School Bus Transportation Services; IFB 27SCH002G

NEEDHAM PUBLIC SCHOOLS
1330 Highland Avenue
Needham, MA 02492
February 2026
INVITATION FOR BID (IFB)
TOWN OF NEEDHAM
SCHOOL DEPARTMENTS
School Bus Transportation Services
IFB # 27SCH002G
The Needham Public Schools invite sealed bid proposals for School Bus Transportation Services.
The IFB covers the three year period beginning July 1, 2026 through June 30, 2029, with two optional
extensions through June 30, 2031. Invitation for Bid packages will be available from the Office of the Assistant
Superintendent for Finance and Operations, 1330 Highland Avenue, Needham, MA 02492, or may be
downloaded from http://www.needhamma.gov/bids.aspx beginning February 23, 2026, 9:00 AM.
Bids are returnable to the Office of the Assistant Superintendent for Finance and Operations, 1330
Highland Avenue, Needham, MA 02492 no later than March 23, 2026 10:00 AM, at which time and place
they will be publicly opened. LATE PROPOSALS will not be accepted. The Town reserves the right to reject
any and all bids as determined to be in the interests of the Town and to waive minor informalities.
Bids will be awarded by the Needham School Committee.
Daniel E. Gutekanst
Superintendent of Schools
Town of Needham
Needham, Massachusetts
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Needham Public Schools
Procurement in Brief
Melane Bisbas
School Business and Operations Coordinator
Primary Procurement 1330 Highland Avenue
Contact Needham, MA 02492
781-455-0400 x 11204
melane_bisbas@needham.k12.ma.us
Event Date Details
Title School Bus Transportation Services
Contract Number 27SCH002G
Invitation for Bid packages are
available from the Office of the
Assistant Superintendent for
Finance and Operations, 1330
Highland Avenue, Needham, MA
02492, or may be downloaded
from
http://www.needhamma.gov/bids.
aspx.
IFB Available February 23, 2026, 9:00 AM
Bidders who access bid materials
from the Town's website are
responsible for acknowledging
receipt of those materials using
the Acknowledgement of Receipt
form found in Appendix G and
for checking the website
periodically for any addenda that
may be issued.*
Needham Public Schools
Administration Building
Pre-Bid Meeting March 2, 2026 10:00 AM
1330 Highland Avenue
Needham, MA 02492
Questions must be submitted in
writing, via fax, email or US post
to:
Melane Bisbas
Needham Public Schools
March 9, 2026, 12:00 PM
1330 Highland Avenue
Deadline for Written Needham, MA 02492
Needham Public Schools will not
Questions Melane_Bisbas@needham.k12.
respond to questions submitted after the
ma.us
above date.
Oral communications are not
binding on the School
Department. Responses to
questions submitted in writing
will be forwarded to all persons
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on record as having received the
IFB.
If any changes are made to this IFB, an addendum will be issued. Addenda will
be mailed or faxed or emailed to all bidders on record as having received the
Addenda
IFB. Addenda also will be posted to the Town of Needham bid website at
http://www.needhamma.gov/bids.aspx.
Bids are due to the Office of the
Assistant Superintendent for
Finance and Operations,
Needham Public Schools, 1330
Highland Avenue, Needham, MA
02492 by the due date and time.
If, on the bid due date, the above
March 23, 2026 10:00 AM
When and Where are Bids office is closed due to
LATE PROPOSALS will not be
Due? uncontrolled events such as fire,
accepted.
snow, ice, wind, or building
evacuation, the bid opening will
be postponed to the next normal
business day (M-F, excluding
holidays.) Bids will be accepted
at the same location until that date
and time.
One original + 2 copies of all
Number of Required Copies
forms
Bids will be publicly opened.
March 23, 2026 10:00 AM
Bid Opening Interested parties are invited to
attend the bid opening.
Bid Surety (Bond) Required
Requirements
Contract Award Award will be made within 90 business days after the bid opening.
Contract Length Three Years with Two One-Year Possible Extensions.
Upon Award of Contract
Performance Bond Required
Prevailing Wage Required
Insurance Refer to Contract Terms
* Bid Acknowledgement
It is recommended (but not required) that bidders acknowledge receipt of the bid package using the
Acknowledgement of Receipt form found in Appendix G. Bidders who complete and return this
acknowledgement will be entered as a bidder of record in the Bid Distribution Register, thereby ensuring that
they will receive notification of any addenda or answered questions related to this bid. Bidders who do not
complete and return the Acknowledgement Form are responsible for checking the website regularly for any
addenda that are issued to this bid.
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NEEDHAM PUBLIC SCHOOLS
1330 Highland Avenue
Needham, MA 02492
February 2026
School Bus Transportation Services
INVITATION FOR BID (IFB)
#27SCH002G
I. INFORMATION & INSTRUCTIONS TO BIDDERS
1. Questions:
Bidders must read these specifications carefully. Questions about the specifications shall be submitted in
writing via email or U.S. post to the address specified below, no later than March 9, 2026 at 12:00 PM.
Needham Public Schools will not respond to questions submitted after that date.
Melane Bisbas
School Business and Operations Coordinator
Needham Public Schools
1330 Highland Avenue
Needham, MA 02494
Melane_Bisbas@needham.k12.ma.us
Bidders also take note that ORAL COMMUNICATIONS ARE NOT BINDING ON THE SCHOOL
DEPARTMENT. The School Department will respond to all questions submitted in writing and will
forward responses to all persons on record as having received the IFB.
2. Downloading Bid Documents from the Town of Needham website
Bid documents, including addenda, may be downloaded from the Town of Needham website at
http://www.needhamma.gov/bids.aspx. Bidders who access bid materials from the Town's website are
responsible for acknowledging receipt of those bid materials using the Acknowledgement of Receipt
form found in Appendix G and for checking the website periodically for any addenda that may be
issued.
3. Bid Acknowledgement
It is recommended (but not required) that bidders acknowledge receipt of the bid package using the
Acknowledgement of Receipt form found in Appendix G. Bidders who complete and return this form
will be recorded in the Bid Distribution Register, thereby ensuring that they will receive notification of
any addenda or answered questions related to this bid. Bidders who do not complete and return the
Acknowledgement Form are responsible for checking the website regularly for any addenda that are
issued to this bid.
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4. Bid Addenda
If any changes are made to this IFB, an addendum will be issued. Addenda will be mailed, faxed or
emailed to all bidders on record as having received the IFB. Addenda also will be posted to the Town of
Needham bid website at http://www.needhamma.gov/bids.aspx.
5. Pre-Bid Conference
A pre-bid will take place on March 2, 2026 at 10:00 AM at the Needham Public Schools
Administration Building, 1330 Highland Avenue, Needham MA 02492.
6. When and Where are Bids Due?
Bids will be received by the Assistant Superintendent for Finance and Operations, Needham Public
Schools, 1330 Highland Avenue, Needham, MA 02492, until March 23, 2026 10:00 AM, at which time
and place they will be publicly opened.
7. Unexpected Closure or Delays
If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is
closed due to uncontrollable events such as fire, snow, ice, wind or building evacuation, the bid opening
will be postponed to the next normal business day (M-F, excluding holidays at the same designated
time.) Bids will be accepted at the same location until that date and time.
8. Late Submissions
Bids received after the date and time specified shall not be considered. The Town of
Needham assumes no responsibility for late submissions due to mail, courier or delivery delays.
9. Submission Requirements
A. Bids must be submitted in a sealed envelope, clearly marked with the title of the bid and name of
the bidder. If the bid is being sent by U.S. mail, the sealed bid envelope must be enclosed within a
separate, sealed mailer envelope.
B. Bids are to be prepared and submitted on the bid forms provided herein. Bids submitted on other
forms, which are incomplete, or which are not signed, may be rejected.
C. A bid must be signed as follows: 1) if a bidder is an individual, by him/her personally; 2) if the
bidder is a partnership, by the name of the partnership, followed by the signature of each general
partner; and 3) if the bidder is a corporation, by the authorized officer, whose signature must be
attested to by the Clerk/Secretary of the corporation and the corporate seal affixed.
D. Provide ONE ORIGINAL + 2 COPIES of the following items, completed in full and appropriately
signed:
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Bid Form I Checklist of Bid Forms
Bid Form II Bidder Information & Statement of Qualifications
Bid Form III Price Proposal
Bid Form IV Certificate of Compliance with Massachusetts Tax Laws & Non-Collusion
Bid Form V Certificate of Corporate Vote
Bid Form VI Description of Bus Equipment- Needham
Bid Deposit
Certified Financial Statements
10. Premature Bid Opening
The Town of Needham will not be responsible for the premature opening of any bid not properly
identified. The School Department may reject bids, which are incomplete, not properly endorsed or
signed, or which otherwise are contrary to these instructions.
11. Bid Modifications or Withdrawals
Bidders may correct, modify or withdraw a bid prior to the submission deadline. Requests to do so must
be received by the Assistant Superintendent for Finance and Operations prior to the time and date set for
the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled "Modification
No.____." Each modification must be numbered in sequence, and must reference the original bid.
After the submission deadline, bidders may not change the price or any other provision of the bid in a
manner that is prejudicial to the interests of the governmental body or fair competition. The Needham
Public Schools will waive minor informalities or allow the bidder to correct them. If a mistake and the
intended bid are clearly evident on the face of the bid document, the Needham Public Schools will
correct the mistake to reflect the intended correct bid, and will notify the bidder in writing. A bidder
may withdraw a bid if a mistake is clearly evident on the face of the bid document but the intended
correct bid is not similarly evident.
12. Rejection of Bids
The School Committee of Needham (Committee) reserves the right to reject in whole or in part any and
all bids, if the Committee determines that cancellation or rejection serves the best interests of the
District.
13. Bid Deposit:
A bid deposit must be included with the Bid, in the form of a bid bond, certified check or cashier's check
issued by a responsible bank or trust company in the amount of $5,000, made payable to the Town of
Needham. The amount shall function as a bid security until such time as a contract is awarded by the
Needham Public Schools. Bid deposits will be returned upon the execution and delivery of a contract,
unless no award has been made at the expiration of ninety (90) business days after the opening of the
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bids. If any bidder fails to perform its agreement to execute a contract, its bid deposit shall become the
property of the Town of Needham.
14. Uniform Procurement Act (MGL Ch30B)
Bids shall be prepared, considered, and the Contract awarded in accordance with Massachusetts General
Law (M.G.L.) Chapter 30B, the Uniform Procurement Act.
15. Prices Firm for 90 Days
All bid prices submitted in response to this IFB must remain firm for ninety (90) days following the bid
opening, until a contract is executed, or the IFB is cancelled, whichever occurs first.
16. Taxes
Purchases made by the Needham Public Schools are exempt from the payment of all federal excise tax
and the payment of Commonwealth of Massachusetts sales tax. As such, sales tax must not be included
in the bid price. If requested, the School Department will provide the awarded bidder with a copy of the
certificate of exemption.
17. Public Records
Under Massachusetts General Laws, the Needham Public Schools cannot assure the confidentiality of
any materials or information that may be submitted in response to this Bid. Vendors who choose to
submit confidential information, do so at their own risk. All materials submitted by the vendor in
response to this Bid will be open for inspection by any person and in accordance with Massachusetts
General Laws, Chapter 66 (Public Records Law.) Any statements reserving any confidentiality or
privacy rights in the submitted responses or otherwise inconsistent with these statutes will be void and
disregarded. Unless specifically addressed by statute, the Town may charge five cents ($0.05) per page
for photocopies. The Town may charge the actual cost of reproducing a copy of a record that is not
susceptible to ordinary means of reproduction, such as large computer records or over-sized plans. The
Town may charge and recover a fee for the time in excess of two hours that an employee spends
searching, redacting, photocopying and re-filing a record. The Town will provide a written, good faith
estimate of the applicable copying, search time and segregation time fees to be incurred prior to
complying with a public records request. The cost of performing a search and segregation of records
generally will not exceed $25.00 per hour.
18. Conflict of Interest
By executing a contract in connection with this IFB, the Bidder acknowledges that the Town of
Needham is a municipality for the purposes of Massachusetts General Laws, Chapter 268A (the
Massachusetts Conflict of Interest statue), and agrees, as circumstances require, to take actions and to
forbear from taking actions so as to be in compliance at all times with the obligations of a contractor
based on said statute.
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19. Contract Adjustments:
Without invalidating the awarded contracts, the Needham School Committee, at any time, and from time
to time, by written order, change, increase or omit any part of the work, or change the Contract, or
specifications, or require the company who is awarded the contract (Contractor) to furnish extra
equipment or extra labor relating to the work, and the Contractor shall conform to such orders. No
change in the work shall be allowed, unless the order is signed by the Needham School Committee.
20. Other Notices
Bid evaluation and contract award will be made without regard to race, color, sex, age, handicap,
religion, political affiliation or national origin.
The Bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth
(Massachusetts General Laws, Chapter 151B).
The provisions relating to non-discrimination and affirmative action in employment shall flow through
all contracts and subcontracts that the successful Bidder may receive or award as a result of this contract.
Any services provided by the Bidder shall be rendered through a professional services contract; the
Bidder will not be considered an employee of the Town and will not receive any benefits of an
employee.
The Bidder shall comply with Massachusetts General Laws, Chapter 66A if the Bidder becomes a
"holder" of "personal data". The Bidder shall also protect the physical security and restrict any access to
personal or other Town data in the Bidder's possession, or used by the Bidder in the performance of the
Contract, which shall include, but is not limited to the Town's public records, documents, files, software,
equipment or systems.
II. CONTRACT AWARD & BIDDER QUALIFICATIONS
1. Rule for Award/ Contract Issuance:
A. One contract for all transportation services specified herein will be awarded to the responsive and
responsible bidder with the lowest grand total price over the three-year contract period, July 1, 2026
- June 30, 2029. Bidders must also submit prices for the two optional renewal years, July 1, 2029 -
June 30, 2031, although the bid prices for the two option years will not factor into the award
decision, and may not increase from the original bid price.
In the event that multiple bidders submit the same grand total bid price, the Assistant Superintendent
for Finance and Operations will re-calculate each year's bid price to determine the net present value
of each payment, using a discount factor equal to 5%. The responsive and responsible bidder with
the lowest grand total price, in net present value terms, will be named the low bidder.
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B. Options to renew the contract for the fourth and fifth years will be at the sole discretion of the
Needham School Committee.
C. Should there be a reason why the contract cannot be awarded within the time referenced herein, the
time for award may be extended for up to 45 additional days by mutual agreement between the
District and the successful bidder.
D. The School Committee reserves the right to reject any and all proposals as determined to be in the
best interest of the District and to waive minor informalities.
E. The successful bidder must enter into the Short Form Agreement prepared by the Town Counsel of
the Town of Needham (Appendix A), or a contract in substantially similar format.
F. This Contract is subject to cancellation if funding is not appropriated or otherwise not made
available. The Contract may be cancelled at the discretion of either party, with ninety (90) days
written notice to the other party.
G. The award will be subject to satisfactory reference checks, conducted by the District.
H. In case of default by the Bidder, the declaration of which shall be at the sole discretion of the
District, the District may procure the services from other sources and the defaulting Bidder shall be
liable for any and all costs in excess of the contract price occasioned by or resulting from such
default.
2. Contract Adjustments:
Without invalidating the Contract, the Needham School Committee may, at any time, and from time to
time, by written order, change, increase or omit any part of the work, or change the Contract, or
specifications, or require the company who is awarded the contract (Contractor) to furnish extra
equipment or extra labor relating to the work, and the Contractor shall conform to such orders. No
change in the work shall be allowed, unless the order is signed by a Needham School Committee
representative.
3. Bidder Qualifications:
A. To be considered qualified under this bid:
a. Bidders must provide all services specified herein, and comply with all bid
submission requirements.
b. Bidders must provide evidence of satisfactory ability and experience to execute the
requirements, specifications, and conditions of this Bid. This information will be
provided on Bid Form I. If requested, a bidder may be required to submit additional
evidence to demonstrate satisfactory ability and experience to Needham.
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B. The District reserves the right to investigate the financial responsibility of any and all bidders
to determine what assurance the owner may have of subsequent service. It further reserves
the right to withhold contract award when the bidder is unable to furnish satisfactory
evidence of adequate ability, experience and/or capital to execute the completion of a project
in accordance with the prescribed requirements, specifications and conditions of the Bid
Documents.
C. The Contractor may not assign or subcontract, or in any way transfer, any interest in this
contract, without the prior written consent of the District.
4. Estimated Quantities:
Unless otherwise stated, the quantities identified herein are ESTIMATES ONLY, given for
informational purposes and as a basis for comparison of bids. Actual quantities may be more or less
than the estimates provided herein.
III. PURCHASE DESCRIPTION & SCOPE OF SERVICES:
1. General Information
A. This section provides purchase information and scope of services information that are specific to
the Needham Public Schools.
B. The bid will cover the provision of School Bus Transportation Services for Needham students,
beginning July 1, 2026, and ending June 30, 2029. The bid may be extended for up to two
additional years, solely at the sole discretion of the Needham Public Schools. These services
include:
i. Transportation of public school and parochial students, grades K-12, round-trip,
between school and their homes or distribution points near their homes, within the
Town of Needham, during the school year (typically 180 days.) This service includes
both regular routes and half day services for either public school or parochial students.
ii. Late Buses
iii. Transportation between schools, including transportation to/from before and
after-school program sites, as well as the middle school "Bump Up Day" for incoming
Freshman.
iv. Transportation for educational, athletic, and other student-related trips organized by the
Needham School Department, or other Town of Needham Departments.
v. Spare buses and drivers, to replace Needham's owner-operated buses, as needed.
vi. Morning dispatching services, between 6:30 am - 9:00 am, daily.
vii. Afternoon dispatching services between 1:30 pm - 4:15pm, daily
viii. Scheduled bus evacuations twice per year for each school within the District.
C. The contract for furnishing school bus transportation services shall include the furnishing of all
services necessary and required, including: transportation equipment, maintenance of equipment,
operation, cleaning/disinfecting buses, supervision, inspection, registration, licensing, insurance,
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