IFB - ACTIVITIES BUS TRANSPORTATION

INVITATION FOR BID
ACTIVITIES BUS AND COACH
TRANSPORTATION
FOR
LONGMEADOW PUBLIC SCHOOLS, &
LONGMEADOW PARKS AND RECREATION DEPARTMENT
TOWN OF LONGMEADOW
MASSACHUSETTS
March 12, 2026

INVITATION FOR BID
ACTIVITIES BUS TRANSPORTATION
FOR
LONGMEADOW PUBLIC SCHOOLS &
LONGMEADOW PARKS AND RECREATION DEPARTMENT
INDEX
LEGAL NOTICE
I. OBJECTIVE
II. INVITATION FOR BID INSTRUCTIONS
III. GENERAL CONTRACT PROVISIONS
IV. SCOPE OF SERVICES
V. RULE OF AWARD
VI. SAMPLE CONTRACT, TERMS AND CONDITIONS
VII. EXHIBITS
Prevailing Wage Letter
2026-2027 Longmeadow Public Schools Calendar
Locus Map
CORI Attachments
Criminal Offender Record Information (CORI) Acknowledgement Form
SAFIS Acceptable Forms of Identification
Massachusetts Department of Early Education and Care, Policy Advisory
VIII. BID SUBMISSION FORMS

LEGAL NOTICE:
INVITATION FOR BID (IFB)
ACTIVITIES BUS TRANSPORTATION
The Town of Longmeadow is soliciting bids for activities bus transportation for Longmeadow Public
Schools and Longmeadow Parks and Recreation Department. This is a separate activity transportation bid
not associated with the daily school calendar bus transportation of Longmeadow Public Schools students
serviced through LPVEC.
Bid documents are available from the Town of Longmeadow, Purchasing Department, Attn: Chad
Thompson, Director of Procurement, 231 Maple Road, Longmeadow, MA 01106. Bid documents can also be
accessed through the Purchasing Department page of the town website, www.longmeadowma.gov Bidders
are encouraged to register with the Longmeadow Purchasing Department in order to receive updates and
addenda (P: 413-565-4185, cthompson@longmeadowma.gov ) . Those that do not register with the
Longmeadow Purchasing Department will be required to monitor the bid listing service for issued updates
and addenda. Failure to acknowledge addenda may result in a bid rejection.
The Commonwealth's Division of Occupational Safety has determined that minimum prevailing wage rates
for school bus operators is not required for this service.
Sealed bids should be delivered to the Longmeadow Purchasing Department no later than 11:00am on
Thursday, March 26, 2026. Bids should be labeled 'IFB: Activities Bus Transportation' on the outside of
the sealed envelope and include the complete contact information of the bidder on the outside of the
envelope. Late bids will be rejected. Multiple contracts will be awarded. Bids will be publicly opened
immediately following the bid deadline.
The Town of Longmeadow, acting through the Town Manager, the Awarding Authority reserves the right to
reject any or all bids, waive minor informalities, and to award contracts in the best interest of the Town.

I. OBJECTIVE
The Town of Longmeadow is soliciting bids for activities bus transportation for Longmeadow Public
Schools (LPS), Longmeadow Parks and Recreation Department (LPRD), and other Town
departments as need. This is a separate activities bus transportation bid not associated with the
regular school bus transportation for LPS contracted through LPVEC (Lower Pioneer Valley
Educational Collaborate) for which LPS is a collaborative member. As a member of LPVEC this is
an intergovernmental agreement which exempt from the procurement laws for the purchase of
supplies and services. LPVEC will continue to provide activities transportation as they are available
and if it is advantageous; however LPVEC is not always available for activities transportation so in
an effort to fulfill all transportation needs the Town is soliciting bids. Transportation also funded
fully by private donation and student activity account funds is also exempt from using the contract.
Bid Category A is for transportation needs for LPRD. Bid Category B and C is primarily for LPS
activities transportation with compensation based time and mileage billing. The quantities of trips
documented on the bid submission forms for Category B and C is based on a previous estimate of
actual transportation. There is no schedule of events for activities bus transportation, so generalized
estimates are utilized for determine the bid awards for Category B and C. The transportation
provided under Category B and C will be for student activities transportation, athletic program
transportation, school clubs & organizations transportation, field trips and transportation for other
programs of LPS, LPRD and other Town departments as needed. There will be multiple contracts
awarded for the Activities Bus Transportation bid.
Contract awards for all bid categories will be for a term of one year.
II. INVITATION FOR BID INSTRUCTIONS
Bid documents are only available from the Town of Longmeadow, Purchasing Department, Attn:
Chad Thompson, Director of Procurement, 231 Maple Road, Longmeadow, MA 01106. Bid
documents can also be accessed through the Purchasing Dept page of the town website,
www.longmeadowma.gov . Bidders are encouraged to register with the Longmeadow Purchasing
Dept in order to receive updates and addenda, (Phone: 413-565-4185,
cthompson@longmeadowma.gov ). Those that do not register with the Longmeadow Purchasing
Dept will be required to monitor the Longmeadow bid listing service for issued updates and addenda.
Failure to acknowledge addenda may result in a bid rejection. Bids are being solicited through
Massachusetts General Law, Chapter 30B.
Sealed bids should be delivered only to the Longmeadow Purchasing Department no later than. Late
11:00am on Thursday, March 26, 2026. bids will be rejected. Following the bid deadline, bids
received will be opened immediately following the bid deadline.
The pricing submitting on the Bid Submission Forms should be a fixed price. Conditional bid
pricing will result in a bid rejection. Bidders are not required to submit bid pricing for all Bid
Categories, however for each bid category of interest, the bidder must submit bid pricing for all
items within a bid category that a bidder has prepared a bid for.
The Town of Longmeadow, acting through the Town Manager, the awarding authority reserves the
right to reject any or all proposals, waive minor informalities, and to award in the best interest of the
Town.

Modification of Bid Submission
A bidder may correct or modify a bid by written notice received by the awarding authority prior to
the bid deadline. Modifications must be submitted in a sealed envelope clearly labeled "Modification
to IFB- ACTIVITIES BUS TRANSPORTATION". The name and address should also be
documented on the envelope.
After the bid deadline, a bidder may not change any provision of the bid. The Town reserves the
right to waive minor informalities. If there is a mistake and the intent is clearly evident on the face of
the document the mistake will be corrected to reflect the intended correction, and the bidder will be
notified in writing; the bidder may not withdraw the bid
Withdrawal of Bids
A bidder may withdraw a bid submitted prior to the bid deadline for the receipt of bids only on
written request to the Longmeadow Purchasing Department. No bidder shall withdraw their bid
within a period of sixty (60) days after the date set for the bid deadline for the receipt of bids.
Unexpected Closures
If at the time of the scheduled bid deadline, the new Town Hall (231 Maple Road, Longmeadow) is
closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation, etc. the bid
deadline for the receipt of bids will be postponed to the next normal business day at the same time
posted in the Invitation for Bid for the bid receipt deadline.
Questions
All questions should be submitted to Chad Thompson at the Longmeadow Purchasing Department
only. Phone: 413-565-4185, cthompson@longmeadowma.gov . All questions and comments should
be received no less than 144 hours (6 days) before the bid deadline in order to accommodate the need
of issuing a bid addendum in the event an addendum is required. Questions received after the bid
deadline for questions will not be answered.
Tied Bid Clause
In the event that the bid total received from bidders results in a tie in the bid total price with
Responsive and Responsible low bidders, the tied low bidders will be given an opportunity to
resubmit another sealed bid. Full instructions will be supplied by the Longmeadow Purchasing
Department to the tied low bidders with a deadline to resubmit bid pricing.
Bid Minimum Requirements
1) The Contractor and their transportation organization will be required to at minimum have three
(3) or more full years of experience providing bus transportation services.
III. GENERAL CONTRACT PROVISIONS
The successful bidders will be required to complete a Town of Longmeadow contract. The sample
contract terms and conditions are supplied with this bid. The bid Scope of Service specifications will
become an attachment to the contract.
Each bid shall supply a detailed description of bus fleet available which will include the year of
manufacture, model number, present mileage, make of body, make of bus, and seating capacity.
The Town reserves the right to reject any unacceptable vehicles. The Town reserves the right to
request additional information from the bidder to evaluate the bus fleet of a bidder and the bidder
shall comply. If the documentation provided (required within 3 days) is not approved for an
acceptable bus fleet, then the bid will be rejected.
The bid price shall be construed to cover all costs incurred by the bidder to perform the services
required by the contract. No additional charges, fees and expenses above the contract prices will be

allowed including fuel surcharges and fuel adjustment. Conditional pricing will result in a bid
rejection.
Changing in any normal starting or dismissal times as noted in the specifications shall be the
prerogative of the Town and will not be the reason for any adjustment in contract price. Bidders are
bidding a fixed price and may not adjust their prices for length of route after the bid submission
deadline.
The Contractor shall see to it that drivers are property licensed and provide any training necessary to
meet existing statues or any laws or regulations enacted during the term of the contract.
During the entire term of the contract, the Contractor shall comply in every respect with all laws,
rules, and regulations of Massachusetts affecting or regulating the transportation of children,
including, but not limited to, the motor vehicle code and rules and regulations promulgated by the
State Department of Education and the Registry of Motor Vehicles.
The Contractor shall agree to notify as soon as possible the LPS, LPRD, or applicable department of
any bus accidents or incidents of concern involving students. LPS or LPRD will determine whether
or not to dispatch staff to the scene of the accident. A detailed written report will be filed with the
LPS or LPRD within 24 hours of any accident involving a school bus while in operation for the
Town.
Each bus shall be equipped with a two-way radio, or method of communication with the bus driver.
The on-call contact information should be provided upon contact award.
Fuel is to be provided by the Contractor and will not be billed to the Town as an additional charge.
There will be no fuel adjustment, or fuel surcharges allowed under this contract.
Payments to the Contractor will not be pre-paid. The Town will only make payment through a Town
issued check. Invoices as they are approved will be processed for payment within 30 days from the
receipt of the invoice. The Town will not pay by credit card.
The Contractor agrees to furnish careful and competent drivers who are of eligible licensing age and
hold Massachusetts Driver's License, a Commercial Driver's License, and a DTE School Bus
Driver's License, any and all to be current and valid.
For student transportation services, Town staff should be present on the bus. In the event that Town
staff is not present the bus Driver(s) will report all cases of student misbehavior on buses and will
handle all disciplinary matters. In no case will a driver eject a student from a bus for misbehavior.
Drivers will not leave the bus unattended when children are on the bus. In an emergency, the
driver's first concern must be for the safety of the children.
Drivers must receive a yearly physical in accordance with the Commonwealth of Massachusetts
Department of Transportation licensing procedures. Documentation of the most recent annual
physical and licensing must be presented to the Superintendent of Schools prior to each school
calendar year beginning. Current valid school bus driver's licenses and CDL will be considered
documentation of an annual physical. The Contractor is required to maintain necessary files and
documentation to support all drivers used to support this Contract.
The Contractor must perform a Criminal Offense Record Information (CORI) check on all drivers in
accordance with Chapter 385 of the Acts of 2002 and fingerprint registration requirements based on
the Massachusetts Law, Chapter 77 of the Acts of 2013, "an Act Relative to Background Checks.
The Contractor, in qualifying their bus drivers will have each bus driver complete the 'Criminal
Offender Record Information (CORI) Acknowledgement Form', and a fingerprint-based state and
national criminal record check. The Statewide Applicant Fingerprint Identification Services (SAFIS)

has been created for this purpose. The Contractor will be responsible for all expenses associated
with evaluation and pre-qualification background checks for each proposed driver. Costs and
expenses associated with CORI and SAFIS background checks will not be reimbursed by LPS or
Town and will be the responsibility of the Contractor. The Contractor will be responsible for
initiating background checks of their proposed drivers and will be responsible for working with LPS
administration, or applicable Town department head to process the submission of CORI and SAFIS
background checks so LPS and/or applicable department can qualify drivers available for dispatch
for activities transportation. LPS or the applicable Town department head requesting services shall
have the final say in which drivers are authorized to provide transportation services. Bus drivers that
are not pre-qualified and authorized by LPS or town department to provide transportation services
will not be allowed and shall not be dispatched by the Contractor to provide transportation services.
Reference Exhibit section of the IFB for the CORI application form and information from the
Commonwealth regarding SAFIS.
Massachusetts Department of Early Education and Care, Background Record Check (BRC).
Requirements as of March, 2026:
The Massachusetts Department of Early Education and Care (EEC) is expanding the set of roles used
to classify candidates submitted for a background record check (BRC) in family child care (FCC)
programs. This policy outlines the BRC requirements for interns, volunteers, and affiliated persons
operating in programs licensed or funded by EEC.
AUTHORITY
- 606 CMR 14.04: Definitions
- 606 CMR 14.05: Candidate Categories and Applicable Background Record Checks
- 606 CMR 14.10: Disqualifications
Interns and affiliated persons must complete a full BRC through the program, regardless of whether
such individuals work in a supervised or unsupervised capacity. [See 606 CMR 14.05(3)(b) and
14.05(4)(b)]. Interns and affiliated persons who complete the EEC BRC process in any program type
except for residential and placement programs are subject to mandatory disqualifications if their
BRC contains any of the offenses in EEC's Table of Disqualifying Offenses - Mandatory
Disqualifications [See 606 CMR 14.10(1)]. Transportation providers will work with the Department
or school department for applicable requirements. The expense associated with this background
check will be an expense of the transportation contractor.
Prevailing wage for bus drivers under this contract is not required. Under G.L. c.71,s7A,
Department of Labor Standards (DLS) is required to set the rate for school bus drivers when the
municipal population equals or exceeds 16,000. According to the most recent data published by the
U.S. Department of Commerce, Bureau of the Census, the total population for Longmeadow does
not equal or exceed 16,000. Therefore, in this case, no rate of pay can be set by DLS. Reference the
Exhibit section of the IFB for the DLS determination.
Any charges for transportation on toll roads may be billed at the rate of the toll charges incurred.

GENERAL HISTORICAL QUESTION AND RESPONSE:
Sample question and response regarding the various categories of this bid are provided here:
Question and Response:
QUESTION: Category A - Generally a school bus seating 52 adults sitting two per seat would accommodate 78
children sitting three per seat. Is the specified 52-passenger capacity sitting two (2) or three (3) per seat?
RESPONSE: It seats a minimum of 52 passengers (adult and/or children) as the bus manufacturer's indication
of capacity.
QUESTION: Category A - An option for a second bus is requested. When would the need for the second bus be known
to allow for staffing and vehicle acquisition? Would Longmeadow be willing to coordinate the start of the second bus
with the awarded contractor?
RESPONSE: We would coordinate with the selected vendor to make sure all parties had enough time to allow
to accomplish all items needed. In the case this was to happen, we would like to accomplish this within a 1-2
month period, if not sooner.
QUESTION: Category A - To confirm, the afternoon shuttle will start at Center School, proceed to Blueberry Hill, then
to Wolf Swamp Road School, ultimately discharging all students at Greenwood Center. The bus will be released after
arrival at Greenwood Center and not make additional shuttle trips?
RESPONSE: This is correct. Also, there will be no additional shuttle trips after everyone is dropped off at the
Greenwood Center.
QUESTION: Category A - The afternoon shuttle service is to start at 2:45p each day. When is the shuttle anticipated to
end each service day?
RESPONSE: We anticipate that the shuttle service will be completed at the Greenwood Children's Center
normally by 3:30 pm each day (or by 12:15 pm on half days), unless there are any unforeseen delays at any of
the schools.
QUESTION: Category C - Generally a school bus seats 46-52 adults sitting two per seat would accommodate 69-78
children sitting three per seat. Is the specified 46-52-passenger capacity sitting two (2) or three (3) per seat?
RESPONSE: Take into account two individuals per seat regardless if they are children or adults.
QUESTION: Category C - The bid form states that a contractor "must provide bid pricing for all Item Number
listings." If a contractor does not have a vehicle of the smaller requested size, and would likely use a larger vehicle to
provide the requested service, would you like that line item to be populated and notated that a larger vehicle would be
used?
RESPONSE: The bidder must fill out ALL line item numbers on the bid form. If for example, you do not have
a Category C3 vehicle (15 Passenger Vehicle/Van) you must still provide a unit price for the 15-passenger
vehicle/van. The contractor must still be able to provide a vehicle that accommodates at minimum the 15
passengers. The Town will indicate the anticipated student capacity for the trip and that will determine the bus
category type to be billed. For example, if the Town indicates a trip for 14 passengers (Category C1), then the
Contractor will provide at minimum a vehicle that accommodates 15 passengers and will bill the Town at the
Category C3 rates. If the Contractor is then only able to provide a Category C1 bus, the Town would still only
pay for the Category C3 rates. There will be no financial incentive for the bus Contractor billing a larger more
expensive bus by claiming a smaller bus is not available. This same procedure applies to Bus Category B
and C.
QUESTION: Category C - IV Scope of Services, Item 3 (Billing) - For clarification, as the bid forms provide only total
hours and miles. If a trip was two (2) hours and thirty (30) miles from pickup to drop off, the permissible charges
would be three (3) hours and thirty (30) miles. The minimum duration and miles for invoicing each trip is to be three
(3) hours, and fifteen (15) miles?
RESPONSE: The bus transportation stays with the event, so the total mileage is actual (minimum billing of 15
miles is allowed), and the total hourly charge from event pickup to event drop off is allowed (minimum charge
of 15 miles is allowed). A pickup and drop off is not two separate billable events. This same procedure applies
to Bus Category B and C.

QUESTION: Category C - As services are as needed by Longmeadow with no guarantee of usage level, if a contractor
us unable to confirm availability at the time the request is received, will the request be made of an alternate contractor
without penalty?
RESPONSE: Yes, then the Second Priority vendor will be offered then transport. If there is an award for a
third Priority vendor, then they would receive the third offer. This same procedure applies to Bus Category B
and C.
QUESTION: Was there any age requirements for the school buses used for either category A or C service?
RESPONSE: The buses need to have passed inspection, and all correct licenses and registrations must be
maintained for the bus and for the drivers. Buses must be in visually good condition with the interior and
exterior condition. Any branding or advertising on the buses must be preapproved by the Town to confirm it is
acceptable and appropriate for student transportation.
IV. SCOPE OF SERVICES
GENERAL
The Town of Longmeadow is soliciting bids for activities bus transportation for Longmeadow Public
Schools (LPS), Longmeadow Parks and Recreation Department (LPRD), and other Town
departments as need. This is a separate activities bus transportation bid not associated with the
regular school bus transportation for LPS contracted through LPVEC (Lower Pioneer Valley
Educational Collaborate) for which LPS is a collaborative member. As a member of LPVEC this is
an intergovernmental agreement which exempt from the procurement laws for the purchase of
supplies and services. LPVEC will continue to provide activities transportation as they are available
and if it is advantageous; however LPVEC is not always available for activities transportation so in
an effort to fulfill all transportation needs the Town is soliciting bids. Multiple contracts will be
awarded. Each contract awarded will be for a term of one year.
Each bid and contract price shall include the cost of fuel (no price adjustments, or fuel surcharges
allowed), utilization of bus, bus repairs and maintenance charges, wages of drivers, taxes, fees,
licenses, permits, certificates, cost of insurance, cellular phones/radio for communication, and other
charges associated with bus transportation services.
BID AWARD CATEGORIES:
The following are the transportation services required and a description of the Scope of Services for
each contract award by bid category:
.
1. BID CATEGORY A: Greenwood Extended Day Shuttle Service for LPRD:
One contract award for LPRD afterschool transportation (Greenwood Extended Day) for the
2025-2026 school year to have a single full sized school bus (52 passenger capacity) shuttle
service provide daily shuttle services based on the school calendar (see Exhibit for school
calendar) for all school days when school is actually in session. This bus can be the grade of a
standard orange school bus. The Contractor must commit to being available for all dates, no
exceptions.
The daily school calendar shuttle service will begin at Center School at 2:45pm proceed to
Blueberry Hill School and then finally to Wolf Swamp Road school. Upon arrival prompt
departure is anticipated at each location. The final destination location for student drop off is
Greenwood Center to attend Greenwood Extended Day programs and activities.
Eventually when program enrollment ramps up, a second bus with bus driver will be needed
which will go from Wolf Swamp Road School to Greenwood Center.
Estimated school days for daily transportation required is approximately 180 days. A
Greenwood Extended Day staff will take attendance as children arrive to the bus ride on the bus
to Greenwood Center with the children.

2. BID CATEGORY B: COACH BUS, PREMIUM GRADE BUS TRANSPORTATION
Activities Bus Transportation - Time & Mileage Contract
There will be up to three contract awards (One primary and two alternate) for coach bus
premium grade transportation with payment based on hourly rate and mileage reimbursement.
Category B will be a time and mileage-based contract for activities transportation for
Longmeadow Public Schools (LPS), program activities transportation for Longmeadow Parks &
Recreation Department (LPRD), and other departments as needed. Many activities requiring
transportation are after school, in the evening, or other times.
The three awards for Category B will be for one primary contractor and 2 alternates in the event
of availability issues. When transportation is required first priority order to schedule activities
transportation will be with the lowest bidder, the primary contractor for Bid Category B. In the
event that the primary contractor is not available, then the transportation will be offered to the
second place low bidder at their bid rate. If there is still no transportation availability, then as a
final option it will be offered to the third low bidder at their bid rates.
LPS reserves the option to award any and all bus transportation for LPS activities to LPVEC
which is the contractor for regular school bus transportation. The association of LPS with
LPVEC is an intergovernmental agreement and therefore exempt from the procurement laws for
the purchase of supplies and services under Massachusetts General Law, Chapter 30B.
Transportation fully funded by student activities or private donation is also MGL 30B exempt.
Billing:
Billing begins at the time of arrival at the Longmeadow designated pickup location and billing
ends at the Longmeadow designated arrival drop off location. Billing will end once all
passengers are off the bus with their belongings and equipment. Billing beginning and ending
from the bus contractor's bus terminal is not allowed so bidders should take this into account in
determining their bid hourly rate.
Minimum Billing for Category B:
For transportation events in bid Category B that result in low round trip mileage or low quantity
of hours being billed, a Minimum Billing Standard will apply. The Minimum Billing Standard
for Category B is:
- Three (3) hours for the Minimum Billing Standard.
For each activities bus transportation event (round trip) with less than 3 hours of total driving
and waiting time, the Contractor will be allowed to bill the Minimum Billing Standard
number of hours which is 3 hours under Bid Category B. The Unit of Measure (UOM) for
the hourly billing rate will be based on the hourly rate UOM as bid.
- Fifteen (15) Miles, Minimum Billing Standard:
For each activities bus transportation event with fewer than 15 miles round trip, the will be
allowed to bill the Minimum Billing Standard number of miles which is 15 miles per round
trip transportation event in bid Category B. The Unit of Measure (UOM) for the charge per
mile will be based on the UOM per mile rate as bid.
Provided are some examples of the hypothetical application of the Minimum Billing
Standard:
Example 1: A transportation event that is 2.5 hours and 14 miles round trip will result in the
following Minimum Billing Standard:
Bill 3 hours and 15 miles at the bid/contracted rate per mile and per hour