Q&A Center Items - RFP27006822 - Addendum # 1.pdf
PDF 7 KB Posted
- Attached to
- RIC Campus Shuttle Services
- Solicitation number
- RFP27006822
- Issued by
- Providence County, Rhode Island
About this file
This is an Addendum #1 Q&A Center document for RFP27006822, Rhode Island College Campus Shuttle Services, issued by the State of Rhode Island Department of Administration, Division of Purchases, with contact through Bridgette DuBois. Rhode Island College seeks a vendor to provide shuttle bus services on its main campus in Providence, with service running Monday through Thursday from 7:30 AM to 10:30 PM and Friday from 7:30 AM to 12:30 PM during the academic year (late August through mid-May). The contract covers one 14-passenger, ADA-compliant shuttle vehicle operating a campus loop with approximately 11 stops, with an anticipated baseline of 2,100 hours annually (revised from the initially referenced 3,000 hours). The vendor collaboration period ran from July 10 through July 22, 2026, with proposal submissions due August 7, 2026 at 11:00 AM EDT. The contract period is three years (August 31, 2026 through August 30, 2029) with an option to renew for up to two additional 12-month periods.
Pricing is submitted on an hourly rate basis covering all operational costs, with compensation provided only for hours the shuttle is in service; rates may be renegotiated if annual hours change by 20 percent or more from the 2,100-hour baseline. Although initially referenced, the 0.33 percent administrative fee does not apply as Rhode Island College is an exempt agency. The vendor must provide real-time GPS mobile tracking, driver communication systems, interior cameras, full vehicle wrap graphics (designed in consultation with RIC), preventive maintenance, driver training, and monthly and weekly operational reports. Vehicles must be no more than three years old at contract start and no more than five years old during the contract term, with replacement within 90 minutes upon equipment failure. Drivers must pass fingerprinting, State BCI background checks, drug testing, and all state and federal requirements. Required insurance includes general liability ($1 million per occurrence), workers' compensation ($100,000 per accident), and automobile liability ($1 million per occurrence). The vendor may store the shuttle on campus at no cost to RIC, though the college assumes no responsibility for the vehicle; the vendor is responsible for snow removal if necessary. On-campus office space is not provided, and vendor breaks must be mutually agreed upon and incorporated into the schedule.
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Q&A Center Following Q&A center items have been published by the buying organization for Solicitation RFP27006822
Solicitation Information
Title: RIC Campus Shuttle Services
Description:
Rhode Island College (RIC) is seeking a vendor to provide a shuttle bus to run on RIC's main campus located in Providence, Rhode Island. For more information, a. when viewing from public bid board, click on the “print/download solicitation” button in the upper right corner of this window, or b. vendor can login to their WebProcure account to view this solicitation in full.
Delivery Terms: Free On Board Destination
Payment Terms: Vendor Specified
Contact Information State of Rhode Island
Bridgette DuBois
One Capitol Hill Providence RI, 02908 United States
Tel: 401-574-8466
Email: Bridgette.DuBois@purchasing.ri.gov
Start Date: Jul 10, 2026 11:00 AM EDT
Open Date: Aug 07, 2026 11:00 AM EDT
Collaboration Start Date: Jul 10, 2026 11:15 AM EDT
Collaboration End Date: Jul 22, 2026 2:00 PM EDT
Vendor may e-mail buyer directly: No
Created: Jul 29, 2026 12:42:39 PM Page: 2
Solicitation RFP27006822, RIC Campus Shuttle Services
Following Questions and Answers have been published:
Question Answer Date
Submitted
Date
Responded
Attachments
Please clarify the fingerprinting requirement.
Drivers in this service category are typically screened through a State BCI background check and issuance of a PUC Blue Card.
Fingerprinting is generally reserved for school bus and pupil transportation drivers. Will RIC accept a valid PUC Blue Card and State BCI background check in lieu of fingerprinting?
Fingerprinting is required per the RFP. Jul 21, 2026 Jul 28, 2026 Total:0
Please confirm that bidders are not required to submit audited financial statements.
Confirmed. Jul 21, 2026 Jul 28, 2026 Total:0
How many hours was a second shuttle utilized for peak hours during the 2025-2026 school year?
A second shuttle was never needed for peak hours.
Jul 22, 2026 Jul 28, 2026 Total:0
Please confirm that appendices and resumes are not included in the page count. On page
15, the RFP reads "b. All pages of the proposal are to be sequentially numbered in the footer, starting with number 1 on the first page of the narrative (this does not include the cover page or table of contents) through to the end, including all forms and attachments." However, in the Solicitation
Specifications document on page 4, it reads that "Bidders must submit a technical proposal which addresses each of the following elements and is limited to 50 (fifty) pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request)."
Appendices and resumes of key staff are not included in the 50-page limit for the proposal.
Jul 21, 2026 Jul 28, 2026 Total:0
Please explain the reference to a 0.33% administrative fee withholding.
The administrative fee will not apply to this project as Rhode Island College is an exempt agency of the Administrative Fee
Assessment.
Jul 21, 2026 Jul 28, 2026 Total:0
The RFP references 3,000 hours when the next school year only has 1,977 hours for the year mapped with is standard for this contract. Please clarify.
Assume a base contract of 2,100 hours/year. Jul 21, 2026 Jul 28, 2026 Total:0
Will Rhode Island College provide the completed graphic design files for the shuttle, or will the selected vendor be responsible for creating and submitting a design for RIC’s approval? Additionally, please clarify the expected scope of the graphics—such as a full vehicle wrap, partial wrap, or smaller logos and identification graphics?
Assume full vehicle wrap. RIC will provide assistance with the design concept. Vendor to finalize design and produce and install.
Jul 22, 2026 Jul 28, 2026 Total:0
Created: Jul 29, 2026 12:42:39 PM Page: 3
How will cancellations, weather closures, delayed openings, early dismissals, and emergency campus closures be handled for billing purposes?
Vendor will be compensated for services provided. If shuttle is not in service, the vendor will not be compensated.
Jul 22, 2026 Jul 28, 2026 Total:0
The RFP states that rates may be renegotiated if annual hours change by 20% or more. At what point will that determination be made, and will any adjustment apply retroactively?
Assume a base contract of 2,100 hours/year.
The hourly price will be considered for renegotiation should the shuttle-hours per year change by 20% or more from the base of 2,100 hrs. This would need to be reviewed and agreed to prior to reaching the 2,100 hours.
Jul 22, 2026 Jul 28, 2026 Total:0
Will the college allow the vendor to store the shuttle on site to save on storage cost and travel time?
Yes, although the college assumes no responsibility for the vehicle. In the event of snow, the vendor is responsible for shoveling vehicle out if necessary.
Jul 22, 2026 Jul 28, 2026 Total:0
Will an on-campus office be provided? No. Jul 22, 2026 Jul 28, 2026 Total:0
1.) Who is the incumbent?
2.) does the service schedule allow for any drivers breaks? Ex. Meals, restroom?
3.) Is contractor permitted to park the vehicle onsite when not in use?
4.) Can you provide the current year, make and model vehicle being used by the
University?
5.) Is the contractor responsible for the cost of the branding of the vehicle?
6.) Can the university supply an image of the current vehicles branding?
1. All information regarding previous bid awards is posted publicly on the Division of
Purchases website. 2. Reasonable breaks can be discussed and upon mutual agreement incorporated into the schedule., 3.
Yes, although the college assumes no responsibility for the vehicle., 4. All information regarding previous bid awards is posted publicly on the Division of Purchases website. 5. Yes, 6. Yes, posted in separate attachment as part of this addendum.
Jul 16, 2026 Jul 28, 2026 Total:0
RFP Page 2 indicates that RIC may require special equipment at the vendor's expense.
Please confirm the technology and equipment requirements that vendors should include in their pricing. Currently, Peak GPS Tracking and DriveCam are referenced. Should these systems be included in the quote, and are there any other required technology platforms or equipment that should be considered?
Vehicle shall be equipped with a GPS system so that the vehicle location is known at all times by using the App. There shall be a reliable means for driver to communicate with vendor's headquarters (2-way radio, etc.).
Vehicle shall be equipped with a camera(s)
(interior) to monitor activity on the shuttle.
Jul 21, 2026 Jul 28, 2026 Total:0
Are there any hours or services needed over breaks or holidays?
Not as part of the regular schedule. The college may request these services on an as-needed basis.
Jul 22, 2026 Jul 28, 2026 Total:0
Is the vendor allowed to bill for the time before and after each shift for DOT required pre and post-trip inspections?
No. Jul 22, 2026 Jul 28, 2026 Total:0
Created: Jul 29, 2026 12:42:39 PM Page: 4
If the anticipated total is 3,000 hours per school year with approximately 2,080 hours with one shuttle designated as core hours, can you provide a breakdown on the 920 remaining hours?
Assume a base contract of 2,100 hours/year. Jul 22, 2026 Jul 28, 2026 Total:0
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