7-1. RFP UTD20260112-AN Chartered Transportation Services.pdf

UTD20260112-AN

REQUEST FOR PROPOSAL

(Services)

THE UNIVERSITY OF TEXAS AT DALLAS

CHARTERED TRANSPORTATION SERVICES (Includes SUVs, Sedans, and Vans)

RFP No.: UTD20260112-AN

For:

System-Wide

Issued on:

April 24, 2026

Submittal Deadline:

May 22, 2026, at 5:00 PM CDT

ABOUT THE UNIVERSITY OF TEXAS AT DALLAS (“UTD”)

The University of Texas at Dallas (“UTD”) is a Carnegie R1 classification (Doctoral

Universities – Highest research activity) institution, located in a suburban setting 20 miles north of downtown Dallas. The University enrolls more than 30,139 students — 76% undergraduate and 24% graduate students, and offers a broad array of bachelor’s, master’s, and doctoral degree programs.

Established by Eugene McDermott, J. Erik Jonsson and Cecil Green, the founders of

Texas Instruments, UTD is a young institution driven by the entrepreneurial spirit of its founders and their commitment to academic excellence. In 1969, the public research institution joined The University of Texas System and became The University of Texas at Dallas.

A high-energy, nimble, innovative institution, UTD offers top-ranked science, engineering and business programs and has gained prominence for a breadth of educational paths from audiology to arts and technology. UTD’s faculty includes a Nobel laureate, six members of the National Academies and more than 560 tenured and tenure-track professors.

TABLE OF CONTENTS

SECTION 1: PROJECT OVERVIEW 4

1.1 Project Key Events & Dates

1.2 Contract Term

1.3 Estimated Quantities not Guaranteed

SECTION 2: GENERAL INFORMATION 5

2.1 Response Format

2.2 Type of Contract

2.3 Clarifications and Interpretations

SECTION 3: PROJECT SOPE OF SERVICES 6

3.1 Athletic Services

3.2 Professional Chauffeured Transportation Services

3.3 Ordering of Services

3.4 Employee/Operator Background Checks and Drug Screening

3.5 Vehicle and Operator/Driver Identification

3.6 Mandatory Requirements/Conditions

SECTION 4: COST PROPOSAL 12

SECTION 5: EVALUATION CRITERIA FOR AWARD 14

SECTION 6: ATTACHMENTS 14

SECTION 1: PROJECT OVERVIEW

1. PROJECT OVERVIEW

The University of Texas at Dallas, (“UTD”) seeks proposals from qualified vendors to provide Chartered Transportation Services for its Students, Faculty and Staff on an “as needed” basis and in accordance with the scope of services described herein. Qualified respondents are invited to submit a written response outlining their qualifications and experience to provide the services as described in the Scope of Services, and in accordance with the terms, conditions and requirements set forth in the Request for Proposal (RFP). The successful proposer will provide the scope of services in accordance with all applicable laws, regulations and professional standards.

1.1 RFP KEY EVENTS & DATES

UTD reserves the right to revise the Key Events Schedule at any time.

Issuance of RFP April 24, 2026

Deadline to submit written Questions May 01, 2026

5:00 PM CDT

Deadline to submit Proposal May 22, 2026

5:00 PM CDT

Anticipated Contract Award(s) July 2026

1.2 CONTRACT TERM

It is anticipated that the contract term for contract(s) awarded resulting from this solicitation, if any, will be 1 initial year with the option to renew for four (4) additional (1) one-year terms.

1.3 ESTIMATED QUANTITIES NOT GUARANTEED

The estimated quantities specified herein are not a guarantee of actual quantities, as UTD does not guarantee any particular quantity of equipment or services requested during the term of this contract. The quantities may vary depending upon the actual needs of the user department. The quantities specified herein are good faith estimates of usage during the term of this contract. Therefore, UTD shall not be liable for any contractual agreements/obligations the Contractor enters into based on all the quantities specified herein. There is no guaranteed amount of business, expressed or implied, to be purchased or contracted for by UTD.

SECTION 2: GENERAL INFORMATION

2. GENERAL INFORMATION

The Respondent shall submit his Proposal via Bonfire: Bonfire Project

2.1 RESPONSE FORMAT

Proposals shall be a MAXIMUM OF THIRTY (30) PAGES. The cover page, table of contents, Acceptance of UTD Standard Terms, and Pricing Proposal do not count as printed pages.

2.2 TYPE OF CONTRACT

The applicable Terms of Purchase and the terms and conditions contained in the Standard Agreement Between Owner and Contractor, copies of which are included in the Bidding Documents, will govern any award that may result from this RFP. If awarded, the Standard Agreement Between Owner and Contractor shall control and will constitute any agreement resulting from this solicitation. Respondent will be required to perform Work in accordance with the terms and conditions of the Standard Agreement Between Owner and Contractor without change. Respondent should, therefore, review the Terms of Purchase and the Standard Agreement Between Owner and Contractor carefully.

2.3 CLARAFITICATIONS AND INTERPRETATIONS

Any clarifications or changes to this RFP will be issued as an Addendum through Bonfire.

Respondents are responsible for checking Addenda and obtaining them in a timely manner.

All Addenda issued before the proposal due date become part of the RFP, and respondents must acknowledge receipt of each Addendum using the Addenda Acknowledgement Form.

BALANCE OF PAGE INTENTIONALLY LEFT BLANK

https://utdallas.bonfirehub.com/projects/227452/details

SECTION 3: PROJECT SCOPE OF SERVICES

3. PROJECT SCOPE OF SERVICES

The University of Texas at Dallas (“UTD”) is soliciting proposals from qualified vendors to provide the following transportation services:

1. Charter-Motor Coach/Mini Coach Transportation for Athletics/Field Trips, and

2. Professional Chauffeured Transportation Services for faculty and staff on an as‑needed basis.

Required services include, but are not limited to, the provision of charter buses, sedans, SUVs, passenger vans, and large motor coaches. Vendors may submit proposals for either service category individually or for both categories.

UTD intends to establish a pool of qualified vendors for each category. Selected vendors must be capable of providing multiple vehicle types to support the diverse transportation requirements of the University community.

3.1 ATHLETIC SERVICES

a) Athletics Program: The University of Texas at Dallas Department of Athletics requires flexible and reliable charter bus services to accommodate its ongoing and future transportation needs for various programs and activities. This portion requires the provision of 56-passenger charter buses only.

The work requested involves the provision of safe and timely transportation for UTD student athletes and staff to scheduled events for all Athletic competitions for the following:

• Baseball

• Men’s/Women’s Basketball

• Men’s/Women’s Soccer

• Softball

• Volleyball

• Track and Field

b) Motor Coach Services for Athletics: UTD Athletic Teams may require transportation services to other universities/parks/athletic arenas within the States of Texas as well as outside the State of Texas; Oklahoma, Arkansas, Louisiana, and New Mexico.

In some instances, transportation may be extended based on the college athletic teams’ performance and rankings while participating in tournaments. Extension services are predicated on whether the teams win or lose during tournament play.

• Day Travel: is a trip leaving a UTD campus and returning the same day or night.

• Overnight Travel: is a trip leaving a UTD campus and returning on a different day where overnight stay is required.

c) Field Trips: To support university-wide field trip needs, this category will include a 30 to 40 passenger mini coach option in the cost proposal.

d) Annual Blanket Order: UTD Athletics will provide a blanket purchase order for each sport participating in this solicitation at the start of the academic year and will pay invoices after each trip.

3.2 PROFESSIONAL CHAUFFEURED TRANSPORTATION SERVICES:

The Contractor shall provide professional chauffeured transportation services on an as‑needed basis, utilizing a fleet that includes, but is not limited to, SUVs, sedans, and passenger vans. Services must be available for a variety of transportation requirements and should include the following, at minimum:

• Airport Transfers: Reliable, timely pick‑up and drop‑off services for all major airports, including flight tracking.

• Point‑to‑Point Transfers: Direct transportation between designated locations with flexibility to accommodate schedule changes and client requirements.

• Hourly Charters: Chauffeured service available for hourly engagements, allowing for multi-stop itineraries, on‑demand adjustments, and continuous driver availability throughout the charter period.

• Dedicated Daily Service: Provision of a dedicated vehicle and chauffeur for full‑day assignments or recurring daily schedules, supporting executive travel, or operational needs.

• Long-distance: Intercity within Texas or across state lines.

The Contractor may be required to furnish any of the following types of vehicles, as needed, to support passenger transportation requirements:

Sport Utility Vehicles (SUVs): Accommodating up to 3 passengers comfortably, with sufficient cargo space for all associated luggage.

Sedans: Accommodating up to 6 passengers, offering a comfortable interior and adequate luggage capacity based on passenger count.

Passenger Vans: Accommodating up to 13 passengers, with ample luggage space to support full passenger occupancy.

All services shall be performed by professionally trained chauffeurs, with an emphasis on safety, reliability, discretion, and exceptional customer service. Vehicles must be well‑maintained, late‑model, and equipped to ensure passenger comfort and operational efficiency.

3.3 ORDERING OF SERVICES

UTD will contact the awarded transportation vendor(s) to request quotes for each specific event. Quote requests will include details such as the event name, event date, pick-up and drop-off locations, destination, number of vehicles required, and total number of travel days.

Travel destinations may be within the state of Texas or out of state.

The successful vendor(s) shall provide a preliminary travel itinerary based on information provided by the UTD travel coordinator(s).

Vendor(s) must provide access to a designated local travel assistant and a direct phone number for use in the event of any itinerary changes or corrections are required.

All Athletic program trips shall be secured with a UTD blank purchase order (BPO) and Chauffeured transportation services will either be secured with a purchase order or a One Card.

Please include the following information with your proposal:

• Primary customer service point of contact for quote requests and general process inquiries.

• Details regarding holidays, special events, and peak travel periods that may affect availability or pricing.

• Reservation cancellation policy, including timelines and any associated fees.

• Safety contingency plan, including procedures for bus malfunctions and the estimated time required to deliver a replacement bus to the breakdown location.

• Gratuity guidelines or requirements.

3.3.1 INVOICING AND PAYMENT

a) Payment Terms: All invoices will be paid net 30 as mandated by the Texas Prompt

Payment Act (ref. Chapter 2251, Government Code).

b) Vendor(s) shall submit all invoices to The University of Texas at Dallas (UTD)

Payment Services Team via email at accountspayable@utdallas.edu

c) Invoice(s) must reference a purchase order number.

d) Exceptions to the 30-day payment requirement will be granted solely when a prompt payment discount is incorporated into the cost proposal.

3.4 EMPLOYEE/OPERATOR BACKGROUND CHECKS AND DRUG SCREENING

The Contractor shall have a background check and a drug screen performed for each operator/driver assigned to provide Charter Services under this Contract. The Contractor shall not assign an operator/driver to provide transportation services under this Contract if such operator/driver has been convicted of a felony offense. Contractor is responsible for the performance of all individuals performing the Services under this Agreement. Prior to commencing the Services, Contractor will have an appropriate criminal background screening performed on all the individuals on who will be performing Services on University campus.

Contractor will determine on a case-by-case basis whether each individual assigned to perform the Services is qualified to provide the services. Contractor will not knowingly assign any individual to provide services who has a history of criminal conduct unacceptable for a university campus or healthcare center, including violent or sexual offenses. Contractor will update the University, each time there is a change in the individuals assigned to perform the Services on University Campus.

3.5 VEHICLE AND OPERATOR/DRIVER IDENTIFICATION

The Contractor shall ensure that each operator/driver performing transportation services under this contract always carries proper personal identification and a valid driver’s license.

Operator/driver shall wear appropriate attire with the operator/driver name plainly visible. All vehicles used in the performance of transportation services for UTD shall display the Contractor’s name/logo.

3.6 MANDATORY REQUIREMENTS/CONDITIONS

3.6.1 CHARTER BUS AND EQUIPMENT REQUIREMENTS

mailto:accountspayable@utdallas.edu

a) All buses and equipment necessary to fulfill this charter bus contract should be clean, in good working order, and meet modern safety and emission standards. Contractor must maintain a modern fleet, specifically that motorcoaches be No older than seven

(7) years.

b) Contractor’s must be registered to do business in the State of Texas and be in good standing with the Texas Secretary of State and maintain a “Satisfactory” safety rating from the Federal Motor Carrier Safety Administration (FMCSA). Any rating of “Conditional” or “Unsatisfactory” typically results in immediate disqualification.

c) UTD reserves the right, at any time during the term of the contract, to inspect the Contractor’s vehicles for compliance with Federal, State and University’s standards.

Upon discovery of noncompliance with any requirement the vehicle(s) may not be used under this contract on any subsequent trip until approval is granted by the University. Re-inspection must be scheduled by appointment during normal business hours. The conclusions of the University shall be final regarding equipment approval.

d) Maintenance and cleaning records for each vehicle must be always kept current and available for inspection by the University.

e) All charter buses must be clean, air-conditioned, operable on-board lavatory, on-board Wi-Fi, and a DVD player and television monitor(s). Such equipment shall be provided by the Contractor and remain in fully operable condition throughout the term of any resulting contract.

f) Charter buses must be ADA (Americans with Disabilities Act) compliant as per the requirements of the University. Each bus must have at least one wheelchair lockdown position onboard with fold down seats when not in use. Each bus shall be a low-floor bus with a fold-out wheelchair ramp.

3.6.2 DRIVER REQUIREMENTS

a) All driving staff provided must be properly certified and licensed under the laws, rules and regulations of all authorities having jurisdiction.

b) Driving staff shall have at least 5 years of experience in driving chartered buses.

c) No driver shall be convicted of a felony offense under chapter Title 5, Texas Penal

Code; (b) an offense for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or (c) an equivalent offense under federal law or the laws of another state. The responsibility for checking bus drivers' criminal backgrounds to ensure they have not been convicted of any of the aforementioned or related crimes is an ongoing responsibility, which lies solely upon contractor.

d) Driver’s work hours must meet federal and state laws regarding hours of service and required periods of rest.

e) All driving staff must be trained and versed in appropriate safety procedures.

f) Drivers shall not engage in any activities that may distract the driver from driving / operating the vehicle. Such activities may include, but are not limited to listening to radios, iPods, cell phone, texting, social media activity, watching television/movies, or smoking. Exceptions may be made for an emergency. Even under an emergency scenario the driver is responsible for the safety of his/her passengers and vehicle.

g) The University reserves the right, at any time, to approve or reject any driver. The decision of the University regarding qualifications, acceptance or rejection of any driver under this contract shall be final and conclusive.

h) The driver must remain with the bus at all times. If the driver must leave the bus at the point of destination or any stops in route, the bus must be secured and locked.

3.6.3 SAFETY REQUIREMENTS

a) All accidents involving the vendor’s equipment or personnel while operating for the

University shall be reported to the University immediately. The report shall be followed by a written investigation report of the accident within five (5) calendar days after the date of the accident.

b) In the event of accidents or employee/passenger injuries the designated contacts for the Departments of Public Safety and Transportation must be called immediately. A written incident report must be submitted to the appropriate designated Campus office within 24 hours. Information and data about the accident/incident must be preserved by a Drive-cam system or equivalent technology.

c) No one other than the driver or any individuals that are considered passengers shall be allowed access on the bus during the charter.

3.6.4 OTHER REQUIRMEENTS

a) Schedules will be coordinated with an assigned designee from the College.

b) The University and the vendor shall mutually establish all inclement weather and cancellation policies. The requesting department will communicate any necessary adjustments to the vendor in the event of weather-related or other applicable cancellations.

3.6.5 INSURANCE REQUIREMENTS

a) All Certificates of Insurance should include The Board of Regents of The University of Texas System, The University of Texas Systems and The University of Texas at Dallas as additional insureds. Vendors must maintain the following coverage limits.

Workers’ Compensation: Statutory Limits

Employer Liability: $1,000,000.00 per accident and employee Business Auto Liability: $1,000,000 combined single limit Commercial General Liability (including contractual liability): $1,000,000 per occurrence Personal & Advertising Injury: $1,000,000 per occurrence Product/Completed Ops: $1,000,000 aggregate General Aggregate: $2,000,000 per policy limit

A Waiver of Subrogation in favor of The University of Texas at Dallas and the Board of Regents of The University of Texas System and thirty-day notice of cancellation is required on all policies. Certificates of insurance verifying the foregoing requirements will be provided to The University of Texas at Dallas prior to commencement of any service. Contractor will endorse all policies to require insurance carriers to notify The University of Texas at Dallas of cancellation, termination, material change, or non-renewal of any policy.

b) Certificate of Insurance Link: UTD's Risk and Insurance Programs

c) Each respondent must provide a copy of certificate of insurance. The bidder must have sufficient insurance to travel out-of-state.

SECTION 4: COST PROPOSAL

Please complete Attachments A and B, titled Cost Proposal and Scenarios. Only complete the Cost Proposal for the specific services for which you are submitting a response. Vendors shall submit pricing that clearly separates the Base Transportation Rate from Fuel Costs. Fuel costs must not be embedded in the base rate.

Proposer may provide additional rate card outlining all applicable UTD fixed rates offered.

These can include any of the following:

Day Rates Night Rates/Overnight Rates Any Additional Vehicle Charges Wi-Fi Charges Toll Fees Airport Fees Fuel Charges (Please indicate how configured) Additional Driver Fees and when are applicable UTD Discounts https://risk-safety.utdallas.edu/risk-and-insurance-programs/certificate-of-insurance/

Roundtrip fees or discounts

PRICE ADJUSTMENTS. Pricing shall remain firm for the Initial Term. For each Renewal Term, if any, Contractor may request an adjustment to the base rates (excluding fuel, which is governed by the Fuel Surcharge provision below), subject to the following:

a) Cap. The adjustment shall not exceed the lesser of (i) the percentage change over the preceding twelve (12) months in the Consumer Price Index for All Urban Consumers, US City Average, Transportation Services (series ID CUUR0000SAS4), as published by the United States Bureau of Labor Statistics, or (ii) three percent (3.0%). In a deflationary period, the University reserves the right to require a commensurate downward adjustment.

b) Notice and Documentation. Contractor shall submit any request in writing not less than ninety (90) days before the expiration of the then-current Term, accompanied by the relevant Bureau of Labor Statistics data supporting the calculation. A request submitted after that date shall be deemed waived for the ensuing Renewal Term.

c) University Discretion. The University may accept the proposed adjustment, negotiate a different adjustment within the cap, reject the request, and continue the Renewal Term at the then-current pricing if the Contractor elects to renew on that basis, or decline to renew.

Nothing in this Section obligates the University to renew.

d) Fuel Surcharge. Fuel costs shall be addressed separately from base rates through a fuel surcharge mechanism indexed to the US Energy Information Administration weekly retail On Highway Diesel Fuel Price for the Gulf Coast (PADD 3) region, using the index value in effect on the Effective Date as the baseline. A surcharge or credit shall apply only when the index moves more than five percent (5.0%) above or below the baseline, calculated on a per-trip or per-mile basis. No adjustment to base rates under subsection (a) shall include any amount attributable to fuel.

e) Prospective Only. Any adjustment approved under this Section shall apply prospectively only and shall not affect pricing for services performed before the effective date of the adjustment.

SECTION 5: EVALUATION CRITERIA OF AWARD

Proposals will be evaluated by a review panel on the basis of the criteria listed below. In determining what is the best value to an institution, the institution shall consider, but not limited to the following:

Purchase price (40 pts) Safety and compliance (25 pts) Experience and reputation (20 pts) Service Reliability and Customer Services practices (15 pts)

The final award(s) will be made in accordance with Texas Education Code §51.9335 using a best-value determination.

SECTION 6: ATTACHMENTS

Attached separately accessible through Bonfire Documents

Attachment A: Cost Proposal-Professional Chauffeured Transportation Services

Attachment B: Cost Proposal-Motor Coach/ Mini Coach Transportation for Athletics/Field Trips

Attachment C: UTD Terms and Conditions, Purchase Orders T&Cs, and Sample Agreement

Attachment D: General Questionnaire

Attachment E: Signature Page

Attachment F: Addenda Acknowledgement Form

Any discussion of the RFP with a department staff member can result in Bidder disqualification. All questions regarding the RFP should be directed through the Bonfire portal.