Notice Details

Please note that bids are due via electronic mail to DCPSubmissions@schools.nyc.gov.

To download, please go to https://infohub.nyced.org/resources/vendors/open-doe-solicitations/request-for-bids. If you cannot download, send an e-mail to vendorhotline@schools.nyc.gov with the RFB number and title in the subject line.

For all questions related to this RFB, please send an e-mail to RLiadis@schools.nyc.gov with the RFB’s number and title in the subject line of your e-mail.

Description: This procurement is intended to identify eligible organizations experienced and capable of providing Charter Bus transportation services to over 2,700 school locations commencing in the 2024-2025 school year. Bidders are to supply safe transportation of students, their chaperones, school staff, and administrators on extracurricular round trips via motor coach-style buses carrying 49-55 passengers from their schools (some trips may originate elsewhere). Buses must include a fully functioning restroom (equipped with all necessary toiletries/toilet paper and soap). This solicitation is being conducted as an RFB to allow for competitive pricing. Contract awards based on this RFB will be to the lowest responsive and responsible bidders. Award will be made on an aggregate class basis for up to six (6) vendors in each aggregate class. There are thirteen (13) geographically defined Aggregate Classes (each an “AC”, collectively “ACs”), as seen below. Bidders are to bid on one or all aggregate classes they can service during the contract period. Bidders awarded through this RFB would be required to operate Chancellor’s Regulations A-670, conformance with New York State Department of Transportation (NYSDOT) and United States Department of Transportation (USDOT) regulations and be certified by the NYS Dept. of Motor Vehicles as 19A.

Aggregate Class 1 Bronx - Districts 7, 8, and 9

Aggregate Class 2 Bronx - Districts 10, 11, and 12

Aggregate Class 3 Brooklyn - Districts 13, 14, and 15

Aggregate Class 4 Brooklyn - Districts 16, 17, and 18

Aggregate Class 5 Brooklyn - Districts 19, 20, and 21

Aggregate Class 6 Brooklyn - Districts 22, 23, and 32

Aggregate Class 7 Manhattan - Districts 1, 2, and 3

Aggregate Class 8 Manhattan - Districts 4, 5, and 6

Aggregate Class 9 Queens - Districts 24, and 25

Aggregate Class 10 Queens - Districts 26, and 27,

Aggregate Class 11 Queens - Districts 28, and 29

Aggregate Class 12 Queens - District 30

Aggregate Class 13 Staten Island - District 31

There will be a Pre-Bid Conference on Tuesday, October 17, 2023, at 2:00 to 3:00 P.M., on Microsoft Teams Live Meeting. The link to the virtual Pre-Bid Conference scheduled is https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTExYzU0YjUtYzQ2Ny00NmYzLTgzNzItNDQ4NGQ2YzhhMmU4%40thread.v2/0?context=%7b%22Tid%22%3a%2218492cb7-ef45-4561-8571-0c42e5f7ac07%22%2c%22Oid%22%3a%226cf6bca2-d091-4b5a-b335-62ba6fcdeefa%22%7d.

We recommend that proposers download the free Microsoft Teams Application on their computer and/or mobile device to participate in the Teams Meeting Live Event in advance of the conference and attendees should plan to log in 5 minutes prior to the conference start time.

For electronic bid submissions, please note the following procedures: Bid submissions must be sent via electronic mail (“The Bid Submission Email”) to DCPSubmissions@schools.nyc.gov (the “Bid Submission Email Address”). Bid Submissions sent to any other email address will be disregarded. The subject line of your Bid Submission Email must include the solicitation number and the name of the submitting vendor (e.g. B5825 – Enter Company Name). Please attach the completed Request for Bids and the Bid Blank documents to the Bid Submission Email as separate files. Please name the bid blank attachment “Bid Blank” and the completed Request for Bids attachment “RFB.” If the files accompanying your bid submission are too large to be transmitted as email attachments, please include in the first line of your Bid Submission Email a link to a Microsoft OneDrive folder containing all of your bid-related documents. Please note that if you are using OneDrive, do not attach any documents to the Bid Submission Email. Further, please include a separate folder within your OneDrive folder which includes the separate bid blank file. Please name this folder and the bid blank file “Bid Blank.” The name of your OneDrive folder must match the subject line of your bid submission, and your OneDrive folder must not contain any files unrelated to the Bid Submission.

Guidance for first-time Microsoft One-Drive Users:

Microsoft OneDrive (“OneDrive”) is a file hosting and synchronization service operated by Microsoft as part of its web version of Microsoft Office. OneDrive allows users to grant access to files which are too large to transmit via electronic mail to other users. If you do not have Office 365, please take the following steps to gain access to a free version of OneDrive so that you can upload those bid submission documents which are too large to transmit via electronic mail: 1. Conduct an internet search for “Microsoft OneDrive;” 2. Navigate to the official Microsoft website and sign up for a free account; 3. Once you have created a folder for the solicitation whose name matches the subject line of your Bid Submission Email, upload the documents relevant to your bid submission in this folder. 4. Create a share link for this folder; 5. Be sure to check your share settings so that anyone receiving the link that you create will be able to open the link and access the files. If your share link permissions are restricted (e.g. to only your organization in Office 365), the DOE will not be able to view your solicitation documents. It is your responsibility to ensure that the link(s) you provide allows the DOE to view, download and/or open your documents; and 6. Include the link which you have created as the first line of your Bid Submission Email.

For hard copy (paper) bid submissions, please follow the below instructions: Further to prior instructions regarding submissions of bids. In addition to electronic submission via email, Bidders may choose to hand deliver their bid packages to NYC DOE at any time prior to the Bid Due Date/Time. If you plan to submit a paper bid, you must provide notice by e-mailing DCPSubmissions@schools.nyc.gov, including “Paper Submission Request for Solicitation # B5825” in the subject line, at least three (3) business days in advance of the anticipated date and time and place you or your agent plan to arrive at 65 Court Street, Brooklyn, NY 11201, Rm 1201 to drop off your bid. Bidders should include in their notification e-mail the name of the person who will be delivering the bid or advise that the Bid Package will be arriving by messenger. Bidders who fail to provide advance notification of intent to hand-deliver a bid risk not having anyone to receive the bid.

The Bid opening will be conducted virtually via Microsoft Teams on December 7, 2023 at 11:00 A.M. Bidders who have submitted their Bid Submission Email by the Bid Submission Deadline will receive a reply to their Bid Submission Email with a link to be able to view a livestream of the Bid opening online. If you do not receive a confirmation email of the DOE’s receipt of your electronic bid submission, please email: Gabriel Soriano at GSorian@schools.nyc.gov.

Please continue to check the DOE website and/or Vendor Portal for updates. https://infohub.nyced.org/vendors https://www.finance360.org/vendor/vendorportal/

BID OPENS VIRTUALLY ON DECEMBER 7, 2023 AT 11:00 A.M.  PLEASE SEE VIRTUAL LINK BELOW.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWI2ZGFiNTMtZDc5Ni00NTc3LTg2YjEtYmYxYzg3MGNjMDMz%40thread.v2/0?context=%7B%22Tid%22%3A%2218492cb7-ef45-4561-8571-0c42e5f7ac07%22%2C%22Oid%22%3A%2233f73cb2-8a8c-4d65-8f37-5256f643d9ed%22%2C%22IsBroadcastMeeting%22%3Atrue%2C%22role%22%3A%22a%22%7D&btype=a&role=a