ITA LOT 1.docx

This Intent to Award document issued by the South Carolina State Fiscal Accountability Authority, Division of Procurement Services, on behalf of South Carolina State University (SCSU) announces the award of a charter bus services contract. The solicitation was issued as an Invitation for Bid (IFB) across two lots with separate awards, with Lot 1 designated for marching band services. Offers were due August 14, 2026, at 11:00 a.m. ET, and the award was posted on August 21, 2026. The marching band services require a minimum of eight full-size motorcoaches to accommodate approximately 275 band members, instruments, and equipment for travel to football games, parades, and special events from August through January. The contract term runs two years from the effective date of August 21, 2026, through August 20, 2028, with provisions for an optional one-year renewal. Travel destinations span the Southeast region, with services required primarily during the 2026-2027 academic year.

Charter Up LLC, located at 3340 Peach Street, Suite 100, Atlanta, Georgia 30326, was awarded Contract Number 4400040721 for Lot 1 at a fixed unit price of $2,050.00 per charter bus service day. Pricing for the contract consists of a fixed daily trip fee throughout the contract term, with separate fuel calculations using the U.S. Energy Information Administration Weekly Retail Diesel Fuel Prices for the Lower Atlantic Region, subject to adjustment if diesel prices fluctuate more than fifty cents per gallon. Deadhead mileage is billed at no more than one-half the daily fuel charge rate, with fuel surcharges capped at five percent per mile. Bidders were required to hold an FMCSA "Satisfactory" rating, maintain a Class C Certificate Passenger Carrier from South Carolina's Office of Regulatory Staff, possess membership in a recognized motorcoach association, and maintain current liability and cargo insurance. The contractor must provide replacement vehicles within two hours of breakdown and coordinate driver meals and lodging. Cancellation fees are capped at 10 percent for 7-14 days prior and 20 percent within seven days, with no fees applied for weather, safety, or university-directed cancellations.