AA24004_-_Addendum_No._01.pdf

CALIFORNIA STATE UNIVERSITY, FULLERTON

REQUEST FOR PROPOSAL AA24004

ATHLETICS TRANSPORTATION SERVICES

ADDENDUM NO. 01

Addendum No. 1, Page 1 of 2

Date: February 19, 2025

This Addendum forms a part of the Contract Documents and modifies the original RFP dated 1/29/2025. Bidder shall acknowledge receipt of this and any previous Addenda in their Cover Letter as stated in Section VI, Proposal Instructions and Format. Failure to do so may subject the Bidder to disqualification.

This Addendum consists of a total of Two (2) pages.

Included in this Addendum are the following:

I. Revisions to SectionVI, Proposal Instructions and Format

A revised Section VI, Proposal Instructions and Format, is included at the end of this Addendum.

II. Responses to Proposer’s Questions

Question 1: Please clarify the RFP due date as Section II, Page 1 of 1 notes Wednesday, February 26th at 2:00pm while Section VI, Page 1, of 3 notes, 2:00pm on Wednesday, February 25th.

Answer 1: RFP Due Date is Wednesday, February 26th, 2025, @ 2:00 p.m., Pacific Standard

Time. A revised Section VI, Proposal Instructions and Format, is included at the end of this Addendum.

Question 2: What is the annual spend?

Answer 2: The annual spend is approximately $400,000.00.

Question 3: What challenges have you experienced with the existing services?

Answer 3: Not many challenges except for a few late bus arrivals.

Question 4: Section I, 1.4 provides for a three-year term with two one-year extensions “at the

University’s sole discretion.” Would CSUF consider (1) making the extension mutual, (2) provide a 90-day notice before extension decision?

Answer 4: Yes, this can be negotiated with the successful proposer.

ATHLETICS TRANSPORTATION SERVICES

ADDENDUM NO. 01

Addendum No. 1, Page 2 of 2

Question 5: Can we include a minimum hourly rate for in-county trips? (e.g., a 5-hour minimum with additional hours priced separately - price extension)

Answer 5: The price sheet will not be adjusted. Proposers must respond with whatever they feel is appropriate.

Question 6: Can we include an overnight rate for out-of-county trips, particularly those over 5 hours from campus?

Answer 6: The price sheet will not be adjusted. Proposers must respond with whatever they feel is appropriate.

Question 7: A pricing adjustment mechanism for the extension periods was not noted. Please confirm if one will be outlined.

Answer 7: Pricing adjustments can be negotiated at the time of contract extension.

Question 8: Are the sponsorship requirements in Section III, 3.8 negotiable based on actual service volume?

Answer 8: If proposer cannot meet this requirement, please confirm in the proposal and it will be reflected in the score.

END OF ADDENDUM No. 01

SECTION VI

PROPOSAL INSTRUCTIONS AND FORMAT

Section VI, Page 1 of 3

6.0 INSTRUCTIONS

To be considered responsive to this RFP, the Proposer shall submit proposals in the format identified in this section. All requirements and questions of the RFP shall be addressed, and all requested information shall be supplied. The University reserves the right to request additional information which in the University's opinion is necessary to assure that the Proposer's competence, experience, number and qualification of employees, business organization and financial resources are adequate to perform according to the contract.

6.1 NUMBER OF COPIES

Proposer shall provide one (1) original hard copy proposal (marked as such), five (5) additional hard copies, and one (1) electronic USB copy. USB copy must be the same as the original proposal.

6.2 DELIVERY OF PROPOSALS

Sealed proposals shall be delivered to:

Alex Arias, Buyer III Contracts and Procurement California State University, Fullerton 2600 E. Nutwood Avenue, College Park 300 Fullerton, CA 92831

All proposals must be received in the Contracts and Procurement Office, CP 300, no later than 2:00 p.m. on Wednesday, February 26, 2025. LATE PROPOSALS WILL NOT BE ACCEPTED.

Proposals shall be labeled:

Athletics Transportation Services RFP AA24004

Delays due to the various methods used to transmit the proposal including delays by the internal mailing system at the University will be the responsibility of the Proposer. Delays due to inaccurate directions given, even if by University staff, shall also be the responsibility of the Proposer. The proposal must be completed and delivered in sufficient time to avoid disqualification for lateness due to any and all difficulties in delivery.

6.3 PREPARATION

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Emphasis should be concentrated on completeness and clarity of content.

Section VI, Page 2 of 3

Proposals shall be typed; single spaced and submitted on 8-1/2” x 11” size paper, using a single method of fastening, divided into the individual sections listed below, indexed, and tabbed.

6.3.1 Cover Letter

The cover letter shall include a brief statement of intent to perform the services, qualifications for selection and signature of an authorized officer of the firm who has legal authority in such transactions.

The cover letter must, at a minimum, contain the following:

• Identification of Proposer firm including name, address, telephone, email address and fax numbers

• Acknowledgement of receipt of any RFP addenda.

• Name, title, address, email address and telephone number of contact person during period of proposal evaluation

• A statement to the effect that the offer shall remain valid for a period of not less than 120 days from the date of submittal

• Ink (wet, not electronic) signature of a person authorized to make the proposal offer on behalf of the Proposer and in accordance with CSU Terms and Conditions of Purchase (Exhibit A). Unsigned or digitally signed proposals shall be rejected.

6.3.2 Table of Contents (Tab 1)

The table of contents shall identify the contents of the proposal in a format consistent with the proposal requirements and format set forth herein.

6.3.3 Exceptions to RFP Terms and Conditions (Tab 2)

Any and all exceptions to the RFP must be listed on an item-by-item basis and cross-referenced with the RFP document. Proposals which include terms and conditions other than the University’s terms and conditions may be rejected as being non-responsive. If there are no exceptions, Proposer must expressly state that no exceptions are taken.

6.3.4 Fees Structure (Tab 3)

The Cost Proposal Sheet (Section IV) and calculation of fuel surcharges per year must be completed and printed out in its entirety and submitted in a separate envelope or package along with an electronic copy (USB). Make a note on Tab 3 that Cost Proposal has been submitted in a separate envelope or package.

Section VI, Page 3 of 3

6.3.5 Bus Type and Condition of Fleet (Tab 4)

Provide specific year, make, and model of buses and information regarding the condition and type of fleet for 31, 48, & 56 passenger buses. Describe the inspection process and indicate the frequency of all safety inspections and routine maintenance of fleet. Provide detailed list of on-board entertainment systems, wireless internet, and GPS.

6.3.6 Service and Scheduling (Tab 5)

Provide detailed information on the experience and background of proposed dedicated account representative(s) and professional drivers. Please provide detailed safety and training programs for all drivers. Provide demonstrated ability to book out-of-area bus transportation, including out-of-state, and flexibility to handle last minute schedule changes.

6.3.7 Marketing (Tab 6)

Provide a marketing strategy for both cash and credit sponsorships. Including but not limited to signage in athletic venues & website.

6.3.8 Small Business and DVBE Documentation (Tab 7)

Proposer’s Small Business and DVBE Documentation shall be inserted under this Tab. If Proposer is not a certified Small Business and/or DVBE, Proposer must expressly state that in this section.

6.3.9 Prior Experience and References (Tab 8)

Provide a minimum of three (3) references within the past 5 years for team transportation services. Include a brief description, company name, address, contact name, and phone number. Additional references may be attached via separate sheet.

6.4 APPENDICES

Information considered by the Proposer to be pertinent to this RFP such as additional cost saving measures, or additional services which have not been specifically solicited elsewhere, or other relevant information, may be placed in a separate Appendix for further consideration by the evaluation committee.