REPAIR AND MAINTENANCE OF BUSES FOR THE WEST ORANGE PUBLIC WORKS DEPARTMENT

TOWNSHIP OF WEST ORANGE
COUNTY OF ESSEX
STATE OF NEW JERSEY
REQUEST FOR BIDS
REPAIR AND MAINTENANCE OF BUSES FOR
THE WEST ORANGE PUBLIC WORKS DEPARTMENT
Submission Date:
May 20, 2026
11:00 A.M.
Prevailing time
TOWNSHIP OF WEST ORANGE* 66 MAIN STREET* WEST ORANGE, NJ 07052*
973-325-4056

Invitation to Bid
Notice is hereby given that the Township of West Orange is requesting sealed bids for the Repair and
Maintenance of Buses for the West Orange Public Works Department. The specifications can be obtained in
person at the Township of West Orange, 66 Main Street, Purchasing Room 111, West Orange, NJ 07052, during
regular business hours, 8:30 a.m. to 4:30 p.m. or by emailing preynolds@westorange.org.
Sealed proposals, clearly marked with the title of bid, name and address of party making same, addressed to
the Township Council, Township of West Orange will be received by mail, or hand delivery, at the Municipal
Building, 66 Main Street, West Orange, NJ 07052. Submission due date is Wednesday, May 20, 2026 at 11:00
a.m. and will be publicly opened and read at that time in Council Chambers of Town Hall located at 66 Main
Street, West Orange, NJ 07052. No proposals received after that time will be considered.
Submissions by Corporations, Partnerships and sole proprietors must include a completed Disclosure of
Ownership (N.J.S.A. 52:25-24.2), a valid NJ Business Registration Certificate P.L. 2004, c57, and must comply
with the Equal Employment Opportunity requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27.
Additional Pay to Play Requirements Contractors are advised of the responsibility to file an annual disclosure
statement on political contributions with the New Jersey Election Enforcement Commission, pursuant to
N.J.S.A. 19:44-20.13(P.L. 2005, c, 271, s.3), if the contractor receives contracts in excess of $50,000 in the
aggregate from public entities during the calendar year. It is the contractor's responsibility to determine if
filing is necessary. Additional information on this requirement is available from ELEC at 888-313-3532 or at
www.elec.state.nj.us .
As of March 1, 2026, pursuant to the provisions of P.L. 2025, c.72, all Township of West Orange current
legal notices will be published on the Township's official website for at least one week, or other time
period as required by law, before transferring the publication to the Legal Notice Archive. Notices shall
be published at the following link: https://westorange.org/2141/Current-Legal-Notices
The NJ Secretary of State will create a centralized portal linking to the public notice pages of all public
entities. Once completed, the hyperlink will be shared on all Township of West Orange legal notices:
https://nj.gov/state/statewide-legal-notices-list.shtml
Panayiota Reynolds
Purchasing Agent

CONTENT:
Section I: Bus List
Section II: West Orange Public Works Bus Service and Repair Requirements
Section III: West Orange Public Works Bus Preventative Maintenance Scheduled Inspection Chassis Service
Requirements
Section IV: Proposal Form
Section V: Bidder Instructions and Mandatory Forms

SPECIFICATIONS
REPAIR AND MAINTENANCE OF BUSES FOR
TOWNSHIP OF WEST ORANGE PUBLIC WORKS DEPARTMENT
GENERAL INTENT
Bidding on this contract will be limited to vendors actively engaged in the field of Bus repair services. The successful bidder
will be expected to provide service in a timely, competent and professional manner. It is recognized that the equipment to be
serviced is essential to Township of West Orange's, to be known as the ("Township"), management operations. Vendors must
be able to demonstrate the ability and experience to provide superior quality of service. Vendor shall be actively in business
for at least five (5) years in the maintenance, service, and repair of equipment of similar manufacture, capacity, and operating
characteristics as those covered by this contract.
Bidders must provide documented proof of qualifications (Certifications) and three (3) references.
Term of Contract
This contract shall remain in effect for a period of one (1) year with an option to extend two - one (1) year
periods based upon available funding. All terms and conditions of the contract shall remain the same for the additional
years
Time and Materials
All quotes for work other than preventive maintenance services (which will be based on an annual cost) will include an hourly
labor rate, overtime, any travel costs, and percentage of markup from wholesale on materials to be provided. Turnaround
time for repairs to be completed will be 2-3 business days, unless there is an issue with parts shortages.
Acceptance
The Township reserves the right to examine all work performed under this contract. The Contractor will correct any and all
defects and unsatisfactory work found by the Township. The Vendor shall correct said defects and unsatisfactory work at its
own expense.
Parts
The Vendor must supply replacement parts equal or greater than Original Equipment Manufacturer (OEM) parts. The
Township has the right to inspect all parts that will be used by the vendor. All replacement parts must be saved for fourteen
(14) days for review by the Township.
Guarantee
Any work that is performed under this contract shall be guaranteed for a period of six (6) months from the date of
acceptance. Said guarantee shall survive the expiration of this contract.
Payment
Payment shall be made in accordance with Township policy. No payment shall be made without an invoice and signed
voucher (purchase order).
a. A detailed invoice for repairs or service shall be given at the time of pick up. Details and specifics on
scheduling repair maintenance will be arranged with Garage Supervising Mechanic or designee.
b. During the course of this contract, vehicles may be added or deleted by the Township
of West Orange.

Cancellation
If in the opinion of the Township of West Orange the contractor is not performing in a satisfactory manner, the Township of
West Orange may at any time during the contract period terminate the contract by giving thirty (30) days' notice in writing to
the other party of its intentions to do so for non-compliance with the terms and conditions of the contract. In the event the
Township of West Orange cancels the contract, the contractor shall only be entitled to payments for work properly performed
and completed.

SECTION I
BUSES
While it could change at any time, the current fleet of Buses is as follows:
Quantity Vehicle # Year Make Chassis
1 BUS 1 2023 FORD E 450 BUS 20 PASS.
1 BUS 2 2025 FORD ELECTRIC 9 PASS.
1 BUS 4 2015 FORD F550 BUS 33 PASS.
1 BUS 5 2019 FORD E 450 BUS 25 PASS.
1 BUS 6 2017 FORD F 550 BUS 32 PASS.
1 BUS 7 2023 FORD E 450 BUS 20 PASS.
1 BUS 9 2017 FORD F 550 BUS 32 PASS.
1 BUS 10 2017 FORD F 550 BUS 32 PASS.
1 BUS 11 2022 FORD ELECTRIC 3 PASS

SECTION II
West Orange Public Works Bus Service and Repair Requirements
In an effort to ensure the quality of work to be provided to our department, we consider the requirements
below to be the minimum service qualifications for the apparatus service center to maintain.
A. The service center must have the ability to provide a maintain service facility for repairs that cannot be
performed within the Public Works.
B. The service center be located no further than 30 miles from the Township of West Orange.
C. The service center shall offer pickup and delivery service to the Township of West Orange at no extra
cost occurred to the Township.
D. The service center shall demonstrate the capability and experience in maintaining and repairing Ford
vehicles of the type identified in this document.
E. This minimum inventory level, which must include major electrical system components (i.e.,
input/output modules, display panels, etc.), HVAC components, and body trim components, must
represent the majority of manufacturers utilized by the Township of West Orange Public Works
Department.
Exceptions: Yes ___ No ____
SECTION III

West Orange Public Works Department
Bus Preventative Maintenance
Scheduled Inspection Chassis Service Requirements
Gas Powered
The preventative maintenance scheduled inspection provided chassis services shall be performed in accordance with
the manufacturer's maintenance specifications. The following shall include but not be limited to:
A. Preventative Maintenance at 5,000-mile intervals
1. Engine Oil - Drain oil, inspect for metallic material. Refill with manufacturer's recommended lubricant
2. Oil Filter - Replace with new
3. Lubricate all lube points of undercarriage
4. Clean battery terminals and install anti-corrosion washers
5. Check and fill all fluid levels
6. Inspect all drive belts and advise
7. Inspect tie rod ends and advise
8. Inspect tire wear and advise
9. Fill all tires to manufacturer's recommended air pressure
10. Inspect exhaust system
11. Inspect undercarriage area for potential leaks (oil, antifreeze, power steering fluid, etc.)
12. Inspect all hoses for wear and advise
13. Inspect heater valves for potential leaks and overall operation
14. Inspect all emergency lighting and sirens for functionality
15. Inspect chassis lights (headlights, turn signals, interior dome lights, etc.)
16. Inspect brake pads
17. Inspect HVAC system in cab and module for overall operation
18. Inspect wheel chair lift operation.
19. Road test vehicle and advise
20. Inspect passenger compartment and advise of all deficiencies
B. Preventative Maintenance at 10,000-mile intervals
1. Inspect tires for wear and advise
2. Rotate tires
3. Fill all tires to manufacturer's recommended air pressure
4. Check front end alignment and advise
5. Inspect brakes, note wear and advise
6. Check kingpins and advise
7. Inspect tie rod ends and advise
8. Service transmission and replace screen
9. Service rear differential and add rear additive
10. Air Filter - Replace with new
11. Fuel Filter - Replace with new
12. Check glow plug circuit (if applicable) and advise
13. Align headlights as needed
14. Inspect and lube rear step bumper area
15. Inspect all U-joints and advise
16. Inspect steering linkage
17. Road test vehicle and advise
Exceptions: Yes_______ No________

West Orange Public Works Department
Bus Preventative Maintenance
Scheduled Inspection Chassis Service Requirements
Electric Powered
The preventative maintenance scheduled inspection provided electric buses chassis services shall be performed in
accordance with the manufacturer's maintenance specifications. The following shall include but not be limited to:
A. Preventative Maintenance for Electric Buses at 10,000-mile intervals
1. Rotate the tires, inspect tires for wear and tread depth and advise
2. Inspect the wheels and related components for abnormal noise, wear looseness or drag
3. Fill all tires to manufacturer's recommended air pressure
4. Inspect cooling system level and strength
5. Inspect steering linkage, ball joints, suspension, tie-rod and u-joints. Lubricate with grease fittings
6. Inspect brake pads, shoes, rotors, drums, brake linings, hoses and parking brakes
7. Perform multi-point inspection
8. Inspect half-shaft boots
9. Align headlights as needed
10. Inspect and lube rear step bumper area
11. Road test vehicle and advise
Exceptions: Yes_______ No________
SECTION IV

P R O P O S A L
TO THE TOWNSHIP COUNCIL, TOWNSHIP OF WEST ORANGE, NJ
Dear Council Members:
In accordance with and subject to all stipulations, conditions, requirements, and instructions to bidders,
specifications so far as they relate to this proposal are made part of it, submit a bid of:
Repair and Maintenance of the Buses for the Township of West Orange Public Works Department Contract
Preventative Maintenance Cost
5,000 mile interval as specified gas powered per vehicle $______________
10,000 mile interval as specified gas powered per vehicle $______________
10,000 mile interval as specified for electric per vehicle $______________
Total $______________
Total in words _____________________________________________
**** Be advised that the price bid for the 10,000 mile interval will be for those tasks as specified for that
interval only. At 10,000 mile intervals, the 5,000 mile preventative maintenance shall also be provided, and it
will be paid at the 5,000 mile interval bid price. This is only for gas powered vehicles****
Bid will be awarded to the lowest responsible, responsive bidder based on the total cost of the preventative
maintenance.
General Repair Rates:
Hourly Repair Rate $ _____________
Hourly Overtime Rate $ _____________
OEM Parts mark up ________%
COMPANY
NAME _______________________________
ADDRESS _______________________________
________________________________________
PHONE _____________________________
Email _____________________________ DATE___________________
BY_________________________________________________________
(Signature and Title of Officer of Company authorized to execute a contract)
PROPOSAL TO BE SUBMITTED IN DUPLICATE WHICH SHOULD BE ON A USB/FLASH STICK