Texas Woman’s University RFP –731-26-008-JC

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RFP-731-26-008-JC

Charter Bus Services

PROPOSALS MUST BE RECEIVED BEFORE:

June 23, 2026 at 2:00 PM

Proposal must be submitted online in TWU’s electronic bidding portal in Oracle’s Supplier Portal.

Already have a Supplier Portal account? - Please log in and respond to the bid.

If you do not have a Supplier Portal account, please click on the link below to create an account at least 48 hours prior to bid submission:

Click here to register as a TWU Supplier and create your portal account.

Please visit our website for how to register and respond to the bid:

https://twu.edu/procurement/supplier-services/

Online bidding system closes at exactly 2:00 PM. Please allow sufficient time to upload your documents. Late submittals will not be accepted.

REQUEST FOR PROPOSAL

https://ewal.fa.us8.oraclecloud.com/fscmUI/redwood/supplier-registration/register-supplier/register-supplier-verification?id=zQoDeYKBpiOhQz0yxGnfivIskyqB2DAQb3Q5dikbBrTPmqpb9assDnrddj1mNKnI https://twu.edu/procurement/supplier-services/

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TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION 4

1.1 Introduction

1.2 Information about Texas Woman’s University

1.3 Mission Statement

1.4 Scope of Goods and/or Services

1.5 Term of Award

1.6 Schedule of Events

1.7 TWU’s Right to Reject

1.8 Historically Underutilized Business (HUB) Firms

SECTION 2 PROPOSAL REQUIREMENTS AND PROCEDURES 9

2.1 Questions by Proposers

2.2 Communications with TWU Personnel

2.3 Proposal Formatting and Presentation Requirements

2.4 Submittal Instructions for Proposals

2.5 HUB Subcontracting Plan

2.6 Right to Modify, Rescind, or Revoke RFP

2.7 Signature and Certification of Proposer

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, TWU

Policies and Procedures

2.9 Compliance with RFP Requirements

2.10 Binding Effect of Proposal

2.11 Right of Rejection

2.12 Use and Disclosure of Information

2.13 Group Purchasing Authority

2.14 Withdrawal or Modification

2.15 Risk of Loss, Damage, Delay

2.16 Proposal Opening

SECTION 3 PROPOSAL CONTENTS 13

3.1 Objectives

3.2 Project Details

3.3 Mandatory Requirements/Conditions

3.4 Pricing

3.5 Value Added Services

3.6 Invoicing and Payment

3.7 Compensation and Fees

3.8 Alternate Proposals

SECTION 4 EVALUATION CRITERIA FOR AWARD 17

4.1 Evaluation Process

4.2 Proposer’s Acceptance of Evaluation Methodology

4.3 Evaluation Criteria and Weights

4.4 Consideration of Additional Information

4.5 Oral Presentations/Interviews

4.6 Award Process

Texas Woman’s University RFP –751-26-008-JC

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4.7 Best and Final Offer

4.8 Award of Contract

4.9 Contract Documents

4.10 Proposer/Vendor Protest

4.11 Not Exclusive

SECTION 5 PROPOSER’S QUESTIONNAIRE 19

SECTION 6 GENERAL TERMS AND CONDITIONS 20

6.1 Publicity

6.2 Independent Vendor Status

6.3 Subcontractors

6.4 Insurance Requirements

6.5 Acceptance of Products and Services

6.6 Infringement of Patents and Copyrights

6.7 Taxes

6.8 Technology Access

6.9 Federal Funding

6.10 Time of Performance

6.11 Default

6.12 Termination

6.13 Contract Requirements

6.14 Access to Documents

6.15 Right to Audit

6.16 Non-Disclosure

6.17 Severability

6.18 Non-Waiver of Defaults

6.19 Assignment

6.20 Texas Public Information Act

6.21 Registration of Sex Offenders

6.22 Indemnification

6.23 Governing Law

6.24 Dispute Resolution

6.25 Warranties

6.26 Disclosure of Interested Parties

6.27 Executive Order No. GA-48 Certification

SECTION 7 EXECUTION OF OFFER AND AFFIRMATIONS 27

APPENDIX A: DEFINITIONS

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SECTION 1

GENERAL INFORMATION

1.1 Introduction

Texas Woman’s University (“TWU”) is seeking competitive responses to a Request for Proposal (“RFP”) for Charter Bus Services. This RFP provides sufficient information for interested parties (“Proposers”) to prepare and submit Proposals for consideration by TWU. Additional information may be made available by written request to the point of contact indicated provided on the RFP coversheet.

The Proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of TWU’s needs.

By submitting a Proposal, the Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the Services to be provided, and the conditions under which the Services are to be performed. The Proposer also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected by TWU, the Proposer will notify TWU immediately of any material change in any matters with regard to which the Proposer has made a statement or representation or provided information.

Proposers are cautioned to read the information contained in this Request for Proposal (RFP) carefully and to submit a complete response to all requirements and questions as directed.

1.2 Information about Texas Woman’s University

Founded in 1901 as a college for women, the university has grown its mission of serving marginalized populations in higher education over the past 123 years and is recognized as one of the most ethnically diverse student bodies in the nation. In addition to its distinctive position as the nation’s only university system with a woman-focused mission, it is known for its contributions and leadership in the fields of education, nutrition, the arts, sciences, business, nursing, and health care professions. Students have described their experience on the picturesque, flagship Denton campus as “a private feel at a public cost.”

Texas Woman’s faculty and staff are passionate defenders of an experiential teaching and learning environment— “we learn to do by doing”—where they provide students with opportunities to engage in campus, workplace, and community activities that can help shape their sense of purpose, their appreciation for building quality personal and professional relationships, and their grit to stand up against life’s challenges.

Now that the state established the overarching system designation, the university is beginning to operationalize a plan to form independent universities for its three geographically dispersed campuses—health science centers in each of Houston and Dallas and its main campus in Denton, 40 miles north of Dallas on the northern edge of the DFW Metroplex. Each campus is located within some of the fastest growing municipalities in the nation. As a whole, the university has a $1.8 billion annual economic impact on the state.

1.3 Mission Statement

Texas Woman’s University cultivates engaged leaders and global citizens by leveraging its historical strengths in health, liberal arts, and education and its standing as the nation’s largest public university primarily for women.

Committed to transformational learning, discovery, and service in an inclusive environment that embraces diversity, Texas Woman’s inspires excellence and a pioneering spirit.

1.4 Scope of Goods and/or Services

TWU is seeking Proposals from one or more responsive and responsible Proposer(s) for Charter Bus Services for all TWU campuses which includes Denton campus, Dallas campus and our Houston campus.

1.5 Term of Award

The term for an awarded Contract under this RFP is anticipated to begin on the date of the last signature, and to

Page 5 of 27 Rev. 1/25 expire (1) years from that date. Unless terminated earlier pursuant to the Contract terms, any Contract may be renewed for up to three (3), one (1) year Renewal terms upon mutual agreement of the parties, to be evidenced in writing sixty (60) days prior to the expiration date of the initial or then current renewal term.

Automatic renewals shall not be utilized unless approval is obtained from the Board of Regents outside of an original four year term. The contract will require a termination without cause provision of sixty (60) days or less.

1.6 Schedule of Events

TWU will make a good faith effort to follow the timeline below for evaluating, negotiating and issuing an award:

Date Bid Posted ................................................................ 5/20/2026 Deadline for Submission of Written Questions… .............. 5/29/2026 by 5:00 PM CST Deadline for Responses to Questions ............................... 6/5/2026 by 5:00 PM CST Proposal Due Date ............................................................ 6/23/2026 at 2:00 PM CST Evaluation of Proposals..................................................... 6/29/2026 Award Recommendation ................................................... 7/1/2026

* All dates are tentative and subject to change

1.7 TWU’s Right to Reject

This RFP does not commit TWU to select a proposer or to award a Contract to any proposer. TWU reserves the right to accept or reject, in whole or in part, any proposal it receives pursuant to this RFP. Proposals which are qualified with conditional clauses or alterations or items not specified in the RFP documents, or irregularities of any kind, are subject to disqualification by TWU at its option. If TWU receives fewer than three proposals, TWU has the right to reissue this RFP in order to gain additional competitive proposals.

1.8 Historically Underutilized Business (HUB) Firms

TWU endeavors to promote full and equal opportunity for businesses to supply TWU with goods and/or services that are necessary to support TWU’s educational mission. In this regard, TWU commits to select Proposers in accordance with (i) TWU needs, (ii) TWU resources, (iii) HUB goals and guidelines established by the Texas legislature and Statewide Procurement Division (SPD), and (iv) TWU policies and procedures for contracting with HUBs, specifically URP I.13.a Historically Underutilized Businesses. Proposers shall allow TWU full access to documentation relating to its HUB program and any HUB Subcontracting plans. Failure to comply with any provision of the state or University’s HUB regulations may result in immediate cancellation of any Contract.

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SECTION 2

PROPOSAL REQUIREMENTS AND PROCEDURES

2.1 Questions by Proposers

Questions must be submitted in writing by the date indicated in the section entitled “Schedule of Events.” The questions, written TWU response, and addenda related to the RFP, if any, will be posted in Oracle and on the State of Texas Electronic State Business Daily (ESBD) website http://www.txsmartbuy.com/sp. Only those replies to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. If TWU determines a question has been sufficiently answered in the RFP, the inquiring proposer will be referred to the relevant section of the RFP. Note: It is the responsibility of the Proposer to check the ESBD website for any and all addenda posted for this RFP.

Questions must be emailed to the following Procurement personnel:

Jamie Cogdell, CTCD TWUBids@twu.edu Texas Woman’s University Procurement and Contract Services

2.2 Communications with TWU Personnel

Except as provided in this RFP and as otherwise necessary for the conduct of ongoing TWU business operations, proposers are expressly and absolutely prohibited from engaging in communications with TWU personnel who are involved in any manner in drafting of the RFP, in the review and/or evaluation of the Proposals, selection of a proposer, in selection of a Contractor, or negotiation or formalization of a Contract. If any proposer engages in conduct or communications that TWU determines is contrary to the prohibitions set forth in this section, TWU may, at its sole discretion, disqualify the proposer and withdraw the proposer’s proposal from consideration.

2.3 Proposal Formatting and Presentation Requirements

2.3.1 The Proposal itself must contain all the components in the following order:

• Background of the proposer;

• Proposer’s responses to the section entitled “Questionnaire”;

• Schedule of costs and fees;

• Scope of work, including a program overview;

• Insurance

• HUB subcontracting plan (required for proposals valued at ≥ $100,000);

• W9; and

• Signed Affirmations and Conflict of Interest.

2.3.2 The Proposal must include a table of contents, which should contain sufficient detail to facilitate easy reference to the sections of the Proposal.

2.3.3 Preprinted material should be referenced in the proposal and included as labeled attachments, provided as a separate section of the proposal and clearly identified in the table of contents

2.3.4 All pages are to be typed on 8 ½ x 11-inch paper and numbered sequentially.

2.3.5 Proposals faxed, emailed or mailed will NOT be accepted.

2.4 Submittal Instructions for Proposals

2.4.1 The Proposals must be signed by the responding company’s official authorized to commit such Proposals. Failure to sign the Execution of Offer will be basis for Proposal disqualification.

2.4.2 All proposals must be submitted/or received no later than the date and time indicated in the section entitled “Schedule of Events.

http://www.txsmartbuy.com/sp mailto:TWUBids@twu.edu

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2.4.3 Proposers must verify that all components referenced in 2.3.1 have been attached and submitted.

2.5 HUB Subcontracting Plan

TWU has determined that there are not subcontracting opportunities. No submittal is required.

TWU is relying upon the proposer’s expertise to fully identify subcontracting opportunities that best align with their organization and this procurement request. Proposers, who intend to subcontract, are responsible for identifying all areas that will be subcontracted. In accordance with 34 TAC §20.11, a subcontractor means a person who contracts with a prime contractor to work, to supply commodities, or contribute toward completing work for a governmental entity.

2.6 Right to Modify, Rescind, or Revoke the RFP

TWU reserves the rights to modify, rescind, or revoke this RFP in whole or in part at any time prior to the date on which the authorized representative of TWU executes a Contract with the selected Proposer.

2.7 Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is legally authorized to bind the Proposer to the terms and conditions contained in this RFP and to compliance with the information submitted in the Proposal. Each Proposer submitting a Proposal certifies to both (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the Affirmations and Conflict of Interest to bind the Proposer. Proposals submitted without the required signature shall be disqualified.

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, TWU Policies and

Procedures

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, state, and federal laws and regulations, as well as with all applicable policies and procedures of Texas Woman’s University.

2.9 Compliance with RFP Requirements

By submitting a Proposal and by signing the Affirmations and Conflict of Interest, the Proposer agrees to be bound by the requirements set forth in this RFP, TWU’s General Terms and Conditions contained in the RFP, all of which will be incorporated into and be made a part of any Contract awarded by TWU.

TWU, at its sole discretion, may disqualify a proposal from consideration if TWU determines a proposal is non-responsive and/or non-compliant in whole or in part with the requirements set forth in this RFP.

2.10 Binding Effect of Proposal

Unless otherwise agreed in writing signed by Chief Procurement Officer, each Proposer agrees to and shall be bound by the information and documentation provided with the proposal, including prices quoted for services.

Proposals are to be valid for TWU’s acceptance for a minimum of 270 days from the submittal deadline date to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall remain valid for the duration of the Contract.

2.11 Right of Rejection

A proposal consisting of only alternate Services (i.e., a proposal that offers Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TWU and is subject to rejection.

2.12 Use and Disclosure of Information

Proposers acknowledge that TWU is an agency of the State of Texas and is therefore required to comply with the Texas Public Information Act. If a proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or

Page 8 of 27 Rev. 1/25 information as follows: "PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used by TWU only for purposes related to or arising out of the (a) evaluation of proposals, (b) selection of a Proposer pursuant to the RFP process, and (c) negotiation and execution of a Contract, if any, with the Proposer selected.

If the proposer marks the whole Proposal or substantive portions of the Proposal as confidential, TWU in its sole discretion may declare the proposal non-responsive.

By submitting a Proposal, Proposer hereby grants a limited license to reproduce the Proposal in order to comply with any legal requirement including but not limited to the Texas Public Information Act and legislative budget board requirements.

2.13 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded Contract. The Proposer should also note that TWU may procure Goods or Services for itself or on behalf of any TWU System component institution. When submitting a Proposal in response to this RFP, the Proposer should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TWU System, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

2.14 Withdrawal or Modification

No proposal may be changed, amended or modified after it has been submitted or filed in response to this solicitation, except for obvious errors in extension or as part of the negotiating process which are approved by the Chief Procurement Officer. However, a proposal may be withdrawn and resubmitted any time prior to the time set for receipt of proposals. No proposal may be withdrawn after the submittal deadline without approval by TWU, which shall be based on Proposer’s submittal in writing of a reason acceptable to TWU.

2.15 Risk of Loss, Damage, Delay

Proposer acknowledges and agrees to release and hold harmless TWU, its campus components, Board of Regents, officers, employees, agents and personnel, from and against any and all claims, liability, damages and costs, including court costs and attorneys' fees, arising out of or pursuant to submission or delivery of the proposal or failure to submit or deliver the proposal to Procurement and Contract Services at Texas Woman’s University, as designated in the submittal instruction sections of this RFP.

2.16 Proposal Opening

Proposals will be opened online after the deadline. For convenience, Proposers wanting a list of proposals submitted can email the TWU contact person listed in section 2.1 after the opening. All submitted proposals become the property of TWU after the RFP submittal deadline/opening date and will not be returned.

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SECTION 3

PROPOSAL CONTENTS/DETAILS

3.1 Objectives

TWU is seeking proposals from responsive and responsible proposer(s) for Charter Bus Services in accordance with the requirements/conditions set forth in the Sealed Proposal Request No RFP-731-26-008-

JC.

A contract may be awarded to one or more Proposers to serve all Texas Woman's University, including Denton, Dallas, and Houston. If multiple Proposers are awarded a contract, each TWU department/location will independently select the Proposer and Services that provide best value for that department/location.

The Proposer(s) chosen by TWU shall agree to make all the required and optional Services agreed to in their proposal available to all TWU locations at the same pricing levels during the contract period. Initiation of any new service not anticipated by the RFP are to be added as an addendum to the Contract and pricing negotiated but set at no more than the then-current published rate. Although those services may only be used by one TWU location they will be made available to all locations.

The Contract is based on this RFP, the Proposal, and the Proposer’s technical specifications supporting it. Any of the TWU locations may elect to enter into a resulting relationship with a successful Proposer under this RFP.

Each TWU locations will choose one of the Proposers selected through this RFP process to provide the chosen Services under the Contract. Additional Contracts with the TWU locations will not be required, executed or authorized. An Addendum will be executed by each TWU location for services. All terms and conditions of the Master Contract will apply.

3.2 Project Details

The purpose of this RFP is to establish a cost effective Master Agreement for charter bus services for TWU Campus departments including Athletics.

3.3 Mandatory Requirements/Conditions

3.3.1 Charter Bus and Equipment Requirements

• All buses and equipment necessary to fulfill this charter bus contract are clean, in good working order, conform to proper standards of the industry, and are no more than 8 years old.

• Charter buses to be used under this contract shall be constructed to Texas State and U.S. Federal Standards and must meet all applicable Federal Motor Vehicle Safety Standards.

• TWU reserves the right, at any time during the term of the contract, to inspect the Vendor’s vehicles for compliance with Federal, State and University 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.

• Maintenance and cleaning records for each vehicle must be kept current and available for inspection by the University at all times.

• All buses shall be equipped with operable cellular telephones or two‐way radios capable of communication with the vendor’s dispatch office.

• 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 vendor and remain in fully operable condition throughout the term of any resulting contract.

• 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.

3.3.2 Driver Requirements

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

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

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• 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.

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

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

• 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. Exception may be made for an emergency. Even under an emergency scenario the driver is responsible for the safety of his/her passengers and vehicle.

• The driving staff provided must be drug tested in compliance with any applicable laws, rules and regulations of all authorities having jurisdiction.

• All driving staff provided must conform to all applicable requirements for motor carrier drivers.

• All drivers shall, at all times, be in immediate possession of licenses and certificates required to operate buses under this contract.

• Drivers must be prepared with routing information.

• All employees of Contractor shall be appropriately dressed in uniform with a name badge.

• 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.

• All drivers are required to drive trips exactly as scheduled by the University. Drivers may not alter or modify trips without prior written approval of the University (may be authorized by the field trip sponsor at the site).

• 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.

3.3.3 Safety Requirements

• 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

• 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 Drivecam system or equivalent technology.

• All riders must be seated and secured as required by law.

• A visual and operating inspection of the assigned bus shall be performed prior to each and every trip. The inspections shall be in compliance with all Federal and State regulations.

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

• All of the services to be performed by the bus charter company under or pursuant to this contract shall be of the standard and quality which prevail among similar businesses and organizations of superior knowledge and skill engaged in providing similar services under the same or similar circumstances.

• The contractor has all necessary corporate power and has received all necessary corporate approvals to execute and deliver this contract, and the individual executing the contract on behalf of the contractor has been duly authorized to act for and bind the company. That the contractor warrants that all laws, rules and regulations of duly constituted

• The contractor warrants that all laws, rules and regulations of duly constituted authorities having jurisdiction over its activities shall be complied with by the contractor and its drivers.

• Except for the obligation on TWU to pay the contractor pursuant to the terms of the contract, TWU shall have no liability to the contractor or to anyone claiming through or under the contractor by reason of the execution or performance of this contract.

• Schedules will be coordinated with an assigned designee from the University.

• The University and vendor must mutually agree on inclement weather/other cancellation policies. TWU

Page 11 of 27 Rev. 1/25 may have very limited lead times associated with cancellations.

• The Vendor must be able to articulate their ability to meet change requests based on cancellations/rescheduling of events pertaining to delays or postponements due to inclement weather, i.e.

Teams make it to their destination safely, but they are unable to return to their original location or specified location.

3.4 Pricing

Rates are to be considered “ceiling rates: and will not be increased; however, awarded Proposers may provide lower pricing per individual request.

3.4.1 The bus types included within this Solicitation are:

• Forty-seven (47) seat;

• Fifty-five (55) seat:

• Twenty-five (25) seat;

• Thirty-three (33) seat; and

• Forty (40) seat.

3.4.2 Hourly Rate

• Hourly rate is defined as each hour the University is in possession of the charter, including the time the bus is unoccupied at the trip site.

• Proposer is to provide the number of hours this rate will apply.

3.4.3 Daily Rate

Daily rate is defined as requiring more hours than those indicated in the Hourly Rate and less than twenty-four (24) hours.

3.4.4 Mileage Rate

• Vendor is to indicate the charge per mile.

• Vendor is to indicate when mileage rates are to apply.

• Mileage is defined herein as actual miles incurred while in possession of the University.

• If applicable, mileage rates are to start at the requested campus/department pickup location and continue to designated event and end back at the requested drop off location.

• The University will not pay for mileage incurred while the charter is in route to the pickup location or returning to Vendor’s base.

• Mileage rate shall be applied to the actual miles incurred during the charter.

3.4.5 Second Driver Fee

Vendor is to indicate the fee for a second driver; and when the second driver fee will apply.

3.4.6 Overnight Rate

• Overnight is defined as requiring more than twenty-four (24) consecutive hours.

• Vendor shall to pay for all expenses for the driver(s) associated with an overnight stay, including lodging and per diem, if required.

• Lodging and per diem charges will not be reimbursed by the University.

3.4.7 Fuel Surcharge

If the Vendor requires a fuel surcharge, this charge must be indicated in the proposal in order for the surcharges to be paid.

3.4.8 Additional Fees.

• The University will pay tolls, parking or other special event fees associated with the trip based on actual amount incurred. The Vendor will be responsible for payment at the time of occurrence. A receipt must be included with the invoice for reimbursement.

• Tips will be at the sole discretion of the campus/organizer. The University is not responsible for payment of tips.

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3.5 Value Added Services

3.5.1 Provide information on any value added services you offer that are not addressed in this RFP which may be beneficial to TWU. Proposals must clearly state the details of each value added service and what is included with the service to be provided. Proposals may include any or all of the following value added services:

• Customer Service - proposer(s) must provide TWU with a customer services team that will be dedicated to the TWU account and be available at a minimum of Monday through Friday 8 a.m. to 5 p.m. central time. The customer services team shall include individuals with the following expertise:

1) designated customer support with product expertise

2) contract support designated to support contract issues and pricing/catalogs and

3) account payable support

• Services –Propose various types of value-added services including total cost of procurement analysis as well as any other cost reduction initiatives.

3.5.2 Vendor Fairs – Participation at on-site vendor fairs and/or product shows

3.6 Invoicing and Payment

3.6.1 Proposer(s) shall be required to submit invoices to Texas Woman’s University Payables department email TWUPayables@twu.edu.

3.6.2 All invoices will be paid net thirty (30) in compliance with Texas laws. All invoices must reference a valid TWU Purchase Order, or the invoice will be returned as non-compliant. No commitment for Products or Services is valid without a TWU purchase order.

3.6.3 Proposer(s) may submit a proposal for a prompt payment discount.

3.7 Compensation and Fees

The pricing schedule (Attachment A) must be included within the sealed bid, price will be firm through the life of the contract unless agreed upon in writing by both parties.

3.8 Alternate Proposals

TWU will not consider alternate proposals outside this RFP for required services that expand or are different from these specifications.

However, the Proposer may take the opportunity to relate to TWU any new or different services (not presented in the prior sections) which it feels may be useful or of interest to TWU.

mailto:TWUPayables@twu.edu

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SECTION 4

EVALUATION AND AWARD PROCESS

4.1 Evaluation Process

TWU will utilize a proposal Evaluation Team for the evaluation of this RFP. The award will be based on the proposal judged to be in the best interest of TWU, and the judgment in this regard shall be considered final. Any Contract resulting from this request shall be awarded to the Proposer providing the Best Value to TWU.

Under section 51.9335 of the Texas Education Code in determining what is the Best Value, TWU may consider:

1. The purchase price;

2. The reputation of the Proposer and of the Proposer’s Goods or Services;

3. The quality of the Proposer’s goods or services;

4. The extent to which the goods or services meet TWU’s need;

5. The Proposer’s past relationship with TWU;

6. The impact on the ability of TWU to comply with laws and rules relating to Historically Underutilized

Businesses and to the Procurement of Goods and Services from persons with disabilities;

7. The total long-term cost to TWU of acquiring the Proposer’s goods or services;

8. Any other relevant factor that a private business entity would consider in selecting a vendor; and

9. The use of material in construction or repair to real property that is not proprietary to a single vendor unless

TWU provides written justification in the request for bids for use of the unique material specified.

4.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a proposal indicates Proposer’s acceptance of the evaluation method and Proposer’s recognition that some subjective judgments must be made by TWU during the awarding of evaluation criteria points.

4.3 Evaluation Criteria and Weights

Each proposal shall be evaluated on the ability to meet TWU’s requirements and to provide the Best Value to TWU. Proposal shall be evaluated by awarding points to each of the following evaluation criteria.

The evaluation will be based on the following system:

Criteria Points

Price 20 Experience with transporting groups of college-age students; work history/experience with similar Higher Education Agencies

Ability to carry minimum insurance requirements 30 Safety Rating (see TWU safety rating document) 30 Total 100

4.4 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the proposal information to TWU. TWU expects clear and concise answers to all questions.

4.5 Oral Presentations/Interviews

Upon completion of the initial review and evaluation of the proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations/interviews are an option of the evaluation team and may or may not be conducted; therefore, proposals should be complete when submitted by the deadline indicated in the section entitled “Schedule of Events.”

4.6 Award Process

During the opening, proposals will be acknowledged publicly to identify the names of the Proposers, but will be

Page 14 of 27 Rev. 1/25 afforded security sufficient to preclude disclosure of the contents of the proposal, including prices or other information, prior to award. After opening, an award may be made on the basis of the proposals initially submitted, without discussion, clarification or modification, or on the basis of negotiation with any of the Proposers or, at TWU’s sole option and discretion, TWU may discuss or negotiate all elements of the proposal with selected Proposers which represent a competitive range of proposals. For purposes of negotiation, a competitive range of acceptable or potentially acceptable proposals may be established comprising the highest rated proposal(s).

4.7 Best and Final Offer

When deemed appropriate by the Evaluation Team, after the submission of proposals but before the final selection of the successful proposal, TWU may request Proposers to provide a best and final offer. TWU is not bound to accept the best-priced proposal if that proposal is not the most advantageous to TWU as determined by the evaluation team.

4.8 Award of Contract

TWU reserves the right to award a Contract, award multiple Contracts to more than one Proposer, to reject any and all Proposals, or terminate the RFP process.

4.9 Contract Documents

The Contract entered into by the parties shall consist of the RFP, the Proposal, and a written Contract (if applicable). When an expenditure is required, the Purchase Order terms and conditions will also apply. All of which shall be referred to collectively as the Contract documents. Under no circumstances, will TWU be bound by the laws of another state or country.

4.10 Proposer/Vendor Protest

Any actual or prospective Proposer or vendor who is aggrieved in connection with the solicitation, evaluation or award of a Contract may formally protest to the Chief Procurement Officer.

4.11 Not Exclusive

Contractor acknowledges and agrees that the Contract with TWU is non-exclusive and TWU has the right to engage with other contractors for similar or identical scopes of work, and to purchase similar or identical Services from other contractors. Any term or provision in the Contractor Terms indicating the Contract is exclusive is expressly rejected and is null and void.

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SECTION 5

PROPOSER’S QUESTIONNAIRE

The Proposer recognizes that in selecting a supplier, TWU will rely in part on the answers provided in response to this section. Accordingly, Proposer certifies that to the best of its knowledge, all responses are true, correct and complete.

TWU reserves the right to contact references or contact names listed below and shall be free from any liability to Proposer for conducting such inquiry.

5.1 Provide a summary of the Proposer’s overall capabilities, recent and related experience, and expertise. Provide information on the Proposer’s experience related to the scope of work outlined in this RFP, as well as its current work load, facilities, resources and experience that clearly demonstrate its ability to successfully complete the work required within the constraints stated.

5.2 Provide a brief resume for each of the proposed key personnel, focusing on relevant experience, and list the assigned function of each key person as it relates to this RFP. Provide information related to previous projects.

Also include a statement describing the Proposer’s commitment of the individuals proposed to perform the requested services.

5.3 Provide the name and email address of a point-of-contact for the submitted proposal response. This point-of-contact will not be recognized as, or accepted in lieu of, the “Proposer Signature” requirements in Section 7 of this document.

5.4 Provide a copy of your company’s audited financial statements if requested for the past two years.

5.5 Provide a brief description of projects completed or commodities sold within the past five years. The projects or commodities should be similar to the scope of work or desired goods described in this RFP. Include, as applicable, project description and location or commodities sold, description of services or commodities provided, budget performance and schedule performance, key personnel involved, client name, contact name and phone number. Particular weight will be given to similar projects in higher education.

5.6 Provide three professional references (key contact names, titles, and telephone numbers) that have direct knowledge of your ability to provide the type of goods and/or services outlined in this RFP. Particular weight will be given to references provided in higher education.

5.7 Provide a list of any professional organizations the Proposer is a member of or actively involved with.

5.8 Provide any details of all pending litigation or claims filed against your company in the past ten years that would negatively impact your company’s performance under a Contract with TWU.

5.9 Provide a completed and signed W9 for your company.

5.10 Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

5.11 Is your company currently in default on any loan Contract or financing Contract with any bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.

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SECTION 6

GENERAL TERMS AND CONDITIONS

These General Terms and Conditions or ones that are substantially similar will be contained in any resulting Contract or purchase orders arising out of this RFP. If the Proposer takes exception to any of the following General Terms and Conditions set forth, the Proposer must submit a list of the exceptions as part of its proposal. The Proposer’s exceptions will be reviewed by TWU and may result in disqualification of the Proposer’s proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of Proposer’s proposal, then TWU may consider Proposer’s exceptions when TWU evaluates the Proposer’s proposal. In addition, and to the extent they do not conflict with these terms in any resulting contract, TWU purchase order terms and conditions will apply to all purchases of goods and services by TWU https://www.twu.edu/procurement/terms-and-conditions/

6.1 Publicity

Proposer agrees that it shall not publicize a Contract or disclose, confirm or deny any details thereof to third parties or use any photographs or video recordings of TWU’s name or protected marks in connection with any sales promotion or publicity event without the prior express written approval of TWU.

6.2 Independent Contractor Status

Contractor is an independent contractor. Contractor is not a state employee, partner, joint venture, or agent of TWU. As an independent contractor, Contractor is solely responsible for all taxes, withholdings, and other statutory or contractual obligations of any sort including worker’s compensation insurance. Contractor is responsible for its conduct of business operation, including employee salaries, travel expenses, etc.

6.3 Subcontractors

Subcontractors providing goods or services under the Contract shall meet the same requirements and level of experience required of the Proposer. No subcontractor under the Contract shall relieve the Proposer of the responsibility for ensuring the requested goods or services are provided. Proposers planning to subcontract all or a portion of the work to be performed shall identify the proposed subcontractors in their submitted proposals. If selected by TWU, vendor will not delegate any of its duties or responsibilities under this RFP or the Contract to any subcontractor, except as expressly provided in the Contract.

6.4 Insurance Requirements specific for Bus Contractor Companies

Contractor, consistent with its status as an independent contractor will carry and will cause its subcontractors to carry, at least the following insurance, with insurance companies authorized to do business in the State of Texas or an eligible surplus lines insurer operating in accordance with the Texas Insurance Code, having an A.M. Best Rating of A-:VII or better, and in amounts listed below:

Workers Compensation Insurance with Statutory limits, and Employer’s Liability Insurance with limits of not less than $1,000,000:

• Employers Liability – Each Accident $1,000,000

• Employers Liability – Each Employee $1,000,000

• Employers Liability – Policy Limit $1,000,000

Workers’ Compensation policy must include under 3.A. on the information page of the Workers’ Compensation policy the state in which work is to be performed for University. Workers’ Compensation is required and no “alternative” forms of insurance shall be permitted;

In addition to the above Workers’ Compensation coverage required of all contractors, Transportation Brokers shall provide the following additional coverage:

Commercial General Liability Insurance with limits of not less than:

• Each Occurrence Limit $1,000,000 http://www.twu.edu/procurement/terms-and-conditions/ http://www.twu.edu/procurement/terms-and-conditions/

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• Medical Expenses (any one person) $10,000

• Personal & Advertising Injury $1,000,000

• General Aggregate $2,000,000

Business Automobile Liability with limits of not less than:

• $1,000,000 single limit any one accident, covering all owned, non-owned or hired vehicles

For Charter and Direct Carriers operating vehicles or buses with a seating capacity of 16 passengers or more, the General Liability requirements are as follows:

• Each Occurrence Limit $5,000,000

• General Aggregate $5,000,000

• $5,000,000 single limit any one accident, covering all owned, non-owned or hired vehicles per the Code of Federal Regulations (CFR) 49, Subtitle B, Section 387.33, Financial responsibility, minimum levels. Business auto liability coverage shall not exclude passengers.

For Charger and Direct Carriers operating vehicles or buses with a seating capacity of 15 or less passengers, the General Liability requirements are as follows:

• Each Occurrence Limit $1,500,000

• General Aggregate $3,000,000

• $1,500,000 single limit any one accident, covering all owned, non-owned or hired vehicles per the Code of Federal Regulations (CFR) 49, Subtitle B, Section 387.33, Financial responsibility, minimum levels.

Business auto liability coverage shall not exclude passengers.

If limits are not met in the primary insurance contracts, Umbrella/Excess Liability Insurance may be used to achieve the minimum limits required above. Umbrella/Excess Liability policy shall be written with limits of not less than what is required above per occurrence and in the aggregate, will be excess over and be no less broad than and “following form” over and including coverage described above. Inception and expiration dates will be the same as the underlying policies.

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Charter and Direct Carrier Contractors shall provide an all-risk physical damage policy on their buses, naming The Board of Regents of Texas Woman’s University; their respective affiliated enterprises, officers, directors, employees, representatives, and agents as additional insured under the policy and provide The Board of Regents of Texas Woman’s University; their respective affiliated enterprises, officers, directors, employees, representatives, and agents with a waiver of subrogation.

Contractor will deliver to University:

• Evidence of insurance on a Texas Department of Insurance approved certificate verifying the existence of all insurance after the execution and delivery of this agreement and prior to the performance or continued performance of any services to be performed by the Contractor under this agreement.

• Additional evidence of insurance on a Texas Department of Insurance approved certificate verifying the continued existence of all insurance not more than (30) days after the expiration of any insurance. Insurance policies, with the exception of Workers’ Compensation and Employer’s Liability, shall be endorsed and name University as an Additional Insured. All policies will be endorsed to provide a waiver of subrogation in favor of University. All policies with the exception of Workers’ Compensation and Employer’s Liability will be endorsed to provide primary and non-contributory coverage. No policy shall be canceled until after thirty (30) days' unconditional written notice to University.

6.5 Bus Safety and Carrier Safety Performance

Institutions should check the following site to verify the carrier’s safety rating. You will need either the carrier’s USDOT #, MC#, or the name they do business under.

http://safer.fmcsa.dot.gov/CompanySnapshot.aspx

6.5.1 Safety Rating - A motor carrier receives a safety rating when an authorized official conducts an on-site examination of a motor carrier operation including compliance with the Federal Motor Carrier Safety Regulations and the Hazardous Materials Regulations. The official reviews records, evaluates roadside vehicle inspection data, and accidents to determine whether a motor carrier meets the safety fitness standard. (Review the FMCSA Regulations for a detailed definition of a safety rating.) The following Safety Ratings are defined:

• Satisfactory - A motor carrier has in place and functioning adequate safety management controls to meet the safety fitness standard prescribed in 49 CFR 385.5. Safety management controls are adequate if they are appropriate for the size and type of operation of the particular motor carrier.

• Conditional - A motor carrier does not have adequate safety management controls in place to ensure compliance with the safety fitness standard that could result in the occurrences listed in 49 CFR 385.5 (a) through (k).

• Unsatisfactory - A motor carrier does not have adequate safety management controls in place to ensure compliance with the safety fitness standard which has resulted in occurrences…