Pupil Transportation

NYSED / P-12: EMSC / SOMS / Pupil Transportation Services / Contracts/Business

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Contracts/Business

8 NYCRR 156 – Commissioner Regulations for Pupil Transportation Contracts

• 156.1 Applications, contracts, and other information to be filed
  • Note: Where the contract covers a multi-year period (2-5 years) the voters must approve a separate proposition or a specific line item in the school budget. The budget must also include a footnote to the line item which indicates the total number of years and cost of the multi-year contract. The full term of a multi-year contract must be included in a single contract form. For example, where a contract covers a 5-year term, the ending date will be June 30 of the fifth school year. (See Chart for summer & school year dates)
• 156.5 Annual Extensions of Contracts

  Two Types of Extensions:

• Annual Extensions = year-to-year renewal of a competatively bid contract
• Multi-Year Extensions = 2-5 year term contract/ extension that requires voter prior approval

• 156.11 Appropriate Costs

CPI % - Contract Extension Increase

• Current CPI (6.3% 2022-23) & History

Contract Information

• 3 Ways to Award a Contract:
  • Competative Bid (RFB) - most common
  • Negotiate (Emergency/ Partial/ Shared Services)
  • Request For Proposal (RFP) - more complex
• 3 Types of Bids:
  • Competitive (RFB) - most common
  • Cooperative (BOCES/Multiple Districts)
  • Request for Proposal (RFP) - more complex
• 10 Kinds of Contracts: School Year, Summer, School Year Extension, Summer Extension, Partial, Emergency, Maintenance (Only), Operations and Maintenance, Parent, Intermunicipal
• 10 Most Common Mistakes for Contracts & Extensions

Common Reasons for Contract Disapproval

Recommendations for Contract Submittal

• Areas of Service: Home to School, Special Needs, Non-Public/Charter School, Sports, Field Trips, McKinney Vento (Homeless), Foster Care
• Competitive Bidding Dollar Threshold
• Cooperative Bids
• Education Law 3625 (Filing of transportation Contracts)
  • Note: For district and SED verification purposes, please submit all contracts with a coversheet listing the number of contracts submitted and mail them via CERTIFIED post. This will ensure all district contracts are received and processed accordingly.
• Emergency Transportation Contracts (31 Calendar Days)
  • District Instructions - Emergency Contracts
• Parent Contracts
  • District Instructions - Parent Contracts
  • Parent reimbursement, the standard mileage rates for the use of a car (also vans, pickups or panel trucks):
    • 7/1/22 = 62.5 cents per mile
    • 2022 = 58.5 cents per mile
    • 2021 = 56 cents per mile
    • 2020 = 57.5 cents per mile
    • 2019 = 58 cents per mile
    • 2018 = 54.5 cents per mile
    • 2017 = 53.5 cents per mile
  • 2016 = 54 cents per mile
• Piggyback Contract Guidance
• Shared Services

New - Approval / Disapproval Notice - Contract Type - Key

Forms

Assignment of Contract Form

Cost Justification Form

• 2022-2023 School Year form
• 2021-2022 School Year form
• 2020-2021 School Year form
• 2019-2020 School Year form
• 2018-2019 School Year form

School Year Contracts  (September - June)
Visit the new Forms page for the following forms:

1. Form TC – Transportation Contract – School Year
2. Form CE – Contract Extension – School Year

Summer Contracts  (July & August)
Visit the new Forms page for the following forms:

1. Form TCS – Transportation Contract – Summer
2. Form CES – Contract Extension – Summer

Requests for Proposal (RFP)

• Contracts Awarded Thru an RFP - more complex than a competative bid
• 156.12 Regulatory Authority for Contracts Awarded thru an RFP
• Sample RFP
• RFP Checklist

 

School Bus Purchase (SAMS BP System)

• Emergency Purchase of Replacement Bus Due to Loss
• OGS State Contract for School Buses
• Statutory & Regulatory Authority – 8 NYCRR 156.4

Leasing School Buses

• General Information
• Statutory & Regulatory Authority – 8NYCRR 156.6 (Emergency Conditions)
• School Bus Lease Checklist 

 

Guides for Transportation Aid

• Aidable & Non-Aidable Transportation Expenses
  Visit the new Forms page for the following forms:
  • Transportation Related Services Request Form
  • Transportation Equipment Request Form

  Note: Equipment purchased for or installed on contracted buses is non-aidable.

• Non-Allowable Pupil Decimal (NAPD)  State Aid Website
• Regulatory Authority – 8 NYCRR 156.7 - Calculation of nonallowable pupil deduction.
  

Equipment Repair & Replacement

• Regulatory Authority – 8 NYCRR 156.9
• Transportation Equipment Purchase Request Form

Computerized Routing Application, Computers, Two-Way Radios

• Regulatory Authority – 8 NYCRR 156.2, 156.9
• Statutory Authority – Education Law section 3623-a
• Department Pre-Approval for certain Purchases

Consultant Services

Last Updated: October 22, 2022