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Request for Proposals

RFP #2 FY 27

Athletic Transportation Services

Date of Issue September 25, 2026

Pre-Proposal Conference Call (Mandatory)

October 1, 2026 @ 11 a.m. EST

Questions Deadline October 7, 2026 @ 4 p.m. EST

Proposals Due Date October 12, 2026 @ 4 p.m. EST

Submit Proposal Documents to PennBid – https://pennbid.net/

RFP Contact Vicki Giammarco Director of Grants and Procurement Services purchasing@mc3.edu

TABLE OF CONTENTS

INVITATION TO SUBMIT PROPOSAL……………................ Section A BACKGROUND…………………………………………………………… Section B INSTRUCTIONS TO PROPOSERS………………………………….. Section C SPECIFICATIONS………………………………..……………………….. Section D

ADDITIONAL DOCUMENTS

Exhibit A - Non-Collusion Affidavit Exhibit B – Pricing Schedule Exhibit C - Resume and References

Section A. INVITATION TO SUBMIT PROPOSAL

Montgomery County Community College will receive proposals for Athletic Transportation Services for Montgomery County Community College, RFP# 2 FY27.

Proposal Documents, including specifications, will be available to interested Proposers beginning September 25, 2026, through PennBid (https://pennbid.net/). Registration is free. A virtual mandatory Pre-Proposal conference will be held on October 1, 2026, at 11 a.m. EST. Further details are available on PennBid. Questions must be submitted via PennBid by 4 p.m. EST on October 7, 2026.

Proposals must be uploaded to PennBid, by 4:00 p.m. EST on October 12, 2026.

Proposals must include the designated forms in the Request for Proposal documents. Proposals shall conform to all other requirements as more fully set forth in the proposal documents, including compliance with all applicable laws and regulations.

The Owner reserves the right to reject any or all proposals or any part thereof or items therein and to waive informalities and/or technicalities, as it deems best to protect its interest.

END OF DOCUMENT

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Section B. BACKGROUND

Montgomery County Community College (MCCC)

For more than 60 years, Montgomery County Community College has grown with the community to meet the evolving educational and workforce development needs of Montgomery County.

The College offers more than 100 degree and certificate programs and serves students at its Blue Bell Campus, Pottstown Campus, and through online learning opportunities.

Montgomery County Community College sponsors a competitive intercollegiate athletics program participating within the National Junior College Athletic Association (NJCAA). Athletic teams require safe, reliable, and professional transportation to away contests, tournaments, postseason events, and related athletic activities throughout Pennsylvania and surrounding states.

The College seeks qualified transportation providers capable of supporting these travel requirements with appropriately sized vehicles, experienced drivers, and dependable service.

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Section C. INSTRUCTIONS TO PROPOSERS

Proposal Document Availability

A. The Proposal Documents have been prepared by the Purchasing Department of the Montgomery County Community College located at 340 DeKalb Pike, Blue Bell, PA 19422. The Proposal Documents are made available via the PennBid website only for the purpose of obtaining Proposals for this Project. Their availability does not grant a license for other purposes.

B. Proposer shall verify that the documents are complete and shall notify the Purchasing Department should the documents be incomplete, or upon finding discrepancies or omissions in the Proposal Documents. The proposer shall be responsible for the completeness of their set of Proposal Documents. No allowance or concession will be made to a Proposer who complains of missing portions of Proposal Documents subsequent to the award of Proposal. All requests for clarifications must be submitted via the PennBid Portal in writing no later than the date specified.

All clarifications, modifications and corrections to the Proposal Documents shall be issued in the form of Addenda and posted to the PennBid Portal. Addenda listing revisions and changes to the Proposal Documents shall become a part of and take precedence over original Proposal Documents and shall be so honored by Proposers in preparing their Proposals.

Definitions

A. Proposal Documents: Invitation to Submit Proposal, Instructions to Proposer, Proposal Form, form of Non-Collusion Affidavit, form of Agreement, Specifications, Campus Map and other sample proposal and contract forms, and all Addenda issued prior to Proposal opening.

B. Proposer: Person or entity submitting a Proposal.

C. Proposal Sum: Monetary sum identified by Proposer in Proposal form.

D. Contract Documents: Proposal Documents and Form of Agreement between College and Contractor (hereinafter “Agreement”).

E. Contractor: Successful Proposer, i.e., Proposer to whom contract is awarded.

F. Services: All services (including, without limitation, all supplies and equipment necessary to perform such services) identified to be provided under the Contract as detailed in the Specifications.

G. College: Montgomery County Community College, its agents, employees and/or authorized representative.

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Preparation And Submission of Proposals

DELIVERY

Proposer shall be solely responsible for the delivery of their Proposal in the manner and time prescribed. All Proposals must be received by the College at the place designated in the Invitation to Proposal, prior to the time designated in the Invitation to Submit Proposals for Proposal opening. Proposals not received in the time frame or manner as outlined will not be accepted.

PROPOSAL FORMS

Proposals shall include forms as furnished by the College. Proposals should be prepared simply, providing straightforward and concise responses to requests for information and descriptions of qualifications and capabilities.

WITHDRAWAL OF PROPOSALS

Proposals will remain firm and non-withdrawable for one hundred twenty (120) days after the opening of Proposals and will thereafter remain firm and non-withdrawable until the Proposer provides written notice to the College’s Purchasing Department that the Proposal has been withdrawn.

SIGNATORIES

(1) If the Proposer is an individual, the Proposal shall be executed by him, personally; his signature shall be witnessed; his business address shall be stated, and any trade name employed in the conduct of his business shall be stated.

(2) If the Proposer is a partnership, the Proposal Form shall be executed in the name of the partnership by each of the partners, or a general partner authorized for this purpose; the signatures of the partners shall be witnessed; the business of the partnership shall be stated; and the business address of the partnership shall be stated.

(3) If the Proposer is a corporation, the Proposal Form shall be executed in its name and on its behalf: (a) by the President or Vice President and attested by the Secretary or Assistant Secretary, and the Corporate Seal shall be affixed; or (b) by a duly authorized agent of the corporation whose authority to act, as of the date of the Proposal, shall be established by a certified copy of a resolution by the Board of Directors of the proposing corporation authorizing said agent to sign the Proposal on behalf of the corporation, submitted with the Proposal. The business address of the corporation and state of incorporation shall be stated.

(4) If the Proposer is a limited liability company, the Proposal Form shall be executed in its name and on its behalf: (a) by all of the members if the company is member-managed, or by the managing member if the company is manager-managed, or (b) by a duly authorized agent of the company whose authority to act, as of the date of the Proposal, shall be established by a certified copy of a resolution by the members of the proposing company authorizing said agent to sign the Proposal on behalf of the company, submitted with the Proposal. The business address of the company and state of formation shall be stated.

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(5) If the Proposer is a joint venture, each party of the joint venture shall execute the Proposal Form under their respective seals in a manner appropriate to such party as described above.

(6) Electronic signatures (including signatures that have been transmitted via facsimile or email) are intended to authenticate, execute, and adopt the Proposal Form and have the same force and effect as manual signatures pursuant to the Pennsylvania Uniform Electronic Transactions Act, 73 P.S. § 2260.101 et seq.

PROPOSAL SUBMISSION

All Proposals shall be submitted via PennBid and must include uploaded files of the Proposal and Non-Collusion Affidavit.

ADDENDA

Prior to the opening of Proposals, Proposer may be furnished bulletins for additions, corrections, or modifications to Contract Documents. These bulletins, in the form of addenda, are to be included in the Proposal and are part of the Contract. Failure of the Proposer to acknowledge any/all Addenda on his Proposal may be sufficient cause for rejection of his Proposal. The College intends that all Proposers shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a Proposer shall be effective unless confirmed by an addendum to this RFP, or in the Proposal. It is the responsibility of each submitting Proposer to ascertain prior to submitting its response that all issued Addenda have been received. Addenda will be posted through PennBid.

CLIENT REFERENCES

Each Proposer shall submit as part of its Proposal:

A list of references, preferably from higher education, ideally from community colleges within the Commonwealth of Pennsylvania, of similar scope and size to the College.

A list of service contracts that have expired or been terminated in the past three (3) years.

All references to be complete with name of the organization, contact person, address, phone number, type of facility and length of time servicing the account.

FINANCIAL STATEMENTS

Proposer shall submit a copy of its financial statements upon request by the College.

FINALITY OF DECISION

Any decision made by the College, including the Contractor selection, shall be final.

RELEASE OF CLAIMS

Each Proposer by submitting its Proposal releases the College from any and all claims arising out of, and related to, this RFP process and selection of a Contractor.

CONTRACTOR BEARS PROPOSAL COSTS

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A recipient of this RFP is responsible for any and all costs incurred by it or others acting on its behalf in preparing or submitting a Proposal, or otherwise responding to this RFP, or any negotiations incidental to its Proposal or this RFP. All Proposals submitted will become the property of the College.

DISCLOSURE OF PROPOSAL CONTENT

The laws of the Commonwealth of Pennsylvania require public information be available for examination by all interested parties. No Proposals shall be disclosed until after an award has been made. The College reserves the right to destroy all Proposals if the RFP is withdrawn; the award of the Contract is withdrawn; or otherwise in the normal course of business. Trade secrets or proprietary information submitted by a Proposer in connection with this procurement transaction shall not be subject to public disclosure (except as required by law); however, the Proposer must invoke protection prior to or upon submission of the data or the materials and must identify the data or other materials to be protected and state the reason why protection is necessary. Proposers shall submit, in a separate section of the Proposal, any information considered proprietary and any copyrighted material and clearly identify the information as proprietary and/or copyrighted information. Proposers may not declare their entire Proposal proprietary, nor may they declare proposed pricing to be proprietary. References may be made within the body of the Proposal to proprietary information; however, all information contained within the body of the proposal not in the separate section labeled proprietary shall be considered public information.

EXCEPTIONS TO RFP

Any exceptions to the terms and conditions contained in this RFP or any other special considerations or conditions requested or required by the Proposer MUST be specifically enumerated by the Proposer and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions of this RFP cannot be met. The selected Contractor(s) shall be required and expected to meet the RFP requirements as set forth in this RFP in their entirety, except to the extent exceptions are expressly set forth in the Contractor’s Proposal and those exceptions are expressly accepted by the College and expressly incorporated into the Agreement in writing.

ORAL INTERVIEWS

The College will require qualified Proposers to participate in an oral interview and negotiation process to discuss their Proposal and to answer any questions the College may have regarding the RFP and Contractor’s Proposal.

QUESTIONS & CLARFICATIONS

Inquiries for information regarding this Request for Proposals should be submitted via the PennBid website.

Modification And Withdrawal

Proposals may be modified and withdrawn until the Bid closes via PennBid. Negligence by Proposer in preparing his Proposal confers no right of withdrawal or modification of his Proposal after such Proposal has been opened.

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Qualifications

Prior to the award of contract, College may require satisfactory evidence to show that the Proposer is fully prepared in every way to perform the Contract timely and that he has been regularly engaged in such business. The proposer shall be prepared to furnish evidence that all certificates and public licenses have been properly maintained, are current, and shall attest that his company has never defaulted on any public contract. The College may make such reasonable investigations as deemed proper and necessary to determine the ability of a Proposer to perform the work. The Proposer shall furnish the College all such information and data pertinent to the evaluation of the Proposer’s response to this Request for Proposals upon written request from the College.

Collusive Proposals

A. More than one Proposal for one contract from an individual, partnership, corporation, company, or an association under the same or different names will be grounds for rejection of all Proposals in which such Proposer is interested. Any and all Proposals will be rejected if there is any reason for believing that collusion exists among any of the Proposers. Participants in such collusion will not be considered in future Proposals.

B. By submitting its Proposal, the Proposer certifies that it has not combined, conspired, or agreed to intentionally rig alter or otherwise manipulate, or to cause to be rigged, altered or otherwise manipulated its Proposal for the purpose of allocating purchases or sales to or among persons, raising or otherwise fixing the prices of the goods or services, or excluding other persons from dealing with the College.

C. By submitting its Proposal, the Proposer certifies that its proposal is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other Proposer, supplier, manufacturer or related entity in connection with its proposal; and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised.

D. Proposer shall submit with their Proposal, a Non-Collusion Affidavit in the form contained in the Proposal Documents.

Reservation Of Rights

The College reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The College further reserves the right to waive any irregularity or informality in this RFP process or any Proposal, and the right to award the Contract to other than the Proposer submitting the best financial proposal (low bidder). The College reserves the right to request additional information from any or all Proposers. The College reserves the right to negotiate with one or more Proposers concerning their Proposals.

Proposal Rejection

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The College reserves the right to reject any and all Proposals, or parts of a Proposal, when a rejection is in the College’s interest. The College reserves the right to reject a Proposer if he is not in a position to perform the contract or has previously failed to perform similar contracts properly or on time.

Contract

A. The College reserves the right to award a contract for one or more of the items set forth in the

Specifications, or for all items set forth in the Specifications.

B. The Contract Documents form the Contract.

C. Failure of the Proposer who is selected to execute the Agreement within 10 days, shall constitute a default by such Proposer and the College may, at its sole discretion, award the contract to another Proposer or re-advertise for Proposals, and the defaulting Proposer shall pay to the College the difference between the amounts of his Proposal and any higher amount for which the College may contract for the required services, plus any advertising, consulting, legal or other expenses incurred by reason of the default.

Familiarity With Proposed Work

The Contract is entered into by the College with the understanding that the Contractor, prior to submission of his Proposal, acquainted itself with the requirements of all Instructions to Proposer, Specifications, and other Proposal Documents, and that it has obtained all necessary information for completion of the Services during the term of the Contract. The Contractor shall not at any time after the execution of the Contract set up any claims whatsoever based upon insufficient data or incorrectly assumed conditions, nor shall the Contractor claim any misunderstanding in regard to the nature, conditions or character of the Services to be provided under the Contract, and Contractor shall assume all risk resulting from any changes in the conditions which may occur during the progress of the work.

Human Relations Act

The Pennsylvania Human Relations Act, Act 222 of October 27, 1955, P.L. 744, 43 P.S. §951 et seq., prohibit discrimination because of race, color, religious creed, ancestry, age, sex, national origin, handicap or disability, by employers, employment agencies, labor organizations, contractors and others.

Contractor does hereby agree to comply with the provisions of this Act, as amended, which are hereby made part of the Contract. Contractor’s attention is directed to the language of the Commonwealth Non- Discrimination Clause as set forth in 16 Pa. Code §349.101.

Waiver Of Consequential Damages

Contractor waives claims against the College for consequential damages arising out of or relating to the Contract, including, but not limited to, damages incurred by the Contractor for principal office expenses including the compensation of personnel stationed there, for losses of financing, business, and reputation, and for loss of profit except anticipated profit arising directly from the Services.

Fees, Permits and Certifications

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Contractor, its employees and agents shall secure, at its sole cost and expense, and maintain all necessary permits, licenses and certifications as required by federal, state and local laws, regulations and ordinances, which are legally required prior to and during the work, unless otherwise specified by the College. All costs and fees for same shall be the sole responsibility of the Contractor.

Taxes A. Contractor is responsible for sales taxes and any other applicable taxes related to the Services provided under the Contract.

B. The College is exempt from Federal Excise and State Sales and Use Tax on all tangible personal property purchased or leased by it for its use or consumption. The Contractor shall pay all County, City, State and Federal taxes required by law enacted at the time proposals are received and resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not be in addition to the contract price between the College and the Contractor, as the taxes shall be an obligation of the Contractor and not of College, and College shall be held harmless for same by the Contractor. Exemption certification will be supplied upon request.

All Applicable Laws, Statutes, Regulations And Standards

A. Contractor shall comply with all applicable federal, state, local and industry statutes, regulations, ordinances, codes and standards. The failure to specifically reference or include said matters in the Contract Documents does not excuse Contractor from compliance with same.

B. The Contractor shall comply with any and all laws, rules, regulations, ordinances, and College policies, applicable to providing the Services contemplated under the Contract. The Contractor, including its employees and agents, shall be responsible for knowing the College’s policies concerning appropriate behavior of persons in its schools, and on its properties including for example, the prohibitions of sexual harassment, alcohol, and smoking, and shall comply with all such policies. In the event any federal, state, local or other governmental body’s laws, rules, ordinances, or regulations are revised, changed, or amended, or in the event there are revisions, changes or amendments to the College’s policies, the Contractor shall comply with all such revised, changed or amended laws, rules, ordinances regulations or policies, at no additional cost to the College.

C. All Services to be furnished by the Contractor and the Contractor’s working conditions and employment practices shall comply with all applicable state and federal requirements, including, but not limited to, the Occupational Safety and Health Act.

Payment

Invoices received and approved by the College will be paid within thirty (30) days, provided all Services for which payment is requested have been completed in accordance with the Contract and Contractor is in full compliance with all requirements of the Contract.

Financial Statements

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Monthly Billing Statements showing sufficient detail to track the expenses per individual activity are to be submitted to the Business Office. The firm also agrees to allow its books and billing statements to be audited by the College or its accountants at any time after a 3-day written notification of intent to do so.

The firm is expected to submit yearly summary Billing Statements on a July to June schedule to the office listed above.

Failure To Finish or Complete Contract

In the event Contractor shall neglect or refuse to complete the Services as required, or any part thereof, or to replace any work which is rejected, then the College is authorized and empowered to services in conformity with the Contract from such party or parties, and in such manner as it shall elect at the expense of the Contractor, or to cancel the Contract; reserving to itself, nevertheless, all rights for damages, including attorney’s fees, legal costs, and additional professional fees, which may be incurred by the College. The foregoing rights and remedies shall be in addition to, and not in limitation of, any other rights and remedies available to the College at law or in equity.

Governing Law

The Contract shall be governed by the law of the Commonwealth of Pennsylvania. As between the College and Contractor, any applicable statute of limitations shall commence to run and any alleged cause of action shall be deemed to have accrued as provided by the laws of the Commonwealth of Pennsylvania. The College reserves all rights and privileges applicable to it pursuant to the doctrine of nullum tempus occurrit regi.

Claims And Disputes

Claims, disputes, or other matters in question between the parties to the Contract arising out of or relating to the Contract or breach thereof shall be exclusively litigated in the Court of Common Pleas of Montgomery County and shall not be subject to arbitration, except for compulsory arbitration as provided by the applicable rules of civil procedure. Pending resolution of any claim and/or dispute, unless otherwise agreed in writing, Contractor shall proceed diligently with performance of the Contract so as to avoid delay in the schedule of completion of the Project.

Right To Contract with Others

The College reserves the right to contract with other service providers for additional services.

Assignment And Subcontracting

The Contractor shall not assign, convey, encumber, subcontract, or otherwise transfer its rights or duties under the Contract, in whole or in part, without the prior written consent of the College. A description of any work the Contractor proposes to subcontract shall be submitted to the College for review and approval along with the name and address of the individual, firm, or corporation that is the proposed subcontractor. This submittal shall also include a list of the key personnel that the subcontractor will assign to the project. All work performed by any subcontractor shall be coordinated by the Contractor and the Contractor will be responsible to the College for all work performed by any subcontractor or special consultant.

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Non-Appropriation of Funds

Any resultant contract shall terminate immediately upon exhaustion of properly appropriated funds should the Board of Trustees fail to appropriate sufficient funds for its continuation. If the College determines, in its discretion, that it lacks adequate funds to pay part or all of the payments for the Services described in the Contract, the College’s obligation under the Contract will terminate as of the date that the funding expires without further obligation to the Contractor.

Ownership Of Documents

A. All finished or unfinished information or materials, documents, data, studies, surveys, drawings, maps, models, photographs, and reports or other materials prepared by or for the Contractor under any resultant contract shall, at the option of College, become College property and shall be delivered to and remain the property of College upon completion of the work or termination of the Contract. The College shall have the right to use and reproduce the data and reports submitted hereunder, without additional compensation to the Contractor.

B. Any documents provided to the Contractor by the College shall be returned to the College upon request.

Royalty And License Fees and Copyright, Trademark and Patent Protection

A. In submitting its Proposal, the Contractor certifies that there has been no violation of copyrights or patent rights in manufacturing, producing, or selling the commodities or services to be ordered as a result of this Request for Proposals.

B. Unless specified otherwise in the contract, the Contractor shall pay all royalty and license fees relating to the items covered by the contract.

C. In the event any third party shall claim that the manufacture, use and sales of the goods offered hereby constitutes an infringement of any copyright, trademark, or patent, the Contractor shall indemnify and hold harmless the College from any cost, expense, damage, or loss incurred in any manner by the College on account of such alleged infringement.

Additional Services

The College may add to the scope of Services or make changes in the scope of Services any services of a similar nature to those specified in the Specifications of this Request for Proposals as mutually agreed to at a price mutually agreed upon.

Nondiscrimination

If the resultant contract exceeds $10,000, during the performance of the contract, the Contractor agrees as follows:

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A. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

B. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the

Contractor, will state that such Contractor is an equal opportunity employer.

C. Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

D. The Contractor will include the provisions of the foregoing subparagraphs A, B and C in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or supplier.

Precedence Of Documents

Unless otherwise noted, the precedence of documents shall be as follows: the Contract, the Request for Proposals and the Contractor’s response to the Request for Proposals.

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Section D. SPECIFICATIONS

Scope of Services

Montgomery County Community College ("College") is seeking proposals from qualified transportation providers to furnish charter bus, mini-bus, and motor coach transportation services for College athletic teams and other authorized College groups.

The College intends to establish one or more contracts with qualified transportation providers capable of meeting varying transportation needs throughout the contract period. The College reserves the right to make a single award, multiple awards, or awards by vehicle type/service category, based upon pricing, availability, service capability, and the best interests of the College.

The awarded contractor(s) shall provide safe, reliable, and professional transportation services in accordance with all applicable federal, state, and local requirements.

Vehicle Requirements

The Contractor shall provide vehicles capable of accommodating varying team roster sizes and equipment requirements.

Vehicles shall include, at minimum:

24-passenger vehicles 28-passenger vehicles 35-passenger vehicles Larger motor coach vehicles, if available

All vehicles shall:

Be clean and professionally maintained Be free from visible damage inside and out Have fully functioning climate control systems Provide adequate baggage and equipment storage Meet all applicable safety requirements Be in excellent mechanical condition Be available with ADA accessibility accommodations upon request

The College reserves the right to inspect any vehicle assigned under this contract.

Driver Requirements

Contractor drivers shall:

Be at least twenty-five (25) years of age Possess all licenses required by federal, state, and local regulations Maintain all required certifications Be properly trained and qualified to operate assigned vehicles Wear appropriate identification or company uniforms Conduct themselves in a professional and courteous manner at all times

The Contractor shall ensure drivers are available for communication during trips and have access to a functioning cellular phone. Unless otherwise authorized by the College, the assigned vehicle and driver shall remain on site for the duration of the athletic competition or event and shall be available to the

D-2 athletic coach or designated College representative for required transportation, including, but not limited to reasonable local transportation at the destination, including transportation between competition venues, hotels, restaurants, and other College-authorized locations.

The College reserves the right to request replacement of any driver whose conduct, safety practices, reliability, or professionalism are determined to be unacceptable.

Transportation Services

Transportation services may include:

Athletic team travel Tournament transportation Conference championship travel Scrimmages and exhibition contests Student group transportation Other College-authorized travel

Services may require:

Same-day travel Evening travel Weekend travel Multi-day travel Limited overnight stays

The Contractor shall be responsible for ensuring appropriate driver staffing and scheduling to comply with all Department of Transportation regulations.

Multi-Day Travel

Certain trips may require overnight accommodations.

The College shall arrange and pay for standard hotel accommodations for required drivers.

Drivers shall be responsible for their own incidental expenses and meals unless otherwise specified.

The Contractor shall provide any additional services necessary to support transportation needs during overnight travel, including local movements associated with athletic events.

Pickup and Departure Requirements

The primary departure location shall be:

Montgomery County Community College Health Sciences Center, 340 DeKalb Pike Blue Bell, PA 19422

Additional pickup locations may occasionally be designated by the College.

Vehicles shall arrive no later than fifteen (15) minutes before scheduled departure times.

Timeliness is critical to athletic travel operations.

Failure to arrive on schedule may result in service penalties and may be considered during future contract evaluations.

The College reserves the right to assess a penalty equal to ten percent (10%) of the trip cost for each fifteen-minute increment of delay attributable to the Contractor.

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Pricing Requirements

Proposals shall include:

Pricing by vehicle type Pricing based on trip duration Hourly rates One-way transfer rates Daily rates, if applicable Multi-day trip pricing methodology Minimum service charges Fuel surcharges Parking fees Toll fees Driver-related expenses Any other applicable fees

All pricing must be clearly identified and fully disclosed In Exhibit B. The College prefers all-inclusive pricing whenever possible.

Cancellations

Athletic schedules are subject to change because of weather, facility issues, opponent cancellations, and other unforeseen circumstances.

Contractors shall provide a clear cancellation policy, including:

Same-day cancellations Advanced cancellations Weather-related cancellations

If a trip is canceled prior to vehicle departure, the College shall not be responsible for trip charges unless otherwise agreed.

If cancellation occurs after departure, payment shall be based on actual services performed.

References / Existing Customers

The proposer shall provide:

1. Total number of transportation clients served.

2. At least three references from organizations receiving similar services.

3. Details regarding higher education clients, if applicable.

4. References from colleges, universities, school districts, or athletic organizations where available.

5. Information required in Exhibit C.

Vendor Qualifications

To be considered responsive, proposers must demonstrate:

Minimum three (3) years experience providing charter transportation services.

Appropriate operating authority.

Required insurance coverage.

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Compliance with Department of Transportation regulations.

Strong safety record.

Ability to provide vehicles within required timeframes.

Evaluation Criteria and Scoring

Proposals will be evaluated based on the following criteria:

1. Compliance with Specifications (40%)

2. Pricing (30%)

3. Safety Record & Regulatory Compliance (15%)

4. Vendor Experience & Service (15%)

Proposal Submission Requirements

Vendors responding to this RFP must submit their proposals electronically through PennBid. Proposals shall include, at a minimum, the information outlined below. Proposals must be complete, responsive, and address all requirements of this RFP.

Proposal Format

i. Cover Page and Overview: Provide a brief description of the Vendor submitting this proposal and overview including: legal name, address, website, contact person, cooperative purchasing agreements, and a two (2) page overview.

ii. Fleet Information o Available vehicle types o Vehicle capacities o Average fleet age o ADA-accessible vehicle availability

iii. Driver Qualifications o Hiring standards o Training requirements o Safety programs o Licensing requirements

iv. References:

Provide minimum of three references including organization name, contact, and description.

v. Pricing Proposal Detailed pricing schedule utilizing Exhibit B.

vi. Safety and Compliance o DOT registration information o Safety ratings o Insurance certificates

D-5 o Accident history for the past three years

Content of Proposal

Any addenda to these documents will be sent to Vendors and will become part of this RFP. No oral statements shall be of any effect unless incorporated into the addenda.

The College is not required to accept the proposal offering the lowest price. The final determination will be based on that proposal which best serves the interest of the College.

Firms are instructed to submit their best offer. The College reserves the right to negotiate and interview finalists.

The RFP does not commit Montgomery County Community College to award any work. The College reserves the right to accept or reject any or all proposals and cancel or modify the RFP in part or entirety.

END OF DOCUMENT