IFB for vendors to supply supplemental school bus maintenance services

Weston Public Schools ("District") is issuing this Invitation for Bids (IFB) pursuant to M.G.L. c. 30B, § 5 to solicit firm fixed pricing from qualified vendors to provide supplemental preventive maintenance, diagnostic, warranty, and corrective repair services for the District’s student transportation fleet (school buses, MFSABs, and vans across gasoline, diesel, and electric powertrains). Services will be requested on an as-needed basis to supplement internal capacity during peak volume periods or specialized repair requirements.

Fleet Powertrains Covered

• School Buses (Type A, B, C, and D) – Gasoline, Diesel, Electric (EV)
• Multifunction Student Activity Buses (MFSAB) – Gasoline, Diesel, Electric (EV)
• Passenger Vans – Gasoline, Diesel, Electric (EV)

Service Requirements & Constraints

• Performance Location and Site Constraints: All diagnostics, maintenance, parts replacement, and structural repairs under this contract must be performed entirely off-site at the Contractor's established, commercial repair facility. At no point shall the Contractor, its employees, or its subcontractors perform mechanical labor, repair work, or equipment servicing on town-owned property, at municipal DPW garages, or on active public works construction sites.
• Preventive Maintenance (PM): Scheduled Minor PM (oil/filter, safety check, brake adjustment) and Major PM (full fluid service, air/fuel filters, comprehensive brake tear-down, state safety inspection check).
• Corrective Repairs: Mechanical, electrical, hydraulic, steering, suspension, HVAC, and EV high-voltage diagnostics.
• Emergency Roadside & Turnaround: On-site roadside troubleshooting/towing as needed. Diagnostics for disabled vehicles must be performed within 24 hours of delivery to vendor's shop.

Submission

Bid Submission Deadline: **November 25, 2026, at 3:00 PM EST**. Bid Opening: Public Opening at the same time. Submission location: David Coelho, Director of Finance, Weston Public Schools, 89 Wellesley St., Weston, MA 02493.

Evaluation

The Contract(s) will be awarded to the lowest responsive and responsible bidder(s) based on the total calculated bid price in Section 5. A bidder is responsive if they complete all required forms, accept contract terms, and return a signed, complete bid packet prior to the deadline.

Contract Term

• Base Term: One (1) year commencing December 1, 2026, through November 30, 2027.
• Renewal Options: Options to extend annually for up to two (2) additional one-year periods, at the sole discretion of the District, not to exceed a total contract duration of three (3) consecutive years.

Contract Value

- Estimated Annual Value: Up to **$35,000** annually, contracts awarded on an annual basis (**$105,000** estimated over 3 years).

Award

The District intends to award contracts to up to two (2) responsive and responsible bidders offering the lowest Total Evaluated Bid Price. Anticipated Contract Award Date: November 30, 2026.