Bus Lease 2026-2027 Bid Proposal

BOARD OF EDUCATION
UTICA CITY SCHOOL
DISTRICT ADMINISTRATION
BUILDING
929 YORK STREET
UTICA, NEW YORK
13502

SPECIFICATIONS AND BID PROPOSAL FORM FOR LEASED
VEHICLES FOR THE UTICA CITY SCHOOL DISTRICT
TRANSPORTATION
BUS
GARAGE

FOR THE SCHOOL

YEAR
2026-2027

Bid #022

Bids will be accepted until 11:00 a.m. on May 28, 2026

Dated: May 5, 2026

GENERAL PURPOSE OF THIS SPECIFICATION

Bid Proposal FormI Prices to include all transportation costs for leased vehicles to the District's
Transportation Bus Garage. The payment of drivers and aides, will be taken care of by the District.

All maintenance, fuel and expenses will be taken care of by the bus contractor and should be factored

in to your bid price.

The bid will be awarded to the lowest cost of Bid Proposal Form 1. All numbers herein are
approximate only and subject to change.

The Utica City School District will employ and have absolute control and supervision over the
drivers of the vehicles and equipment and the successful vendor shall not interfere with the
relationship between the District as employer and the drivers as employees. The District will pay
for all wages, social security, workers' compensation and any other taxes, which may be imposed
by reason of employment of the District employees.

The District assumes the responsibility for the discipline, training and retaining of its'
employees.

These buses will be utilized for the school district's established general transportation
program.

This contract will commence on September 1, 2026 and will expire on June 30, 2027.

LEGAL NOTICE

The Board of Education of the Utica City School District, 929 York Street, Utica, New
York, invites proposals on the forms provided for Leased Vehicles for the Utica City School
District Bus Garage for the School Year 2026-2027, for the below stated transportation
services. Bids will be accepted until 11:00 a.m. on May 28, 2026 at which time they will be
publicly opened and read. The bid opening will be conducted in person at the Utica City
School District Administration Building at 11:00 a.m. scheduled time, at which time they
will be opened and read. No bids can be withdrawn after 11:00 a.m. on May 28, 2026.

Proposals are to be based on specifications entitled, "LEASED VEHICLES FOR THE
UTICA CITY SCHOOL DISTRICT BUS GARAGE, copies of which, together with bid
forms, are on file and may be secured at the Finance Department of the Utica City School
District, 929 York Street, Utica, New York. Bid documents also may be obtained digitally
in PDF format. Request documents via email to Michael Ferraro, Director of Facilities,
Planning & Development at mferraro@uticaschools.org. Proposals signed by bidders shall
be enclosed in a sealed envelope, addressed to Heather Mowat, Deputy Purchasing Agent,
and marked in red in the lower, left-hand corner "Leased Vehicles" for the Utica City
School District Bus Garage.

Proposals must be delivered to the Office of the Purchasing Agent, Utica City School District,
929 York Street, Utica, New York 13502.

The bidder must promptly execute a satisfactory contract, guaranteeing the faithful fulfillment
of the terms of the contract. The successful bidder will be required to provide an executed
performance bond in the amount of one hundred percent (100%) of the accepted bid for
faithful performance of the terms, covenant, and conditions of the contract.

The Board of Education hereby reserves the right to reject any and all bids.

BOARD OF EDUCATION
UTICA CITY SCHOOL DISTRICT

Heather Mowat, Deputy Purchasing Agent

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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 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.

Form of Proposal

Proposals must be submitted on forms attached hereto in a sealed envelope marked "Leased

Vehicles," bearing on the outside the name and address of the bidder.

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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.

. Inaccordance 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.

All bidders shall execute an Iran Divestment Act Certification, which is furnished herein..

Sealed proposals will be received by the Board of Education in the Administration Building
located at 929 York Street, Utica, New York 13502, no later than 11:00 a.m. on May 28,
2026, at which time they will be opened and publicly read.

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.

Bids shall be firm and viable for a period of sixty days from the date of the bid opening.
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.

All questions pertaining to this bid specification must be submitted in writing to Michael Ferraro,
Director of Facilities, Planning & Development, 929 York Street, Utica, New York.

10. The award will be based on the grand total of Bid Proposal Forms I & II. The resulting contract

will be in effect for the 2026-27 school year.
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11. The school year will begin in September and end in June and will consist of approximately 180
days. The school calendar will be provided to the successful vendor.

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. 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.

15. Hours for trips will range from 5:45 a.m. to 6:30 p.m. daily, except for legal and/or school
holidays and weekends.

16. All buses must be equipped with cameras provided by the vendor.
During the term of this Agreement, the successful vendor agrees to:
1. Remove and/or cover up any identification of their company's name, including Company's

name and U.S. Department of Transportation ("DOT") Number, on each Vehicle.

2. All vehicles must be relabeled with UTICA CITY SCHOOL DISTRICT and the District's
transportation phone number on the back of the bus.

3. All expenses incurred will be the responsibility of the vendor.

Delivery of Vehicles
During the term of this Agreement, the successful vendor agrees:

The vehicles shall be delivered to the District's Transportation Bus Garage located at 1600 Broad
Street Utica, New York 13501. All costs related to any delivery of the vehicles shall be paid by
the vendor prior to delivery of the vehicles. By acceptance of the vehicles upon delivery, the
District agrees that such vehicles are in good working order, repair, condition, and in all other
respects satisfactory to the District.

Vehicles can be gasoline, diesel or propane powered.

Vehicles must comply with all applicable laws and regulations, be reasonably acceptable to the
District, and cannot be more than 10 years old.
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Title and Registrations

Titles and ownership in and to the vehicles shall at all times remain vested in the vendor.

Vehicle Maintenance:

The vendor shall maintain and keep all vehicles in good running condition at all times during the

term of this Lease and in such a manner that is satisfactory to the District.

The successful vendor shall transfer Vehicles to and from their maintenance facility
as needed for to perform any preventative maintenance, inspections, and servicing as
may be needed to keep equipment in good working order.

The vendor shall be responsible for the cost of all necessary labor, materials, parts, and
supplies as may be needed for work that is performed.

The vendor will provide replacement vehicles at such times as leased vehicles are at the
maintenance shop for inspection or repairs.

Vehicle Insurance:

The District hereby agrees to provide the following insurance coverage for vehicles:

Commercial General Liability Insurance with a minimum coverage of $2,000,000
per occurrence / $5,000,000 aggregate. The policy shall positively affirm coverage for
sexual abuse and molestation.

Comprehensive Automobile Liability with a minimum coverage of $5,000,000 per
occurrence. Uninsured/underinsured motorist's coverage shall also be provided with
limits equal to or greater than the minimum limits as required by state law. In addition,
Physical Damage protection, whether the result of collision, fire, theft or other peril,
shall be provided at full replacement cost, subject to adjustment in paragraph (9c)
below. Furthermore, Lessee shall furnish satisfactory evidence of insurance with
contingent liability endorsement covering Lessor as follows:

o Public liability insurance in the minimum amount of five hundred thousand dollars
o ($500,000) per person per accident;

o Bodily injury and accidental death in the minimum amount five million

dollars ($5,000,000) for more than one person per accident;

o Property damage in the minimum amount of fifty thousand dollars

($50,000).

Workers Compensation Insurance at least equal to the minimum statutory
requirements of the relevant state.

Employers Liability with a minimum coverage of $1,000,000.

Accidents:

The District will notify the vendor of any accidents, loss or damage to a vehicle within twenty-

four (24) hours following such event, giving complete information to the
vendor. The District will permit the vendor to inspect the vehicle and will provide copies
of accident reports and investigation documents, and will promptly advise the vendor of
all claims and demands relating to vehicle.

Any costs incurred for repairs or maintenance for an at-fault accident can be billed back to the

District.

Fuel for Vehicles

The successful vendor will provide the District with company gas or credit cards to pay for fuel

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for all vehicles. The District will provide staff members to fuel the buses.

The successful bidder shall comply with all the requirements of Article 19-A of the
N.Y.S. Vehicle and Traffic Law and Regulations issued pursuant thereto. To the extent
that the provisions of the statute and regulations conflict with any part of the bidding
documents, the statute and regulations shall prevail. The bidder shall comply with the
regulations of the DOT, DMV, SED, and all applicable laws.

The successful bidder must submit prior to the date service commences a statement
from the N.Y.S. Department of Transportation that the bidder complies in full with all
maintenance requirements of said department and must remain in compliance throughout
the duration of the contract and any extension thereof. This shall especially include
maintenance Sections 720.21 and 721.21 of the N.Y.S. Department of Transportation and
the rules and regulations thereof.

The bidder will submit with his/her bid a statement of the make and year of manufacture
of each vehicle to be used in the performance of the contract, the seating capacity of each
vehicle, and the name of the registered owner of each vehicle. Only the vehicles listed
in the proposal or approved replacements shall be used.

The successful bidder must have and maintain a repair garage of sufficient capacity to
adequately maintain vehicles required under any contract.

The location of the garage must be such to provide emergency services.

The contractor shall promptly provide substitute buses to replace buses that are out of
service for maintenance, repair, or inspection, and such substitute bus must meet in all
respects the requirements for such buses set forth herein. No time delays are allowed for
any substitute buses for services required herein for any reason.

G. In the event that the bidder does not have the required number of busses to fulfill this
contract at the time of submission of the bid, the district requires that within thirty
days after award, the successful bidder must supply satisfactory evidence that the
required number of busses will be available prior to the beginning of the contract period
or beginning of services. Such evidence may be a signed statement from a bus
manufacturer or dealer to the effect that the required number of busses will be furnished
prior to the beginning of service.

H, All buses utilized in fulfilling the terms and performing the contract service under any
contract must be painted the national school bus chrome-yellow color. All such buses
shall have prominently displayed on the left and right sides of the bus UTICA CITY
SCHOOL DISTRICT. All such buses shall have prominently displayed on the front, rear,
and both sides a bus number that uniquely identifies the bus compared to all other buses.
All such buses shall have prominently displayed on the rear, so as be visible and legible,
the words: "State Law - Stop When Red Lights Are Flashing." The breakdown of a
vehicle will immediately be reported to the vendor with complete details of the
problem(s). A substitute vehicle of the same size must be dispatched to replace the
disabled vehicle to arrive at point of concern within fifteen minutes to complete the
required service. One standby vehicle is required for every ten buses in service. These
buses must be available to provide immediate service as necessary.

I. Radios

1. The District will install two-way radios in the buses for communication. Costs incurred will
be the responsibility of the District.

K. Cameras
1. All vehicles are to be equipped with 3 cameras throughout the bus to monitor student behavior.
Gi NDITI DURE:

All invitations to bid issued by the above named SCHOOL DISTRICT will bind bidders and
successful

bidders to the conditions and requirements set forth in these general conditions, and such
conditions shall form an integral part of the contract awarded by the SCHOOL
DISTRICT.

DEFINITIONS

"School District" --Shall be the legal designation of the Utica City School District.

"Notice to Bidders" --a formal statement which, when issued by the SCHOOL DISTRICT,
constitutes an invitation to bid on the materials, supplies and equipment described by the

specifications.

"Board" --the board of education of this School District.

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"Bid" --an offer to furnish the lease in accordance with the Bid.

"Bid offer" --the form on which the bidder submits its bid.

"Bidder" --any individual, company, or corporation submitting a bid.

"Contract" --a notice to the successful bidder by the issuance of a purchase order, also all
documents relating to the transaction including, but not limited to, the bid offer of the successful
bidder, notice to bidders, general information, general conditions, special instructions,
specifications, notice of award, bid proposal certifications, etc..

"Successful bidder" --any bidder to whom an award is made by the SCHOOL DISTRICT.
"Contractor" --any bidder to whom a contract award is made by the SCHOOL DISTRICT Board
"Specifications" --the description and scope of lease set forth in the Bid.

BIDS
1. The date, time and place of bid opening will be given in the Notice to Bidders.

2. All bids must be submitted on bid offer forms and in accordance with instructions provided by
the board.

3. All bids received after the time stated in the Notice to Bidders may not be considered and will
be returned unopened to the bidder. The bidder assumes the risk of any delay in the

mail or in the handling of the mail by employees of the SCHOOL DISTRICT. Whether sent by
mail or by means of personal delivery, the bidder assumes responsibility for having his bid
deposited on time at the place specified.

4. All information required by Notice to Bidders, General Conditions, Specifications, and Bid
Offer, in connection with each item against which a bid is submitted, must be given to constitute a
regular bid.

5. The non-collusive bidding certification, declaration and resolution (if applicable) must be
included with each bid as required by General Municipal Law, section 103-d.

6. The submission of a bid will be construed to mean that the bidder is fully informed as to

the extent and character of the supplies, materials, or equipment required and a representation that
the bidder can furnish the supplies, materials or equipment satisfactorily in complete compliance
with the specifications.

7. No alteration, erasure, or addition is to be made in the typewritten or printed matter. Deviations
from the specifications must be set forth in space provided in bid for this purpose.

8. Prices and information required should be typewritten for legibility. [legible or vague bids may
be rejected. All signatures must be written. Facsimile, printed or typewritten signatures are not
acceptable.

9. Sales to SCHOOL DISTRICT are not affected by any fair trade agreements. (General Business
Law, sec. 369)

10. No charge will be allowed for Federal, State, or municipal sales and excise taxes since the
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SCHOOL DISTRICT is exempt from such taxes. The price bid shall be net and shall not include
the amount of any such tax.

11. In all specifications, the words "or equal" are understood after each article giving
manufacturer's name or catalog reference, or on any patented article. The decision of the
SCHOOL DISTRICT as to whether an alternate or substitution is in fact "equal" shall be final. If
bidding on items other than those specified, bidder must in every instance give the trade
designation of the article, manufacturer's name, and detailed specifications of item he proposes to
furnish. Otherwise, bid will be construed as submitted on the identical item as specified.

12. [Intentionally Omitted]
13. [Intentionally Omitted]

14. When bids are requested on a lump sum basis, bidder must bid on each item in the lump sum
group. A bidder desiring to bid "no charge" on an item in a group must so indicate; otherwise bid
for group may be rejected.

15. All prices quoted must be "per unit" as specified: e.g., do not quote "per case" when "per
dozen" is requested; otherwise, bid may be rejected.

16. Bidder must insert the price per unit and the extensions against each item in his bid. In the
event of a discrepancy between the unit price and the extension, the unit price will govern. Prices
shall be extended in decimals, not fractions.

17. [Intentionally Omitted]

18. All bids must be sealed. Also the date and time of the bid opening as indicated on the Notice
to Bidders must appear on the envelope. Bids must not be attached to or enclosed in packages
containing bid samples. Telephoned quotations or amendments will not be accepted at any time.

19. No interpretation of the meaning of the specifications or other contract document will be
made to any bidder orally. Every request for such interpretation should be in writing, addressed to
the SCHOOL DISTRICT, not later than five (5) days prior to the date fixed for the opening of
bids. Notice of any and all such interpretations and any supplemental instructions will be sent to
all bidders of record by the SCHOOL DISTRICT in the form of addenda to the specifications. All
addenda so issued shall become a part of the contract documents.

AWARD
21. Awards will be made to the lowest responsible bidder, as will best promote the public interest,
taking into consideration the reliability of the bidder, the quality of the materials, equipment, or

supplies to be furnished, their conformity with the specifications, the purposes for which required,
and the terms of delivery.

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