Project Information

Bid Title

RFP PUPIL TRANSPORTATION - SUPPLEMENTAL OOD & VANS 26-27

Issuing Agency

White Plains Public Schools

Location

New York

Published Date

May 14, 2026

Closing Date

Jun 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP PUPIL TRANSPORTATION - SUPPLEMENTAL OOD & VANS 26-27

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1

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: ________

2

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: ________

Section 24: Zero Emission Requirement

Section 25: Force Majeure

Section 26: Miscellaneous Provisions

Appendices and RFP Forms

Appendix A: Description of Transportation Operations

Appendix B: Cost Proposal Forms

Appendix C: Proposer Information Form, Proposer Affidavit,

Proposer Certifications, Hold

Harmless Agreement, Proposer Warranties

Appendix D: Small Bus/Van List

Appendix E: Template for Monthly Report

Appendix F: Scoring Template

Appendix G: Data Security and Privacy Plan

3

65

65

66

71

72

75

80

91

95

98

100

Date of Opening: June 8, 2026 – 11:00 AM

Proposer’s Initials: ________

PROPOSAL SELECTION TIMELINE

RFP Release for Advertisement

RFP Questions Due

Proposals Due

Selection Committee Evaluation of Proposals

Proposer Interviews (if necessary)

Notice of Intent to Award

Recommendation to School Board and Board Decision

Contract Execution

4

May 18, 2026

May 28, 2026

June 8, 2026

June 10, 2026

June 15, 2026

July or August 2026

July or August 2026

Upon Award

Date of Opening: June 8, 2026 – 11:00 AM

Proposer’s Initials: ________

5

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

“Successful Proposer”

are used interchangeably to refer to any proposer to whom a pupil

transportation contract is awarded by the Board of Education of White

Plains City School District as a result of this RFP.

“District” or “School

District”

shall mean the White Plains City School 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: ________

Commodity Codes

• NAICS 485991Special Needs Transportation

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