RFP PUPIL TRANSPORTATION - SUPPLEMENTAL OOD & VANS 26-27

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Request for Proposals
for Supplemental
Pupil Transportation Services
2026-2027 School Year
White Plains City School District
5 Homeside Lane
White Plains, New York 10605
PROPOSALS WILL BE DUE AND ACKNOWLEDGED PUBLICLY:
Date: Monday, June 8, 2026
Time: By 11:00 AM
Location: White Plains City School District
Business Office
5 Homeside Lane
White Plains, New York 10605
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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RFP
Table of Contents
Table of Contents 2
Proposal Timelines 4
Definitions 5
Public Notice 7
General Guidelines 11
Check List 14
Introduction 15
General Conditions 16
Section 1: Proposal Procedures and Requirements 18
Section 2: Proposal Security 24
Section 3: Requirements for School Buses/Vans & Related 25
Equipment
Section 4: Fuel 29
Section 5: Storage of Buses/Vans and Maintenance & Repair 29
Facility
Section 6: Personnel 30
Section 7: Safety 39
Section 8: District and Contractor Responsibility 42
Section 9: Routes and Route Scheduling 44
Section 10: Insurance 47
Section 11: Performance Bond 49
Section 12: Hold Harmless 51
Section 13: Award of Contract 52
Section 14: Addition and Deletion of Buses/Routes 54
Section 15: Payments 54
Section 16: Inspection by School District 55
Section 17: No Strike 56
Section 18: Compliance with Law 56
Section 19: Contractor Guarantees 58
Section 20: Non-performance Damages 60
Section 21: Termination 64
Section 22: Disputes 65
Section 23: Evaluation of Proposals 65
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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Section 24: Zero Emission Requirement 65
Section 25: Force Majeure 65
Section 26: Miscellaneous Provisions 66
Appendices and RFP Forms 71
Appendix A: Description of Transportation Operations 72
Appendix B: Cost Proposal Forms 75
Appendix C: Proposer Information Form, Proposer Affidavit, 80
Proposer Certifications, Hold
Harmless Agreement, Proposer Warranties
Appendix D: Small Bus/Van List 91
Appendix E: Template for Monthly Report 95
Appendix F: Scoring Template 98
Appendix G: Data Security and Privacy Plan 100
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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PROPOSAL SELECTION TIMELINE
May 18, 2026
RFP Release for Advertisement
May 28, 2026
RFP Questions Due
June 8, 2026
Proposals Due
June 10, 2026
Selection Committee Evaluation of Proposals
June 15, 2026
Proposer Interviews (if necessary)
July or August 2026
Notice of Intent to Award
July or August 2026
Recommendation to School Board and Board Decision
Upon Award
Contract Execution
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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DEFINITIONS
The submission of a proposal in response to the Request for Proposals issued by the White
Plains City School District (the "RFP") will bind proposers awarded a contract to the terms,
conditions, specifications, instructions and other requirements set forth in the RFP, including
its appendices and addenda, which shall form an integral part of each transportation contract
awarded by the White Plains City School District.
"Addendum" is a written instrument issued by the White Plains City School District,
or its agent, prior to the opening of proposals which modifies or
interprets the RFP documents by additions, deletions, clarifications,
or corrections.
"Proposal" is an offer to furnish materials, services, supplies, personnel and/or
equipment following the terms, conditions, specifications,
instructions and other requirements set forth in the RFP, including
its appendices and addenda, at the price(s)/rate(s) proposed
"Proposer"" is any individual, company, or corporation submitting a proposal, and
must be the entity identified in the proposal as the contractor who
will be providing services pursuant to the contract with the District.
"Board" is the Board of Education of the White Plains City School District.
"Contract" an agreement duly executed by the White Plains City School District
and a Proposer which calls for the transportation of pupils of the White
Plains City School District by the Proposer in accordance with all
terms, conditions, requirements and specifications in the RFP at the
rates and/or prices awarded by the District.
"Contractor" and are used interchangeably to refer to any proposer to whom a pupil
"Successful Proposer" transportation contract is awarded by the Board of Education of White
Plains City School District as a result of this RFP.
"District" or "School shall mean the White Plains City School District.
District"
"Evaluation Criteria" are the means by which the White Plains City School District will
evaluate the proposals submitted.
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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"Profile" as used in these specifications, it is the summary of a school bus
operator's New York State Department of Transportation Vehicle
Inspection system record for a specific time period showing the number
of school bus/van inspections made as well as information on the
number and the percentage of inspection defects found.
"Specifications" describe the services to be performed by a proposer for the White Plains
City School District, including the materials, supplies, personnel and/or
equipment that are to be used and maintained to provide the services
together with the conditions for such service and maintenance.
"RFP" means the Request for Proposals for pupil transportation services
issued by the White Plains City School District in May 2024, which
includes the Public Notice, terms, conditions, specifications,
instructions and requirements contained therein, and any Addenda
issued prior to last date for the submission of proposals.
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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Public Notice
Request for Proposals for Supplemental Pupil
Transportation For the 2026-27 School Year
White Plains City School District
5 Homeside Lane
White Plains, NY 10605
The White Plains City School District invites sealed proposals for providing supplemental Out of
District (OOD) pupil transportation services during the 2026-27 school year for: (1) the out of
district school routes listed in Appendix A using small buses/vans (18/20 & 28/30 pupil capacity),
and/or wheelchair buses during the regular academic school year (September to June), which
includes late runs/routes for after school activities and events.
The Board of Education of White Plains City School District reserves the right to award contracts
to multiple contractors for each type of transportation service solicited (to and from schools regular
school year) or to award contracts to multiple contractors based on the type of bus/van to be
provided, small buses/vans [18/20 & 28/30 pupil capacity], and wheelchair buses or to award the
transportation contracts to a single contractor however the Board of Education determines best
meets the needs of the School District.
The Request for Proposals including forms for proposal, certifications, instructions, conditions,
and specifications may be obtained from the Business Office of White Plains City School District
at 5 Homeside Lane, White Plains, New York between the hours of 9:00 a.m. and 4:00 p.m. In
addition, the Request for Proposals documents will be available through BidNet and may be
accessed at/downloaded from the School District's Purchasing Office webpage
(https://www.whiteplainspublicschools.org/district-offices/purchasing/rfps-bids-quotes).
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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In all cases, it must be understood that the terms, instructions, conditions, specifications and other
requirements set forth in the Request for Proposals issued by the School District shall apply.
Sealed proposals shall be sent or delivered to the Business Office of White Plains City School
District and shall be clearly marked "Proposal for Supplemental Pupil Transportation - Do Not
Open Until 11:00 a.m. on June 8, 2026." Such proposals will be received until 11:00 a.m. on
June 8, 2026. Proposers assume the risk of any delay in the mail or by means of personal delivery,
including any mishandling of mail and/or deliveries by employees of the School District. Proposers
have sole responsibility for having their proposals deposited on time at the place specified. The
School District reserves the right to cancel this RFP and issue a new RFP, to reject any and all
proposals, to waive what it deems proposal informalities or technicalities relating to a specific
proposal received, to seek additional information or clarification from any proposer, to invite new
proposals, to accept the whole or part of a proposal, or to accept parts of proposals from more
than one proposer, as in the Board of Education's judgment, it determines the best interests of
the White Plains City School District will be served. The School District reserves the right in an
Addendum to change the date, time and location for the submission of proposals. If it does so,
the new date shall be used when marking sealed proposals for submission. Whether or not the
submission date is changed through an Addendum, if the Business Office is closed on the last
date on which proposals may be submitted, proposals will be accepted until 11:00 a.m. on the
next business day on which the Business Office is open.
Proposals for each route individually and collectively will be evaluated based on the weighted
system established by the School District for each of the categories to be reviewed. Any aspects
of the service not addressed by the terms, instructions, conditions, specifications, and other
requirements of the Request for Proposals issued by the White Plains City School District are left
for the Proposer to address.
When a school district elects to receive proposals submitted in response to a request for
proposals, such school district shall evaluate each proposal from a responding Contractor
according to criteria established by the Commissioner of the New York State Department of
Education, which criteria shall include at a minimum: (i) the previous experience of the Contractor
in transporting pupils, (ii) the name of each transportation company the Contractor has been an
owner or manager and previous experience, (iii) a description of any safety program implemented
by the Contractor, (iv) a record of accidents in motor vehicles under the control of the Contractor,
(v) driving history of employees of the Contractor, (vi) inspection records and model year of the
motor vehicles under the control of the Contractor, (vii) maintenance schedule of the motor
vehicles under the control of the Contractor, (viii) a financial analysis of the contractor; (ix)
compliance with insurance requirements, and (x) total cost of the proposal. Proposals will be
evaluated and awarded based on the following criteria established by the White Plains City School
District pursuant to Sections 305 and 3625 of the Education Law and Section 156.12 of the
Regulations of the Commissioner of Education (8 NYCRR 156.12). Proposals scoring less than
75 points will not be considered for an award of a contract.
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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Category Weight
1. Previous Quality of Experience of the Proposer in School Transportation
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2. Name of each Additional Transportation Company in which Proposer is
or has been an Owner or a Manager and the Proposer's Previous 5
Experience with such Transportation Companies
3. Safety Program 5
4. Accident History 5
5. Record of Drivers 5
6. Fleet Inspection Record and Vehicle Replacement Schedule 10
7. Maintenance Schedule of Vehicles under the control of Proposer 5
8. Financial Analysis of Proposer 5
9. Compliance with Insurance Requirements 10
10. Cost 40
Total 100
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________

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The New York State Commissioner of Education may reject any award of a transportation contract
by a school district that is based on an evaluation of proposals submitted in response to a request
for proposals if the Commissioner finds that (1) the contractor is not responsive to the request for
proposal, or (2) the proposal is not in the best interests of the school district.
Security in the form of a proposal bond or certified check payable to the White Plains City School
District in the amount of ten percent (10%) of the proposed cost of providing all transportation
services for which a proposal is being submitted is required to be submitted with the proposal. A
performance and payment bond in a sum equal to one hundred percent (100%) of the annual
amount of each contract awarded will be required as set forth in the Request for Proposals.
Dr. Ann Vaccaro-Teich, CPA
Assistant Superintendent for Business
White Plains City School District
5 Homeside Lane
White Plains, NY 10605
914.422-2072
Date of Opening: June 8, 2026 - 11:00 AM Proposer's Initials: ________