Great Neck Park District - Camp Parkwood Bussing Services

Invitations for Bid (IFB) solicited by the
GREAT NECK PARK DISTRICT
CAMP PARKWOOD BUSSING SERVICES
BID DUE DATE: April 14, 2026 @ 1:00 P.M.
5 Beach Road
Great Neck NY, 11023
Issue Date:
January 16, 2026
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GREAT NECK PARK DISTRICT
NASSAU COUNTY, NEW YORK
NOTICE TO BIDDERS
CAMP PARKWOOD BUSSING SERVICES
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Please take notice that the Board of Commissioners of the Great Neck Park District will receive sealed bids at
the District office, Five Beach Road, Great Neck, New York, 11023, until 1:00 p.m. Tuesday, April 14, 2026 for
the Great Neck Park District Camp Parkwood Bussing Services as set forth in the detailed specifications.
At the above time and location, the bid will be publicly opened and read. The form of the proposal and
specifications will be available at the Park District Office where copies thereof may be obtained by qualified
bidders during normal business hours, Monday through Friday, 10 a.m. to 4 p.m.
The Board of Commissioners reserves the right, to reject any and all bids and accept the bid which it deems to
be in the best interest of the Park District. For more information, call the Great Neck Park District at
(516) 487-7665.
Dated: Great Neck, New York
March, 4, 2026
Board of Commissioners
Great Neck Park District
Frank S. Cilluffo
Tina M. Stellato
Vanessa Tamari
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GREAT NECK PARK DISTRICT
NASSAU COUNTY, NEW YORK
BID DOCUMENTS FOR:
CAMP PARKWOOD BUSSING SERVICES
As specified
BOARD OF COMMISSIONERS
FRANK S. CILLUFFO TINA M. STELLATO VANESSA TAMARI
SUPERINTENDENT
JASON R. MARRA
ASSISTANT SUPERINTENDENT
ANTHONY DIDOMENICO
THIS BID CONSISTS OF 21 PAGES.
SUBMISSION OF A BID WILL BE DEEMED ACKNOWLEDGEMENT OF THE RECEIPT OF THE
ENTIRE BID PACKAGE.
IF YOU FAIL TO RECEIVE ANY PAGES, PLEASE CONTACT THE PURCHASING DEPARTMENT
AT (516) 487-7665.
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GENERAL INFORMATION TO BIDDERS
1. RECEIPT OF BIDS
a. The Board of Commissioners of the Great Neck Park District, Five Beach Road, Great Neck, New
York 11023, herein called the "Owner," invites proposals on the forms attached hereto. All blanks
must be filled in appropriately. Proposals shall be received by the Board of Commissioners of the
Great Neck Park District, 5 Beach Road, Great Neck, New York 11023 until 1:00 p.m. Tuesday,
April 14, 2026 at which time they will be opened and read aloud. The envelopes containing the
proposals must be sealed, addressed to the Board of Commissioners of the Great Neck Park District,
5 Beach Road, Great Neck, New York 11023, and be designated as "CAMP PARKWOOD
BUSSING SERVICES" as specified.
b. The Owner may consider informal and proposals not prepared and submitted in accordance with
the provisions hereof. Owner reserves the right to waive any minor informality in or reject any and
all proposals. Any proposals may be withdrawn prior to the scheduled time for the opening of
proposals. Any proposal received after the time and date scheduled will not be considered. No
bidder may withdraw a proposal within forty-five (45) days after the actual date of the opening
thereof.
2. PREPARATION OF PROPOSAL
a. Proposals must be submitted on the prescribed form. All blank spaces for bid prices must be filled
in, typewritten or in ink with the cost per bus as specified.
b. No bid will be accepted which contains any changes, additions, omissions or erasures.
c. All proposals must be submitted in sealed envelopes bearing on the outside the name of the bidder,
his/her/its address and the name of the project for which the proposal is submitted. If forwarded by
mail, the sealed envelope containing the proposal and marked as directed above, must be enclosed
in another envelope addressed as specified in the proposal form, preferably by certified mail.
3. QUALIFICATIONS OF BIDDER
a. Only qualified bidders who have adequate experience, finances, equipment and personnel will be
considered in making awards, based upon qualifying data submitted with the bid proposal.
b. The Owner may make such investigation as the Owner deems necessary to determine the ability of
the bidder to deliver the service. The bidder shall furnish to the Owner all such information and
data for this purpose as the Owner may request. The Owner reserves the right to reject any proposal
if the evidence submitted by, or investigation of, such bidder fails to satisfy the Owner that such
bidder is properly qualified to carry out the obligations of the contract and to complete the work
described therein. Conditional bid proposals will not be accepted.
4. ADDENDA AND INTERPRETATION
No interpretation of the meaning of the specifications will be made to any bidder orally. Each and
every request for interpretation shall be in writing and addressed to the Assistant Superintendent,
Great Neck Park District at 65 Arrandale Avenue Great Neck, New York 11024. Any and all such
interpretations and any supplemental instructions will be in the form of written addenda to the
proposal, which, if issued, will be mailed to all prospective bidders (at the respective addresses
furnished for such purpose) no later than three (3) days prior to the date fixed for the opening of
proposals. Failure of any bidder to receive any such addendum or interpretation shall not relieve
any bidder from any obligation under his/her/its proposal submitted. All addenda issued shall
become part of the contract documents.
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5. FEDERAL AND STATE LAWS AND REGULATIONS
The bidders' attention is directed to the fact that all applicable federal, state, and municipal laws
and rules and regulations shall apply to the contract throughout and they are deemed to be included
herein, the same as though herein written in full.
6. AWARD OF CONTRACT
a. The bid specification includes two (2) units: Unit A, and Unit B. Unit A and B must be
completed in full with submittal of proposal. Unit A and Unit B be awarded to the lowest
responsible and responsive bidder.
b. The Owner reserves the right to waive any minor informalities and to reject any or all bid proposals,
or to make an award to other than the low bidder, or to advertise for new proposals, if, in the opinion
of the Owner, the best interests of the Owner will thereby be promoted.
c. Any conditions set forth in the bid proposal will be deemed a counter-offer and will render the bid
proposal non-responsive.
d. Acceptance by the Owner of a bid shall constitute a contract between the Owner and the successful
bidder.
e. The Owner reserves the right to award individual units or bid in whole to lowest and most
responsive bidders.
7. TERM OF CONTRACT
The term of contract shall be for one year starting June 29, 2026 (first day of camp) through
August 21, 2026 (last day of camp) with no work to be performed on the July 3. The Park
District shall have the right to extend the term hereof for two (2) additional successive one-year
periods, (Year 2 - 2027) and (Year 3 - 2028) (the Initial Term and any such one-year extensions
are collectively called the "Term"); the Park District may exercise each such right to extend by
delivering written notice of extension to Licensee not fewer than sixty (60) days prior to the
expiration of then-current Term. *Dates of operation are based off of the Great Neck Public
School Calendars; exact dates of operation will be adjusted from year to year and provided by
the Park District.
8. SEXUAL HARRASMENT
"By submission of this bid, 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 the bidder has and has implemented a written policy addressing sexual
harassment prevention in the workplace and provides annual sexual harassment prevention
training to all of its employees. Such policy shall, at a minimum, meet the requirements of
section two hundred one-g of the labor law."
9. OBLIGATION OF BIDDER
At the time of the opening of bid proposals, each bidder will be presumed to have inspected, to have
read and to be thoroughly familiar with the specifications (including all addenda). The failure or
omission of any bidder to receive or examine any form, instrument or document shall in no way
relieve any bidder from any obligation with respect to his/her/its proposal.
10. CONVICTION OF CRIME
a. If the bidder, any officer, director or any party holding a controlling interest (defined as five [5%]
percent or more), or in the case of a corporation any stockholder owning five (5%) percent or more
of the outstanding shares is convicted of a crime, excluding Class B and Unclassified Misdemeanors
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(as defined under the New York State Penal Law and their equivalent in any sister state or under
Federal Law) related to the subject matter of this contract after this contract is fully executed, the
Owner shall have the right to terminate this contract, after this contract is fully executed, the Owner
shall have the right to terminate this contract without penalty. An "affiliated company" as used
herein means any affiliate which is a partnership, corporation, proprietorship, association or other
entity (i) in which a 50% or greater ownership interest (as defined below) is directly or indirectly
held by the proposer or any of its management personnel (as defined below) is directly or indirectly
held by the proposer or any of its management personnel (as defined below) or directors, (ii) which
directly or indirectly holds 50% or more of the ownership interest in the proposer, (iii) in which an
aggregate 20% or greater ownership interest is directly or indirectly held by one or more
shareholders (or partners or proprietors in the case of a partnership or proprietorship) which or who
in the aggregate hold a 20% or greater ownership interest in the proposer. An "ownership interest"
means the ownership, whether legally or beneficially, interest in or assets employed by a partnership
or of a similar interest in or assets employed by any other entity. "Management personnel" means
executive officers and all other persons, whether or not officers or employees, who perform policy-
making functions similar to those of executive officers.
11. Each bidder is requested to read carefully the Notice to Bidders, Information to Bidders and the
Specifications since, in fairness to those who submit Proposals properly; bidders will be held to strict
compliance with such Notice to Bidders, Information to Bidders and Specifications.
12. Bid proposals must be submitted with forms attached hereto, in sealed envelopes bearing on the outside
the name and address of the bidder and the words "Camp Parkwood Bussing Services" Any proposal,
which is incomplete, conditional or obscure, may be rejected as not meeting bid Specifications.
13. All proposals received after the designated time as stated in the Notice to Bidders will be considered by
the Board of Commissioners and will be returned to the bidder unopened. The bidder assumes the risk of
any delay in the mail, and the bidder assumes responsibility for having his Proposal deposited with the
Board of Commissioners.
14. The submission of a Proposal by a bidder will be construed as indication that he is fully informed as to
the extent and character of equipment and /or services required and can furnish the supplies, materials,
equipment and/or services satisfactory to the full intent of the Specifications without any extras. His
Proposal shall include the furnishing of all labor, materials and equipment as required by the work to be
done or the services to be rendered.
15. Each bidder is required to state in his Proposal the names and places of residence of any and all persons
interested in the Proposal, and to sign the Non-Collusive Bidding Certification attached thereto.
16. All bids shall be held firm for forty-five (45) business days after the bid opening date. No bids may be
withdrawn during that period.
17. The bidder must furnish the Park District with three references from similar type jobs on the attached
sheet. References must include organization or company name, name of contact, address and telephone
number.
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18. The Contractor will need to provide bussing as specified in the bid proposal for Unit A, and Unit B.
Specifications of each Unit is definitively defined below on page 16-18.
19. Number and sizes of buses will be determined for each Unit by the Park District within two weeks prior
to the commencement of each camp session.
20. The contractor is responsible to furnish buses manufactured after 7/1/1987 and have passenger restraints
for all occupants.
21. All Busses are required to have 2-way radios for constant contact with dispatch. It is required that all
buses provided to the Great Neck Park District have A/C in each bus. If unable to provide, please
specify on pages 16-18.
22. The Contractor will be responsible to maintain and pay for all tools, supplies and materials necessary to
operate said contractor owned vehicles.
23. The Contractor will furnish vehicles such as an alternate bus should a replacement be needed. A
replacement bus must be provided within 20 minutes of communicated need.
24. The Park District does NOT supply the contractor office space, office equipment, lockers, changing
rooms or storage for vehicles overnight.
25. The Contractor shall supply insurance as designated in the bid.
26. The Park District shall not make any deposits nor pay in advance for services.
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General Specifications
Purpose
To provide the Great Neck Park District safe, reliable, and convenient bus service transportation for campers
and staff as listed below.
Objectivities
To Provide safe and convenient transit to campers and staff as listed in bid proposal.
To meet schedule and follow routes approved by the Great Neck Park District
Ensure drivers are properly trained and provide courteous, helpful and safe operations therefore
providing a safe and quality experience.
Ensure equipment is maintained in accordance with all federal, state and local regulations and with the
general industry standards in order to provide safe and reliable operations.
UNIT A: DAILY BUSSING (During Camp Day Hours)
a. The Contractor shall have all (4) busses at Steppingstone Park by 8:45 a.m. Monday through Friday
and remain until 4:15 p.m., unless otherwise noted by the Park District.
b. Daily routes throughout the camp day consist of trips to and from Park District facilities as marked
on map shown below.
c. Upon arrival to Steppingstone Park, we ask that contractor provide (4) large school busses to pick-up
campers at (6) of locations/parks i.e. Allenwood Park, Wyngate Park, Firefighters Park, Great Neck
Terrace, Saddle Rock School and Upland Park. Campers will be picked up at designated park no
later than 8:20 a.m. Busses will leave promptly from the final location at 8:35 a.m. and head over to
Steppingstone Park.
d. Upon dismissal back to bus yard, we ask that the contractor provide the same (4) large school busses
to drop-off campers at the same (6) locations/parks as pick-up. Busses will leave Steppingstone Park
by 4:00 p.m. and arrive at their designated drop-off location by 4:15 p.m.
e. Park District will provide bus monitors for the AM/PM pick-up and drop-off locations. Bus
monitors provided by the Park District will take attendance, supervise travel, and will make sure all
campers are accounted for. Parents/guardians are asked to arrive at their designated park by 4:00
p.m.
SEE THE PARK DISTRICT MAP BELOW ON PAGE 9.
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UNIT B: Optional Trip Bussing (Bussing)
a. The contractor shall furnish prices for the total cost of bussing needs, and potential destination of
trip(s). 2026 summer trips will be provided to contractor in advance of the summer season.
Contractor must provide the following for UNIT A & B:
Equipment
The contractor will furnish shuttle service in large or small school buses. Bid should include pricing for both
small and large buses.
The contractor is responsible to furnishing buses manufactured after 7/1/1987 and have passenger restraints for
all occupants.
All Buses are required to have 2 ways radios for constant contact with dispatch. It is required that all busses
provided to the Great Neck Park District have A/C in each bus. If unable to provide, please specify on pages
16-18.
The contractor will be responsible to maintain and pay for all tools, supplies and materials necessary to operate
said contractor owned vehicles.
The contractor will furnish vehicles such as an alternate bus should a replacement be needed. A replacement bus
must be provided within 20 minutes of communicated need.
The Park District does NOT supply the contractor office space, office equipment, lockers, changing rooms or
storage for vehicles overnight.
The Contractor will be responsible to maintain records of all equipment-related actions by the vehicle, including
maintenance history, parts, and equipment inventories, changes to equipment configuration, incidents with
campers or staff, personnel actions with supporting documentation, and accidents.
Personnel
(1) Staffing - Prior to commencement of service under the contract, the contactor shall give to the Park
District the names and resumes of the two primary employees and the contractor's representative.
(2) The contractor shall provide trained, courteous bus drivers and support staff, including a year-round
contractors Representative and Supervisory Mechanic.
(3) The Contractor is to provide personal maintain records including, but not limited to, background
investigations, driving records, drug testing and medical certification.
(4) The Contractor must search the New York State Sex Offender Registry for all bus drivers and other
personal that may be on the busses while occupied by Great Neck Park District Campers or staff in
accordance with New York State Law, 20058 Chapter 260. **Contractor must provide no less than
$5,000,000 in Sexual Misconduct Insurance.
(5) Training- The Contractor must, at its expense, provide all necessary training to ensure that all its
employees safely and efficiently perform their required duties.
(6) The Contractors Representative will report all accidents, personal injuries and/or other hazardous
conditions to the Park District immediately upon occurrence,
(7) Supervisors and radio dispatchers - Must have at least one year of experience.
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