ADDENDUM #1 ES26-27 001 Athletics Transportation.pdf
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- Solicitation number
- BPM057907
- Issued by
- Maryland
About this file
This is Addendum #1 to an Invitation for Bid (IFB) issued by the University of Maryland Eastern Shore (UMES), Office of Procurement, for Athletics Transportation Services under Solicitation No. RFP ES26/27-001. The addendum provides clarifications and answers to 24 bidder questions regarding the scope of services, vehicle requirements, and contract terms. UMES requires comprehensive transportation services for 15 athletic programs, including men's and women's basketball, baseball, softball, golf, bowling, cross country, track and field, volleyball, and flag football. The contractor must be capable of providing up to seven motorcoaches simultaneously during peak athletic travel periods and is responsible for all services without contract splitting among multiple vendors. The original bid due date was extended to Friday, August 7, 2026, at 2:00 p.m. The initial contract term runs from August 2026 through July 2028 (two years), with vendors required to submit separate pricing for Year One and Year Two. Storage requirements vary significantly by sport, ranging from basic luggage and personal items to specialized equipment such as pole vault poles for track and field programs and batting equipment for baseball and softball teams.
Bidders must submit pricing for the complete 12-month base bid using the provided Bid Worksheet, with Year One and Year Two prices shown separately and a Grand Total for evaluation purposes. The previous incumbent contractor, Haymarket Transportation Inc., received $503,393.76 annually. Price increases for renewal periods shall follow Attachment H guidelines, allowing for increases using the Consumer Price Index (CPI) with a maximum threshold of 5%. Driver lodging and meals, deadhead mileage, tolls, parking, fuel, waiting time, and layover time may be listed as separate charges rather than included in flat-rate trip prices. The contractor may use approved subcontractors for ADA-accessible motorcoaches, overflow service, emergency replacement coverage, and meeting the 90-minute replacement vehicle requirement for trips within 150 miles of UMES. Vehicle maintenance histories, inspection certificates, VINs, and fleet documentation may be provided prior to contract award rather than with the bid submission. Certificates of insurance are not required with the bid but must be submitted before contract finalization and purchase order release.
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OFFICE OF PROCUREMENT
Princess Anne, Maryland 21853-1299 Phone: (410) 651 7940
ADDENDUM #1
FOR
ATHLETICS TRANSPORTATION SERVICES
SOLICITATION NO. RFP ES26/27-001
EMMA No. BPM057907
ADDITIONS/DELETIONS/CHANGES/CLARIFICATIONS/QUESTIONS
Changes
1. New Bid Due Date: Friday, August 7 – 2pm.
QUESTIONS & ANSWERS
1. Attachment F requires a 12-month base bid calculated from a “Bid Worksheet,” but we were unable to locate that worksheet in the solicitation package. Could you please provide the Bid Worksheet or an estimated trip schedule showing anticipated destinations, trip quantities, mileage, overnight trips, waiting or layover time, and the number of vehicles expected for each trip?
Answer: Please see attached
2. Attachment F requests a base bid for 12 months, while Attachment I appears to establish an initial contract term of two years. Should the base bid represent only the first 12 months, or should it cover the full initial two-year term?
Answer: Vendors shall submit pricing for both Year One and Year Two using the attached Bid Worksheet. The pricing for each year shall be shown separately, along with a Grand Total (Year One + Year Two) for evaluation purposes. Prices for Year Two shall remain firm unless otherwise permitted by the solicitation.
3. What is the maximum number of motor coaches the contractor may be required to provide at the same time during peak athletic periods? If multiple awards are made, would the simultaneous-trip requirement be divided among the awarded contractors?
Answer: During peak athletic travel periods, Athletics may require up to seven motorcoaches at the same time. While actual demand will vary, respondents should demonstrate their ability to meet this level of service.
UMES anticipates awarding a single contract and does not intend to split simultaneous trip requirements among multiple contractors. The awarded contractor will be responsible for providing the required services, including through approved subcontractors when appropriate.
4. The specifications state that coaches used for basketball and post-season travel should be three years old or newer when possible. Is this a mandatory requirement or a preference based on vehicle availability?
Answer: This is a preference. Our goal is to provide student-athletes and staff with safe, reliable, and well-maintained motor coaches.
5. Must the bidder own an ADA-accessible motorcoach, or may ADA service be provided through a subcontractor that is approved in advance by UMES?
Similarly, may an approved subcontractor be used for overflow service or emergency replacement coverage?
Answer: An ADA-accessible motorcoach may be provided through a subcontractor. Approved subcontractors may also be used to provide overflow service and emergency replacement coverage.
6. For the requirement to provide a replacement coach within 90 minutes on trips within 150 miles of UMES, is the 90-minute period measured from the time the breakdown is reported until the replacement vehicle arrives at the location of the disabled coach? May an approved local subcontractor be used to meet this requirement?
Answer: Yes. The response time is measured from the time the breakdown is reported until the replacement vehicle arrives at the location of the disabled coach. UMES recognizes that response times may vary based on the location of the breakdown and the availability of replacement vehicles, particularly in areas that are not within close proximity to a major metropolitan area. Vendors should make every reasonable effort to provide the quickest possible replacement vehicle. Approved local subcontractors may be used to satisfy this requirement.
7. Please confirm which vehicle records must be submitted with the bid. Specifically, are the VINs, vehicle maintenance histories, annual inspection certificates, and complete fleet information required at bid submission, or may some of these documents be provided prior to award?
Answer: VINs, vehicle maintenance histories, annual inspection certificates, and complete fleet information may be provided prior to contract award.
8. The solicitation checklist references a certificate of insurance, while the insurance section states that certificates and policies will be delivered following notice of award. Is a COI required with the bid or only before contract award? If it is required with the bid, please provide the exact certificate-holder and additional-insured information that should appear on the certificate.
Answer: No, the certificate of insurance does not have to be with the bid but will be required before all contracts/agreements are completed including the release of the purchase order. If you choose to include it that will be accepted as well. Pg 13. List the insurance requirements.
University of Maryland Eastern Shore 11868 College Backbone Rd Princess Anne, MD 21853
9. Please clarify whether Attachment B, the Contract Affidavit, must be submitted with bids expected to exceed $200,000. The submission checklist appears to require it at that threshold, while Section 27 states that it is not required until after award.
Answer: Please complete and submit with your submission
10. Is Attachment H, the Contractor Agreement for Services/Maintenance, expected to be completed and signed with the bid, or is it included for review and post-award execution?
Answer: Please complete and submit with your submission, UMES will countersign with award
11. The solicitation references two different methods for calculating future price increases. Attachment I appears to allow the greater of 3% or CPI-U, while Attachment H limits increases using CPI and states that increases exceeding 5% will not be considered. Which provision will govern renewal-period price adjustments?
Answer: Please follow the guidance of Attachment H
12. Please confirm whether the Material Safety Data Sheet requirement listed in the submission checklist is applicable to this transportation-services procurement.
Answer: MSDS is not required
13. The Table of Contents references the following:
Appendix A – UMES Purchase Order Terms & Conditions Appendix B – Additional Terms & Conditions However, we are unable to locate these appendices (or are unable to determine whether the versions included in the solicitation are complete).
Could you please confirm whether Appendix A and Appendix B are included in the solicitation package? If they are separate attachments, would you kindly provide them or direct us to where they can be accessed?
Answer: Please see documents attached
14. Attachment F references a “Bid Worksheet,” but a detailed worksheet does not appear to be included in the solicitation package. Could UMES please provide the worksheet, anticipated trip schedule, common destinations, estimated mileage, trip duration, and estimated number of trips by vehicle size?
Answer: Please refer to answers 1 & 2
15. Attachment F requests a base bid for 12 months, while Attachment I states that the initial contract term is August 2026 through July 2028. Please confirm the correct initial contract period and whether the base bid should cover one year or the full two-year term.
Answer: Please refer to answers 1 & 2
16. Will UMES permit a prime contractor to perform the transportation services through one or more disclosed and approved motorcoach subcontractors?
Answer: Please refer to answer 3
17. If subcontracting is approved, may the subcontractor’s fleet documentation, safety records, qualifications, transportation experience, and references be used to demonstrate the bidder’s ability to perform?
Answer: Yes, but keep in mind the potential communication barriers with various moving parts for the requesting department
18. Must a bidder provide every vehicle size and cover all athletic programs, or may UMES make separate awards by vehicle size, sport, route, or service category?
Answer: Yes, a bidder must provide and cover all within the bid.
UMES will not make separate awards based on vehicle size, sport, route etc.
19. The scope references 15 athletic programs, but the vehicle-requirement table appears to identify fewer than 15. Could UMES provide the complete list of sports, anticipated passenger counts, and equipment-storage requirements?
Answer:
Sport Est. Passengers Storage Requirements
Women's Basketball 30 personal item, luggage, equipment bags, medical supplies, team support equipment
Men's Basketball 30 personal item, luggage, equipment bags, medical supplies, team support equipment
Baseball 45 personal item, luggage, bat bags, helmets, equipment bags, helmets, catcher's gear, coolers, athletic training equipment, team support equipment
Softball 35 personal item, luggage, bat bags, helmets, equipment bags, helmets, catcher's gear, coolers, athletic training equipment, team support equipment
Golf (M,W) 25 personal item, luggage, golf bags, coolers, athletic training equipment, team support equipment
Bowling 15 personal item, luggage, bowling balls/bags, ball maintenance equipment, coolers, athletic training equipment, team support equipment
Men's Cross Country 25 personal item, luggage, equipment bags, coolers, athletic training equipment, tents, team support equipment
Women's Cross Country 25 personal item, luggage, equipment bags, coolers, athletic training equipment, tents, team support
Men's Track and Field 55 personal item, luggage, equipment bags, coolers, medical supplies, and oversized track & field equipment, including pole vault poles, requiring adequate undercarriage/luggage compartment storage, team support equipment
Women's Track and Field 55 personal item, lluggage, equipment bags, coolers, medical supplies, and oversized track & field equipment, including pole vault poles, requiring adequate undercarriage/luggage compartment storage, team support equipment
Women's Volleyball 25 personal item, luggage, volleyballs, equipment bags, coolers, athletic training equipment, team support equipment
Men's Volleyball 25 personal item, luggage, volleyballs, equipment bags, coolers, athletic training equipment, team support equipment
Women's Flag Football 30 personal item, luggage, equipment bags, footballs, flags, coolers, athletic training equipment, team support
20. Please clarify whether driver lodging and meals must be included in each trip price or listed as separate charges.
Answer: Listed as separate charges
21. Should deadhead mileage, tolls, parking, fuel, waiting time, and layover time be included in the flat-rate trip prices, or may any of these costs be separately itemized?
Answer: They may be separately itemized
22. How frequently may the awarded contractor invoice UMES—after each completed trip, monthly, or according to another schedule?
Answer: The contractor may invoice as it deemed necessary, this is to the sole discretion of the contractor. Trip and/or monthly invoice is typically standard.
23. The submission checklist requests a Material Safety Data Sheet. Please confirm whether an MSDS is applicable to this transportation services solicitation.
Answer: Please refer to answer 12
24. Is there a current or previous contractor for these services? If so, could UMES provide the incumbent’s name, previous contract number, historical pricing, and actual annual trip volume?
Answer: Previous vendor:
HAYMARKET TRANSPORTATION INC
Price: $503,393.76 Please see answer to question 19
All Other Terms and Conditions Remain the Same
END OF ADDENDUM #1
R. DRAYTON
07.26.2026
| FOR |
| ATHLETICS TRANSPORTATION SERVICES |
| SOLICITATION NO. RFP ES26/27-001 |
| EMMA No. BPM057907 |
| ADDITIONS/DELETIONS/CHANGES/CLARIFICATIONS/QUESTIONS |
| Changes |
| 1. New Bid Due Date: Friday, August 7 – 2pm. |
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