School Buses

Department of Education
State of Delaware
School Buses
Invitation to Bid
Contract Number 27003-BUSES
September 28, 2026
- Deadline to Respond -
October 29, 2026
2:00 p.m. Eastern Standard Time
ITB V071026
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CONTRACT NUMBER 27003-BUSES
ALL BIDDERS:
The enclosed packet contains an "INVITATION TO BID" for School Buses 27003-BUSES. The invitation
consists of the following:
I. DEFINITIONS and GENERAL PROVISIONS
A - GENERAL PROVISIONS
B - AWARD AND EXECUTION OF CONTRACT
C - GENERAL AUTHORITY
D - EQUAL OPPORTUNITY
II. SPECIAL PROVISIONS
III. TECHNICAL SPECIFICATIONS
IV. BID QUOTATION REPLY SECTION
SAMPLE REPORTS
1 - MONTHLY USAGE REPORT SAMPLE
2 - SUBCONTRACTING (2ND TIER) QUARTERLY REPORTING SAMPLE
ATTACHMENTS
1 - BID REPLY REQUIREMENTS
2 - NO BID REPLY FORM
3 - NON-COLLUSION STATEMENT AND ACCEPTANCE
4 - SUBCONTRACTOR INFORMATION FORM
5 - BUSINESS REFERENCES
6 - ITB EXCEPTIONS
7 - CONFIDENTIAL AND PROPRIETARY INFORMATION
8 - OFFICE OF SUPPLIER DIVERSITY (OSD) APPLICATION
9 - PERFORMANCE BOND
10 - BID BOND
APPENDIX A - Contract Specific Provisions
APPENDIX B - Pricing Spreadsheet
APPENDIX C - Bus Diagrams
APPENDIX D - 1106 Proposed School Transportation Specifications
Both appendixes are made part of this solicitation and are available for download at the following site:
https://bids.delaware.gov/
AND
https://bids.doe.k12.de.us/#home
To be considered, all Bids must be submitted as outlined in this ITB. The State reserves the right to reject any Bid that is
determined to be non-responsive or non-conforming.
Please review and follow the information and instructions contained in the general and special provisions section of
the invitation. Should you need additional information, please contact Vendor Inquiry at
Vendor.Inquiry@doe.k12.de.us.
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I. DEFINITIONS AND GENERAL PROVISIONS
The attached Definitions and General Provisions apply to all contracts and are part of each invitation to bid. The
requirement to furnish a bid bond and performance bond is applicable unless waived in the Special Provisions. Should
the General Provisions conflict with the Special Provisions, the Special Provisions shall prevail. Bidders or their
authorized representatives are required to fully acquaint themselves as to State procurement laws and regulations prior
to submitting bid.
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STATE OF DELAWARE
Department of Education
DEFINITIONS
Whenever the following terms are used, their intent and meaning shall be interpreted as follows:
STATE: The State of Delaware
AGENCY: State Agency as noted on cover sheet.
BID: The offer of the bidder submitted on the approved form and setting forth the bidder's prices for performing the work
or supplying the material or equipment described in the specifications.
BIDDER OR VENDOR: Any individual, firm, or corporation formally submitting a Bid for the material or work
contemplated, acting directly or through a duly authorized representative.
BIDDER'S DEPOSIT: The security designated in the Bid to be furnished by the bidder as a guaranty of good faith to enter
into a contract with the Agency if the work to be performed or the material or equipment to be furnished is awarded to
the bidder.
BID INVITATION: The "bid invitation" or "invitation to bid" is a packet of material sent to vendors and consists of General
Provisions, Special Provisions, specifications, and enclosures.
BOND: The approved form of security furnished by the Vendors and its surety as a guaranty of good faith on the part of
the Vendor to execute the work in accordance with the terms of the contract.
CONTRACT: The written agreement covering the furnishing and delivery of material or work to be performed.
CONTRACTOR: Any individual, firm, or corporation with whom a contract is made by the Agency.
DESIGNATED OFFICIAL: The agent authorized to act for the Agency.
GENERAL PROVISIONS: General Provisions are instructions pertaining to contracts in general. They contain, in
summary, requirements of laws of the State, policies of the Agency, and instructions to vendors.
ITB: Invitation to Bid.
LOCAL TIME: Eastern Standard Time/Eastern Daylight Time
SPECIAL PROVISIONS: Special Provisions are specific conditions or requirements peculiar to the contract under
consideration and are supplemental to the General Provisions. Should the Special Provisions conflict with the General
Provisions, the Special Provisions shall prevail.
SURETY: The corporate body which is bound with and for the contract, or which is liable, and which engages to be
responsible for the contractor's payments of all debts pertaining to and for its acceptable performance of the work for
which it has contracted.
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STATE OF DELAWARE
Department of Education
SECTION A - GENERAL PROVISIONS
1. BID INVITATION
See "Definitions".
2. BID FORMS
The invitation to bid shall contain pre-printed forms for use by the vendor in submitting its bid. The forms shall
contain basic information such as description of the item and the estimated quantities and shall have blank spaces
for use by the vendor for entering information such as unit bid price, total bid price, etc.
3. INTERPRETATION OF ESTIMATES
The attention of bidders is called to the fact that, unless stated otherwise, any quantities given in the Bid form are to
be considered to be approximate only and are given as a basis for the comparison of bids. The Agency may increase
or decrease the amount of any item as may be deemed necessary or expedient, during the period of the contract.
An increase or decrease in the quantity for any item is not sufficient ground for an increase or decrease in the unit
price.
4. SILENCE OF SPECIFICATIONS
The apparent silence of the specifications as to any detail, or the apparent omission from it of detailed description
concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only
material and workmanship of the first quality are to be used. Proof of specifications compliance will be the
responsibility of the vendor.
5. EXAMINATION OF SPECIFICATIONS AND PROVISIONS
The bidder shall examine carefully the Bid and the contract forms for the material contemplated. The bidder shall
investigate and satisfy itself as to the conditions to be encountered, quality and quantities of the material to be
furnished, and the requirements of the Special Provisions and the contract. The submission of a Bid shall be
conclusive evidence that the bidder has made examination of the aforementioned conditions.
6. KEY ITB DATES/MILESTONES
The following dates and milestones apply to this ITB and subsequent contract award. Vendors are advised that
these dates and milestones are not absolute and may change due to unplanned events during the bid Bid and award
process.
Activity Due Date
ITB Availability to Vendors September 28, 2026
Optional Pre-Bid Meeting (Virtual) October 8, 2026 at 1:00 p.m.
Written Questions Due No Later Than (NLT) October 15, 2026
Written Answers Due/Posted to Website NLT October 22, 2026
Bids Due NLT October 29, 2026
Public Bid Opening 2:00 p.m. Eastern Standard Time local
time
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STATE OF DELAWARE
Department of Education
Contract Award Will occur within 30 days of bid opening
OPTIONAL PRE-BID MEETING
An optional pre-bid meeting has been scheduled for October 8, 2026, at 1:00 p.m. (EST). This meeting will be
held virtually and is optional. To access the meeting, please use the following information:
Microsoft Teams meeting
Join: Join Pre-Bid Meeting on Teams
Meeting ID: 262 479 683 987 237
Passcode: e29tf2mv
Need help? | System reference
Dial in by phone
Press to Dial In by Phone United States, Wilmington
Find a local number
Phone conference ID: 344 830 382#
For organizers: Meeting options | Reset dial-in PIN
7. INQUIRIES & QUESTIONS
We welcome your interest in working with us, and we will be pleased to answer any questions you may have in
formulating your response to this Invitation to Bid.
All questions with regard to the interpretation of this Invitation must be received in writing by October 15, 2026 at
the DOE site: https://bids.doe.k12.de.us/#home. All questions will be answered in writing by October 22, 2026 and
posted on both DOE site: https://bids.doe.k12.de.us/#home and https://bids.delaware.gov/ websites. All
questions must make specific reference to the section(s) and page numbers from this Invitation to Bid where
applicable. Oral explanations or instructions will not be binding.
8. PREPARATION OF BID
a. The bidder's Bid shall be written in ink or typewritten on the form provided.
b. If items are listed with a zero quantity, bidder shall state unit price ONLY (intended for open end purchases
where estimated requirements are not known). The Bid shall show a total bid price for each item bid and the
total bid price of the Bid excluding zero quantity items.
9. PRICES QUOTED
The prices quoted are those for which the material will be furnished F.O.B. Ordering Agency and include all charges
that may be imposed during the period of the contract.
All prices must be quoted in U.S. Dollars.
10. DISCOUNT
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STATE OF DELAWARE
Department of Education
No qualifying letter or statements in or attached to the Bid, or separate discounts will be considered in determining
the low bid except as may be otherwise herein noted. Cash or separate discounts should be computed and
incorporated into unit bid price(s).
11. SAMPLES OR BROCHURES
Samples or brochures may be required by the agency for evaluation purposes. They shall be such as to permit the
Agency to compare and determine if the item offered complies with the intent of the specifications.
12. BID GUARANTY; BID BOND
Unless Bid Bond has been waived as noted in the Special Provisions, each bidder shall submit with its Bid a
guaranty in sum equal to at least 10% of the total value of its bid, according to Delaware Code Title 29, Section
6927(a).
Each vendor shall furnish a bond to the State of Delaware for the benefit of Delaware Department of Education
in the amount equal to 10% of the respective bid value. The bond shall be drawn upon an insurance or bonding
company authorized to do business in the State of Delaware. A certified check made out to the State of Delaware,
Finance and Operations in an amount equal to 10% of the respective proposed value may be submitted in lieu of a
Bid bond.
13. ITB DESIGNATED CONTACT
All requests, questions, or other communications about this RFP shall be made in writing to the State of
Delaware. Address all communications to the person listed below; communications made to other State of
Delaware personnel or attempting to ask questions by phone or in person will not be allowed or recognized as
valid and may disqualify the vendor. Vendors should rely only on written statements issued by the RFP
designated contact.
Erika Hadden
Education Associate of Contracting and Procurement
Email: erika.hadden@doe.k12.de.us with cc of Question to Vendor.Inquiry@doe.k12.de.us
To ensure that written requests are received and answered in a timely manner, electronic mail (e-mail)
correspondence is acceptable, but other forms of delivery, such as postal and courier services can also be
used.
14. DELIVERY OF BIDS
Bids shall be delivered in sealed envelopes and shall bear on the outside the name and address of the bidder as
well as the designation of the contract. Bids forwarded by U.S. Mail shall be sent first class to the address listed
below. Bids forwarded by delivery service other than the U.S. Mail or hand delivered must be delivered to the address
listed below. All bids must clearly display the bid number on the envelope.
STATE OF DELAWARE
Department of Education
Bid Identifier: School Buses 27003-BUSES
Finance and Operations, Room 278
401 Federal Street, Ste. 2
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STATE OF DELAWARE
Department of Education
Dover, DE 19901
All Bids will be accepted at the time and place set in the advertisement. Bidder bears the risk of delays in delivery
and any costs for returned Bids. Bids received after the time set for public opening will be returned unopened.
15. WITHDRAWAL OF BIDS
A bidder may withdraw its Bid unopened after it has been deposited, if such a request is made prior to the time set
for the opening of the Bid.
16. PUBLIC OPENING OF BIDS
The bids shall be publicly opened at the time and place specified by the Agency. Bidders or their authorized
representatives are invited to be present. Note that only the bidder's name will be read. A list of received bids will
be posted on the bid sites within 24 hours of opening.
17. PUBLIC INSPECTION OF BIDS
If the bidder designates a portion of its bid as confidential, it shall isolate and identify in writing the confidential
portions. The bidder shall include with this designation a statement that explains and supports the firm's claim that
the bid items identified as confidential contain trade secrets or other proprietary data.
18. DISQUALIFICATION OF BIDDERS
Any one or more of the following causes may be considered as sufficient for the disqualification of a bidder and the
rejection of its Bid or Bids:
a. More than one Bid for the same contract from an individual, firm, or corporation under the same or different
names.
b. Evidence of collusion among bidders.
c. Unsatisfactory performance record as evidenced by past experience.
d. Any suspension or debarment of the parent company, subsidiary or individual involved with the vendor by
federal, any state or any local governments within the last five (5) years.
e. If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.
f. If there are any unauthorized additions, interlineations, conditional or alternate bids or irregularities of any kind
which may tend to make the Bid incomplete, indefinite, or ambiguous as to its meaning.
g. Non-attendance of mandatory pre-bid meetings may be cause of disqualification.
19. ADDENDA TO THE INVITATION TO BID (ITB)
If it becomes necessary to revise any part of this ITB, revisions will be posted at both DOE website
https://bids.doe.k12.de.us/#home and https://bids.delaware.gov/. By submitting an offer to the State, vendors
have acknowledged receipt, understanding and commitment to comply with all materials, revisions, and
addenda related to the Invitation to Bid.
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STATE OF DELAWARE
Department of Education
20. LOBBYING AND GRATUITIES
Lobbying or providing gratuities shall be strictly prohibited. Vendors found to be lobbying, providing gratuities to, or
in any way attempting to influence a State of Delaware employee or agent of the State of Delaware concerning this
ITB or the award of a contract resulting from this ITB shall have their Bid immediately rejected and shall be barred
from further participation in this ITB.
The selected vendor will warrant that no person or selling agency has been employed or retained to solicit or secure
a contract resulting from this ITB upon agreement or understanding for a commission, or a percentage, brokerage,
or contingent fee. For breach or violation of this warranty, the State of Delaware shall have the right to annul any
contract resulting from this ITB without liability or at its discretion deduct from the contract price or otherwise
recover the full amount of such commission, percentage, brokerage or contingent fee.
All contact with State of Delaware employees, contractors or agents of the State of Delaware concerning this ITB
shall be conducted in strict accordance with the manner, forum and conditions set forth in this ITB.
21. SOLICITATION OF STATE EMPLOYEES
Until contract award, vendors shall not, directly, or indirectly, solicit any employee of the State of Delaware to leave
the State of Delaware's employ in order to accept employment with the vendor, its affiliates, actual or prospective
contractors, or any person acting in concert with vendor, without prior written approval of the State of Delaware's
contracting officer. Solicitation of State of Delaware employees by a vendor may result in rejection of the vendor's
Bid.
This paragraph does not prevent the employment by a vendor of a State of Delaware employee who has initiated
contact with the vendor. However, State of Delaware employees may be legally prohibited from accepting
employment with the contractor or subcontractor under certain circumstances. Vendors may not knowingly
employ a person who cannot legally accept employment under state or federal law. If a vendor discovers that they
have done so, they must terminate that employment immediately.
22. INDEPENDENT CONTRACTORS
The parties to the contract shall be independent contractors to one another, and nothing herein shall be deemed to
cause this agreement to create an agency, partnership, joint venture or employment relationship between parties.
Each party shall be responsible for compliance with all applicable workers compensation, unemployment,
disability insurance, social security withholding and all other similar matters. Neither party shall be liable for any
debts, accounts, obligations, or other liability whatsoever of the other party or any other obligation of the other party
to pay on the behalf of its employees or to withhold from any compensation paid to such employees any social
benefits, workers compensation insurance premiums or any income or other similar taxes.
It may be at the State of Delaware's discretion as to the location of work for the contractual support personnel during
the project period.
23. TEMPORARY PERSONNEL ARE NOT STATE EMPLOYEES UNLESS AND UNTIL THEY ARE DIRECTLY HIRED
Vendor agrees that any individual or group of temporary staff person(s) provided to the State of Delaware pursuant
to this Solicitation shall remain the employee(s) of Vendor for all purposes including any required compliance with
the Affordable Care Act by the Vendor. Vendor agrees that it shall not allege, argue, or take any position that
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STATE OF DELAWARE
Department of Education
individual temporary staff person(s) provided to the State pursuant to this Solicitation must be provided any
benefits, including any healthcare benefits by the State of Delaware and Vendor agrees to assume the total and
complete responsibility for the provision of any healthcare benefits required by the Affordable Care Act to aforesaid
individual temporary staff person(s). In the event that the Internal Revenue Service, or any other third-party
governmental entity determines that the State of Delaware is a dual employer, or the sole employer of any individual
temporary staff person(s) provided to the State of Delaware pursuant to this Solicitation, Vendor agrees to hold
harmless, indemnify, and defend the State to the maximum extent of any liability to the State arising out of such
determinations.
Notwithstanding the content of the preceding paragraph, should the State of Delaware subsequently directly hire
any individual temporary staff employee(s) provided pursuant to this Solicitation, the obligations to hold harmless,
indemnify, and defend the State of Delaware shall cease and terminate for the period following the date of hire.
Nothing herein shall be deemed to terminate the Vendor's obligation to hold harmless, indemnify, and defend the
State of Delaware for any liability that arises out of compliance with the ACA prior to the date of hire by the State of
Delaware. Vendor will waive any separation fee provided an employee works for both the vendor and hiring agency,
continuously, for a three (3) month period and is provided thirty (30) days written notice of intent to hire from the
agency. Notice can be issued at second month if it is the State's intention to hire.
24. WORK PERFORMED IN A STATE BUILDING
Awarded Vendor(s) who have any employees carrying out any work related to the awarded contract at a State
facility shall have those employees comply with any health mandate or policy issued by the State related to a
pandemic or other State of Emergency issued by any State authority during the term of the awarded contract,
including those that apply directly to State employees.
SECTION B - AWARD AND EXECUTION OF CONTRACT
1. CONSIDERATION OF BIDS
a. After the Bids have been opened, the bids will be tabulated, and the results will be made available to the public.
Tabulations of the bids will be based on the correct summation of items at the unit price bid.
b. The right is reserved to waive technicalities, to reject any or all bids, or any portion thereof, to advertise for new
Bids, to proceed to do the work otherwise, or to abandon the work, if in the judgment of the Agency or its agent,
the best interest of the State will be promoted thereby.
2. MATERIAL GUARANTY
Before any contract is awarded, the successful bidder may be required to furnish a complete statement of the origin,
composition and manufacture of any or all of the material to be used in the contract together with such samples as
may be requested for the purpose of testing.
3. CONTRACT AWARD
Within thirty days from the date of opening Bids, the contract will be awarded or the Bids rejected.
4. EXECUTION OF CONTRACT
The bidder to whom the award is made shall execute a formal contract and bond within twenty days after date of
official notice of the award of the contract.
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