, and include a harness.
12. The Board of Education reserves the right to reject any or all bids. The Superintendent of Schools will
represent the Board of Education in all matters pertaining to the performance of the contract.
13. Only vehicles listed in this proposal or approved replacements shall be used. All vehicles used in
transporting children must be inspected and approved by the N.Y.S. Department of Transportation.
14. Along with claimant vouchers, a schedule of trips provided must be submitted by the fifth day of the
month for services performed during the previous month. This shall include listing the trips taken, the
bus number, name of student(s), school location, time out, time in, and total miles driven. Payment for
travel will not be processed each month until the above-cited schedule has been received.
15. Billing must be received by the fifth day of the month in order for payment to be made by the third week
of the month for the previous month's travel.
16. The contractor agrees that, in selecting its employees to perform the tasks and services contained in
this agreement, it will not discriminate against an otherwise qualified person on the basis of physical
handicaps or other physical limitations. The contractor further agrees that it will make reasonable
accommodations to the known physical or mental limitations of qualified, disabled applicants and/or
employees and will document any specific, reasonable accommodation requested, made, or denied and the
basis for such denial.
17. While transporting Utica City School District students, the contractor is not allowed to transport any other
fares, unless specific permission is obtained in writing.
18. Transportation is to be furnished each day school is in session during the School District's academic
calendar.
19. The successful bidder will be furnished a list of students indicating dates, hours, addresses for pick up and
drop off, and attending school. The successful bidder will establish the routing schedule in
consultation with the School District.
20. Vehicles must arrive promptly at the designated times.
21. All busses or vehicles must be equipped with two-way radios, UHF and cameras provided by the
vendor.
D. Insurance
1. The contractor shall identify, defend, and hold harmless the Utica City School District for any and all
claims, loss, cost, expense, or damage of any kind resulting from or arising out of performance of the
contract by the contractor, its officers, agents, servants, or employees, and must produce evidence
satisfactory to the district that insurance therefore has been secured thirty days before any vehicles are
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placed in operation by the transportation company under the terms of this contract.
2. Insurance coverage described herein must be effective and maintained with insurance companies licensed
by the Insurance Department of the State of New York as admitted insurers and said insurers must comply
with the requirements of the Utica City School District and the N.Y.S. Department of Education.
3. With respect to compensation insurance, the contractor shall procure and maintain standard Workers'
Compensation insurance that meets the requirements of the Workers' Compensation Law of the State of
New York and any other state or federal body having jurisdiction.
In addition to the above insurance required by the contract documents, the contractor shall procure and
maintain a policy of comprehensive general liability insurance, in form and content acceptable to the Utica
City School District, insuring the district for the contractor's negligence with respect to the work and the
project in an amount not less than $5,000,000.
4. As to automobile liability, the contractor shall effect and maintain automobile liability insurance with
minimum limits as described below. Such insurance shall include comprehensive automobile liability
coverage on all busses and other vehicles owned by the contractor. The insurance also shall cover any
liability arising out of the use of hired or non-owned busses, as might be used incident to the completion
of the contract. The interest of the district shall be added as an additional insured under the policy.
This shall be evidenced by attaching an original, signed endorsement from the insurance company to
the Certificate of Insurance required hereafter.
5. As to minimum automobile liability limits, the contractor shall furnish satisfactory evidence of insurance
with contingent liability endorsement covering the district with companies approved by the Board of
Education as follows:
a. Public liability insurance in the minimum amount of five hundred thousand dollars
($500,000) per person per accident;
b. Bodily injury and accidental death in the minimum amount five million dollars
($5,000,000) for more than one person per accident;
c. Property damage in the minimum amount of fifty thousand dollars ($50,000).
d. The limits as outlined herein are strictly minimum amounts. The district encourages the use of
higher limits and assumes no liability in the event that claims are presented against the contractor
for amounts in excess of these minimum limits.
6. The contractor shall furnish copies of certificates verifying such coverage in a form satisfactory to the
district which shall state:
a. That the policy will not be cancelled and the coverage there under will not be reduced without
giving twenty days' notice to the district.
b. That a similar twenty days' notice will be given to the district prior to the expiration of the
policy if such coverage is not to be continued by renewal or if the coverage is to be reduced on
such renewal.
c. Such certificate shall show the name and address of the insured contractor, the policy number,
the type of coverage, the inception and expiration date, and it shall clearly state what, if any,
coverage are excluded by endorsement or otherwise, except those that appear in the standard
printed policy form itself. The district reserves the right to make direct inquiry to the insurance
carrier for an explanation of coverage, and the contractor agrees to assist, if necessary, in
obtaining any such desired information.
d. At the option of the district, the twenty days' notice as required by this section may be reduced
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to ten days' notice as to the compensation insurance policy.
e. Endorsement required with respect to automobile liability insurance shall indicate that the district
has no responsibility for the payment of premiums.
f. Premiums for all insurances shall be payable by the contractor.
E. Assignment: Neither the contract nor any interest therein or payments to be made there under shall be assigned,
transferred, or otherwise disposed of without prior written consent from the Utica City School District, and
such consent may be withheld for any reason whatsoever, completely at the discretion of the district.
F. Method of Payment: Along with the claim vouchers, a schedule of trips provided must be submitted at least once
per month to the Utica City School District listing the previous month's trips. The schedule must contain the
route (bus) number, date of trip, time per route, and miles driven per route.
Payment for services will not be processed each month until the above schedule has been received. Billing
and signed voucher must be received by the business office the first Friday of the month to allow payment by
the third week of the month.
In addition, the contractor must supply each month a bus/route with the actual ridership versus the computer
printout.
G. The conditions of this agreement are such that the contractor, or its representative or assignee, shall well and
faithfully perform the said agreement and all modifications, amendments, additions, and alterations thereto
that may hereafter be made, according to its terms and true intent and meaning, and shall fully indemnify and
save harmless the district from all costs and damage which it may suffer by reason of the contractor's failure
to do so, and shall fully reimburse the district for all outlay and expense which the district may incur in making
good any such default.
H. The district shall have the right to declare the contractor in default on whole or any part of the
contract, as follows, but not limited thereto:
1. Failure to provide safe, efficient, and punctual service or services in violation of the specifications shall be
sufficient cause for cancellation of individual contractors at the discretion of the Utica City School
District. In the event of a strike or any other reason causing the interruption of service or operation, the
Utica City School District shall have the right to secure other transportation as may be necessary and to
charge the cost of same to the contractor.
2. If the contractor becomes insolvent or if the contractor makes an assignment for the benefit of creditors
pursuant to the statues of the State of New York, or if a voluntary or involuntary petition in bankruptcy
be filed by or against the contractor, or if a receiver or receivers are appointed to take care of the
contractor's property or affairs.
3. If the contractor fails to commence work in accordance with this contract when notified to do so by the
district, if the contractor abandons the contract, or if the contractor refuses to proceed with the terms of
the contract as directed by the district.
4. If the contractor is or has been willfully or in bad faith violating any of the provisions of this contract.
5. If the contractor has not maintained a full-time working force sufficient to meet the obligations schedule
upon which it is based.
6. If the contractor is or has been unnecessarily, unreasonably, or willfully delaying the performance of the
contract.
I. The contractor may not engage subcontractors, hire others to perform all or part of this agreement, or otherwise
delegate its obligation to perform under the contract.
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J. In consideration of the payments to be made as part of the contract and of the covenants and agreements
set forth in the contract, of which these specifications are a part, the successful bidder will agree to transport
the said school children and will faithfully perform its duties and obligations in relation thereto pursuant to
such contract, at all times exercising proper supervision over the children under their charge, and will abide
by all reasonable rules and regulations imposed by the Utica City School District.
K. Reasonable cost qualifier - All transportation contracts will be subject by the state to a test of "reasonable
costs" for purposes of determining state aid. Therefore, by being awarded a contract under these specifications,
the contractor agrees to refund to the district the differences between its charges to the district and the
reasonable cost as determined by the state if the contractor's charges are in excess of this reasonable cost.
L. The amount to be paid under this transportation contract for each year after the completion of the initial
contract may be increased in accordance with wage and other operational costs required to be paid by the
contractor. Such increase cannot exceed for any one year's transportation the N.Y.S. Education Department
approved Consumer Price Index percentage applied to the per-bus or rate-per-mile charge. Notice to request
an estimated cost increase must be completed in writing and forwarded to the Utica City School District on
or before July 1st prior to the school year to which such change shall apply. Justification must be filed with
the subsequent contract extension.
M. Any increase, however, shall be limited to the actual cost sustained by the contractor and shall apply to labor
and other operational cost increases incurred.
N. Lapse of Service, Liquidated Damages: If for any reason other than the fault of the district the contractor does
not furnish all or any part of the transportation contemplated, and the district is required to obtain service from
another carrier, the contractor shall be liable for paying the carrier for their services plus liquidated damages
in the amount of two hundred dollars ($200) per bus per day to the district.
Lapse of service is construed to be, but is not limited, to the following:
a. Route deviations
b. Unsafe driving resulting in traffic
summons
c. Unsafe vehicle
d. Not using red flashers when boarding or discharging students
e. Students hanging out of windows
f. Students standing
g. Delay of times due to operating negligence such as running out of gas, no driver available, etc.
h. Failure to comply with accident reporting procedures
After notice from the district, the contractor must submit, within three working days, a corrective action report
to the Utica City School District outlining action to preclude such service lapse. Failure to do so will result
in penalties as cited herein. Further, any recurrence of such lapse of service, with or without corrective action
report, will result in penalty, including liquidated damages.
O. The contract entered into with the successful bidder shall be in
substantially the same form as attached hereto as Attachment "A." The term of the
contract resulting from this solicitation shall be for the remainder of the school year, commencing October 9, 2026
and expiring June 30, 2027. The Utica City School District shall have the option in its sole
discretion to renew the contract for four (4) additional 1-year periods (2027-28, 2028-29,
2030-31, and 2031-32 school years) on the same terms and conditions upon written notice to
the successful bidder prior to the end of any current 1-year term. The District shall have the
option to terminate the contract, with or without cause, upon ten (10) days written notice. In
the event that any of the following occur new routes must be established, but the successful bidder will be
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notified a minimum of thirty days before such action takes effect except in case of an emergency where notice will
be as soon as possible.
1. Any school locations change
2. There are school closures
3. There is a mileage change
4. The student population changes
P. The Utica City School District reserves the right to change any of the following during the duration of the
contract, upon a thirty-day notification to the successful bidder except in case of an emergency where notice
will be as soon as possible:
1. School closures
2. School location changes
3. School hours
4. Routes
Q. Submission of bids constitutes assent to the terms of the ensuing Agreement attached as Addendum A. The
successful bidder shall be required to execute the Agreement as is. Simultaneously with delivery of the
executed contract, the successful bidder may be required to deliver to the Utica City School District an
executed performance bond in the amount of one hundred percent of the accepted bid for faithful performance
of the terms, covenants, and conditions of the contract. The period of coverage of the Performance Bond shall
be the term of the contract. The contractor shall pay the premium on all bonds.
R. Guarantees by the Successful Bidder: The successful bidder warrants and guarantees that it:
1. Is financially solvent, experienced in, and competent to perform the type of work, and to furnish the
materials, supplies, and equipment to be performed or furnished.
2. Shall procure and maintain Workers' Compensation and N.Y.S. Disability Insurance for all its employees
engaged in the performance of the proposed contract.
3. Will comply with minimum-wage standards set by law with all its employees while engaged in work
under any contract between the contractor and district.
4. Will comply with the State Occupational Safety and Health Act (SOSHA) and the Toxic Substance Act
(Right-to-Know Act) with respect to all operations or activities on district premises.
5. Will ensure that all repairs, replacements, and parts be equal to or exceed the standards established
by the N.Y.S. Department of Transportation.
6. Will comply with any mandatory reporting requirements.
S. Payments
1. The acceptance by the contractor of the final payment shall be and hereby is a release to the district of all
claims and liability to the contract for all things done or furnished in connection with this work and for
every act and neglect of the district and others relating to or arising out of this work, excepting the
contractor's claims for interest upon the final payment if this be improperly delayed.
2. Payments of any claim shall not preclude the district from making claim for adjustment on any item found
not to have been in accordance with the General Conditions and Specifications.
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3. The district may withhold from the contractor any sum or payment due him as may in the judgment
of the district be necessary to assure the payment of just claims then due and unpaid of any persons
supplying labor or materials. The district shall have the right as agent for the contractor to apply any
amounts so withheld in such manner and the district may deem property to satisfy such claims or to secure
such protection. Such application of such money shall be deemed payments for the account of the contract.
T. Savings Clause
The successful bidder shall not be held responsible for any losses resulting if the fulfillment of the terms of
the contract shall be delayed or prevented by wars, acts of Public enemies, fires, flood, strikes by employees
of others, acts of God, or for any other acts not within the control of the successful bidder and which, by
exercise of reasonable diligence, the bidder is unable to prevent. In any event, the successful bidder will not
be paid for any part of the specifications, which are not performed for any reason.
U. This is a payment per run contract. Payment shall only be made for runs performed. No payment shall be
made for any busses that do not operate.
V. Except for payment obligations for services actually rendered hereunder, neither the District nor Bidder shall
be liable for any failure or delay in or termination of its performance due to causes which are beyond its
reasonable control, including, but not limited to, an act of nature, pandemic, act of civic or military authority,
fire, epidemic, flood, riot, war, strikes or labor disputes, failure of equipment, failure of software, failure of
telecommunications lines, power outages, failure or downtime of data network carriers or internet access
providers, sabotage, terrorism, USPS mail delivery delays, and governmental action (referred to herein as
"Force Majeure"). The District shall have the right to terminate the agreement with the Bidder immediately
upon written notice of any Force Majeure event and shall not be liable for payment under such agreement
upon termination.
X. [INTENTIONALLY OMITTED]
A. Personnel Matters
1. All transportation personnel shall be the responsibility of the contractor and shall be the contractor's
employees. All drivers, mechanics, and bus aides must meet all legal and regulatory requirements for
holding their respective positions and shall in all respects be in compliance with all requirements,
ordinance, or regulation of the Commissioner of Education, including all required driving, licensing,
training, and certification under Section 19-A of the N.Y.S. Motor Vehicle Laws and Section 156.3 of
the Laws of the Commissioner of Education. In addition, the contractor will be responsible for fulfilling
the fingerprinting, drug and alcohol testing, and background-check requirements pursuant to all N.Y.S.
Education Department and Department of Motor Vehicles' regulations. All drivers and bus aides must be
at least 21 years of age. Drivers and aides shall not be allowed to smoke while in the service of this
contract. Drivers shall not leave their vehicles unattended.
2. Both regular and substitute drivers and bus aides shall be assigned as consistently as possible to the same
bus runs for the purpose of route familiarization and pupil control. Every effort should be made to
keep "bumping" to a minimum. The district reserves the right to make a change in driver and/or bus aide
route assignments should circumstances, in the District's sole discretion, warrant.
3. Since the actions and conduct of the bus drivers and aides reflect upon the school system as a whole, the
district reserves the right to have the bus contractor immediately replace drivers or aides the district deems
unsatisfactory.
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4. The contractor must properly investigate the ability and character of all school bus drivers and aides
(regular and substitute) and must certify the drivers, in writing, to the Superintendent of Schools.
5. It is understood that the contractor will maintain reasonable precautions to see that they are informed as
to the on or off the job involvement of employees. Should it come to the attention of the contractor that
any employee has been, or is reputed to have been, involved in any crime or act which might raise any
doubts as to his/her fitness for work with children; it shall be the duty of the contractor to investigate
such acts or allegations immediately. Of particular importance would be moral crimes or automobile
accidents. Unless the contractor is satisfied that no serious involvements exist, the matter shall be brought
to the attention of the district with all promptness.
6. Each driver will be responsible for complete control of his/her bus. Each driver will be responsible for
the pupil management of his/her bus and will have commensurate authority to cope with this
responsibility. The driver in charge will take up pupil problems with the building principal and/or other
school employees. Each driver may expect help and guidance from the building principal of all accidents
and all other unusual situations that should be brought to the district's attention.
7. In order to command a high public respect for the student transportation staff as a whole, all drivers and
aides will present a neat personal appearance.
8. The contractor will keep the interior and exterior of busses or vehicle in a clean and sanitary condition.
Bus interiors shall be cleaned daily. Drivers or aides may not permit pupils to help clean busses.
However, a driver or aide may direct a pupil to pick up and/or clean up trash and other objects for
which the pupil is responsible. In no case may debris or trash from the interior and exterior cleaning
of vehicles be swept out as litter on school properties but must be deposited into receptacles designated
for such debris and trash.
9. Drivers are required to be in the bus or vehicle during the loading and unloading of passengers to supervise
such loading and unloading. Busses are never to be left unattended on school property.
10. Drivers are required to check all seats on the bus every day after unloading students in insure that
children or articles have not been left on the vehicle.
11. Drivers shall not disembark from the school bus when children are inside except in the case of emergency;
and, in such case, before leaving his/her seat, the driver shall stop the motor, leave a standard transmission
in gear or an automatic transmission in park, set the auxiliary brake, and remove the ignition key.
12. Drivers shall admit and discharge only authorized passengers and only at designated bus stops. They
shall cooperate fully in all pupil-accounting systems established by the district. Children of drivers shall
not be permitted to ride unless they are assigned to the particular run.
13. At times, drivers will be required to complete transportation forms regarding mileage, pupils, times on
routes, times between stops, etc., or other kinds of forms as stipulated by the district.
14. The contractor shall not reassign drivers after the first four weeks of school, except in the event of a
resignation or termination.
15. A "Terminal Manager" (or similar function/title) will be provided by the contractor for the terminal from
which the vehicles for these contracts will operate. This supervisor will be directly responsible for working
with the school district's supervisory personnel on all issues pertaining to transportation. The school
district reserves the right to interview and approve/disapprove of any person to be assigned to the Terminal
Manager position. Should a change in employment occur during the term of this contract, the School
District shall be notified, and the school district reserves the right to interview and approve/disapprove
of any candidate.
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