Utica 2027 RFP - Coach Bus Services - RFP #2027-001: COACH BUS TRANSPORTATION SERVICES AGREEMENT

REQUEST FOR PROPOSALS
STUDENT TRANSPORTATION SERVICES
FOR THE
UTICA CITY SCHOOL DISTRICT
RFP #2027-001:
COACH BUS TRANSPORTATION SERVICES AGREEMENT
SEPTEMBER 1, 2026 - JUNE 30, 2029
One Original Proposal and five (5) Copies of the Proposal
Must Be Received Prior to August 28, 2026 at 2 P.M.,
At the Following Address:
Business Office
Utica City School District
929 York Street
Utica, NY 13502
Proposal Packages Must Be Sealed
And Clearly Marked on the Exterior Showing the Proposal Name

LEGAL NOTICE
The Board of Education of the Utica City School District invites proposals based on the
Specifications and Bid Proposal Form provided for:
Coach Bus Transportation Services
Proposals must be delivered to the office of the Purchasing Agent of the Utica City School
District, 929 York Street, prior to 11:00 a.m. on May 15, 2026 at which time they will be
publicly opened and read. The proposals are to be based on specifications entitled
"Specifications and Bid Proposal Form for Electrical Services as needed for the period
July 1, 2026 through June 30, 2027", copies of which together with bid forms are on file
and may be secured at the office of the Purchasing Agent of the Utica City School District,
929 York Street, Utica, New York. Bid documents may be obtained digitally in PDF
format. Request documents via email to Michael Ferraro mferraro@uticaschools.org
Proposals signed by bidders shall be enclosed in a sealed envelope, addressed to Mr.
Noah Cohen, Purchasing Agent, and marked in red in the lower, left-hand corner:
Coach Bus Transportation Services
Before submitting their proposals, bidders shall examine the specifications as contained
herein and base their bids upon these specifications. The Board of Education reserves
the right to reject any or all bids or to award all or any part of the bid. In cases where the
Utica City School District receives two or more identical bids, the School District
reserves the right to accept one bid only on the basis of a random selection process.
The successful bidder must promptly execute a satisfactory contract, guaranteeing the
faithful fulfillment of the terms of the contract.
The successful bidder is required to produce a performance bond made out to the Utica
City School District.
BOARD OF EDUCATION OF THE
UTICA CITY SCHOOL DISTRICT
__________________________
Noah Cohen, Purchasing Agent
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INTRODUCTION
The Utica City School District is soliciting proposals for student COACH BUS transportation
services for a three-year period. The timeline for the Request for Proposals is as follows:
* RFP Issued: 7/30/26
* Pre-Proposal Conference: 8/6/26 at 9 a.m.
* Distribution List Response (Intend to Bid): 8/10/26
* Deadline to Submit Written Questions: 8/17/26
* Respond to Written Questions: 8/21/26
* Submission of Proposals: 8/28/26 by 2 p.m.
* Proposal Evaluations: 8/31/26 - 9/4/26
* Finalize the Contract: 9/7/26 - 9/13/26
* Award the Contract: September 2026
The District intends to enter into a contract for student COACH BUS transportation services as
follows:
Transportation for coach bus student transportation services (See, Attachment #1 hereto):
SEPTEMBER 1, 2026 - JUNE 30, 2027
SEPTEMBER 1, 2027 - JUNE 30, 2028
SEPTEMBER 1, 2028 - JUNE 30, 2029
OPTION TO RENEW: The contract may be renewed for an additional two-year period if agreed
to in writing by both parties.
One (1) original and five (5) copies of the proposer's sealed proposal must be delivered to the
Purchasing Agent, Noah Cohen at Utica City School District, 929 York Street, Utica, NY 13502
and emailed to: ncohen@uticaschools.org
In order to be considered, all proposals must be received by the District no later than August 28,
2026 at 2 P.M.
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PROPOSAL FOR TRANSPORTATION SERVICES
The Utica City School District reserves the right to accept what it deems bidding or specification
informalities relating to a specific PROPOSAL, to reject any and all PROPOSALS, to re-advertise
and invite new PROPOSALS, or a part of a PROPOSAL, or to accept the whole or part of a
PROPOSAL, or to accept parts of PROPOSALS from more than one VENDOR, as in the Board
of Education's judgment, it deems to be in the best interest of the Utica City School District.
RECITALS
1. DISTRICT, Utica City School District, a Small City School District organized in
accordance with Article 51 of the New York State Education Law, desires to provide its
students with transportation as permitted by the New York State Education Law; and to
receive other related services in accordance with the Laws of the State of New York.
2. VENDOR, any individual, company or corporation organized and/or licensed to do
business in accordance with the Laws of the State of New York, has expertise in the area
of transporting public school students as permitted by the New York State Education Law;
and in the provision of other related services to public school districts.
3. BOARD, the Board of Education of the Utica City School District.
4. SUPERINTENDENT, the Superintendent of Schools of the Utica City School District or
his/her designee.
The submission of a PROPOSAL will be construed to mean that the VENDOR is fully informed
as to the extent and character of the services, supplies, materials or equipment required and a
representation that the VENDOR can furnish the services, supplies, materials or equipment
satisfactorily in complete compliance with specifications. The submission of a PROPOSAL will
also mean that the VENDOR is fully informed as to the rules, regulations and requirements of the
Federal or Local government, State of New York and the DISTRICT, and that the VENDOR will
fully comply with said rules, regulations and requirements. VENDOR must only purchase or lease
zero-emission school buses when purchasing or leasing new school buses to the extent required by
Education Law Section 3638 and other applicable law.
A VENDOR shall make no stipulations on the PROPOSAL nor qualify its PROPOSAL in any
manner. No PROPOSAL will be considered which purports to qualify, limit, amend or omit any
requirement of the PROPOSAL Documents.
VENDOR will provide, along with the completed PROPOSAL package, evidence demonstrating
an ability to provide school transportation, including, if applicable, a list of any and all school
districts of a similar size which they have served during the past three (3) years. Information on
programs with similar demographics and urban transportation demands should be provided. A
summary of experience over at least three (3) years of successfully operating a complex school
transportation program in compliance with the applicable laws, rules and regulations of the State
of New York should be included. In lieu of organizational experience, staff experience must be
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provided to demonstrate an ability to operate the DISTRICT'S program within the requirements
of New York State.
VENDOR shall provide financial proof that the VENDOR is financially capable of performing
the requirements of this PROPOSAL. If the financial statements do not supply that information
then the VENDOR must include other documents that will provide this proof. The DISTRICT
may have the financial data analyzed by its independent auditor. If the VENDOR cannot provide
sufficient information to prove the VENDOR has the financial capability to perform the
requirements of this PROPOSAL, the DISTRICT has the right to reject the PROPOSAL.
VENDOR must provide proof, along with the completed PROPOSAL package, that VENDOR
can provide the expected insurance coverage as outlined in these documents. This proof can be in
the form of a certificate of insurance naming the DISTRICT as an additional insured, showing all
the requested types and levels of coverage required, or a letter from the insurance company(s)
(not agent), guaranteeing what types and levels of coverage they will provide in the event the
VENDOR is awarded the contract. The types and levels of coverage must, of course, comply at a
minimum with the required levels in the PROPOSAL specifications.
VENDOR must submit proof that the VENDOR can furnish a 100% performance bond
consistent with the requirements detailed in the specifications for the performance of the
operating contract(s) that may be awarded in conjunction with this PROPOSAL, should the
DISTRICT decide to accept the Performance Bond alternate. The proof must be in the form of a
bona fide letter of surety from a surety company authorized to do business in the State of New
York. The letter must guarantee that the company will provide the Performance Bond in the
amount of one hundred percent (100%) of the annual contract(s) value in the event the VENDOR
is awarded the contract(s), and the DISTRICT selects the Performance Bond alternate. A
determination on the acceptance of the Performance Bond alternate rests solely with the
DISTRICT.
VENDOR must submit, with its PROPOSAL, the most recent full year copy available from the
New York State Department of Transportation, of its New York State Department of
Transportation Bus Inspection System - Operator Profile (Summary; Defect Detail; Preventative
Maintenance Section) for the terminal(s) from which it intends to operate this PROPOSAL (if
available), and/or any other terminals throughout New York State.
VENDOR must submit, with its PROPOSAL, copies of the most recent Article 19A Motor
Carrier/Annual Statistical Report(s) for all transportation programs operated by this VENDOR in
New York State for the past year. If the VENDOR operates more than five (5) locations in New
York State, the DS-3.3 form should be submitted for the five (5) locations with the closest
physical proximity to the DISTRICT. The form number is DS-3.3 and is filed annually with the
Annual 19A Affidavit of Compliance. The VENDOR shall submit a copy of its form DS-3.3 to
the DISTRICT for every year of the PROPOSAL.
No charge will be allowed for federal, state, or municipal sales and excise taxes since the
DISTRICT is exempt from such tax. Exemption certificates, if required, will be furnished on
forms provided by the VENDOR. The VENDOR must comply with all State, Federal, and local
laws and regulations, as well as the Regulations of the Commissioner of Education regarding
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school bus driver employment and bus operation, and any regulations relative to the employment
of attendants and monitors, at VENDOR's sole cost and expense. This includes, but is not
limited to, the requirement that each driver and each attendant/monitor performing services
pursuant to a contract with the DISTRICT shall be involved in all safety programs that are or
may be required by the laws, rules and regulations of the State of New York as well as training in
recognition of child abuse in an educational setting and the reporting requirements. Any
VENDOR hereunder must comply particularly with the Regulations of the Commissioner of
Education as they apply to safety regulations for drivers and attendants/monitors. The
DISTRICT's Transportation Supervisor reserves the right to attend any of these training
meetings.
VENDOR must also supply a list of all New York State contracts that they are operating for the
2026-2027 school year including information on the number of buses, terminal location, and
District contact information.
If two (2) or more VENDORS submit PROPOSALS which are evaluated and determined to be
satisfactory, the decision of the BOARD to award a PROPOSAL to one (1) such VENDOR shall
be final.
It is understood that the PROPOSAL in no way excludes the DISTRICT from using its own
vehicles, drivers, and/or attendants/monitors, or services provided by other school districts or
BOCES, or in any way limits the DISTRICT from using other contractors in performing similar
or other services. Additionally, it is understood that the PROPOSAL in no way limits the
DISTRICT from using other contractors in performing similar or other services consistent with
New York State regulations should the VENDOR not be able to furnish the required services.
While the primary focus of this PROPOSAL is the transportation of students between home and
school, the DISTRICT reserves the right to utilize the vehicles supplied under this PROPOSAL
in any manner that best serves the needs of the students and the DISTRICT. This shall include,
but not be limited to, the provision of services required by Federal and State mandates, Executive
Orders, and/or other applicable law, such as requirements for transportation to and from drug
treatment facilities, respite centers, food delivery services, technology transportation services and
work study programs.
These specifications are intended to provide for school bus services for the safe transportation of
students for the DISTRICT. Each VENDOR must inform itself fully as to the conditions relative
to the fulfillment of the PROPOSAL. In that regard, all VENDORS are invited to review, among
other things, the routing schedules used in the 2026-2027 school year which are on file with the
DISTRICT.
It should be noted that the transportation program typically varies each year based upon a
number of factors, including but not limited to, classroom locations, placements, and student
requests. Therefore, the DISTRICT envisions a PROPOSAL based upon a price per bus run for
that number of bus runs necessary to meet the needs of the program under the PROPOSAL terms
specified.
The SUPERINTENDENT or the SUPERINTENDENT'S designee will represent the DISTRICT
in all matters pertaining to the performance of this PROPOSAL.
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The VENDOR shall consent and agree to audits of any and all financial records relating to the
proposed PROPOSAL by the Department of Audit and Control as required by Section 3625 of
the Education Law. In addition to this statutory requirement, it is understood that any records
maintained by the VENDOR in connection with the performance of obligations arising out of the
PROPOSAL may be examined at a mutually agreeable time by duly authorized representatives
of the DISTRICT.
The VENDOR shall maintain records during the term of the PROPOSAL of the daily services
provided to the DISTRICT on a route by route basis, and shall submit such records upon request
by the DISTRICT for audit in support of each of the monthly invoices. As stated herein, length
of day for each bus shall be determined by the DISTRICT consistent with the route schedules.
The VENDOR is required in these specifications to provide the DISTRICT notice of absences,
bus assignment changes, accidents and incidents, and other management and quality issues that
the DISTRICT has deemed to be important in its transportation oversight role.
The BOARD requires compliance with existing and future modifications of the State Education
Law and Vehicle and Traffic Law, and any other state laws or rules and/or regulations of state
agencies or officials having the effect of law.
All motor vehicles to be used and all transportation operations must comply with the
requirements of the New York State Department of Education and the New York State
Department of Transportation, and New York State Department of Motor Vehicles, as well as
with the motor vehicle laws and all other laws of the State of New York pertaining to
transportation of school children.
Bus interiors and exteriors shall be maintained in a clean and sanitary manner. Bus interiors
shall be cleaned at the completion of all AM and PM routes serviced by this PROPOSAL. The
exterior of all vehicles will be washed at least once per week.
All vehicles shall comply with the requirements set forth in this RFP, including but not limited to
the requirements in Section 9 herein titled "VIDEO SURVEILLANCE CAMERAS". All
vehicles of more than fourteen (14) passengers shall be furnished with a heater system capable of
maintaining the temperature inside the vehicle at a minimum of fifty (50) degrees Fahrenheit
measured anywhere front to back on the vehicle's center line twelve (12) inches above the floor
in an outside ambient temperature of zero (0) degrees Fahrenheit with no passengers aboard.
The temperature gradient between floor and ceiling shall not exceed ten (10) degrees Fahrenheit.
Adjustable manual controls shall be provided to permit outside air, recirculated air or variable
mixtures as desired, to be circulated through at least the main heater core.
All vehicles are required to have an operational 2-way radio system. All vehicles are required to
have GPS with a Parent tracking App that would work with the districts routing system. All
vehicles shall have signs, posted in their interior, designating standard rules of conduct. These
signs will be furnished by the DISTRICT and shall be placed so as not impair the visibility of the
driver.
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All vehicles shall have their headlights turned on when in the process of carrying students
(Lights On For Safety). All vehicles will be equipped with alternators and batteries of sufficient
size to allow fulfillment of this provision.
All vehicles shall have defrosting equipment sufficient to maintain all windows in the driver's
compartment area (including the side and front door windows) ninety percent (90%) free of frost
and moisture such that the driver's vision is effectively unimpaired during the coldest, most
inclement winter weather conditions in the Utica area.
The District is committed to a policy of providing equal job opportunities on public contracts and
prohibiting discrimination against any employee, applicant or subcontractor because of age,
color, religion, disability, marital or parental status, national origin, race, sex, sexual orientation,
veteran status, political opinion or affiliation. The VENDOR agrees that, in selecting its
employees to perform the tasks and services contained in this PROPOSAL, it will not
discriminate against an otherwise qualified person on the basis of any of these factors.
The proposer shall furnish all supporting data. Failure to address all segments of the
Specifications may result in rejection of the proposal at the District's discretion.
Each proposer shall submit as part of the proposal a statement of proposer qualifications. The
District shall have the right to take such steps, as it deems necessary to determine the ability of
the proposer to perform the work in a prompt and efficient manner per the Specification.
The District reserves the right to reject any proposal where an investigation and evaluation of the
proposer's qualifications would give reasonable doubt that the proposer could promptly and
efficiently perform the services described herein.
The proposal shall include the legal name of the proposer and a statement whether the proposer
is a sole proprietor, a partnership, a corporation or other legal entity, and each copy shall be
signed by the person or persons legally authorized to bind the proposer to a contract. A proposal
submitted by an agent shall have a current Power-of-Attorney, certificate of authorization, or
resolution attached certifying agent's authority to bind the proposer in contract.
All prices quoted by a vendor must be firm prices for a period of 45 days to allow consideration
and possible acceptance by the District. If awarded the contract, the prices will then be firm
during the time period indicated by the proposer.
All prices and quotations must be in ink, typewritten or printed. No pencil figures will be
accepted, mistakes are to be crossed out and corrections inserted adjacent thereto and initialed
by the person signing the proposal. Also, corrections made with correction tape or fluids are to
be initialed.
Modification or Withdrawal of Proposals
A proposal may not be modified, withdrawn or canceled by the proposer following the time and
date designated for the receipt of proposals.
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Prior to the closing time and date designated for the receipt of proposals, proposals submitted
early may be modified or withdrawn only by written notice which must be received by the
District prior to the official closing time and date for receipt of proposals.
Interpretation or Correction of Request for Proposals
Proposers shall promptly notify the District of any ambiguity, inconsistency or error, which they
may discover upon examination of the specifications.
Proposers desiring clarification or interpretation of the Request for Proposals shall make a
written request to the District at least ten (10) days prior to the closing date for receipt of
proposals. Such requests should be addressed to:
Michael Ferraro
Director of Facilities, Planning, & Development
Utica City School District
929 York Street
Utica, NY 13502
Any interpretation of, or correction, or change to the Specifications will be made by addendum,
issued by the District. Interpretations of, corrections, or changes to the Specifications made in
any other manner will not be binding and proposers shall not rely upon such interpretations,
corrections and changes.
Proposals will not be opened to the public nor disclosed to unauthorized persons prior to award
of the contract. However, after award of the contract, all proposals shall be open to public
inspection, subject to any continuing prohibition on disclosure of confidential data, which is
designated as such in a proposal (consistent with state law and District policy).
PROPOSAL EVALUATION CRITERIA
The contract will be awarded to the best proposer as determined by the District. It is appropriate
to emphasize that the lowest proposer may not be the best. The District recognizes the
complicated nature of delivering safe, reliable, efficient school transportation. In accordance
with Section 156.12 of the Regulations of the Commissioner of Education, in order to adequately
measure the capabilities of the proposer, the District will evaluate and score each proposal in
accordance with the criteria presented below. The maximum point allowance for each category is
indicated. Total possible points are 100.
A successful proposer must receive a minimum threshold score of at least 60 points. If no
proposer receives at least this minimum score, then the District may, in its discretion, not award
a contract as a result of this Request for Proposals.
Category Points
1. Previous experience of the proposer in transporting pupils. 10
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2. Evaluation of management in the performance of contracts to School Districts.
Include the name of each transportation company of which an owner or manager
of the proposer has been an owner or manager. 5
3. Safety programs implemented by proposer. Include supporting documents
in proposal. 20
4. Record of accidents in motor vehicles under the control of the proposer. List
insurance runs and ratio of injury vs. physical damage. 20
5. Driving history of employees of the company and driving practices. Include
abstracts and driving records. 15
6. Inspection records and model year of the motor vehicles under the control of
proposer NYS DOT BUSNET score. 5
7. Maintenance schedule of the motor vehicles under the control of the proposer.
List programs and preventive maintenance programs implemented and followed. 5
8. Financial analysis of proposer (include financial statements). 5
9. Compliance with the state and local insurance and bonding requirement. Include
insurance certificate. 5
10. Overall cost of proposal over the time period requested. 10
Total 100
Scoring: Information:
1. PREVIOUS EXPERIENCE
Each proposer shall submit as part of the proposal at least three (3) references from similar
Districts/Entities where services of a comparable nature and size to the scope of services
requested were provided including the District/Entity name, contact person, telephone number,
email address, scope of services provided, and dates services were provided on the form titled
"PROFESSIONAL REFERENCES" attached hereto. The evaluator will rate proposer's previous
experience in providing services to school districts of comparable size and complexity. Priority
will be given to the level of service provided to those Districts. Safety, on-time performance,
sufficient coverage of all routes, problem solving, accessibility of management, and all staff
including drivers appearance are to be considered in evaluation of the proposer. Scores may
range from a high of 10 points to a low of 0 points.
2. MANAGERS AND SUPERVISORS
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