AA24004_Athletics_Transportation_Services_-_Full_Bid_Package.pdf

Division of Administration and Finance Contracts and Procurement 2600 Nutwood Ave., Ste 300, Fullerton, CA 92831 / T 657-278-4503 / F 657-278-1517

THE CALIFORNIA STATE UNIVERSITY

Bakersfield / Channel Islands / Chico / Dominguez Hills / East Bay / Fresno / Fullerton / Humboldt / Long Beach / Los Angeles / Maritime Academy

Monterey Bay / Northridge / Pomona / Sacramento / San Bernardino / San Diego / San Francisco / San Jose / San Luis Obispo / San Marcos / Sonoma / Stanislaus

REQUEST FOR PROPOSAL

PROPOSAL DATA

RFP Number: RFP AA24004

Title: Athletics Transportation Services

Issue Date: 1/29/2025

CSUF Contact: Alex Arias, Buyer III Phone: (657) 278-4556 E-Mail: alexarias@fullerton.edu

PROPOSAL DUE DATE

Date/Time: Wednesday, February 26th, 2025 @ 2:00 PM (PST)

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

PROPOSAL CONTENTS

Section I Introduction and General Provisions Section II Schedule of Events Section III Scope of Services Section IV Cost Proposal Sheet Section V Evaluation and Selection Criteria Section VI Proposal Instructions and Format

EXHIBITS

Exhibit A CSU Terms and Conditions of Purchase Exhibit B Small Business Preference and Certification Request Exhibit C Disabled Veteran Business Enterprise (DVBE) Participation

Requirement mailto:alexarias@fullerton.edu

CALIFORNIA STATE UNIVERSITY, FULLERTON

REQUEST FOR PROPOSAL AA24004

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

Section I, Page 1 of 10

1.1 INTRODUCTION AND BACKGROUND

California State University, Fullerton (UNIVERSITY) is soliciting proposals from fully insured and licensed chartered bus companies who meet or exceed all State and Federal standards for successful transportation of athletic teams to various sporting events. Interested Proposers shall include a marketing component that will be mutually beneficial to both the University and the successful Contractor.

1.2 DEFINITIONS

a. The Trustees of the California State University are referred to as “California State University, Fullerton,” “University,” or “Trustees.”

b. The terms “bid” and “proposal” are synonymous and mean an offer made in response to a solicitation to perform a contract/agreement for work and labor or to supply goods at a specified price, whether it is considered a “seal bid” or results in award of a contract/agreement to a single or sole source.

c. “Bidder” or “Proposer”, or “Contractor” is used interchangeably, and each shall apply to the business entity which submits a bid/proposal or is awarded a contract/agreement.

1.3 CALIFORNIA STATE UNIVERSITY, FULLERTON

California State University, Fullerton (CSUF) is a comprehensive university located in Orange County and serves as an intellectual and cultural center for the entire region. The University offers 110 degree programs in nine colleges, boasts over 300,000 alumni, and enrolled more than 41,000 students in Spring 2024. Accredited by the Western Association of Schools and Colleges, Cal State Fullerton is ranked fifth among "Top Public Regional Universities" in the West (by U.S. News and World Report); eighth in the nation for the number of bachelor’s degrees awarded to underrepresented students (by Diverse: Issues in Higher Education); and 14th in the nation among master's-level universities contributing to the public good (by Washington Monthly).

1.4 TERM OF SERVICES

The term of services shall be three (3) years upon receipt of executed contract, with the option of two (2) additional one-year extensions at the University’s sole discretion.

1.5 QUESTIONS

Any questions, interpretations, or requests for clarifications of either an administrative or technical nature regarding this RFP must be submitted to alexarias@fullerton.edu and lskoug@fullerton.edu with a reference to “RFP AA24004” in the subject header and be received prior to the Question Deadline as noted in Section II, Schedule of Events, to be considered. Questions received before the Question Deadline, which do not reference “RFP AA24004” in the subject line, may not receive a response. Questions received after the Question Deadline will not receive a response.

mailto:alexarias@fullerton.edu mailto:lskoug@fullerton.edu

Section I, Page 2 of 10

If a question contains the appropriate header reference, is received before the Question Deadline, and is deemed to require a response that is more than simply a reference to an item contained in the RFP, it will be addressed publicly in writing via written addendum,/a and posted to https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx. Any oral statement concerning the meaning or intent of the contents of this RFP by any person is both unauthorized and invalid.

1.6 SUBMITTAL OF PROPOSALS

University will receive proposals until the time and date indicated in this RFP solicitation in Section II, Schedule of Events (“RFP Deadline”). It is each Proposer’s sole responsibility to ensure its proposal is received at the correct location before the RFP Deadline. Further instructions for RFP submission can be found in Section VI, Proposal Instructions and Format. Mistakes or delays in either U.S. Mail, internal campus mail delivery, or any other means of delivery employed by the Proposer are the sole responsibility of the Proposer. Submissions received after the RFP Deadline will neither be accepted nor considered.

1.7 WITHDRAWAL OF PROPOSALS

A Proposer may request withdrawal of its submission by either written or email request and shall be signed or submitted by its authorized representative, depending on delivery method, prior to the RFP Deadline. A proposal may be withdrawn and resubmitted if both actions are performed in sequence, i.e. withdrawal prior to resubmittal, and prior to the RFP Deadline. Any request for withdrawal or modification that is received in any other manner will have no effect. In addition, if two submissions have been received from one Proposer without a compliant request for withdrawal in between will void both proposal submissions.

1.8 COMPLETION OF PROPOSAL

Proposals shall be completed in all respects as required by the RFP provisions. A proposal may be rejected if it is conditional and will be rejected if it is materially incomplete. Any proposal that contains false or misleading statements or provides references that do not support an attribute(s) or condition(s) claimed by the Proposer will likely be rejected. All statements made by a Proposer shall also be without ambiguity and with adequate elaboration where necessary to ensure clear understanding.

1.9 ADDENDA

The University may modify this Request for Proposal or any of its contents, Sections, or Exhibits prior to the date fixed for submission of proposals by issuance of an addendum posted on fiscal. The addenda will be numbered consecutively.

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

Section I, Page 3 of 10

1.10 ALTERNATIVE PROPOSALS

Only one proposal submission is allowed per Proposer. Multiple proposals received from one Proposer without following instructions for proposal withdrawal in Section 1.7 will result in the rejection of all proposals received by that Proposer.

1.11 COST OF PROPOSAL

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to the University.

1.12 REJECTION OF PROPOSALS

The University reserves the right to reject any or all proposals received as well as the right to waive informalities and minor irregularities contained in those proposals. The University's waiver of an immaterial defect shall in no way modify the RFP documents nor excuse the Proposer from full compliance with the specifications if Proposer is awarded a Contract. Proposals which include terms and conditions other than the University's terms and conditions, or which take exception to the University’s terms and conditions, may be rejected as being non-responsive.

The University may make investigations as deemed necessary to determine the ability of a Proposer to perform the work as described, and the Proposer shall furnish all such information and data for this purpose as requested by the University if Proposer wishes for its proposal to remain eligible for consideration. The University reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy the University that such Proposer is properly qualified to carry out the work and obligations of the pending Agreement.

1.13 CANCELLATION OF RFP

This solicitation does not obligate California State University, Fullerton, to enter into an Agreement. The University reserves the right to cancel this RFP at any time, for any reason deemed in the best interests of the University. No obligation, either expressed or implied, exists on the part of the University to make an award or to pay any cost incurred in the preparation or submission of a proposal.

1.14 CONFIDENTIALITY AND DISPOSITION OF PROPOSALS

Proposers are advised that the University is a public agency subject to public disclosure laws. A bid document becomes a public record once it is opened, and a determination of the lowest responsible and responsive bidder has been made. (Pub. Cont. Code § 10780).

Proposals received in response to this RFP shall be held in the strictest confidence until a Contract is authorized. Once an Agreement has been authorized, the University reserves the right to make use of any information and/or ideas contained in the submitted proposal(s) except that which would legally qualify as confidential or proprietary data.

Section I, Page 4 of 10

If this RFP is canceled, the University may elect either to return all proposals or to destroy all proposal documents, at its sole discretion.

1.15 NON-ENDORSEMENT

Once a proposal is accepted and an award is made, the successful Proposer shall not issue any news releases or other statements pertaining to the award or servicing of the agreement which state or imply CSU endorsement of Proposer’s services.

1.16 NON-COLLUSION AFFIDAVIT

By signing the proposal Cover Letter, Proposer hereby certifies that: 1) the proposal is not made in the interest of, or on behalf of, any undisclosed party; 2) the proposal is genuine and not collusive, false, or a sham; 3) the Proposer has not directly or indirectly induced or solicited any other Proposer to submit a false or sham proposal and has not directly or indirectly agreed with any Proposer or anyone else to submit a false or sham proposal, or to refrain from bidding; and 4) the Proposer has not in any manner, directly or indirectly, sought to fix any overhead, profit, or cost element of the RFP, or that of any other Proposer, or to secure any advantage against the public body awarding the Agreement.

1.17 REMEDIES FOR NON-PERFORMANCE

If, in the opinion of the University, the awarded Proposer is non-compliant with agreement specifications or demonstrates non-performance of a specific assignment or assignments as described in Section III, Scope of Work, the Proposer shall immediately remedy such non-performance upon notification by the University or be subject to termination.

1.18 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference when awarding agreements to small businesses or a non-small business that commits twenty-five percent (25%) of the agreement value to a certified small business. The five percent (5%) certified small business preference shall not exceed $50,000.00 in accordance with G.C. 14835 et seq. Only small businesses certified by the Office of Small Business and DVBE Services (OSDS are eligible to receive the preference).

In solicitations where an award is to be made to the lowest responsive bidder, the preference is applied by factoring 5 percent of a non-small business low bid total and subtracting this amount from the small business bid total.

Proposers wishing to claim the Small Business Preference must comply with and complete the Small Business Preference and Certification Request (Exhibit B).

1.19 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

California state law requires that state agencies achieve a minimum of three p e r c e n t (3%)

Section I, Page 5 of 10 participation for disabled veteran business enterprises (DVBE) in state agreements. For this RFP solicitation, the minimum three percent (3%) requirement is waived.

Proposer is referred to Exhibit C, Disabled Veteran Business Enterprise (DVBE) Participation Requirement. The following DVBE incentives are offered.

Proposed DVBE Participation

Level DVBE Incentive %

4% to 4.99% 1% 5% to 5.99% 2% 6% to 6.99% 3%

The minimum incentive a qualifying Proposer can receive is one percent ( 1%). The combination of preferences with a DVBE incentive cannot exceed ten percent (10%) or $100,000, whichever is less. A non- small business cannot displace a California certified small business from the top-ranked position due to application of preferences or incentive.

1.20 CSU TERMS AND CONDITIONS OF PURCHASE AND INSURANCE

Proposer agrees to provide services in accordance with the CSU Terms and Conditions of Purchase, attached herein as Exhibit A. Receipt of documentation of compliant insurance coverage in the amounts and of the types indicated in Exhibit A, Section Seven (7) will be required prior to authorization of any Contract that results from this RFP.

1.21 ACCOMMODATIONS FOR THE DISABLED

It is the policy of California State University, Fullerton, to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities.

Persons with a disability needing a reasonable modification to participate in the procurement process or persons having questions regarding reasonable modifications for the procurement process may contact the buyer listed elsewhere in this solicitation.

1.22 PUBLIC CONTRACTS CODE RESTRICTIONS FOR CALIFORNIA STATE

UNIVERSITY, FULLERTON EMPLOYEES

California State University, Fullerton employees, and immediate past employees must comply with restrictions regarding contracting with the University. Proposer needs to be aware of the following provisions regarding current or former University employees. In submitting a bid, Proposer certifies that the Proposer is eligible to contract with the University pursuant to the Public Contracts Code (PCC) sections list below:

a. Current California State University, Fullerton Employees (PCC Section 10831):

i. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any University department through or by a University contract unless the employment, activity or enterprise is

Section I, Page 6 of 10 within the course and scope of the officer’s or employee’s regular University employment.

ii. No officer or employee shall contract on his or her own behalf as an independent Proposer with any University department to provide goods or services.

iii. This prohibition does not apply to officers or employees of the University with teaching or research responsibilities.

b. Former California State University, Fullerton Employees (PCC Section 10832):

i. For the two-year period from the date he or she left California State

University, Fullerton employment, no former University officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any University department.

ii. For the twelve-month period from the date he or she left state employment, no former California State University, Fullerton officer or employee may enter into a contract with any University department if he or she was employed by that University department in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving California State University, Fullerton service.

1.23 DISPUTES, FAIR COMPETITION, ERRORS, AND OMISSIONS

The University encourages all Proposers to resolve issues regarding the requirements of this RFP or the procurement process through written correspondence and discussions. The University strives to foster cooperative relationships and to reach fair and objective resolutions in a timely manner.

In the event a Proposer believes this RFP solicitation is either unfairly restrictive, ambiguous, or contains conflicting provisions, discrepancies, omissions, or other errors, Proposer is required to immediately notify the University of such concern in writing, including email, prior to the RFP Deadline. As previously noted, modifications to RFP requirements and responses to valid questions, if any, will be issued via written addendum/a and publicly posted at https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

A failure of the Proposer to notify the University of any concerns relating to the RFP requirements or any addendum/a prior to the RFP Deadline will be deemed a waiver of the Proposer’s right to protest the requirements of the RFP and Proposer shall submit a proposal at its own risk. Upon finalization of an Agreement, no Proposer shall be entitled to either additional compensation or time by reason of any error or its later correction.

1.24 PROTESTS

A Proposer wishing to submit a protest after the Notice of Intent to Award has been posted shall express its intent to do so within five (5) business days upon issuance and posting of such notice on https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx. Within ten (10) calendar days after expressing its intent to protest the award of a contract, the protesting Proposer must submit a full and complete written statement specifying the grounds for the protest and the facts

Section I, Page 7 of 10 in support thereof. Protest must be sent by certified or registered mail or delivered in person to the Director of Contracts and Procurement, or designee, California State University, Fullerton, 2600 E. Nutwood Ave., College Park 300, Fullerton, CA 92831. Authority to protest is limited to Proposers who have submitted a qualified proposal.

The Director of Contracts and Procurement or designee shall perform a complete review of the protest and render a decision in writing to the protesting Proposer within a reasonable period following receipt of the detailed statement of protest. THE DECISION OF THE UNIVERSITY

IS FINAL.

1.25 FAILURE TO ENTER INTO AGREEMENT

Once issued and forwarded by University, failure to return the appropriately authorized Agreement package within the period agreed upon shall be sufficient cause for voiding the award by University. Failure of Awarded Proposer to comply with other requirements within the set time shall constitute failure to enter into the Agreement. If the Awarded Proposer refuses or fails to enter into the Agreement, the University may award to the subsequently ranked Proposer.

1.26 UNFAIR PRACTICES ACT

Proposer warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section 17000 et seq.).

1.27 VIOLATION OF AIR OR WATER POLLUTION LAWS

Unless the contract is less than $25,000.00 or with a sole-source provider, Government Code Section 4477 prohibits the State from contracting with a person, including a corporation or other business association, who has been determined to be in violation of any State or federal air or water pollution control law. By a proposal the Proposer warrants that the Proposer has not been found to be in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution district, or is subject to a cease and desist order not subject to review issued pursuant to Section 13310 of the Water Code for violation of waste discharge requirements or discharge prohibitions, or is finally determined to be in violation of provisions of federal laws relating to air or water pollution. By submitting a bid, the Proposer certifies that it has not been identified either by published notices or by Board notification as a person in violation of State or federal air or water pollution control laws.

1.28 ASSIGNMENT OF ANTITRUST ACTIONS

The Proposer's attention is directed to the following provisions of Government Code Sections 4552, 4553, and 4554, which shall be applicable to the Proposer:

In submitting a bid to a public purchasing body, the Proposer offers and agrees that if the bid is accepted, it will assign to the procurement body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Proposer for sale to the procurement body pursuant to the bid. Such assignment shall be made and become effective

Section I, Page 8 of 10 at the time the procurement body tenders final payment to the Proposer (Government Code Section 4552).

If an awarding body or public procurement body receives, either through judgment or settlement, monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery (Government Code Section 4553). Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (Government Code Section 4554).

1.29 SAFEGAURDS FOR PROTECTION OF CALIFORNIA STATE UNIVERSITY,

FULLERTON INFORMATION ASSETS

By submitting a bid, Proposer acknowledges Federal privacy laws such as Gramm-Leach-Bliley Act (Title 15, United States Code, Sections 6801(b) and 6805(b) (2)) applicable to financial transactions and Family Educational Rights and Privacy Act (Title 20, United States Code, Section 1232g) applicable to student records and information from student records. In the event that such information is required for the performance of the work specified, the Proposer hereby certifies that it has the appropriate safeguards in place as required by Title 16 Code of Federal Regulation Chapter 1 Section 314.

1.30 TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

It is the policy of the CSU to grant preference to California-based companies submitting bids or proposals to the State for goods to be produced or services performed at worksites in distressed (as defined in Government Code 4532) areas by persons with a high risk of unemployment when the contract is for goods or services in excess of $100,000. The 5% preference is applicable only to contracts awarded on the basis of lowest responsible bidder meeting specifications.

1.31 THE CONGO – SERCURITIES EXCHANGE ACT

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. California State University, Fullerton will not accept bids or proposals or contract for goods or services related to products or services from companies designated as a “scrutinized company” by the Federal Government. By submitting a proposal, Proposer certifies that it is not a scrutinized company as defined therein. False certifications shall cause the proposal to be voided/rejected.

1.32 SECURITIES EXCHANGE ACT COMPLIANCE - SCRUTINIZED COMPANY

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. The University will not accept proposals

Section I, Page 9 of 10 from nor will it contract with any company designated as a “scrutinized company,” as defined under this statute and any related statues, by the Federal Government for goods or services. By submitting a proposal, Proposer certifies that it is not a scrutinized company as defined therein. False certifications shall cause the proposal to be voided/rejected.

1.33 CERTIFICATION OF COMPLIANCE WITH IRAN CONTRACTING ACT

PCC sections 2202 et seq., the Iran Contracting Act of 2010, establish restrictions against contracting with any Proposer that provides/d specified levels of goods or services or other investment activities, as defined, in the energy sector of Iran. If Proposer is submitting a proposal in excess of $1 million, Proposer certifies that it is not a financial institution extending credit to an ineligible vendor on the list published by the California Department of General Services on the web site:

http://www.documents.dgs.ca.gov/pd/poliproc/Iran%20Contracting%20Act%20List.pdf (PCC § 2204). The Act includes certain exceptions (PCC § 2203(c)).

1.34 DARFUR CONTRACTING ACT – SCRUTINIZED COMPANY

PCC sections 10475 et seq., the Darfur Contracting Act of 2008, established restrictions against contracting with any Proposer conducting certain types of business in Sudan. The Act sets forth criteria to determine if a Proposer is a “scrutinized company” as defined therein and any such company would then be ineligible to bid on or submit a proposal for State contracts.

By submitting a proposal, a Proposer that has conducted business activities outside of the United States within the previous three (3) years certifies either that Proposer is not a scrutinized company, as defined, or that Proposer has demonstrated that Proposer obtained permission under the statute (PCC § 10478, § 10477(b)). False certifications shall cause the proposal to be voided/rejected (PCC § 10479).

1.35 AWARD OF AGREEMENT

An award, if any, will be made to the Proposer whose submittal best complies with all the requirements of this RFP, any Addenda, and the highest number of points awarded at the end of the evaluation. Evaluation methodology and basis for award are outlined in Section V, Evaluation and Selection Criteria. The university may, at its discretion, award multiple contracts under this solicitation based on the evaluation results and identified needs.

A Notice of Intent to Award will be publicly posted for five (5) consecutive business days on https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx prior to initiation of Agreement. Individual written notification may not be made to unsuccessful Proposers.

An Agreement, if issued, shall be signed by an authorized agent of the Awarded Proposer and returned, along with the required Exhibits, to the University within ten (10) calendar days from receipt of the Agreement package. The period for return of the appropriately authorized Agreement package may be modified by mutual agreement of the University and Awarded Proposer. Agreements are not effective until approved by the appropriate University official(s).

Section I, Page 10 of 10

Any billable work performed by Awarded Proposer prior to receipt of a fully authorized Contract shall be at the Awarded Proposer’s own risk.

SECTION II

SCHEDULE OF EVENTS

Section II, Page 1 of 1

ACTION OR DEADLINE Date

Release of Request for Proposal (RFP) Wednesday, January 29th, 2025

Last Day to Submit Questions Wednesday, February 12th, 2025, at

4:00 p.m., Pacific Standard Time

Last Day for Addendum Wednesday, February 19th, 2025

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

Notice of Intent to Award Monday, March 10th, 2025

Contract Award Monday, March 24th, 2025

Commencement of Services Tuesday, July 1st, 2025

Notes:

Dates up to and including the RFP Due Date may be adjusted upon advance written notice posted to https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

SECTION III

SCOPE OF SERVICES

Section III, Page 1 of 6

3.1 SUMMARY OF SERVICES

California State University, Fullerton’s Athletic Program consists of eighteen (18) Intercollegiate Division 1 Athletic Programs. The majority of travel is confined to Southern California unless otherwise specified. Travel is year-round and specific team sizes vary depending on the individual Athletic program. Teams consist of players, coaches, trainers, staff, luggage, and equipment.

3.2 TENTATIVE SCHEDULE

1. The University requires chartered bus service for following types of trips:

a. Airport transfers from the University to local airports such as John Wayne, LAX, Ontario, and Long Beach - 50 trips

b. In-county from the University to various locations in Orange County (average of 6 hours per roundtrip) - 45 roundtrips

c. Out-of-county from the University to various locations within 6 hours of the

University (minimum length of 8 hours with 60% overnight) - 40 roundtrips

2. This estimate is based on past travel patterns and is subject to change. Nothing in the RFP should be construed as a guarantee as a minimum or maximum amount of trips. The successful Contractor shall work with the University’s Athletic Department to arrange exact departure times as the schedule and game times are finalized.

3. Proposer shall schedule bus(es) to arrive 30 minutes prior to departure time. Boarding and off-loading will take place at the University, and the University will specify location of boarding and off-loading at time of trip confirmation.

4. Proposer shall indicate on the Cost Proposal Sheet (Section IV) the deadline by which a scheduled departure can be changed. The University’s schedule may change due to weather or other unforeseen circumstances. The University reserves the right to reduce or cancel trips and will notify the Proposer as soon as possible.

5. Barring road conditions, buses should maintain “on-time” status at all times. Delays in the bus operations that are deemed to be the fault of Proposer or their employees will be considered unacceptable and shall be cause for review and possible termination of contract.

6. The University will require a dedicated account representative to work with the individual athletic teams for their transportation needs. The University will provide the Proposer with a complete list of dates of departure and approximate arrival times for each trip.

Section III, Page 2 of 6

7. This written list of dates will be submitted to the Proposer within thirty (30) working days prior to the first scheduled trip. Team athletic travel includes dates from mid-August through June, of the following year. Some trips may require several overnight stays. The University will provide lodging for overnight trips for the bus drivers. Travel expenses will be reimbursed in accordance with CSU travel policies and IRS guidelines in effect on the date of each travel event.

3.3 BUS TYPE AND REQUIREMENTS

1. Proposer must guarantee and make available to the University their “Premium Level 1”

(best quality) fleet as it pertains to quality assurance and performance. Proposers must assign dedicated service personnel who will be responsible for customer support.

2. The Proposer shall be capable of supplying buses for all intercollegiate sports teams for travel originating in Fullerton, CA. All buses must be ADA compliant, have fully operating restrooms, and hold a ‘Satisfactory’ rating from the Federal Motor Carrier Safety Administration.

3. The Proposer at a minimum shall provide the following:

a. Chartered Buses for 31, 48, & 56 Passengers.

b. Ensure that bus meets California State regulations for operating commercial passenger transport vehicles.

c. Provide annual CHP Terminal Inspection reports.

d. Provide annual CHP Carrier Inspection (aka “CSAT” Controlled Substance Alcohol Testing) reports.

e. Ensure that bus is a non-smoking environment.

f. Ensure that bus safely accommodates at least 48 people on a single bus. However, there may be occasions where 31 or 56 passenger buses will be required.

g. Ensure that bus is able to accommodate passengers of the sports teams, adequate space for carry-ons, and storage for athletic equipment and personal luggage.

h. Ensure that bus will be equipped with operable air-conditioning, heating, bathrooms, VCR/DVD players, above seat screens, wireless internet, USB outlets, and GPS.

i. Ensure that bus is clean and well maintained. The University prefers low-emission vehicles but this is not required.

Section III, Page 3 of 6

j. The University prefers that the buses placed into primary service are less than five (5) years old, but this is not required.

3.4 BUS MAINTENANCE

1. The Proposer shall be solely responsible for the maintenance of the buses. Proposer shall keep all buses clean and sanitary during all trips in compliance with public safety and health regulations.

2. Complaints received by the University from the traveling teams, concerning unpleasant and/or ‘dirty’ conditions, noise, excessive bus fumes, unsafe driving reports, unkempt bus interior, bus driver tardiness, or negative behavior shall be addressed and immediately corrected. On-going complaints and unresolved issues may result in termination of the contract.

3.5 BUS FEES AND FUEL SURCHARGES

Fuel surcharges may be assessed if the price of fuel increases from the date of the offer to CSUF.

The proposal should note the current market price of fuel at the originating terminal.

Alternatively, the spot market regional price for fuel may be offered, requests for fuel surcharges will not be honored if proposals are offered based on an unrealistically low or unsubstantiated fuel price. Offers need to reflect the current cost of fuel used in the charter quotation.

1. Proposer shall ensure and be responsible for the following:

a. Provide bus dispatch services, fuel, fuel surcharges, and oil, scheduled and unscheduled repair and maintenance, all ground services including bus parking, bus handling, baggage and cargo, security screening and inspections

b. Responsible for all fees, navigation charges, customs, immigration, agriculture, and any related charges, including per-passenger fee, overtime charges, service charges of all types, customs duties on spare parts, and any fines or penalties imposed by government agencies

c. Administer all loss and damage claims for passenger baggage and cargo; Collect and remit all taxes, fees, passenger facility charges, security charges, and all charges normally assessed on a per-passenger basis or based on transportation revenue, which are imposed by any governmental authority, including but not limited to departure taxes, head tax, excise taxes, sales taxes, use or trans-national taxes or fees imposed on the sale or use of any goods, services or facilities, including but not limited to federal, state, provincial, and local sales and use taxes, value added-taxes, and service fees

d. Arrange and administer the positioning and repositioning, living accommodations, work permits, security I. D. for drivers, maintenance, operations personnel, and

Section III, Page 4 of 6 proposers of the bus carrier, at bases of operations and layover points, as required to fulfill the terms and conditions of this contract.

3.6 EQUIPMENT SUBSTITUTIONS:

The University reserves the right to resolve any conflicts in the equipment line whereas, the prime Contractor may not be able to deliver the specified equipment. The University at its sole discretion may select the Contractor who best provides the equipment needed without violating the terms and conditions of the agreement and in the best interest of the University.

3.7 DRIVERS

1. The Proposer shall ensure and be responsible for the following:

a. Provide a sufficient number of fully qualified and SPAB licensed drivers with a minimum of 5 years’ experience driving Athletic Team Programs as legally required to perform the work and duties as set forth under this RFP, all of whom shall be paid by, and shall remain the employees of the contracted operating bus carrier.

b. Provide uniformed and friendly drivers who speak English, are proficient with directions, and carry mobile communication devices at all times.

c. Driver gratuity shall be included in the fixed trip cost.

d. Drivers should have a company credit card on hand for emergencies.

e. Drivers must be able to operate electronics and controls on bus such as: VCR, DVD, air conditioning/heating.

f. Proposer must be able to provide proof of Cleary Act training completion for all staff.

Section III, Page 5 of 6

3.8 SPONSORSHIP

The Proposer shall enter into a marketing agreement with the University’s Athletic Department.

The marketing agreement shall include cash and transportation credit sponsorship.

The following marketing venues will be provided by the University Athletics; customized and executed for the successful Proposer based upon Proposer’s investment level:

1. Goodwin Field (Baseball): Goodwin Field Homerun Fence Sign

a. Size: 6’x25’

b. Limited number available

2. Goodwin Field (Baseball) Scoreboard Signage

a. LED Signage on the scoreboard

b. Displayed during Baseball games

3. Anderson Family Field (Softball): Anderson Family Field Outfield Sign

a. Size: 2’x6’

4. Titan Stadium (Soccer): Titan Stadium Ribbon Signage

a. Size: 3’x 15’

b. 2 locations

5. Titan Stadium (Soccer): Titan Stadium Scoreboard Signage

b. Displayed during M. Soccer and W. Soccer games

6. Titan Gym (Basketball and Volleyball): Ribbon Signage in Titan Gym

a. Size: 3’x 4’

b. 4 locations – 2 on the north side of gym and 2 on the south side of gym

7. Titan Gym (Basketball and Volleyball): LED Scorer’s Table Signage in Titan Gym

a. Size 3’x4’

b. Displayed during Volleyball, M. Basketball and W. Basketball games

8. Titan Aquatics (Water Polo) Scoreboard Signage

b. Displayed during Women’s and Men’s games

9. Cal State Fullerton Athletics: Campus Marquee

a. Size: 4’x 5’

b. 2 locations and each location double-sided

Section III, Page 6 of 6

10. Cal State Fullerton Athletics: Video Board Slide Advertisement

a. Titan Gym, Anderson Family Field, Goodwin Field, Titan Stadium

11. Cal State Fullerton Athletics: Website Home page advertising on www.fullertontitans.com

a. Button on CSUF Athletics website

3.9 SPONSORSHIP INVESTMENT

YEAR 1 $30,000 recommended ___________ Bidder Proposed

YEAR 2 $35,000 recommended ___________ Bidder Proposed

YEAR 3 $40,000 recommended ___________ Bidder Proposed http://www.fullertontitans.com/

SECTION IV

COST PROPOSAL & SPONSORSHIP SHEET

Section IV, Page 1 of 3

CHARTER OPTION – PREMIUM LEVEL 1

(use 48 passenger bus for this calculation)

ESTIMATED

TRIPS

YEAR 1

COST PER

TRIP

PRICE

EXTENSION

(Cost per Trip x Est. Trips)

1 -AIRPORT TRANSFERS

From CSUF to local airports (John Wayne, LAX, Ontario, Long Beach)

50 $ $

2 - IN-COUNTY

From CSUF to various locations in Orange County (6 hours average per roundtrip)

45 $ $

3 - OUT-OF-COUNTY

From CSUF to various locations within 6 hours of CSUF (minimum length 8 hours with 60% overnight)

40 $ $

In some cases, the University will need to alter the established departure time, please indicate latest time (in whole hours) that advance notice can be given.

____ HRS

Cost provided shall be guaranteed for three (3) years.

NOTE: For evaluation purposes only, the costs for 48 passenger buses shall be used. However, Proposer shall provide same information for 31 and 56 passenger buses on separate sheets. Cost per trip shall include all components referenced in Section III, Scope of Work.

In the event that fuel prices deviate from the quoted price, Contractor shall provide receipts to support deviation from which the refund or surcharge will be determined.

Payment Terms: _______

SPONSORSHIP

The Proposer shall enter into a marketing agreement with the University’s Athletic Department.

The marketing agreement shall include cash and transportation credit sponsorship.

The following marketing venues will be provided by University Athletics; customized and executed for the successful Proposer based upon Proposer’s investment level:

1. Goodwin Field (Baseball): Goodwin Field Homerun Fence Sign

a. Size: 6’x25’

b. Limited number available

Section IV, Page 2 of 3

2. Goodwin Field (Baseball) Scoreboard Signage

b. Displayed during Baseball games

3. Anderson Family Field (Softball): Anderson Family Field Outfield Sign

a. Size: 2’x6’

4. Titan Stadium (Soccer): Titan Stadium Ribbon Signage

a. Size: 3’x 15’

b. 2 locations

5. Titan Stadium (Soccer): Titan Stadium Scoreboard Signage

b. Displayed during M. Soccer and W. Soccer games

6. Titan Gym (Basketball and Volleyball): Ribbon Signage in Titan Gym

a. Size: 3’x 4’

b. 4 locations – 2 on the north side of gym and 2 on the south side of gym

7. Titan Gym (Basketball and Volleyball): LED Scorer’s Table Signage in Titan Gym

a. Size 3’x4’

b. Displayed during Volleyball, M. Basketball and W. Basketball games

8. Titan Aquatics (Water Polo) Scoreboard Signage

b. Displayed during Women’s and Men’s games

9. Cal State Fullerton Athletics: Campus Marquee

a. Size: 4’x 5’

b. 2 locations and each location double-sided

10. Cal State Fullerton Athletics: Video Board Slide Advertisement

a. Titan Gym, Anderson Family Field, Goodwin Field, Titan Stadium

11. Cal State Fullerton Athletics: Website Home page advertising on www.fullertontitans.com

a. Button on CSUF Athletics website http://www.fullertontitans.com/

Section IV, Page 3 of 3

SPONSORSHIP INVESTMENT

YEAR 1 $30,000 recommended ___________ Bidder Proposed

YEAR 2 $35,000 recommended ___________ Bidder Proposed

YEAR 3 $40,000 recommended ___________ Bidder Proposed

The above list is not exhaustive. Proposer may edit and document additional fee components for the committee to review. Propose how pricing guarantees can remain constant or how escalations in the market would impact your pricing structure.

**** The trip quantities referenced on the Cost Proposal and Sponsorship are for bid analysis ONLY. The University does not guarantee specific quantities. Airports are designated at time of trip and based on best flight rate and available times for the University. Proposer acknowledges that award is not based only on the cost, but all factors referenced in Section V – Evaluation and Selection Criteria.

The undersigned bidder hereby offers, in the amount stated above, to furnish all services for this Request for Proposal, Athletics Transportation Services, and hereby agrees to enter into a contract if this offer is accepted by California State University, Fullerton.

Proposer’s offer shall remain valid for a period of not less than 120 days from the date of submittal

We acknowledge receipt of addenda number(s) _____ _____ _____ _____ _____ _____ _____

PROPOSER MUST COMPLETE THE FOLLOWING IN FULL

Name and Title (Type or Print) Company:

Signature Date Street Address

Phone and Email City State Zip Code

SECTION V

EVALUATION AND SELECTION CRITERIA

Section V, Page 1 of 2

5.0 GENERAL

Award of contract shall be made to the Proposal receiving the highest number of total points received based on the criteria set forth below. An evaluation committee comprised of University personnel will be assigned to review and evaluate the acceptable proposals and assign points based upon a number of factors including, but not limited to, experience, service, positive references and overall costs.

All proposals shall be reviewed to verify that the minimum qualifications and proposal submission requirements have been met. Proposals that have not followed the format, do not meet minimum content and quality standards, or take unacceptable exceptions to the CSU Terms and Conditions of Purchase (Exhibit A) will be identified as being non-responsive and will not be considered for evaluation or selection.

5.1 EVALUATION AND SCORING CRITERIA

Proposals will receive assigned points according to the selection criteria outlined below to determine the total points for each proposal.

Total Points: 1,000

5.1.1 Fee Structure (300 Points)

Provide set pricing for one year on Section IV, Cost Proposal Sheet, and provide the fuel surcharge formula for subsequent years.

5.1.2 Bus Type and Condition of Fleet (175 Points)

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.

5.1.3 Service and Scheduling (175 Points)

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.

SECTION V

EVALUATION AND SELECTION CRITERIA

Section V, Page 2 of 2

5.1.4 Marketing (250 Points)

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

5.1.5 Prior Experience and References (100 points)

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.

5.2 AWARD

The award will be made to the proposal receiving the highest number of total points by the campus evaluation team, at its sole discretion. THE DECISION OF THE UNIVERSITY IS

FINAL.

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 25, 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.