Addendum 1_WCSU-2026-RFP-003.pdf

Western Connecticut State University Request for Proposal #WCSU-2026-RFP-003 Athletic Team Bus Transportation Services

April 23, 2026

Addendum #1

The intent of this Addendum is to amend WCSU-2026-RFP-003 and to clarify questions received regarding the Request for Proposal (RFP). Please find amendments and responses to submitted questions below. For clarity and consistency, questions may have been reformatted and consolidated where necessary to maintain ambiguity amongst participating contractors.

Responses to duplicative type questions will not be repeated.

I. Removal of Performance Bond Requirement

A. The solicitation is hereby amended as follows:

1. Section 3.1.13 and all references to a $125,000 performance bond requirement are deleted in their entirety from the Request for Proposals.

2. Any requirement that the awarded Contractor provide a performance bond valued at $125,000.00 shall no longer apply and will not be required as a condition of award or contract execution.

3. All other terms and conditions of the Request for Proposals remain unchanged and in full force and effect.

II. Clarification of Section 2.4.18

A. The solicitation is hereby amended as follows:

1. Section 2.4.18 of the solicitation is deleted in its entirety and replaced with Section 2.4.18 as follows:

a. 2.4.18 Contractor sponsorship of the University’s Athletic Program through providing and installing vehicle wrap which (i) reflects the University’s most current branding standards and (ii) identifies the buses as affiliated with the University’s Athletic Program. The wrap must be sufficient to cover the full exterior surfaces of the vehicle and shall not obstruct safety markings, lighting, reflectors, emergency exits, vehicle identification, or windows (unless expressly approved by the University).

The University requires the Contractor to provide cost for the promotional wrapping of two (2) 56-passenger motorcoach buses. The University requests, but does not require, the Contractor to provide cost for the promotional wrapping of one (1) mid-sized bus. Contractors shall identify all costs associated with providing and installing vehicle wraps in Section one (1) of Attachment F, “Pricing Tables.”

The University reserves the right, at its sole discretion, to proceed with or decline vehicle wrapping at the Contractor’s identified value. In addition, Contractors may submit alternative pricing that does not include vehicle wrapping for the University’s consideration.

B. Clarification by the University:

1. All proposers must have the ability to provide at least two (2) motorcoach buses wrapped in University branding.

2. The University shall have the option to elect or decline bus wrapping at its discretion after review and consideration of associated costs.

3. The University shall have final approval over the selection of wrapped buses proposed by the Contractor in Attachment G “Vehicle List”.

III. Questions and Answers

A. Proposer Questions and University Response

1. Will pricing based on actual mileage and driver hours within established daily minimums be acceptable under the RFP?

Answer: Pricing structured from actual mileage and hours within daily minimums is acceptable provided that incidental mileage and related costs are clearly outlined within the proposal. Pricing shall be clearly indicated for each destination outlined in Attachment F “Pricing Tables”.

2. Will the University be utilizing all three of the requested wrapped vehicles each day of the contract period?

Answer: Given that the University sponsors twenty-three (23) varsity sports programs, several of which routinely require multiple buses per event, there are numerous periods throughout the academic year when three vehicles may be in simultaneous daily use based on team schedules. Ensuring equitable access to wrapped buses across athletic programs also supports the University’s Title IX considerations. The University recognizes that this requirement may have limited utility for other customers during periods when they are not reserved for University use.

3. How much weight will the sponsorship (wrapping of buses) be in the overall award?

Answer: The ability of proposers to meet the needs of the University will be evaluated based upon established evaluation criteria set forth in Section 4.1 of the RFP. The wrapping of two (2) motorcoach buses has been identified in section 2.4.18 as a requirement that Contractors must be able to provide if selected by the University.

4. Is a performance bond required as part of this solicitation?

Answer: Performance bond requirements have been eliminated from the Request for Proposal requirements.

5. Typically, the university pays for the driver’s rooms as often the driver’s rooms are free from the hotels. Will the University cover driver lodging expenses associated with trips under this contract award?

Answer: The University has not covered the driver’s room expenses for the last eight (8) years and does not plan to do so per the proposal. While some hotels may still offer complimentary rooms, many no longer do. In cases where a complimentary room is available, our preference would be for that to support team personnel (e.g., head coach).

Drivers' accommodation is secured at the same rate, with direct payment arrangements made accordingly by the company.

6. Please clarify the hours of service for a motor coach driver are 10 hours of driving time in a 15-hour span.

Answer: Yes, Federal Motor Carrier Safety Administration Regulation Part 395: Hours of Service for Motor Carriers of Passengers applies to the performance of this contract.

7. Can a certified check in the amount of $125,000 be submitted in lieu of a bid bond?

Answer: This Request for Proposal does not require a bid bond.

8. Please confirm if existing University branding is acceptable for the bus wrapping requirement or if updates are required.

Answer: Existing University branding is acceptable at this time.

9. For an additional vehicle, does the university have a preference between a 28-passenger or 32-passenger bus to be wrapped?

Answer: An additional third wrapped bus is requested, but not a requirement of this RFP.

The University would prefer a wrapped 32-passenger bus or equivalent mid-sized bus.

10. Are there any requirements to update or replace the bus wrap during the term of the contract?

Answer: Bus wrap that is damaged, peels, lifts, or delaminates shall be repaired or replaced at the awarded Contractor’s expense during the contract term. Any request by the University to update pre-existing bus wrapping shall be mutually negotiated between the Contractor and University.

11. In the meeting on 4/13/26 it was noted that the university would prefer to use a single contractor for the RFP. The past few RFPs have gone that way and some previous to those were awarded in part. Is this going to remain ambiguous? In the event that the university does award in part is it still expecting the terms of the RFP from all contractors? Wrapped buses, performance bond, coverage of trips not in the original schedule etc.

Answer: The University desires to issue a single award for the services identified in the RFP however, the University will not waive its rights outlined in Section 1.11. The awarded contractor would be expected to meet all terms and conditions outlined within the RFP.

12. Do the dollar values listed in these tables include numbers from trips booked outside of RFPs? If so, how much of the total yearly dollar value in these tables is from RFP contractors/pricing and how much is from outside bookings/pricing? It was mentioned that the university has been using several companies for transportation and the previous RFP was a single award.

Answer: The tables in Section 2.3 reflect the University’s historical expenditures under previously awarded contracts for Athletic Team Transportation Services only. Through this solicitation, the University desires the ability to consolidate discretionary transportation expenditures that would otherwise fall outside the scope of the Contract. Total transportation spending for non-athletic departments is not available at this time. Any such discretionary transportation is contingent upon club and academic department sponsored events that require travel away from the University.

13. In the event that a trip is booked last minute that is not included in the original schedule for regular, post season, reschedule, or late addition, is the University expecting the contractor to supply a bus regardless of availability and at bid pricing?

Answer: Yes, for athletic teams only. This has been the expectation in prior contracts, particularly due to spring sports and the unpredictability of weather-related changes.

14. The RFP indicates $10 Million as the minimum insurance liability requirement. Previous WCSU bids have been $5 Million. Is this requirement firm?

Answer: While previous University transportation contracts and the applicable federal requirement under 49 CFR § 387.303 for motor carriers of passengers establish a minimum of $5 million in coverage, the University has determined that a $10 million liability limit is appropriate based on the nature of the services provided, the volume of student travel, potential liability exposure, and broader risk-management considerations.

Accordingly, the awarded contractor will be required, upon execution of the contract, to maintain insurance coverage meeting the $10 million requirement, which may include excess or umbrella liability coverage. Contractors may submit associated costs with this requirement as part of their proposals.

15. Is the university requiring the wrapped buses/typical service buses for these trips to be wheelchair accessible or is the university simply requiring that the contractor be compliant with ADA regulations and be able to accommodate wheelchairs upon request?

Answer: Wrapped/typical service buses are not required to be ADA wheelchair compliant. It is expected the contractor be compliant with ADA regulations and be able to accommodate wheelchair needs upon special request by the University.

16. In the meeting it was mentioned that a third bus wrap was not a requirement, but it is stated as a requirement in the RFP. Are two wrapped coach buses the current requirement?

Answer: Ability of the Contractor to provide pricing for two (2) wrapped Motorcoach style buses is required. Ability of the Contractor to provide pricing for one (1) additional mid-sized wrapped bus is requested but not a requirement. Section 2.4.18 has been amended to reflect this change.

17. If a driver in enroute to the university for a scheduled job and it cancels is there any compensation?

Answer: Exceptions to Section 2.5 by contractors should be clearly identified as part of their proposal. The University understands contractors may utilize standard industry cancellation policies that follow a tiered structure.

18. Does NY article 19-A driver certification satisfy the University’s requirements regarding background checks?

Answer: Drivers certified and currently compliant under New York Vehicle & Traffic Law Article 19-A are deemed to have undergone background checks comparable to the

University’s requirements. The State of Connecticut’s commercial driver licensing and public passenger endorsement requirements similarly mandate state and federal criminal background checks, including fingerprinting. The University will accept out-of-state certifications where the contractor demonstrates that the driver has undergone substantially equivalent background screening and remains in good standing under applicable law.

19. The 125k performance bond is a new requirement that hasn't been in previous bids. Will this be removed?

Answer: This requirement has been removed and reference deleted in its entirety.