IFB for Athletic Bus Service Plattsburgh 26JB0908-C000972.pdf

IFB for Bus Transportation for Intercollegiate Athletics at SUNY Plattsburgh, Ref. No. 26JB0908-C000972

Invitation for Bid (IFB)

Bus Transportation for Intercollegiate Athletics at SUNY Plattsburgh

Ref. No. 26JB0908-C000972

Deadline for Submissions:

Friday, October 2, 2026, 3:30 PM EST

Table of Contents

SUMMARY OF INFORMATION FORM

Section 1: OVERVIEW/GENERAL REQUIREMENTS

1.2 Contract Term

1.3 Escalation Clause

1.4 Contract Termination

1.5 Contractor’s Primary Contact

1.6 Invoicing Requirements

1.7 Retention of Records

1.8 Notices

Section 2: SCOPE OF SERVICES AND TECHNICAL SPECIFICATIONS

2.1 Summary of Services

2.2 Buses

2.3 Driver Credentials

2.4 Operation of Bus/Motor Coach

2.5 Trip Schedule

2.16 Equipment Service

2.17 Damage to Equipment

2.18 General Parameters for Team Travel by Sport

Section 3: BIDDER QUALIFICATIONS

3.1 Vendor Profile

3.2 Evidence of Sufficient Number of Buses

3.3 Driver Credentials

Section 4: METHOD OF AWARD

Section 5: BID SUBMISSION REQUIREMENTS

5.9 Notary Acknowledgement of Bidder’s Signature Required

5.11 “Submit To” Address for Bid Proposals

5.18 Bidder Questions

5.19 Pre-Bid Proposal Meeting (not applicable)

5.20 Site Visit (not applicable)

5.21 Bid Opening

Section 6: GENERAL INFORMATION

6.1 Electronic IFB (unavailable)

6.2 SUNY’s Reserved Rights

6.3 Contract Award

6.4 Post Award Procedures

Section 7: GENERAL TERMS AND CONDITIONS

7.1 Free and Open Competition

7.2 Notification of Errors, Inquiries and Interpretation

7.3 No Claims or Rights

7.4 Conflict of Interest

7.5 Bidder’s Terms and/or Conditions

7.6 Acceptance of IFB Content

7.7 Services Outside Scope of Contract Awarded

7.8 Standard Contract Clauses

7.9 Binding Effect

7.10 Confidentiality/Freedom of Information Law

7.11 Minority and Women-Owned Business Enterprises (MWBE)

7.12 Equal Employment Opportunity Requirements

7.13 Encouraging Use of New York State Businesses in Contract Performance

7.14 Office of Federal Contract Compliance Programs

7.15 Governing Law

7.16 Omnibus Procurement Act of 1992

7.17 Determination of Vendor Responsibility

7.18 Requirements of New York State’s Recycling Program

7.19 State Consultant Services Reportings

7.20 Electronic Payment Authorization

7.21 Timeliness of Payment and Interest

7.22 Exhibits

7.23 Independent Contractor

7.24 Subcontracting

7.25 Compliance

7.26 Indemnification

7.27 Liability

7.28 Insurance

7.29 Workers Compensation

7.30 Travel

7.31 Termination

7.32 Procurement Lobbying Act – State Finance Law §§ 139-j and 139-k

7.33 Sexual Harassment- State Finance Law §§ 139-l…………………………………………………………

7.34 Restrictions on the Activities of Current and Former State Officers and Employees

7.35 Diesel Emissions Reduction Act of 2006

7.36 SUNY Plattsburgh Smoking Policy

7.37 Force Majeure

Section 8: Pricing Sheet ............................................................................................................................................. 43-45

Section 9: Trip Schedule

Notary Acknowledgement

Section 10: Attachments

Section 11: New York State Standard Terms and Conditions and required procurement documents

SUMMARY INFORMATION FORM

THIS PAGE MUST BE SIGNED AND RETURNED WITH BIDDER’S RESPONSE

IFB #: 26JB0908-C000972 IFB Title: Bus Transportation for Intercollegiate Athletics at SUNY Plattsburgh

IFB Release Date:

September 11, 2026

Key Events Questions/Requests for clarification due 3:30 PM EST, Tuesday, September 22, Response to questions/requests for clarifications issued Friday, September 25, 2026 Pre-Bid Conference (if applicable) Not applicable Site Visit (if applicable) Not applicable Proposal Due Date and Time 3:30 PM EST, Friday, October 2, 2026 Anticipated Notification of Intent to Award Monday, October 5, 2026 Anticipated Contract Start Date Thursday, October 15, 2026 Anticipated Term Length of Contract 1 Academic Year with no option to renew

SUNY reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified via email (or fax if email not provided) of any changes in a timely manner

Designated Contact Information Primary Contact:

Jenna Beauregard Director of Procurement Services SUNY Plattsburgh 101 Broad Street, Plattsburgh, NY 12901 Phone: (518) 564-4604 Email: case8736@plattsburgh.edu

Secondary Contact:

Other Contact:

Restricted Period In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the restricted period for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through the State University of New York’s designated contacts only.

Bidder Information Legal Business Name of Company Bidding: Bidder’s Federal Tax Identification No.:

D/B/A – Doing Business As (if applicable):

NYS Vendor ID Number (See Exhibit B, Section 16):

Street Address:

City/State: Zip Code:

If applicable, place an “x” in the appropriate box: (check all that apply) � Small Business (if checked, provide # of employees ____) � Disabled Veteran Owned Business � Minority Owned Business (NYS Certified) � Women Owned Business (NYS Certified)

If you are not bidding, place an “x” in the box and return this page only. � We are unable to bid at this time because:

Bidder’s Signature:

Title:

Printed Name:

Date:

THIS PAGE MUST BE SIGNED AND RETURNED WITH BIDDER’S RESPONSE

Section 1: OVERVIEW/GENERAL REQUIREMENTS

1.1 SUNY Plattsburgh is requesting bids for bus transportation for its student athletes for the remaining 2026-2027 academic year. It is the University’s desire to have a single, safe reliable bus transportation company to provide comfortable and dependable transportation for the University’s student athletes.

This Invitation for Bid (IFB) outlines the terms and conditions, and includes all applicable information required for submitting a bid. To ensure compliance with the IFB requirements, and to prevent disqualification, Bidders must follow all instructions in “Section 5: Bid Submission Requirements.”

This IFB is organized in to eleven (11) sections:

Section 1: Overview/General Requirements Section 2: Scope of Services & Technical Specifications Section 3: Bidder Qualifications Section 4: Method of Award Section 5: Bid Submission Requirements Section 6: General Information Section 7: General Terms and Conditions Section 8: Pricing Sheet Section 9: Trip Schedule

Section 10: Attachments (As listed) Section 11: New York State Standard terms and conditions and required procurement documents (As listed).

1.2 Contract Term

The contract shall have a term of one (1) academic year, beginning October 15, 2026 and ending June 29, 2027. SUNY Plattsburgh shall have the right to terminate the contract early in accordance with the terms and conditions outlined herein in Section 7.31, Termination.

1.3 Escalation Clause

The pricing quoted by the Contractor awarded the contract resulting from this IFB shall remain fixed during the contract term with no escalation permitted.

1.4 Contract Termination

See termination provisions under “Section 7.31, Termination.”

1.5 Contractor’s Primary Contact

The Contractor shall, within ten (10) business days after the award of the contract, submit a written notification to the College identifying the name, title, address, telephone number and email address of one (1) individual within its organization who will service as the duly authorized representative to whom all correspondence, official notices and requests related to the Contractor’s performance under the contract shall be addressed. The Contractor shall have the right to change or substitute the name of the individual described above as deemed necessary, provided the College is notified immediately.

The Contractor shall coordinate its activities in the performance of the contract with the College’s Intercollegiate Athletics and Purchasing departments as required. The Contractor and the Intercollegiate Athletic Department will discuss scheduling and other matters covered by the contract throughout the contract period.

1.6 Invoicing Requirements

The Contractor must submit a proper invoice to the SUNY Plattsburgh Accounts Payable Office, as instructed below, at the completion of each trip. Payment will be based on any invoice used in the Contractor’s normal course of business. However, each invoice must identify the trip destination, the athletic team or group transported, the pickup date and time of the trip and drop off date and time of the trip, itemized applicable charges and the total amount due by the Contractor. All prices shall be as represented on the Trip Schedule in Section 9 of this IFB. The College shall not be liable for any additional charges unless specifically agreed to in advance by the Director of Procurement Services.

Payment will be processed after receipt of conforming services and a proper invoice, and approval of the invoice by Intercollegiate Athletics’ designee. Submit invoice to:

Accounts Payable Office Email: accountspayable@plattsburgh.edu

1.7 Retention of Records

The Contractor shall establish and maintain complete and accurate books, records, documents, accounts and other evidence directly pertinent to performance under this contract (hereinafter, collectively, "the Records"). The Records must be kept for the balance of the calendar year in which they were made and for six (6) additional years thereafter. The State Comptroller, the Attorney General and any other person or entity authorized to conduct an examination, as well as SUNY and any other agencies involved in this contract, shall have access to the Records during normal business hours at an office of the Contractor within the State of New York or, if no such office is available, at a mutually agreeable and reasonable venue within the State, for the term specified above for the purposes of inspection, auditing & copying.

1.8 Notices

Notice under the contract resulting from this IFB shall be in writing and shall be considered effective upon personal delivery to the individual listed below or five (5) calendar days after deposit in any U.S. Mailbox, first class and addressed to the other party as follows:

mailto:accountspayable@plattsburgh.edu

For SUNY Plattsburgh:

Jenna Beauregard, Director of Procurement Services SUNY Plattsburgh 101 Broad Street Plattsburgh, NY 12901

For Contractor: (Please complete the following)

Name and Title

Department

Company Name

Street

City State Zip

Phone Fax Email

Section 2: SCOPE OF SERVICES AND TECHNICAL SPECIFICATIONS

2.1 Summary of Services

The successful contractor will provide bus transportation and qualified driver(s) to transport designated teams for all of SUNY Plattsburgh’s athletes, coaches, and personnel from a specified campus location to an indicated destination and return, in accordance with the terms and conditions contained herein. The Contractor understands and agrees that local transportation may be required while at the destination. Local transportation may include, but is not limited to trips to and from meals, practices, games or other trip-related events, while at the trip destination. For information purposes only, a “Trip Schedule” for College teams is contained herein in Section 9 that provides the anticipated date, time, and destination of all trips which should take place during the 2026-2027 academic year. All trips will depart from either SUNY Plattsburgh Field House or Memorial Hall located on the SUNY Plattsburgh campus, 101 Broad Street, Plattsburgh, NY 12901.

2.2 Buses

All buses are required to be at least thirty-six (36) or fifty-four (54) passenger over the road coaches equipped with lavatory, heat and air conditioning, video and Wi-Fi capabilities, and meet or exceed all standards applicable and established for such vehicles by the State of New York, including liability insurance requirements and New York State Department of Transportation inspection approvals.

In summary, the Contractor must provide buses that meet or exceed the following requirements:

A. 36 or 54-passenger coaches (subject to the University’s needs) B. Heating and air conditioning C. Luggage compartments, overhead and/or beneath bus with sufficient storage for uniforms and equipment.

D. On-board restroom facility E. Reading lights F. Television DVD.

G. Wi-Fi connectivity H. Less than 10 years old I. Seats shall be high-back recliners with arm rests on aisle side

• The contractor will be responsible for substitute transportation in the event of a vehicle breakdown during a trip.

• Vehicles must be in compliance with all applicable New York State Department of

Motor Vehicles Rules and Regulations.

• Vehicles must be equipped with first-aid and fire extinguishers.

• Vehicles must be maintained daily in a clean, safe, and reliable operating condition.

• A list of vehicles to be used under the contract shall be attached to the bid proposal.

The list shall include license number, inspection number, model year and mileage. The contractor must keep the list updated and provide updates to the College.

2.3 Driver Credentials

All drivers must be qualified, duly licensed, present a neat and clean appearance, act courteous, and be identified as authorized employees of the Contractor with proper identification. The safety of student athletes is of primary importance. The Contractor agrees that any and all drivers and motor coaches provided under this contract shall comply with New York State Article 19-A NYS Motor Vehicle & Traffic Law, and all NYS Department of Transportation laws, rules, etc. and any other applicable laws. Bidders are to provide a Letter of Compliance with Article 19A, qualified Motor Vehicle Law with their bid submission.

Every driver/operator must be appropriately licensed and insured in accordance with all applicable laws and regulations for operation in the United States. Once the trip’s destination has been identified, it is expected the bus company will brief the driver as to the proper pick-up and drop-off points, and route the driver assigned to the trip. The bus/motor coach must be operated in a careful and prudent manor regarding safety and well-being, and in strict compliance with traffic laws and regulations. In the event the College determines that a driver has been remiss of his/her responsibilities concerning safety standards, speeding or offensive behavior, the College reserves the right to remove the driver from future charters. Drivers will not be allowed to smoke on the bus.

In case of a mechanical failure or any other delay except and Act of God, the bus company will be responsible for the arrival of the team(s) at the proper destination at the appropriate time.

2.4 Operation of Bus/Motor Coach

Regardless of the time a trip commences, the Contractor will be reimbursed only at the unit prices quoted on the Pricing Sheet under “Use Rate for Bus.” In any instance, except an Act of God, where arrival is after the scheduled starting time of the athletic contest, the College will negotiate with the Contractor for trip charges. The Contractor will work with the SUNY Athletic Department to determine departure times to ensure prompt arrival. Times for pick-ups of the teams for the Trip Schedule in Section 9 will be supplied after the contract is awarded. The driver must work with College officials and/or coaches to be available for any local transportation required at the trip destination, e.g., meals, shoot arounds, ice time etc.

The College will inform the Contractor of details regarding overnight accommodations of the student athletes and coaches, and the College will make and pay for the hotel reservation for Contractor’s driver(s). Actual cost of tolls, parking fees and ferry charges (no deadhead charges) will be reimbursed by the college based upon receipts provided with invoice.

The Contractor will be responsible for the following:

A. Driver meals, incidentals and gratuities B. Fuel and repair parts and labor C. Traffic fines and penalties, including those for moving violations and mechanical failures.

No fees or costs will be allowed to be added on to the invoicing to the College.

2.5 Trip Schedule

Projected 2026-2027 athletic contest destinations and schedules are incorporated herein as “Trip Schedule,” in Section 9. The Contractor must report to the designated campus location at least ½ hour prior to the scheduled time of departure. Please be aware the College considers these schedules to be accurate representations as of the writing of this IFB; however, unforeseen changes may occur, including the cancellation of an athletic season or individual trips due to COVID-19 or other Force Majeure Event (See Section 7.40). The College’s Intercollegiate Athletic Department will work closely with the selected contractor to confirm and schedule, with as much advance notice as possible (all anticipated trips), to ensure a positive working relationship.

2.6 Each trip will involve destination transportation (e.g., stopping for meals for the athletic teams).

2.7 All buses will be at the Field House or Memorial Hall for loading thirty (30) minutes prior to departure time.

2.8 At the writing of this IFB, the pick-up point for all trips will be the SUNY Plattsburgh Field House or Memorial Hall. However, on campus pick up locations are subject to change, based on the needs of the College’s athletic teams

2.9 Because the dates and destinations for some events may change due to circumstances beyond the College’s control, the College reserves the right to change dates and destinations, with the cooperation and assistance of the Contractor.

2.10 No deadhead charges will be allowed. Applicable ferry charges do not include any use of ferry for deadhead. No additional charges will be allowed by the College other than those specified herein. If dates and destinations change, then the Intercollegiate Athletic Department and the Contractor will mutually determine an agreeable price based on the unit prices quoted in the Pricing Sheet in Section 8.

2.11 In the case of postponed games, the Contractor will be notified no later than four (4) hours prior to the load time.

2.12 Trip cancellation: If games are canceled, the Contractor agrees that the College will cancel the bus without penalty twenty-four (24) hours in advance, giving as much advance notice as possible. In addition, in such cases where cancellation is necessary due to unforeseen circumstances, including cancellation due to COVID-19 or other Force Majeure event, the following shall apply:

A. If the Contractor is notified of a cancellation more than twenty-four (24) hours prior to the scheduled departure time, the Contractor shall not be entitled to any reimbursement B. If the Contractor is notified of a cancellation less than twenty-four (24) hours prior to the projected departure time, the Contractor shall be entitled to the applicable flat, ”Penalty for Cancellation, Charge per Occurrence” fee quoted based on size of bus, in Pricing Sheet submitted with Contractor’s response to this IFB.

2.13 The College will make a concerted effort in the cases of rainouts to notify the bus company at least one hour prior to the load time.

2.14 On the return to campus, athletes will be returned to SUNY Plattsburgh Field House or

Memorial Hall.

2.15 Tardiness: Should the Contractor arrive more than one (1) hour late, all charges connected with alternative arrangements, either made by the College or Contractor will be the responsibility of the Contractor.

2.16 Equipment Service

A. The Contractor shall be responsible for all maintenance and repair of the bus. In addition, the Contractor must provide a contingency plan in the event of a bus breakdown.

B. The Contractor shall be responsible for coordinating any additional bus required for trip completion. Bus must be in route within two (2) hours of bus breakdown.

C. The Contractor shall be responsible for any and all reasonable costs associated with the bus breakdown, including, but not limited to, necessary layover expenses incurred by bus passengers, such as hotel accommodations, meals and alternative transportation. The Contractor will not bill the College for the quoted cost of the trip in the event the College does not reach the scheduled contest at the time required for play.

D. The Contractor shall ensure both the interior and exterior of all buses are maintained and in a clean condition.

2.17 Damage to Equipment

A. The College will be responsible for damages caused by College passengers that are willful or malicious and cause destruction or require excessive or other-than-normal cleaning service.

B. The College will not be responsible for damage caused by normal wear and tear.

C. The Contractor must report all damages no later than the first business day following such an incident.

2.18 General Parameters for Team Travel by Sport

Each sport is a little bit different from the others. Below is a general scenario for typical trips for each sport.

Soccer – Men’s and Women’s – These teams travel separately, but their needs are the same. The teams want to be at the competition site approximately two (2) hours in advance. The game takes about two (2) hours to play and then the team will shower and return to Plattsburgh. There normally will be a stop for dinner on the return trip to campus. Overnight trips will mean two contests during the trip. After the second contest, the team will shower and stop for a meal on the way home.

Cross Country – The listed start time for this sport is usually the first of two races. The teams want to be at the site two (2) hours before start. The second race starts one (1) hour after the first. After the second race, the athletes will shower and head back to Plattsburgh. There normally will be a stop for a meal on the way home. There are some overnight trips.

Volleyball – Women’s – The team wants to be at the competition site two (2) hours before the game. After the game, they will shower and stop for a meal on the way home. In the case of two-day tournaments, they will have overnight accommodations and leave after the second day of the tournament. The team will shower and return to Plattsburgh. There normally will be a stop for dinner on the return trip to campus.

Ice Hockey – Men’s and Women’s – The team wants to be at the competition site two

(2) hours before the game. After the game, they will shower and stop for a meal on the way home. Overnight trips will mean two contests during the trip. After the second contest, the team will shower and stop for a meal on the way home.

Basketball – Men’s and Women’s – These teams travel together most of the time. The time listed is the start of the first game and the teams want to be at the site two (2) hours before the game. The second game is two (2) hours later, and following that game they will shower, stop for a meal and return home. Overnight trips when teams travel together will mean four contests during the trip. When teams travel separately overnight trips will mean two contests during the trip. After the final contest, the team(s) will shower and stop for a meal on the way home.

Track (Indoor) Men’s and Women’s – The listed start time for this sport is usually the beginning of the invitational meet. The teams want to be at the site two (2) hours before start. After the meet is completed, the athletes will shower and head back to Plattsburgh. There will normally be a stop for a meal on the way home. There are some overnight trips.

Track (Outdoor) Men’s and Women’s – The listed start time for this sport is usually the beginning of the invitational meet. The teams want to be at the site two (2) hours before start. After the meet is completed, the athletes will shower and head back to Plattsburgh. There will normally be a stop for a meal on the way home. There are some overnight trips.

Baseball – Men’s - Baseball can play a single or a doubleheader per day. The time listed is the start of the first game and the team wants to be at the site two (2) hours before the game. The second game is 30 minutes later and, following that game, they will shower, stop for a meal and return home. Overnight trips will mean two (2) contests during the trip. After the second day of games, the team will shower and stop for a meal on the way home. During the trip, meals and transportation to the athletic contest will be required. Please pay close attention to Spring Break Trip to Florida.

Softball – Women’s - Softball plays two games per day. The time listed is the start of the first game and the team wants to be at the site two (2) hours before the game. The second game is 30 minutes later and, following that game, they will shower, stop for a meal and return home. Overnight trips will mean four (4) contests during the trip.

After the second day of games, the team will shower and stop for a meal on the way home.

Lacrosse – Men’s and Women’s – The team wants to be at the competition site approximately two (2) hours in advance. The game takes about two (2) hours to play and then the team will shower and return to Plattsburgh. There normally will be a stop for dinner on the return trip to campus. There are some overnight trips.

Tennis – Women’s – The teams wants to be at the competition site approximately two

(2) hours in advance of the match. The matches take about three (3) hours to play and then the team will shower and return to Plattsburgh. There normally will be a stop for dinner on the return trip to campus. There are some overnight trips.

Section 3: BIDDER QUALIFICATIONS

3.1 Vendor Profile

This IFB is designed to obtain complete data from each Bidder to enable the College to determine which contractor is best able to provide safe, reliable, and cost-effective transportation to the College’s athletic teams for their away contests. Each Bidder must furnish as part of its quotation a complete description of its ability and experience.

Omissions, inaccuracy or misstatements may be sufficient cause for rejection of the bid.

Included in this profile shall be the following:

A. Name and address of Bidder

B. The duration and extent of experience in charter bus transportation; Bidders must show a five-year record of satisfactory performance.

C. References – All Bidders must complete and submit Attachment 2: Bidder Qualifications Submission Form.

1. A minimum of at least three (3) references, including the name, address, phone number, and a contact person at each location. The references should demonstrate the Bidder’s ability to successfully provide safe and reliable bus transportation at the scope and nature of the services described in this IFB.

2. Bidder is to list the references in the order they would prefer them to be contacted.

3. At least two of the references must be from other universities, colleges or similar-sized K-16 institutions.

4. References must be satisfactory.

D. A list of accounts where a contract was terminated by the customer within the past five years.

Failure to show conclusive evidence of satisfactory qualifications, as indicated above, will result in the rejection of the bid offered by the contractor so evaluated.

3.2 Evidence of Sufficient Number of Buses

A. The Contractor must own or lease a sufficient number of buses to ensure that College requirements can be met. Each Bidder must submit with their bid a list of all owned and leased buses that includes the following information:

1. Vehicle/bus number

2. Year and make

3. Size

4. Identification or serial number

5. Mileage

6. Date of last Public Service Commission Inspection

7. Vehicle maintenance schedules

8. Record of accidents for 2023, 2024, and 2025

9. Article 19A: Letter of Compliance

10. Certification and driving history of employees, including training classes taken and years of experience with charter bus company

11. New York State Department of Transportation Bus Safety Network (NYS DOT

BUSNET) operator profile report

Evidence of satisfactory fleet size, condition, age, and vehicle type may be subject to on-site review by the College. Capacity to service this account must be demonstrated.

B. The College will have sole discretion to determine if the number, type, and condition of the buses submitted are adequate to perform the service. Transportation contractors must have attained a NYS DOT BUSNET score of at least 90 percent for 2023, 2024 and 2025, if available. Bidder is to include a letter stating its NYS DOT BUSNET score with its response to this IFB.

C. The College reserves the right to direct the driver to return any vehicle to the company garage when, in the opinion of the College, the vehicle is not in a safe condition, the heating system, air conditioning or video equipment is not functioning properly, or it is without restroom facilities. The College shall not be responsible for any charges incurred for that vehicle. Another vehicle of the required type shall be provided in accordance with the Contract. The College reserves the right to refuse the equipment provided and to seek another vendor to perform the service(s). In such cases, the Contractor awarded this bid will be responsible for paying any amount above the bid price for the requested trip(s).

3.3 Driver Credentials – See Section 2.3, above.

3.4 Bidder must document its ability to service a contract with a number of trips similar to the scope of this IFB by submitting financial statements. SUNY reserves the right to reject any bidder who does not demonstrate financial stability sufficient for the scope of this IFB.

Section 4: METHOD OF AWARD

4.1 This IFB is part of a competitive procurement process designed to serve the best interests of the State University of New York and the People of the State of New York. It is also designed to provide all bidders with a fair and even opportunity to have their services considered.

SUNY will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this IFB.

4.2 The award of the contract resulting from this IFB will be made to the lowest, responsible

Bidder that has met all of the General Requirements, Technical Specifications, Bidder Qualifications, and general terms and conditions set forth in this IFB. The determination of “lowest Bidder” will be based on the GRAND TOTAL COST –CONTRACT TERM entered in Line Y of the “Pricing Sheet” in Section 8.

4.3 Bidders must complete the Pricing Sheet in its entirety and include all anticipated costs in the three categories listed for each bus size: Full Day Usage Charge, Hourly Usage Charge, and Cost Per Mile. In addition, Bidders must quote a “Charge per Occurrence” rate in the Pricing Sheet, under CATEGORY 4: PENALTY FOR CANCELLATION.

4.4 Bidders should not add any additional charges other than what is listed on the Pricing Sheet.

4.5 The Trip Schedule provided in this IFB is accurate as of the writing of this IFB, subject to change. The destination and mileage listing on the Pricing Sheet contains the round trip mileage to the College’s expected destinations, and was calculated by the College using Google Maps.

4.6 The College has categorized all known 2026-27 athletic trips as either “Hourly Usage” or “Full

Day” as a means to use the unit pricing quoted on the Pricing Sheet to accurately estimate the total, aggregate cost of the transportation services to be provided under the contract resulting from this IFB.

Half Day Trips - Trips noted as “Half Day” on the Trip Schedule (Section 9) are those known to be fewer than twelve (12) hours in duration. Half Day trips are considered to be eight (8) hours driving with twelve (12) hours total trip maximum. All Half Day trips will be invoiced at the applicable “Hourly Usage Charge,” multiplied by the actual number of hours the bus was in use, plus the applicable “Cost per Mile” rate multiplied by the actual number of miles traveled. Following is the formula to be used to calculate the invoicing for Hourly trips.

(Hourly Usage Charge × Actual # of Hours Bus in Use) + (Cost per Mile × # of Miles Traveled)

= Total Cost of Trip

Full-Day Trips – Trips categorized as “Full Day” on the Trip Schedule are all trips known to be longer than fifteen (15) hours in duration. The trips categorized as “Full Day” on the Trip Schedule are comprised of two possible types of trips:

(1) Actual full-day trips that last an entire 15-hour day, which is the maximum allowed by NYS DOT law (with a maximum of 10 hours driving and 7-hour rest assumed for driver). Actual full-day trips will be invoiced at the applicable “Full Day Usage”, plus the applicable “Cost Per Mile” rate multiplied by the actual number of miles traveled. Following is the formula to be used for calculating the invoicing for a trip comprised of full, 15-hour days:

(Full Day Usage Charge × Actual # of Full Days Bus in Use) + (Cost Per Mile × # of Miles Traveled) = Total Cost of Trip

(2) Trips lasting fewer than 15 hours, but greater than 12 hours in duration. Some of the trips categorized as “Full Day” on the Trip Schedule will be these type of trips. These trips will be invoiced at the applicable “Hourly Usage Charge,” multiplied by the actual number of hours the bus was in use, plus the applicable “Cost Per Mile” rate multiplied by the actual number of miles traveled.

Following is the formula to be used for calculating the total cost of such a trip:

(Hourly Usage Charge × Actual # of Hours Bus in Use) + (Cost per Mile × # of

Miles Traveled) = Total Cost of Trip

In other words, ALL actual trips lasting fewer than 15 hours in duration will be invoiced at the applicable “Hourly Usage Charge,” plus the applicable “Cost per Mile” rate multiplied by the actual number of miles traveled.

4.7 Following are a few examples to demonstrate how invoicing is to be calculated under the contract resulting from this IFB:

Trip 1 – A single day, 10 hours in duration, plus 250 miles, using a theoretical “Hourly Usage Charge” of $10 per hour and a “Cost Per Mile” rate of $5. For Trip 1, the Contractor would calculate the total cost for the invoicing as follows:

(10 hours x $10 per hour) + (250 miles x $5 per mile) = $1,350 total cost

Trip 2 –Two, actual full days (15 hours per day), plus 900 miles, using a theoretical “Full Day Usage Charge” of $150 and a “Cost Per Mile” rate of $5. For Trip 2, the Contractor would calculate the total cost for the invoicing as follows:

(2 Full Days x $150 per day) + (900 miles x $5 per mile) = $4,800

Trip 3 – Two days of travel with one Full Day (15 hours) and a second day lasting 11 hours in duration, plus 600 miles, using a theoretical “Full Day Usage Charge” of $150, “Hourly Usage Charge” of $10 per hour, and “Cost Per Mile” rate of $5. For Trip 4, the Contractor would calculate the invoicing for this trip as follows:

(One day x $150) + (11 hours x $10 per hour) + (600 miles x $5 per mile) = $3,260

Trip 4 – Three days of travel with two Full Day (15 hours) and a third day lasting 11 hours in duration, plus 900 miles, using a theoretical “Full Day Usage Charge” of $150, “Hourly Usage Charge” of $10 per hour, and “Cost Per Mile” rate of $5. For Trip 4, the Contractor would calculate the invoicing for this trip as follows:

(Two Full days x $150) + (11 hours x $10 per hour) + (900 miles x $5 per mile) = $4,910

4.8 The College may without prejudice to any right or remedy, and after giving the Contractor written notice terminate the contract forthwith if any of the following conditions exist:

A. If the Contractor is adjudged bankrupt;

B. If work under the Contract resulting from this IFB is abandoned or deficiencies occur that are not corrected within a reasonable time;

C. If the Contract or any part hereof is subcontracted without written previous consent of the College; and D. The College may cancel this contract for breach, as determined by the College, for such items as, but not limited to: insufficient insurance coverage; failure to provide safe and sanitary equipment; or the quality of services is unsatisfactory to the personnel of the College. The College may without prejudice to any right or remedy, and after giving the other party thirty (30) calendar days notice, terminate this contract.

4.9 If after a Contract is executed, that Contract is terminated for any reason, the College may, in its sole discretion, either enter into negotiations with the next lowest, responsible Bidder or issue a new IFB and begin the bid process anew.

4.10 The College welcomes other incentives and discounts by the Contractor for increased business with any other college departments or early payment.

Section 5: BID SUBMISSION REQUIREMENTS

5.1 Bid submissions shall address the Bidder’s ability to provide SUNY with the requested services. To be deemed “responsive” to this IFB, a Bidder must meet all mandatory requirements and qualifications, and its written proposal must address all points and questions appearing in this IFB. In the event a Bidder’s proposal is determined by SUNY to be “non-responsive,” SUNY is required by its contracting procedures to disqualify the bid. A disqualified bid proposal will not be further evaluated or considered for contract award. To facilitate SUNY’s review of proposals, Bidders must address all points, questions, and requests for information that appear in this IFB, and should do so in the order that they appear.

Responses should be labeled to correspond to the numbers/letters of the sections and subsections of this IFB.

5.2 Prepare a clearly readable proposal that includes: (a) a cover letter indicating that the IFB instructions are understood, and (b) all required information.

5.3 Bidders must submit all information requested by SUNY in written form. Proposals must be complete, accurate, and in the form requested. Omissions, inaccuracies or misstatements will be sufficient cause for the rejection of a proposal.

5.4 Indicate any deviations from the required scope of services and technical specifications and, if necessary, attach separate documents and/or explanation.

5.5 Proposals should be submitted in sealed packages clearly labeled on the exterior with the IFB number and title. Proposals not labeled as instructed risk being opened prior to the bid opening date, which may result in the proposal being rejected. All bids and accompanying documentation shall become the property of SUNY and shall not be returned.

5.6 Late Bids. A Late Bid is one that is not received at the location, date and time specified in this IFB. Any bid received at the specified location after the time specified in this IFB will be considered a Late Bid. A Late Bid shall not be considered for award unless:

(i) no timely Bids meeting the requirements of this IFB are received, or; (ii) in the case of a multiple award, an insufficient number of timely bids were received to satisfy the multiple award; (iii) and acceptance of the Late Bid is in the best interest of SUNY.

5.7 In the event of a discrepancy among copies, the original hard copy takes precedence.

5.8 No telephone, facsimile, emailed or otherwise electronically submitted proposals will be accepted.

5.9 Notary Acknowledgement of Bidder’s Signature Required

An authorized person must fully and properly execute the proposal, and the authorized person's signature must be notarized. By signing, you certify (i) your express authority to sign on behalf of yourself, your company, or other entity; (ii) your full knowledge and acceptance of the IFB terms and conditions, Exhibit A (State University of New York Standard Contract Clauses), Exhibit A-1 Affirmative Action Clauses, State Finance Law §139-j and §139-k (Procurement Lobbying Certification), State Finance Law §139-l and (iii) that all information provided is complete, true and accurate. By signing you further affirm that you understand and agree to comply with the procedures on permissible contacts relating to this procurement as required by State Finance Law §139-j (3) and §139-j (6) (b). These procedures may be accessed at: Procurement Lobbying:

http://ww.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

5.10 Submit one (1) hard copy of your bid proposal to the address provided below. Bids must be received in the office identified below by the due date and time provided on the Summary Information Form on Page 5 of this IFB. Bidders mailing their proposals must allow sufficient time to ensure receipt by the due date and time. Bidders are cautioned that even when using a trackable mailing/courier/messenger service, proposals must be received by the due date and time. While proposals may be signed for by personnel at SUNY prior to the due date and time, this does not guarantee that the identified office will receive the proposal by the due date and time.

5.11 “Submit to” Address for Bid Proposals

Address for submission of bid:

SUNY Plattsburgh Jenna L. Beauregard, Director of Procurement Services

Kehoe Room 714 101 Broad Street

Plattsburgh, NY 12901

5.12 Bidders unable or unwilling to submit a bid proposal are asked to complete the Summary Information Form on Page 5 of this IFB and check the box indicating that no bid is being submitted, and provide a brief description to advise “why” in the space provided.

5.13 All prices and conditions must be included in the original proposal. Prices and conditions not included in the original proposal will be rejected.

5.14 There will be no Sub-Contracting allowed on this contract.

5.15 The submission of a bid constitutes a non-revocable, binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of sixty (60) days from http://ww.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html bid opening. After sixty (60) days, the bid may remain in effect, subject to withdrawal communicated in writing signed by the Bidder. If this IFB is for the sale of goods pursuant to §2-205 of New York State Uniform Commercial Code, the proposal shall be firm, binding and not revocable for a period of ninety (90) days.

5.16 Bidder is responsible for all costs that it incurs, direct or indirect, related to the preparation and submission of a bid in response to this IFB.

5.17 Each copy of the bid must be accompanied by the following:

- Summary Information Form (p. 5 of this IFB) (signed and notarized)

- Notary Acknowledgement Form

- Completed Pricing Sheet (from Section 8)

- Attachments as listed in Section 10

- Documents as listed in Section 11

5.18 Bidder Questions

If a Question and Answer period is provided for this solicitation, the schedule will be shown on the Summary Information Form, “Key Events,” provided on page 5 of this IFB. All questions must be submitted in writing, citing the particular IFB page, section, and paragraph numbers where applicable. Questions must be EMAILED to arrive no later than the time and date indicated on page 5 and should be directed to the Designated Contacts shown on the Summary Information Form. Questions received after the closing date for inquiries will not be answered. Only written answers are official. All Questions and Answers will be issued as addenda to this IFB and will be provided in writing to all potential Bidders.

5.19 Pre-Bid Proposal Meeting

There is no pre-bid proposal meeting scheduled.

5.20 Site Visit

There is no site visit scheduled.

5.21 Bid Opening

Bidders may attend the bid opening, at which a SUNY representative will publicly announce the names of Bidders who have submitted proposals and the Grand Total Amount of their bid.

Section 6: GENERAL INFORMATION

6.1 Electronic IFB

Electronic copies of this IFB and related forms are not available.

6.2 SUNY’S Reserved Rights

SUNY reserves the right to:

A. Reject any and all proposals received in response to this IFB.

B. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with this IFB and to make an award for any or all remaining portions.

C. Withdraw the IFB at any time, at SUNY’s sole discretion.

D. Make an award in whole or in part.

E. Disqualify any Bidder whose conduct and/or proposal fails to conform to the requirements of the IFB.

F. Use bid proposal information obtained through site visits, management interviews and the state’s investigation of a Bidder’s qualifications, experience, ability, or financial standing, and any material or information submitted by the Bidder in response to SUNY’s request for clarifying information, in the course of evaluation and/or selection under the IFB.

G. Prior to the bid opening, amend the IFB specifications to correct errors of oversights, or to supply additional information, as it becomes available.

H. Request certified audited financial statements for the past three (3) completed fiscal years and/or other appropriate supplementation including, but not limited to, interim financial statements and credit reports.

I. Request references and contact any or all references.

J. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist.

K. Advise the Successful Bidder of an objectionable employee(s) and/or subcontractor(s).

L. Waive minor irregularities.

M. Waive requirements or amend this IFB upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders.

N. Negotiate with Bidders responding to this IFB within the requirements necessary to serve the best interests of SUNY.

O. Begin contract negotiations with another Bidder in order to serve the best interests of SUNY should contract negotiations with the Successful Bidder be unsuccessful within a time frame acceptable to SUNY.

P. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a Bidder’s proposal and/or to determine a Bidder’s compliance with the requirements of the solicitation.

Q. Award no contract.

6.3 Contract Award

Receipt of this IFB does not indicate that SUNY has predetermined Bidder’s qualifications to receive a contract award. A contract award, if made, shall be based on evaluation of the bid in accordance with the General Requirements, Technical Specifications, Bidder Qualifications, and general terms and conditions set forth in this IFB. The successful Bidder will be notified by SUNY by email and confirmed by letter.

6.4 Post Award Procedures

Bidders wishing to participate in a debriefing may make a request in writing within 15 calendar days of SUNY’s notification of the contract award. The written request shall be submitted to the email address specified for Questions and Answers in this IFB. SUNY will endeavor to schedule a debriefing within 10 business days of its receipt of the request.

Bidders’ written request must state whether Bidder will be attending with counsel, to allow SUNY to arrange for SUNY counsel attendance if so determined. Bidders wishing to file a bid protest may do so in accordance with SUNY’s procedures, available at:

http://www.suny.edu/sunypp/documents.cfm?doc_id=699.

Section 7: GENERAL TERMS AND CONDITIONS

7.1 Free and Open Competition

SUNY encourages free and open competition. Whenever possible, terms, specifications, and conditions are designed to accomplish this objective, consistent with the necessity to satisfy SUNY’s needs.

7.2 Notification of Errors, Inquiries and Interpretation

Bidder is responsible to bring to SUNY’s attention any deviations in the technical specifications and to make recommendations for any additional requirements deemed necessary as standard, or for work indicated in the specifications contained in this IFB. If SUNY in its discretion finds the deviations to be significant so as to require a change in the necessary specifications for the work, SUNY will notify all Bidders in writing of the change in specifications. No deviations from the technical specifications provided herein shall be made without written approval of SUNY.

7.3 No Claims or Rights

By submitting a proposal, Bidder agrees that it will not make any claims for, or have any right to damages because of any misinterpretation or misunderstanding of the specifications or because of any misinformation or lack of information.

http://www.suny.edu/sunypp/documents.cfm?doc_id=699

7.4 Conflict of Interest

Bidder may be requested to provide evidence that the award of a contract will not result in (i) a conflict of interest with regard to other work performed by Bidder; or (ii) a potential conflict of interest among Bidder’s staff.

7.5 Bidder’s Terms and/or Conditions

Bidder’s standard terms and conditions will not be considered relevant to its bid or to the contract awarded and should not be included with its bid proposal. Any additional Bidder terms and conditions attached to or referenced in Bidder’s proposal shall not be considered part of the bid, but shall be deemed included for informational purposes only. No extraneous terms or conditions will be incorporated into the contract awarded unless approved in writing by the SUNY Office of General Counsel. Acceptance and/or processing of a Bidder’s proposal shall not constitute acceptance of a Bidder’s extraneous terms and conditions.

7.6 Acceptance of IFB Content

The terms and conditions included in this IFB as well as the applicable portions of Bidder’s proposal shall become contractual obligations if a contract is awarded. BIDDER’S FAILURE

TO ACCEPT THESE TERMS AND CONDITIONS AND OBLIGATIONS SHALL RESULT

IN REJECTION OF BIDDER’S PROPOSAL.

7.7 Services Outside Scope of the Contract Awarded

SUNY shall not be responsible for any services provided by the successful Bidder that are outside the scope of the contract awarded. SUNY shall not be responsible for any additional costs other than the costs for the services outlined herein, or for any work performed that has not been properly authorized in writing by SUNY.

7.8 Standard Contract Clauses

Any contract awarded resulting from this IFB shall include Exhibit A (State University of New York Standard Contract Clauses) and, for contracts in excess of $25,000, Exhibit A-1 (State University of New York Affirmative Action Clauses). The provisions of Exhibit A and Exhibit A-1 shall take precedence over any provision in this IFB or any provisions in the contract awarded. Exhibits A and A-1 are attached to this IFB in Section 11.

7.9 Binding Effect

The contract awarded shall be binding upon its execution by both parties and, if required by New York State law, upon the written approvals of…