REQUEST FOR PROPOSALS

JOHNSTON SCHOOL DEPARTMENT *Revised 3.9.21*

The Town of Johnston and the Johnston Public Schools (hereinafter collectively referred to as the

“Town”) are seeking proposals for “Furnishing Bus Transportation for the Johnston Public

Schools.”

Any questions may be directed via email only to David Cournoyer, Director of Facilities at:

dcournoyer@johnstonschools.org.

*Bid Due Date & Opening: 3/31/2021 - 1:00 P.M. EST*

by Virtual Meeting

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Place of Delivery:

David Cournoyer, Director of Facilities

Johnston Public Schools, Central Office

10 Memorial Avenue

Johnston, RI 02919

Bids must be received prior to the due date and time. Bids received after that time shall be returned

unopened. Package must be sealed and clearly marked: “Furnishing Bus Transportation for the

Johnston Public Schools.”

The Town is not responsible for accepting any submissions delivered to other town buildings. Bids

received prior to the time of opening will be securely kept, unopened until the opening time. No

responsibility will attach to an officer or person for the premature opening of a bid not properly

addressed and identified.

RECEIPT AND OPENING OF BIDS

Sealed bids will be only be accepted via mail, and in receipt at this office by the above date,

addressed to the office of the Director of Facilities, David Cournoyer, Johnston Public School,

10 Memorial Drive, Johnston, RI 02919, and will then be opened and read in at the

Administration Building located at 10 Memorial Drive, Johnston, RI 02919. Bidders are not

permitted to submit a bid in-person.

FORM OF BID

Bids must contain the name and proper address of the bidding firm and must be signed by a

responsible member of the firm with their signature and official title. Any exceptions to these

specifications must be listed on a separate sheet.

SUBMISSION OF BIDS

I. Envelopes containing bids must be sealed and addressed to:

David Cournoyer, Director of Facilities

Johnston Public Schools

10 Memorial Avenue

Johnston, RI 02919

The bids must be marked with the name and address of the bidder, date and time of bid

opening, and name of item in bid call.

II. Any bidder may withdraw the firm's bid by written request at any time prior to the

advertised time for opening. Telephonic, email or facsimile transmitted bids,

amendments, or withdrawals will not be accepted.

III. Unless otherwise specified, no bid may be withdrawn after the date and time of the bid

opening. Time is of the essence in this bid and failure to deliver within the time period

shall be considered default.

IV. If any proprietary, trade, brand or manufacturer's name or part number is used herein in

describing the required equipment, it shall be understood to indicate the minimum

standard of composition and quality desired, and shall not be construed to exclude

equipment that equals or exceeds the functional capability and quality of the named

equipment. If bids are based on such equivalent equipment, indicate the manufacturer's

name, model and number for the equipment and include any literature or other

explanation of the equipment's quality or performance.

VI. Negligence on the part of the bidder in preparing the bid confers no rights for the

withdrawal of the bid after said bid has been opened.

VII. Descriptive materials such as plans, drawings, photographs, written descriptions, and

particularly manufacturer's literature that will enable the Town to determine the exact

JOHNSTON SCHOOL DEPARTMENT - PURCHASING DEPARTMENT

INSTRUCTION TO BIDDERS

quality, design and appearance of the equipment proposed, shall accompany the bid.

All equipment listed, or shown, in the manufacturer's literature, drawings or

photographs, and approved by the Town, shall be furnished.

VIII. All prices bid must be on the basis of F.O.B. Delivery Point, Town of Johnston.

Therefore, shipping costs are to be included within the process quoted. Deliveries must

consist only of new merchandise or equipment and shall be made between 7:30am and

3:00pm, or as may be arranged during emergencies.

IX. Bids received prior to the time of opening will be securely kept, opened. No responsibility

will attach to an officer or person for the premature opening of a bid not properly

addressed and identified.

X. The Finance Director or his designee may waive any or all bids for cause, failure to

meet specifications or any reason deemed appropriate.

XI. An award will be given in writing to the bidder whose offer provides the greatest value to

the Town, from the standpoint of meeting specifications and requirements of bidding

documents, suitability to purpose, quality, service, previous experience, price, ability to

deliver, or for any other reason deemed by the Town to be in its own best interest. Any

final analysis or weighted point score does not imply that one bidder is superior to another,

but simply, in the Town’s judgment the bidder selected appears to offer the best overall

solution for our current and anticipated needs. Thus, the result will not be determined by

price alone.

Award will be based on, but not limited necessarily to the following (where

applicable):

1. Adherence to all conditions and requirements of the bid specifications;

2. Total bid price; (including any discounts), unit bid price, or extended price;

3. General reputation and experience of bidders;

4. Evaluation of the bidder's ability to service the Town;

5. Financial responsibility of the bidder;

6. Prior knowledge of and experience with the bidder in terms of past

performance;

7. Needs and requirements of the Town;

8. Experience with the products involved;

9. Bidder's ability to meet delivery and stocking requirements;

10. Delivery date or service date; and

11. Ordering method.

XII. After the bid is awarded, all documents pertaining to the successful bid will be

available for public inspection in the Town purchasing office.

XIII. If all bids exceed the available funds, the Finance Director may re-solicit new bids or

enter into competitive negotiations with two or more of the lowest bidders meeting all

requirements as outlined.

XIV. A reasonable inquiry to determine the responsibility of the bidder or offer may be

conducted. Failure to promptly supply information related to such an inquiry may be

grounds for disqualification of a bidder. All information supplied is confidential.

XV. The Town may make such investigations as it deems necessary to determine the ability

of the bidder to provide the materials or services, and the bidder shall furnish to the

Town all such information and data for this purpose as the Town may request. The Town

reserves the right to reject any bid of the evidence submitted by, or investigation of such

bidder fails to satisfy the Town that such bidder is properly qualified to carry out the

obligations of the contract and to complete the work contemplated therein.

XV. Bid price shall be firm; unit price shall include any and all trade discounts. Price shall

be inclusive of any freight, handling, delivery surcharges or any other incidental

charges. Your bid shall be exclusive of any Federal or State taxes, as the Town of

Johnston is exempt from payment of such taxes. A certificate of exemption shall be

forwarded to the elected vendor upon request.

XVI. Delivery shall be made to the Town of Johnston on the “ship to” address of the Purchase

Order. Delivery is required within the time stated herein from the date of the issuance

of the purchase order, unless otherwise noted. Delivery shall include assembly,

servicing and placement of equipment in operable status unless specified otherwise. No

deliveries shall become due or acceptable without a written Purchase Order issued by

the Town of Johnston.

XVII. The Department Director, or his designee, shall accomplish inspection and

acceptance of materials/equipment purchased for the department.

XVIII. In case of default, the Town may procure the materials from other sources and hold the

bidder responsible for any excess costs occasioned thereby and may immediately

cancel the Purchase Order.

XIX. Bidders are advised that this section of the specifications will be evaluated before the

technical specifications. Bids that do not comply with our General Conditions, Bonding,

Insurance, Delivery, Bidder Qualifications, Service and Warranty requirements will be

immediately deemed non-responsive and shall be immediately rejected without further

review of the technical specification.

XX. Bids not received by the Bid Submittal Deadline are late. Late bids will be returned

to Bidders unopened.

XXI. No employee, officer or agent of the Town of Johnston shall participate in the selection,

the award or administration of the contract if a conflict of interest, real or apparent,

would be involved. Such a conflict would arise when one of the following has a

financial or other interest in any firma proposing on or selected for the award:

(a.) The employee or an officer or agent of the employee;

(b.) Any member of the employee's immediate family;

(c.) The employee's business partner; or

(d.) An organization that employs, or is about to employ, any of the above.

Documents Required for Submission with Sealed Bid

1. Bid Bond: Must be for 10% of the price of the proposal.

2. Plans and/or Drawings: Must be stamped by an Engineer licensed in the State of

Rhode Island.

Documents Required if Selected as Winning Bidder

3. Performance Bond: Must be for 100% of completed cost of project/service.

4. Insurance Binder: A certificate of insurance indicating liability and workers’

compensation coverage must be provided.

(Remainder of page left blank intentionally)

SPECIFICATIONS FOR FURNISHING BUS TRANSPORTATION FOR THE

JOHNSTON PUBLIC SCHOOLS

I. INTRODUCTION

These specifications and attachments are intended to describe the conditions, equipment,

duration, schedules and driver/manager duties involved in the transportation of regular school

students and/or any other authorized personnel as defined by the Johnston School Department.

Bids must be submitted on a per bus basis as outlined on the Form of Bid Proposal, and

bidders must agree to provide all services outlined in the within Specification. Cost of the

performance bond shall be shown separately on the bid form and not incorporated in the per

bus price. The Johnston School Committee reserves the right to add to, delete from, and/or

otherwise change the number of busses used and/or the number of days requiring

transportation under this Contract.

Bids are solicited for the transportation of all Johnston Public Schools students, including but

not limited to regular and special education, students attending out of district or private

schools, day care, extra-curricular activities, athletic contests, special events, and field trips as

requested, both within and outside town limits, and/or any authorized personnel to the same.

Bidders must submit proposals for all forms of transportations. All services shall be on a

round trip basis unless specifically stated. Proposals for “one way” or partial service will not

be accepted.

The data contained herein is provided solely to assist bidders in preparing their proposals and

are subject to change as may be necessary. Each bidder must make their own estimates and

base such bid at their own risk.

II. PURPOSE

Provide bus transportation to the Johnston Public Schools for the safe transportation of

school students.

III. GENERAL SPECIFICATIONS

A. Bidder shall submit evidence that it has complied with the provisions of the Rhode

Island Worker’s Compensation Act, Title 28, Chapter 29, Section 1 et seq. of the

Rhode Island General Laws.

B. Contractor shall comply with the State of Rhode Island Occupational Safety and

Health (“OSHA”) and the “Toxic Substances Act” (“Right to Know”) with respect

to all operations and/or activities on/for school transportation.

C. Contractor shall comply with Title IX, Educational amendments of 1972,

Americans with Disabilities and Section 505 of the Rehabilitation Act of 1973.

D. Contractor shall comply with all Federal provisions for drug and alcohol testing

and be responsible for any and all fines related thereto.

E. Contractor is an independent contractor. Therefore, the Johnston Public Schools

has interest in transportation services performed. For all purposes of the Contract,

all employees of the contractor shall be considered employees of the contractor.

F. Contractor shall comply with any and all other Federal, State, and/or local laws,

rules, regulations, and any and all rules, regulations and/or Policies of the Johnston

Public Schools.

Any questions must be submitted in writing ten (10) working days before the bid opening. Oral

interpretations will not be made.

IV. CONDITIONS FOR BIDDING

(A) Each bidder and/or a representative of an interested Contractor is requested to deliver

such bid via U.S. Mail or other domestic ground delivery service to be received in our

office no later than *Wednesday, March 31st, 2021 by 1:00 P.M.*

ATTN: Director of Facilities

David Cournoyer

N.A. Ferri Middle School

10 Memorial Avenue

Johnston, RI 02919

(B) *All bids will be publicly opened and read at 1:00 P.M. on March 31, 2021* via the

Zoom application, broadcasted from the Administration Office, at the above address.

Each bidder and/or representative of the vendor shall be in attendance at the bid

opening to answer any questions which may arise. Bidders should provide the email

addresses of primary contacts so we can forward an invitation to the zoom meeting

upon receipt of the bid.

(C) All bids must be typewritten or written in ink. Any change or strikeout thereon must be

initialled by the individual executing the bid.

(D) Prices shall be listed for each article and for the number specified, and each price so

listed shall be the price delivered to the Johnston Public Schools.

(E) Bidders must guarantee that the service can be delivered to the Johnston Public

Schools within the time specified on the bid form.

(F) The Johnston School Committee reserves the right to reject any and all bids and also to

accept any bid in total or in part, but not necessarily the lowest bid, if it is deemed to

be in the best interest of the Town to do so.

(G) The awarding authority is the Johnston School Committee.

(H) The Johnston Public School Department is exempt from sales tax.

(I) Required certifications, if any, shall be made part of the bid package.

Any deviation from these specifications must be noted within the bid. The bidder shall provide,

in writing, the reason for why the deviation should be considered as acceptable.

V. PRE-BID CONFERENCE

No formal pre-bid conference will be held. Questions will be answered as they arise in

accordance with the specifications herein.

VI. BID BOND

Bids shall be accompanied by a bid surety in the form of a certified check or bid bond in

the amount of five percent (5% /100). The bid surety will be held until the execution of the

final Agreement.

(A) Bid bonds will be obtained from a company licensed to do business in Rhode Island

having the best rating of A+. The cost of providing the performance bond is to be

shown separately on the bid form and not incorporated in the per bus price.

(B) Bidders must submit an annual financial statement.

(C) Out of state corporations/vendors shall qualify or register to transact business in the

State of Rhode Island in accordance with Rhode Island General Laws §§ 7-1.1-99, 7-

1.1-105, 7-1.1-106, or as may be amended.

VII. CONTRACT PERIOD

Contractor/vendor agrees to furnish and provide school bus transportation services to the

Johnston Public Schools for a period of three (3) years, commencing on the first day of

school of the 2021-2022 academic year and ending on August 31, 2024.

The contract period shall run for three (3) years and include August 31, 2024. The contract

period may also include options for extensions of time enacted by the School Committee

for violations of any provision hereunder. Lack of due notice will in no way affect the

liability of the Contractor for such violations.

This Contract shall not be sold, leased, assigned, or compromised except with the express,

written permission of the Johnston School Committee. The Contract is for personal

services and any event which shall prevent the Contractor from personally controlling the

performance of the Contract shall immediately terminate the Contract at the election of the

School Committee. The School Committee shall in no event be obligated to accept the

performance of this Contract from any individual or entity other than the Contractor.

VIII. CONTRACT OPTION FOR CONTINUATION

The Johnston School Committee shall have the right and option to renew the Contract for

up to an additional two (2) years in one (1) year intervals. The Contract shall be renewed

for up to an additional period of two (2) years with all the same terms and conditions of

the Contract with the exception of the costs to be paid by the School Committee to the

Contractor, which shall be negotiated by the parties. This option shall be exercised by the

Johnston School Committee by giving written notice to the Contractor by March 1, 2024.

IX. JOHNSTON PUBLIC SCHOOLS REPRESENTATIVE

The Superintendent of Schools or his/her designee shall represent the Johnston Public

Schools in all matters for the duration of the Contract.

X. DURATION AND TYPES OF TRANSPORTATION

The transportation procured by this Contract will be for the students of the Johnston Public

Schools from grades Pre-Kindergarten through Grade 12 on a one hundred eighty (180)

day basis (except for the extended school year, special needs programs or other programs

in excess of 180 days, which shall be described herein), shall not be limited to the

geographical boundaries of the Town of Johnston or to out-of-district schools as required.

The school year is estimated at 180 days except for occasions when schools have been

closed due to inclement weather, declared emergencies and/or early release time days.

Payment or reimbursement for change to this estimate shall be figured on the basis of the

daily rates as indicated in the bid. Buses transporting students must be restricted to the

transportation of students and/or authorized personnel.

a. VEHICLES AND SPARE VEHICLES

The number of buses, currently at thirty-three (33), required for the duration of this

Contract shall be at the discretion of the School Committee and/or the Superintendent of

Schools. Each bus shall not be less than a standard seventy-one (71) passenger bus, two of

which shall not be less than seventy-seven (77) passenger capacity. Each bust shall be

constructed and equipped to meet school bus standards for approvability as required by

Federal and Rhode Island State Laws, rules or Regulations and/or the School Committee

of the Town of Johnston.

All buses, including the spares shall be plainly and visibly marked with a black, eight inch

(8”) number on the front, side and rear of the vehicle, and have black, eight inch (8”)

lettering reading “Johnston” on both sides.

In addition to the number of buses required, the Contractor shall have a minimum of three

(3) spare buses available for immediate use at all times during the 180-day academic year.

If additional buses are needed or fewer buses are used, the same shall be contracted or

deducted for at the price per bus as stated on this Contract.

b. VEHICLE SAFETY / STATE INSPECTIONS

The Contractor shall keep all buses specified and provided for in a safe and fully

operational condition at all ties, and furnish the Superintendent of Schools with official

copies of inspection reports of each bus in conformity with Regulations for such

inspections as required by the Rhode Island Registry of Motor Vehicles. The Contractor

shall submit to the School Committee a preventative maintenance program which will

ensure that each bus will have regularly scheduled maintenance.

At all times, school buses are to be kept in a condition of cleanliness, both interior and

exterior, to the satisfaction of the Superintendent of his/her designee. Each bus must carry

one (1) set of reflective triangles, one (1) set of wheel chocks, and must also be equipped

with appropriate winter tires from November 1st through April 15th of each calendar year of

this Contract.

School buses shall be equipped with seat belts, chair lifts, five-point restraint systems for

wheelchairs, and other securing devices as may be required. School buses shall also be

equipped with roof top, double-stroke, white, strobe lights.

All equipment and buses shall be subject to inspection and examination by the School

Committee or its designated officers, at any and all times during the term of the Contract.

Contractor shall furnish all facilities and give necessary assistance for inspections and

examinations as the Committee may direct or require. Buses rejected by the School

Committee shall be promptly declared inoperable and shall not be permitted to transport

students. Any bus which is rejected by the School Committee shall be removed

immediately by the Contractor and replaced within five (5) business days. If the Contractor

does not replace the same within said time period, the School Committee may terminate

this Contract according to the provisions herein.

c. VEHICLE EQUIPMENT COMMUNICATION

Each bus shall be equipped with a business band, two-way radio. A cellular telephone

furnished by the Contractor, may be utilized in addition to the two-way radio.

d. AUTOMATED VEHICLE PRE-CHECK AND SCHEDULED MAINTENANCE,

UPKEEP AND UPGRADE

Zonar automation (or equal) shall be integrated for driver pre-check and post-check of

school buses. Such maintenance shall be recorded and furnished to the School

Committee upon request. Each driver shall inspect his/her bus before each trip to

determine that it has adequate fuel and that brakes, steering apparatus, stop lights and

all other equipment are in good, operating condition.

e. VEHICLE DISPLAY ADVERTISING

School buses shall not display any advertisement, political or otherwise, on either the

inside or the outside of the vehicle without the approval of the Superintendent or his/her

designee.

f. VEHICLE “PRE-RECORDED RADIO PROGRAM”

If Johnston Public Schools enters into an agreement for a pre-recorded radio program,

the Contractor shall permit the installation on all route buses a bus player and interface

at no cost to the bus Contractor, and abide by the operating requirements. All revenues

from this program shall belong to Johnston Public Schools.

g. VEHICLE MONITORING BY VIDEO SURVEILLANCE

Contractor shall have video recording camera systems in working condition available in

all buses for the purpose of recording activities on the bus.

h. VEHICLE MONITORING BY GLOBAL POSITIONING SYSTEM

Contractor shall incorporate Versa Tran Onscreen Global Positioning, web-based

program or similar.

Contractor shall also provide, at no additional cost to the Johnston Public Schools,

access to program on School Transportation computer(s), train the Johnston Public

Schools Transportation Office on the use of such program, and provide ongoing current

information.

XI. ROUTES AND MILEAGE

Prior to the opening of schools each year, the School Committee will advertise in the

Providence Journal and/or local newspaper, on the Johnston School Department’s website,

and on the Contractor’s website, on a day designated by the Superintendent of Schools or

his/her designee, a complete list of all bus routes and time schedules. This list shall be

created by the Superintendent of Schools or his/her designee, in conjunction with the

Contractor. Routes must also be submitted to the Johnston Police Department to check for

any safety issues.

XII. AGE OF VEHICLES / FLEET REPLACEMENT

In addition to other required bid documents, Bidders shall also submit a spreadsheet listing

the equipment to be used for student transportation, along with a proposed replacement

schedule of buses for the duration of the Contract period.

Said list shall also include bus number, make of bus, year built, chassis, body, pupil

capacity, registration number, VIN, mileage and condition.

At no time during this Contract will any bus (including spares) in excess of seven (7) years

of age be used for any transportation service required, with an average fleet age of five (5)

years.

a. VEHICLE MAINTENANCE, UPKEEP AND UPGRADE

Contractor shall be responsible for any and all costs associated with vehicle

maintenance, repairs (routine or otherwise), fuel costs, and vehicle replacement cost(s)

due to breakdown or other vehicle damage including but not limited to vandalism.

Contractor will comply with any Laws, Regulations and Policies that may require

upgrades to emission controls and fuel compositions at no cost to the Johnston Public

Schools.

b. VANDALISM

Vandalism or damage to Contractor’s equipment or facilities shall be the responsibility

of the Contractor. The District shall give Contractor reasonable assistance in obtaining

restitution for damaged equipment or facilities where damage is determined to have

been caused by District students or personnel. Contractor may, with the written

concurrence of the District, refuse to provide a pupil with transportation services until

vandalism damages caused by such pupil are paid.

XIII. HOUSING & FUEL

Housing of all buses provided for in this Contract shall be in the Town of Johnston for

utilization and tax purposes. The site of garaging is located at 30 Green Earth Way,

Johnston, RI. The School Department provides housing for Contractor for offices, parking,

service area, and related activities.

Contractor shall make every effort to reduce the amount of exhaust fuel particulates by

incorporating exhaust modifications, catalytic conversion retrofit units, or other.

Contractor shall make every effort to utilize alternate fuel sources, such as blended fuels,

propane and/or electric.

The Contractor shall be allowed to store certain containers of de-icer on District premises.

The storage containers and the location for such storage shall be subject to approval by the

District’s Facilities Director. The Contractor shall be assessed a storage fee of $75.00 per

month. This fee shall be deducted from the payments made to the Contractor by the

District.

XIV. TRIAL RUN

Contractor shall perform a trial run of all bus routes two (2) weeks prior to the start of each

academic year, at no cost to the School Department, and report results to the

Superintendent of Schools or his/her designee. The Contractor agrees to pay a penalty of

fifty dollars ($50.00/100) for each and every trip or run omitted regardless of the cause,

unless such omission has been expressly approved by the Superintendent or his/her

designee.

XV. DAILY TRANSPORTATION

a. GENERAL POPULATION STUDENTS

Contractor shall provide transportation to regular school students and others for

approximately one hundred eighty (180) days per school year. An estimated thirty (30)

buses will be required, although this number may be adjusted. This estimate does not

include spare buses. Spare buses in good working condition will be provided by the

contractor at no charge to the Johnston School Department.

Bids must be submitted on the basis of the cost per day including one hundred fifty

(150) miles average travel per bus. Mileage shall be calculated from the first designated

stop in the morning, to school, and from school to the last designated stop in the

afternoon.

b. SPECIAL NEEDS STUDENTS

Contractor shall provide transportation for special needs students. An estimated six (6)

buses will be required, although the number may be adjusted.These buses will be used

for one hundred eighty (180) days. All six (6) buses shall be equipped with air

conditioning.

Two (2) special needs buses shall be equipped with wheelchair capability and lifts. Four

(4) additional special needs buses shall have regular seats and also be equipped with a

minimum of two (2) wheelchair hold downs. One (1) of these four (4) special needs

buses shall be equipped with a minimum of three (3) hold downs.

There are currently six (6) children in wheelchairs being transported.

Contractor shall make every accommodation for door-to-door transportation.

(1) EXTENDED SCHOOL YEAR TRANSPORTATION – SPECIAL

NEEDS STUDENTS

Three (3) of the above six (6) buses will be used two hundred twenty-five

(225) days.

Contractor shall provide one (1) full size (minimum sixty-six passenger

capability), air conditioned bus for trips.

c. MIDDAY

Pre-Kindergarten “noon runs” shall be defined as being those runs which transport

students from the morning session and to transport students to school for the afternoon

session.

d. SPECIAL RUNS

Special runs shall be defined as one, not part of, the daily routine of transportation. The

School Committee shall pay an hourly charge for the driver time, plus an additional rate

per mile. Toll charges and other special charges, if any, shall be added to the cost of

special trips.

e. EARLY RELEASE

Early release runs shall be defined as those required prior to normal dismissal and will

be charged at the flat rate with no additional charge for mileage.

f. EARLY DISMISSAL/ CANCELLATION

Throughout the school year, it may be necessary to dismiss school early. Early

dismissal may be scheduled as in the case of exams or unscheduled as in the case of

inclement weather. In these cases, Contractors will be expected to have buses report to

the designated schools at the assigned times.

Contractor will stay in close contact with the Superintendent of Schools or his/her

designee when road or whether conditions are questionable. The decision for “calling

off” school rests with the Superintendent or his/her designee.

g. TRIPS

Contractor shall provide transportation as may be required for all sport trips, school

field trips and other trips.

XVI. WALKING DISTANCE

Walking distance will conform to the School Committee standards for school bus

transportation and are subject to change by the Superintendent or his/her designee as may

be necessary. Exceptions will be authorized by the Superintendent or his/her designee.

Present distances are:

Pre-Kindergarten & Kindergarten: Door to door, as close as possible

Grades 1 through 5: One-half mile (1/2 mi)

Grades 6 through 8: One mile (1 mi)

Grades 9 through 12: One and one-half mile (1 ½ mi)

XVII. SCHOOL HOURS

Current school start and end times are as follows, and are subject to change by the

Superintendent or his/her designee as may be necessary:

High School: 7:17 A.M. – 1:35 P.M.

Middle School: 7:45 A.M. – 2:03 P.M.

Barnes Elementary: 9:10 A.M. – 3:25 P.M.

Brown Elementary: 9:10 A.M. – 3:25 P.M.

Thornton Elementary: 9:10 A.M. – 3:25 P.M.

St. Rocco’s: 8:30 A.M. – 2:30 P.M.

St. Phillip: 8:30 A.M. – 2:30 A.M.

ECC/Kindergarten: 8:15 A.M. – 2:30 P.M.

Graniteville Pre K 8:10 A.M. – 10:55 A.M.

Graniteville Pre K 11:45 A.M. – 2:23 P.M.

XVIII. CONTRACTOR PERSONNEL

a. TERMINAL PERSONNEL

The Johnston Public Schools Superintendent or his/her designee shall have the right to

choose or approve the manager and office staff. Contractor shall maintain a local office

staffed by a minimum of one (1) full time supervisor, who shall not be a regularly

scheduled driver, and one (1) full time dispatcher who shall be available to School

Department officials during the entire duration of the school day, including the conclusion

of the last returning run, and one (1) full time router. Contractor shall have available a

Safety Trainer for the Johnston Public Schools at no additional cost, to provide training

instruction(s) to employees of the School Department. A minimum of two (2) of the above

personnel must also hold a current license for school bus driving in order to replace any

absent drivers.

b. OFFICE PERSONNEL

The Contractor hereby agrees that it shall have a manager, router and dispatcher on duty

in its office at all times. If at any time the Contractor uses such office personnel as a

driver, the Contractor shall immediately report to the District which office personnel is

being used as a driver. The Contractor shall disclose to the District the hourly wage of

each position for the manager, router and dispatcher. The District shall deduce from its

next payment the total amount of hours said position is absent from its office based on

the hourly wage of said position.

c. COMMUNICATION

Contractor shall have sufficient telephone lines, fax machine and email capabilities at

its terminal.

d. SCHOOL BUS SAFETY INSTRUCTION

The Contractor agrees to provide school bus safety instructions for all children in grade

Pre-Kindergarten through 8th grade, upon request, up to four (4) times per year. Initial

bus safety instructions shall be coordinated in September and October.

e. EMERGENCY CONTACT

The Contractor shall remit to the Superintendent of Schools or his/her designee, prior to

the opening of school, each year for the duration of this Contract, telephone contact

number(s) and/or cellular phone telephone number(s) at which the Contractor may be

reached twenty-four (24) hours a day.

f. REPORTS

Contractor shall prepare monthly Variance Reports, which shall be forwarded to the

Superintendent of Schools or his/her designee by the first Friday of each month.

Contractor shall also prepare any others reports as may be required by the Rhode Island

Department of Education or the Johnston School Committee.

Contractor shall provide, within five (5) business days of any request, those reports and

records which may be reasonably requested by the District pertaining to students,

routes, stops, mileage, audits and any other information having to do with daily

operations. In reviewing Contractor’s records, District shall protect the confidentiality

of Contractor’s proprietary or confidential information included in the data provided.

Contractor shall maintain such records and submit such reports as are deemed necessary

by the District. All reports required by the District shall be submitted on forms mutually

agreed upon by both parties. Contractor will not be responsible for filing on behalf of

the District any state or regulatory reports concerning ridership or reimbursement.

Contractor shall immediately notify the Superintendent of Schools, or his/her designee

and the parent or guardian of all students on the bus, by telephone of the occurrence of

any incident involving student riders or a traffic violation or accident reportable by law,

that involves a vehicle with passengers that is being used to provide transportation

services pursuant to this Agreement. As soon as is practicable, Contractor must also

notify the Superintendent of Schools or his/her designee of the event, in writing.

Written notification shall contain a full and complete statement of all relative facts,

including any Police Incident Report numbers, if and when available.

XIX. ACCIDENTS

Any/all accidents, breakdowns and/or any other incidents, no matter how minor, involving

students and/or vehicles involved under this Contract shall be reported immediately to the

Superintendent of Schools or his/her designee. Contractor shall follow up with a detailed

written report within twenty-four (24) hours of the initial report. The Contractor must call

and inform all parents and the Director of Transportation Services.

XX. BUS SCHEDULING / VERSA-TRANS ROUTING SOFTWARE OR EQUAL

Bidders shall be required to work with the Johnston Public Schools Transportation

Department to schedule and route all education busing, which shall include but not be

limited to: regular education, special education, and private schools during the terms of the

Contract.

Contractor shall provide and incorporate a computerized routing software program, Versa-

Trans or its equal, at no additional cost to the Johnston Public Schools. The Contractor

shall also provide Versa-Trans or equal software for the computers in the School

Transportation Office and train the Transportation Office staff on the use of the program,

as well as provide to the School Transportation Office any updates or ongoing

information.

All student information shall be uploaded to such software program by the Contractor and

updated as necessary. The routing software program shall be active starting on the first

Monday in July starting of each given contract year.

XXI. DRIVERS

The Contractor shall furnish careful and competent driver who hold a current CDL Rhode

Island School Bus Driver’s license and otherwise meet the requirements of the Rhode

Island Registry of Motor vehicles. No bus will be operated by a person of whose character

or habits the School Committee may disapprove. The Contractor will use only careful and

temperate drivers whose speed and operation of school buses will at all times be such that

would assure a high degree of safety for the pupils therein and additionally, comply in

every respect with the requirements of the State of Rhode Island statutes, Rules and

Regulations of the Registry of Motor Vehicles, and the wishes and direction of the School

Committee.

A list of drivers shall be remitted to the Superintendent of Schools or his/her designee at

the beginning of each academic year. Included with the list of drivers shall be

documentation demonstrating that the Contractor’s drivers have complied with all legal

requirements including pre-employment screening, random drug testing, a local and

National criminal record check, physical examinations and any other requirements as

provided for by law. All costs required by regulations of the Department of Transportation,

regulation, and/or state Laws shall be at the Contractor’s expense.

a. DRIVER WITHDRAWAL

It is understood that the Superintendent of Schools or his/her designee reserves the right

to withdraw, with or without cause, at any time, their approval of any driver. The

Contractor will immediately, upon written receipt thereof, replace the driver.

b. DRIVER RESPONSIBILITY

In the absence of a Bus Monitor or Bus Aide, each driver shall be responsible for the

maintenance of discipline on his/her bus and shall utilize the Johnston Public Schools

Bus Conduct Report Form to report to the appropriate school authority any case of

improper student conduct. All cases will be investigated by the appropriate school

authority and any and all appropriate action shall be taken. Drivers shall have no

authority to put a student off the bus or deny him/her transportation for disciplinary

reasons, as such action is reserved to school authorities. Nothing herein shall prevent a

driver from reprimanding a child for action that might cause harm to himself/herself or

to others. All drivers are expected to maintain discipline and to report all cases of

disobedience to the appropriate school principal.

The ultimate responsibility and authority to suspend or expel any pupil from

transportation services hereunder shall rest with the District. Contractor’s drivers are

responsible only for such discipline as is required to properly and safely operate

Contractor’s buses. Each driver shall handle all disciplinary matters in strict accordance

with District policy. In no case will a driver eject a pupil from a bus for misbehavior

except in the event of an extreme emergency endangering the safety of other pupils, and

only after radio notice to the Contractor’s terminal and to the pupil’s building or school

principal. In all cases of disciplinary ejection, the bus shall remain at the approximate

area of student discharge until authorities arrive on site and authorize the bus to proceed

on its route. All discipline issues shall be reported, in writing, on forms provided by the

District and submitted the next school day following the completion of the route.

In the event that the Contractor determines that a pupil poses a danger to himself/herself

or other passengers, the District and the Contractor will cooperate to provide a safe

transportation environment prior to the Contractor being required to transport such

pupil. Further procedures and regulations for the administration of discipline shall be

established cooperatively between the District and the Contractor.

c. DRIVER CONDUCT

Drivers shall not smoke on the school bus or school grounds at any time during the

school day. Drivers shall not use a cellular telephone while operating the school bus

and/or loading or unloading students. Drivers shall not leave a school bus unsupervised

or when passengers are in or boarding the bus, except in the case of an emergency. In

an emergency, the Driver’s first concern shall be for the safety of the passengers

therein.

Drivers will keep all doors closed while the bus is in motion. Drivers will not fuel their

vehicle while any passengers are on the bus. Drivers shall be dressed appropriately and

may be required to display identification. Drivers shall be trained in all safety

procedures including but not limited to: vehicle safety, evacuations, first aid, fire safety,

and student behaviors. Drivers shall be familiar with and adhere to the Johnston Public

Schools “No Idling” Policy.

d. TIME SCHEDULES

Drivers will adhere to the time schedule established for their bus routes as closely as is

consistent with the safe operation of the vehicle. Drivers are not required to wait for

pupils who are tardy in reaching the scheduled stops.

Drivers are to load and unload passengers only at the scheduled pick-up points. If

conditions warrant adding, deleting or changing the location of one or more pick-up

points, this information shall be conveyed to the Superintendent of Schools or his/her

designee for consideration and possible action.

Pupils are not allowed to leave any school bus except at a regularly designated place

stop without specific permission from the parent or legal guardian, the principal or a

school designee. A regularly designated place is defined as:

(a) The student’s school of origin;

(b) The student’s morning stop;

(c) A specified transfer point; or

(d) The student’s place of drop-off.

Contractor will deliver the school students to their designated schools no earlier than

ten (10) minutes prior to school opening time and no later than ten (10) minutes after

the opening of school.

XXII. BUS AIDES / MONITORS

Bus aides and bus monitors are currently under the employ of the Johnston Public Schools.

a. BUS AIDES / MONITORS SUBCONTRACTING

The Johnston Public Schools shall have the right to subcontract with any subcontractor,

having or agreeing to the Collective Bargaining Agreement with the Rhode Island

Laborers’ District Council. The Johnston Public Schools agrees that it will not

subcontract work to circumvent its obligation under this Agreement.

XXIII. NON-EXCLUSIVITY

It is understood that the Contract in no way excludes or in any other way limits the

Johnston Public Schools from using vehicles provided by other school districts or use of

other contractors performing similar or other services.

XXIV. NON-TRANSFER

The Contractor shall not assign, transfer, convey, sublet and/or otherwise dispose of the

Contract or its right, title or interest herein, or its power to execute such Contract, or any

part thereof to any person(s), company(ies), or corporation(s) without the consent of the

Johnston Public Schools.

XXV. NO STRIKE CLAUSE

In the event of a strike by drivers or other occurrences causing an interruption of services

for more than twenty-four (24) hours, the Johnston Public Schools shall have the right to

secure such other transportation as may be necessary and charge the cost of this alternate

transportation to the account of the Contractor.

XXVI. PAYMENTS TO CONTRACTOR

The School Committee shall authorize payment to the Contractor in ten (10) monthly

installments, commencing in September through June.

XXVII. INSURANCE AND BONDS

Contractor shall secure and deliver, if requested, to the Johnston Public Schools a full-

performance bond equal to 100% of the annual contract price on or before July 1, 2018

said performance bond shall be written by a company licensed to do business in the State

of Rhode Island and having a BEST rating of A or A+, with a guaranteed renewal for a

period of three (3) years and shall be reviewed on July 1 of each succeeding year.

Contractor shall provide and keep in full force and effect for the duration of this contract,

from a carrier licensed in the State of Rhode Island having a BEST rating of A or A+,

General and Automobile Liability and Auto Physical Damage insurance to cover all the

transportation called for in the contract. General and Auto Liability and Auto Physical

Damage insurance shall protect the Contractor, the bus operators, aides and name of the

Town of Johnston (severally and individually) and all employees of the Johnston Public

Schools as an “additional insured” or its insurance policy providing a certificate

evidencing same against claims for damages or personal injury, accidental death and for

property damage; any or all of which may result from bus operations governed by this

contract. The amounts of liability insurance shall be not less than Five Million and 00/100

($5,000,000) (CSL) combined single limit and Five Thousand and 00/100 ($5,000) dollars

medical payments per person injured. Property Damage insurance shall be carried in an

amount not less than One Hundred Thousand and 00/100 ($100,000) Dollars.

All policies and Certificate of Insurance(s) shall name the Town of Johnston, Johnston

Public Schools, Johnston School Committee, its agents, servants, and employees as an

“additional insured” filed with the Superintendent of Schools or designee on July 1 of each

of the school year covered by the contract. All policies will be written to assure that the

Superintendent of Schools or designee will be notified of cancellation of restrictive

amendments at least thirty (30) days prior to the effective date of such cancellation of

amendment.

XXVIII. INDEMINFICATION

All statements made within this bid shall be true and accurate. Failure to fully disclose any

and all liabilities, whether they be known or be potential, shall relieve the Johnston School

Department, the Johnston School Committee and their Administrator, agents and

employees from any liability related to said failure and said bidder shall indemnify and

hold harmless the Johnston School Committee and the Johnston School Department from

any causes of actions related thereto.

The undersigned shall deliver this service to the Johnston Public Schools beginning July 1,

2021.

The undersigned certifies that he/she is an authorized agent of the Bidder and has read and

fully understands the specifications and the conditions for bidding of this Contract and that

he/she will carry them out to the best of his/her ability.

The undersigned certifies under penalties of perjury that this bid is in all respects bona

fide, fair and made without collusion of fraud with any other person. As used in this

section, the word “person” shall mean any natural person, joint venture, partnership,

corporation, or other business or legal entity.

By: __________________________________ ________________________________

(Signature) (Printed Name)

Title:_______________________________________________________________

Company:___________________________________________________________

Address: ____________________________________________________________

City/Town: _____________________________

State: ________________

Zip Code: _____________

Social Security or Federal ID #: _______________________

Please Answer the Following three (3) questions:

1. Does your bid fulfill specifications?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

2. If there is a variance in the specifications, what is the variance?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

3. What is your delivery date, delivered to the Johnston Public Schools?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Signature: _________________________________

Title: ___________________________________

Date: _____________________

Vendor Name: __________________________________

Vendor Address: _______________________________________________________________

City/Town: _______________________________

State: ________________________ Zip Code: ________________________

Telephone: __________________________ Fax: _________________________________

PERSONAL REFERENCE SHEET

TO: JOHNSTON SCHOOL COMMITTEE

The undersigned offers the following personal company information as it relates to

to the buses that will be used in this contract.

Length of time in the school bus transportation business?

__________________________________________________________

How many school buses do you own?_________________________

If you do not own any school buses at the present time, where do you propose to purchase them:

_________________________________________________________?

With what School Departments in Rhode Island are you now under contract? List three (3) under

contract. If none, please write “none”.

___________________________________________________________

___________________________________________________________

___________________________________________________________

List all School Department Transportation Contracts held by you in the last ten (10) years. Please

list the latest contract first.

Name of Approx. No of No. of Length of Reason for

School Dept. Pupils transported Buses Contract Termination

________________ ______________ ______ __________ ___________________

________________ ______________ ______ __________ ___________________

________________ ______________ ______ __________ ___________________

________________ ______________ ______ __________ ___________________

List any formal legal actions involving your company within the last ten (10) years. If none, write

“None”. Identify all parties concerned:

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

List any “quasi-judicial” or administrative action involving you relating to school transportation

contracts within the last ten (10) years. If none, write “None”. Please identify all parties:

_______________________________________________________________________________

________________________________________________________________________________

_______________________________________________________________________________

List all accidents during the last three (3) years:

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

Submitted by:

____________________________________

Name

____________________________________

Title

____________________________________

Company

____________________________________

Date

(NON-COLLUSIVE BIDDING CERTIFICATION)

Firm Name: ________________________________________________________________

Business Address:_____________________________________________________________

___________________________________________________________________________

Telephone Number: ______________________________

Date of Bid: ____________________________________

GENERAL BID CERTIFICATION

The Bidder certifies that he/she will furnish, at the prices herein quoted, the materials, equipment

and/or services as proposed on this bid.

NON-COLLUSIVE BIDDING CERTIFICATION

By submission of this bid proposal, the Bidder certifies that:

a. Each Bidder and each person signing on behalf of any bidder certifies, and in the case of a

joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the

best of knowledge and belief:

The prices in this bid have been arrived at independently without collusion, consultation,

communication or agreement, for the purpose of restricting competition, as to any matter relating

to such prices with any other bidder or with any competitor;

Unless otherwise required by law, the prices which have been quoted in this bid have not been

knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to

opening, directly or indirectly, to any other bidder or to any competitor; and

No attempt has been made or will be made by the Bidder to induce any other person, partnership, or

corporation to submit or not to submit a bid for the purpose of restricting competition.

b. A bid shall not be considered for award nor shall any award be made where (a) – (1), (2), and

(3) above have not been complied with, provided however, that if in any case the Bidder cannot

make the foregoing certification, the Bidder shall so state and shall furnish with the bid a signed

statement which sets forth in detail the reasons therefore. Where (a) – (1), (2), and (3) above have

not been complied with, the bid shall not be considered for award nor shall any award be made

unless the Johnston Public Schools determines that such disclosure was made for the purpose of

restricting competition.

The fact that a Bidder has (a) published price lists, rates or tariffs covering items being procured, (b)

informed prospective customers of proposed or pending publication of new or revised price lists

for such items or (c) sold the same items to other customers at the same prices being bid, does not

constitute, without more, a disclosure within the meaning of subparagraph one (a)

Any bid shall be deemed to have been authorized by the board of directors of the bidder, and such

authorization shall be deemed to include the signing and submission of the bid and the inclusion

therein of the certificated as to non-collusion as the act and deed of the corporation.

Signature __________________________ Title_______________________________

Date:______________________________

THE FOLLOWING COSTS ARE BASED UPON THE VENDOR SUPPLYING FUEL

Cost per 77 passenger school bus based upon 150 miles per day

2021-2022 $ per day

2022-2023 $ per day

2023-2024 $ per day

Aggregate fleet mileage in excess of 125 miles per day

2021-2022 $ per mile

2022-2023 $ per mile

2023-2024 $ per mile

Cost per 71 passenger school bus based upon 150 miles per day

2021-2022 $ per day

2022-2023 $ per day

2023-2024 $ per day

Aggregate fleet mileage in excess of 125miles per day

2021-2022 $ per mile

2022-2023 $ per mile

2023-2024 $ per mile

Cost per 66 passenger school bus based upon 150 miles per day

2021-2022 $ per day

2022-2023 $ per day

2023-2024 $ per day

Aggregate fleet mileage in excess of 125 miles per day

2021-2022 $ per mile

2022-2023 $ per mile

2023-2024 $ per mile

THE FOLLOWING COSTS ARE BASED UPON THE VENDOR SUPPLYING FUEL

Cost per 24 passenger school bus based upon 150 miles per day

2021-2022 $ per day

2022-2023 $ per day

2023-2024 $ per day

Aggregate fleet mileage in excess of 150 miles per day

2021-2022 $ per mile

2022-2023 $ per mile

2023-2024 $ per mile

THE FOLLOWING COSTS ARE BASED UPON THE VENDOR SUPPLYING FUEL

Cost per ¾ SIZED (Type B) With 3 Wheelchair hookups passenger school bus based upon 150

miles per day

2021-2022 $ per day

2022-2023 $ per day

2023-2024 $ per day

Aggregate fleet mileage in excess of 150 miles per day

2021-2022 $ per mile

2022-2023 $ per mile

2023-2024 $ per mile

Cost per each inbound and outbound Pre-K run per day

2021-2022 $ per day

2022-2023 $ per day

2023-2024 $ per day

Cost per each Extracurricular and Athletic trip per mile;

Includes cost of wages for driver and mileage

2021-2022 $ per mile

2022-2023 $ per mile

2023-2024 $ per mile

Cost per each Extracurricular and Athletic trip per mile;

Layover wage for driver

2021-2022 $ per hour

2022-2023 $ per hour

2023-2024 $ per hour

PERFORMANCE BID BOND

Cost for PERFORMANCE bond

2021-2022 $

2022-2023 $

2023-2024 $