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

Location:	New York
Posted:	Jul 30, 2026
Due:	Aug 28, 2026
Agency:	Utica City School District
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services
Publication URL:	To access bid details, please log in.

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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

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.

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

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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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

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