Bid Procedures & Proposal Guidelines

1. The Franklin West Supervisory Union reserves the right to reject any and all bids, or accept a bid for other than the low bid, if it is deemed by the Board of Directors to be in the best interest of the Supervisory Union. You are requested to bid a minimum three-year proposal; maximum five-year proposal broken down into yearly rates.
   

2. Transportation for special education, co-curricular activities and field trips fluctuates. Please bid a per mile and/or per hour rate for these services. You may bid a separate rate for Type l and Type ll vehicles.
   

3. You may include a consumer price index clause as an addendum to your bid price.
   

4. Franklin West Supervisory Union intends to purchase fuel directly from the vendor, so the bid should not include any provisions for a base cost of fuel, or a fuel escalator.
   

5. The successful bidder must comply with all federal and/or state regulations governing liability insurance for school buses in particular, and public bus companies in general (no less than $5,000,000 bodily and liability/property damage). A certificate must be filed with the Supervisory Union. The contractor further agrees to fully indemnify and hold harmless the Supervisory Union, affiliated School Districts, its agents, or employees under this agreement. The Supervisory Union will be named on the policy as far as its interests lie. Any insurance escalator clause must be a part of your bid document.
   

6. All bids must be delivered to, or received by Randall Morton, business manager, at 4497 Highbridge Road, Fairfax, VT 05454, before 12:00 PM on December 19, 2025. Bids will be open at the Franklin West Supervisory Union at the above address at that time.
   

7. Please include letters of reference with your bid.
   

8. Other Requirements:

   1. All buses must be equipped with two-way radios.

   2. Adequate backup units must be available at all times in case of breakdowns.

   3. A dispatcher with a designated phone line must be available during route times.

   4. At least one bus for each school district must be equipped with a wheelchair lift.

   5. Field trip notification procedures and timelines must be indicated if you require specific arrangements.

   6. The Contractor must provide routing and scheduling assistance.

   7. The Contractor will participate in early morning winter road reviews.

   8. The Contractor will supervise two state-required bus evacuation drills.
      

9. Other Conditions:

   1. The Supervisory Union agrees to provide adequate and timely notice of any changes in the number or length of bus routes and bus pick-up points and reserves the exclusive right to change, modify, or adjust time schedules or routes.

   2. The Supervisory Union reserves the right to decide on a per-school basis when bus transportation must be curtailed or canceled due to school closings and/or weather.

   3. The Contractor will carefully apply and enforce each school district’s school bus disciplinary policies in effect during the term of this contract.

   4. The highest degree of professionalism will be expected from all drivers. The Administration reserves the right to direct the contractor to reassign any bus driver whose conduct is questionable or who does not represent the values being instilled by the school system.

   5. All drivers’ qualifications and practices must comply with state and federal regulations. All drivers, including substitutes, must have completed the fingerprint check process at Franklin West Supervisory Union before they are assigned to drive any bus within the supervisory union.
      

10. Preferences:

    1. No bus used on a daily basis shall be more than seven years old.

    2. A bus mechanic must be employed to respond to emergency needs as well as regular maintenance.

    3. Transportation payments shall be made in ten installments.

    4. All bus drivers and/or coordinators should maintain regular contact with the GEMS School Administration so minor problems do not escalate into major ones.