SUNY Geneseo

Invitation for Bids (IFB)

For

Bus Transportation for Intercollegiate Athletics Ref. No. C022025

Deadline for submissions:

04/21/2026, 2:00 pm EST

Designated Contact:

Thomas Underwood Director of Purchasing

(585) 245-5100 underwoo@geneseo.edu mailto:underwoo@geneseo.edu

Table of Contents of CONTENTS

Summary Information Form

Overview

Background

Bidder Submission Requirements

Scope of Services

Cost Proposal

Section 6.1: Travel Costs

Key Events

Section 7.1: Bidder Questions

Section 7.2: Bid Opening

Method of Award

Section 8.1: Evaluation Process

Proposal Submission Requirements

Section 9.1: Proposal Format

Other Proposal Requirements

Section 10.1: Determination of Vendor Responsibility

Section 10.2: Procurement Lobbying Act – State Finance Law §§ 139-j and 139-k

Section 10.3: Non-Collusive Bidding Certification

Section 10.4: Executive Order 162 (EO 162)

Section 10.5: Executive Order 177 (EO 177)

Section 10.6: New York State Finance Law § 139-l Certification

Section 10.7: Diversity Requirements

Equal Employment Opportunity Requirements

Service-Disabled Veteran-Owned Businesses (SDVOB)

Minority and Women-Owned Business Enterprises (MWBE)

Assessment of Diversity Practices

Section 10.8: Subcontracting

Section 10.9: General Insurance Requirements

Section 10.10: Automobile Insurance Requirements

Section 10.11: Compliance with NYS Consulting Services Reporting Requirements

General Contract Terms & Conditions

Attachment 1: Bidder Checklist

Attachment 2: Bidder Qualifications Submission Form

Attachment 3: Diversity Practices Questionnaire

Attachment 4: New York State Human Rights Law Executive Order 177 Certification

Attachment 5: New York State Finance Law 139-l Certification

Attachment 6: Procurement Lobbying Act Certification

Attachment 7: Non-Collusive Bidding Certification

Attachment 8: NYS Business Subcontractor Identification Form

Attachment 9: Certification Under Executive Order No. 16

Attachment 10: Cost Proposal Form and Trip Schedules

Exhibit A: State University of New York Standard Contract Clauses

Exhibit A-1: State University of New York Affirmative Action Clauses

Exhibit B: SUNY General Contract Terms and Conditions

Exhibit C: SUNY Institutions

Exhibit D, SUNY Proposal Submission Guidelines

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

IFB #: C022025 IFB Title: Bus Transportation for

Intercollegiate Athletics IFB Release Date: 3/30/26

Electronic copies of this IFB are available at: https://www.nyscr.ny.gov/ Key Events Requested Submission of Questions and Requests for Clarification 4/14/26, 2:00pm EST Response to questions/requests for clarification issued 4/16/26, 2:00pm EST Proposal Due Date and Time (Any proposal received after the deadline will not be considered)

4/21/26, 2:00pm EST

Anticipated Notification of Tentative Award (Pending AG and OSC approval) 4/28/26, 2:00pm EST Anticipated Contract Start Date 8/1/26

SUNY reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified of any changes in a timely manner Contact Information

Primary Contact:

Thomas Underwood Director of Purchasing & Central Services Doty Hall 315 SUNY Geneseo 1 College Circle Geneseo, NY 14454

(585) 245-5100 / underwoo@geneseo.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 Number:

D/B/A – Doing Business As (if applicable): NYS Vendor ID Number:

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:

Bidders Signature: Title:

Printed Name: Date:

By signing this form, Bidder acknowledges (a) that the IFB instructions are understood; (b) that the Bidder is committed to servicing SUNY’s needs in the required time period; and (c) that all information required by this IFB has been included in Bidder’s proposal.

Summary Information Form

The State University of New York College at Geneseo is issuing this Invitation for Bids (IFB) to contract with a bus transportation company to provide safe, reliable, and comfortable bus transportation for the College’s student-athletes, coaches, and staff, during the 2026-27, 2027-28, 2028-29, 2029-30, and 2030-31 academic years. The intent of this Invitation for Bids (IFB) is to enter into a contract with a single safe and reliable bus transportation company for a five (5) year contract term from the date of execution.

The SUNY Geneseo campus is located at 1 College Circle, Geneseo, New York 14454. The successful Bidder awarded the contract must be fully operational and able to commence work on August 1, 2026.

Section 3.1: SUNY Geneseo Background

SUNY Geneseo, a forward-looking, selective public liberal arts college with a rich tradition of academic excellence, is consistently ranked among the best public undergraduate institutions in the country. The campus of approximately 4,000 students is located in the historic village of Geneseo in the beautiful Finger Lakes region of Western New York, 30 minutes from Rochester, on land that once belonged to the peoples who are now the Seneca Nation of Indians and the Tonawanda Seneca Nation. The 150-year-old institution is renowned for achieving remarkable results—even when facing challenges. The College has gained momentum through the pandemic, with a recently updated curriculum emphasizing diversity, pluralism, antiracism, global awareness, and integrative learning, and with major renovations to multiple core buildings underway. SUNY Geneseo is a member of the Council of Public Liberal Arts Colleges.

Geneseo has carved a distinctive niche in the higher education market by competing for outstanding students with some of the most exceptional private colleges in the nation. To learn more about Geneseo, visit https://www.geneseo.edu.

Section 4.1: Minimum Bidder Qualifications

A contract will be awarded only to a responsible, responsive and qualified Bidder, in a financial position to do the work specified. Proposals will be accepted only from Bidders meeting the following minimum qualifications:

1. Bidder must be in the business of providing charter bus transportation services for a minimum of five (5) years, and able to show a five (5) year record of satisfactory performance.

2. Bidder must be able to demonstrate successful experience providing safe and reliable bus transportation to other universities, colleges, or similar-sized K-16 institutions.

Overview

Background

Bidder Submission Requirements http://www.geneseo.edu/ http://www.geneseo.edu/

3. Bidder must have capacity to service this account (fleet size, condition, age, and vehicle type).

4. NYS DOT BUSNET score of at least 90 percent for 2023, 2024, and 2025.

5. Affadavit of Compliance with Article 19, NYS Motor Vehicle & Traffic Law.

Section 4.2: 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 comfortable, transportation to the College’s athletic teams, coaches, and personnel for away contests and team events. Each Bidder must furnish as part of its bid submission a complete description of its ability, experience, and qualifications in the form of a Vendor Profile. Omissions, inaccuracy or misstatements may be sufficient cause for rejection of the bid.

The Vendor Profile is to include, but not be limited to, the following information:

1. Name and address of Bidder.

2. The duration and extent of Bidder’s experience providing charter bus transportation; Bidder must show a five (5) year record of satisfactory performance, that includes providing safe and reliable bus transportation to other universities, colleges or similar-sized K-16 institutions.

Bidder is to provide a written statement attesting to meeting this requirement in the Vendor Profile (or Cover Letter).

3. Evidence of Sufficient Number of Buses - Bidder must own or lease a sufficient number of buses to ensure College requirements can be met. Bidder is to include in the Vendor Profile a list of all owned and leased buses in its charter bus inventory that includes the following information:

a) Vehicle/bus number;

b) Year and make (buses to be provided to SUNY Geneseo must be 2017 model year or newer, and inventory furnished by Bidder should attest to meeting this requirement);

c) Size;

d) Identification or serial number;

e) Mileage;

f) Date of last Public Service Commission Inspection;

g) Vehicle maintenance schedules;

h) Record of accidents for 2025, 2024, and 2023;

i) Affidavit of Compliance with Article 19A;

j) Certification and driving history of employees, including training classes taken and years of experience with charter bus company; and

k) New York State Department of Transportation Bus Safety Network (NYS DOT BUSNET) operator profile report.

4. 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. The College will have sole discretion to determine if the number, type, and condition of the buses submitted are adequate to perform the service.

5. NYS DOT Permits – Contractor shall have the necessary New York State Department of Transportation permits for operation of this type of service. Photocopies of said permits are to be furnished with bid.

6. NYS DOT Inspection Pass Rate – The NYS DOT Inspection Pass Rate of Bidder should greater than 90% for years 2022-23, 2023-24, and 2024-25. Bidder is to include a copy of the NYS DOT Profile for years 2022-23, 2023-24, and 2024-25 with its Bid.

7. Article 19-A Compliance – Bidder must be compliant with Article 19-A, and is to furnish a copy of its most recent Article 19-A Annual Affidavit of Compliance, and its Article 19-A roster with its bid.

8. Financial Stability - Bidder must document its ability to service a contract with a number of trips similar to the scope of this IFB. Bidder may be required to submit financial statements if needed to evidence financial stability. SUNY reserves the right to reject any bidder who does not demonstrate financial stability sufficient for the scope of this IFB.

Section 4.3: References

1. Bidder is to provide a minimum of three (3) references, including contact name, company or institution name, phone, email, and mailing address. SUNY Geneseo reserves the right to contact any/all of a Bidder’s references, in order to make a complete determination of responsibility and capability. References must be satisfactory, and demonstrate Bidder’s capabilities and experience to successfully provide safe, reliable, and comfortable bus transportation at the scope and nature of the services described in this IFB.

2. At least two (2) of the references must be from other universities, colleges or similar-sized K- 16 institutions.

3. Bidder is to utilize Attachment 2 (Bidder Qualifications Submission Form) in this IFB document to provide References, and list in the order Bidder prefers references to be contacted.

Section 4.4: Listing of Customer Accounts Terminated

Using Attachment 2 (Bidder Qualifications Submissions Form), Bidder is to provide a list of accounts where a contract was terminated by a customer within the past five (5) years.

A. Overview The successful contractor will provide bus transportation and qualified driver(s) to transport student-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, and other trip-related events, while at the trip destination. A “Trip Schedule” for College teams is included in Attachment 10, SECTION A: TRIP SCHEDULE. The “TRIP SCHEDULE” includes the estimated date, time, and destination of all known trips scheduled to take place during the 2026-2027 academic year, and also includes a list of past season trips the College had the previous year for where the known schedule is not yet available, to provide the vendor with an estimate on the typical number of trips needed in a year for the College. This is subject to change from year to year. All trips will depart from the Myrtle A.

Merritt Athletic Center, located on the SUNY Geneseo campus, 1 College Circle, Geneseo, New York 14454.

Attachment 10, “SECTION A: TRIP SCHEDULE” consists of approximately 174 trips, comprising approximately 114 full days of travel, and 86 half days. Half days are considered trips with an estimated duration of 6 hours or less.

The unit pricing quoted by Bidder in "SECTION B: COST PROPOSAL FORM" of Attachment 10 will apply to all trips listed in "SECTION A: TRIP SCHEDULE" and any unknown trips added during the five (5) year contract term.

B. Technical Specifications

1. BUSES

All buses are required to be at least 25–to-30 passenger, 40-to-47 passenger and/or 56 or 55-passenger over-the-road coaches, equipped with lavatory, heat and air conditioning, and video and Wi-Fi capabilities. All buses also must meet or exceed all applicable standards established for such vehicles by the State of New York, including liability insurance requirements and New York State Department of Transportation inspection approvals.

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

a) 25-to-30, 40-to-47 and/or 55 or 56 passenger coaches (subject to the College’s needs) as noted in Attachment 10, "SECTION A: TRIP SCHEDULE";

b) Less than 10 years old (i.e., 2017 model year or newer);

c) Heating and air conditioning;

d) Luggage compartments, overhead and/or beneath bus, with sufficient storage for uniforms and equipment;

e) On-board restroom facility;

[Note: If on-board restroom facility is not available due to any reason, including mechanical failure, a reduction in the cost of the trip in the amount of $375 is made a penalty.]

Scope of Services

f) Reading lights;

g) Television/DVD equipped;

[Note: if video capability is not available due to any reason, including mechanical failure, a reduction in the cost of the trip in the amount of $125 is made to be a penalty.]

h) Wi-Fi connectivity; and

[Note: if Wi-Fi connectivity is not available due to any reason, including mechanical failure, a reduction in the cost of the trip in the amount of $125 is made to be a penalty.]

i) Equipped with two-way communication.

2. DRIVER CREDENTIALS

All drivers must be qualified, duly licensed, identified as authorized employees of the Contractor with proper identification, present a neat and clean appearance, and act courteous.

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 copy of their most recent Article 19-A Motor Carrier Annual Affidavit of Compliance (DS-3), and Article 19-A Roster of Active Drivers, with their bid proposal. (See Section 3(B)(7), “Article 19-A Compliance,“ below.)

Every driver/operator must be at least 25 years of age, and 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 Contractor 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 Contractor will be responsible for the arrival of the team(s) at the proper destination at the appropriate time.

3. OPERATION OF BUS/MOTOR COACH

Regardless of the time a trip consumes, 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 content, the College will not be liable for trip charges. In any instance, except an Act of God, where arrival is after the scheduled starting time of the contest, the College will not be liable for trip charges. The Contractor will have the right to review departure times to ensure prompt arrival. Times for pick-ups of the teams for the TRIP SCHEDULE in Section A of Attachment 10 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, etc.

The College will inform Contractor of the details regarding the overnight lodging accommodations for the student-athletes and coaches, and will make the hotel reservation for

Contractor’s driver(s). However, Contractor will be responsible for paying the cost of hotel accommodations for its driver(s).

The Contractor will be responsible for the following costs:

a) Overnight hotel accommodations for driver(s);

b) Driver’s meals and gratuities;

c) Tolls and gratuities;

d) Fuel and repair parts; and

e) Traffic fines and penalties.

No other fees or costs will be allowed to be added to the College’s invoicing.

4. TRIP SCHEDULE (SECTION A of Attachment 10)

All projected 2026-2027 athletic event destinations and schedules are incorporated herein as “SECTION A: TRIP SCHEDULE” in Attachment 10. The College considers the TRIP SCHEDULE to be as accurate as possible as of the writing of this IFB, though changes will be needed as schedules are finalized. The College’s Intercollegiate Athletic Department will work closely with the selected contractor to confirm and schedule (all anticipated trips), with as much advance notice as possible, to ensure a positive working relationship.

a) At the writing of this IFB, the pick-up point for all trips will be the Myrtle A. Merritt Athletic Center. However, on-campus pick-up locations are subject to change, based on the needs of the College’s athletic teams, coaches, and personnel.

b) Contractor’s bus(es) must arrive at the Merritt A. Myrtle Athletic Center for loading at least thirty (30) minutes prior to the scheduled time for departure.

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

d) 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.

e) 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 10.

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

g) Trip cancellation: If athletic events are canceled, Contractor agrees the College will cancel the bus without penalty four (4) hours in advance, giving as much advance notice as possible. In addition, in such cases where cancellation is necessary due to unforeseen circumstances, the following shall apply:

i. If Contractor is notified of a cancellation more than four (4) hours prior to the scheduled departure time, the Contractor shall not be entitled to any reimbursement;

and

ii. If the Contractor is notified of a cancellation less than four (4) hours prior to the projected departure time, the Contractor shall be entitled to the applicable flat, “Full Day Usage” or “Hourly Usage Charge” quoted in Pricing Sheet submitted with Contractor’s response to this IFB.

h) The College will make a concerted effort in the cases of rainouts to notify Contractor at least one (1) hour prior to the load time.

i) On the return trip to campus, athletes will be transported to their respective residence halls after unloading at Myrtle A. Merritt Athletic Center or Carl Schrader Complex.

j) Tardiness: Should 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.

5. EQUIPMENT SERVICE

Contractor shall be responsible for the following:

a) Maintenance and repair of the bus(es).

b) Coordinating any additional bus required for trip completion, and having a contingency plan in place to provide alternate, comparable bus transportation as quickly as possible in the event of a bus breakdown. In the event of bus breakdown, alternate bus must be in route within two (2) hours of breakdown. Contractor must describe this contingency plan in its bid proposal.

c) 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. Contractor will not bill the College for the quoted cost of the trip, if College student-athletes, coaches, and/or personnel do not reach the scheduled event at the time required for play/participation.

d) Ensuring both the interior and exterior of all buses are well maintained and in clean condition.

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 doesn’t meet the requirements in Section 5.B.1, the vehicle is not in 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 seek another vendor to perform the service(s). In such cases, the original contractor will be responsible for any amount above the bid price for the requested trip(s). This applies to any buses that are potentially subcontracted as well.

6. SUBCONTRACTING BUSES

In the event of overbooking, the College requests priority in scheduling, to minimize to the extent possible, the number of times that a bus is subcontracted out to another provider.

When this is unavoidable, the College asks for a minimum of 3 days advance notice. If the College determines the subcontracted bus doesn’t meet the requirements detailed in Section 5.B.1, a reduction in the cost of the trip in the amount of $375 is made a penalty.

7. 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.

8. GENERAL PARAMETERS FOR TEAM TRAVEL BY SPORT

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

a) 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 Geneseo. Usually, there will be a stop for dinner on the return trip to campus. Overnight trips will mean two (2) contests during the trip. After the second contest, 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.

b) Cross Country – The listed start time for this sport is usually the first of two (2) 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 Geneseo. Usually, there will be a stop for a meal on the way home.

There are some overnight trips.

c) Field Hockey – Women’s – The team wants to be at the competition site approximately two (2) hours in advance of the game. The game takes about two (2) hours to play, and then the team will shower and return to Geneseo. Usually, there will be a stop for dinner on the return trip to campus. Overnight trips will mean two

(2) contests during the trip. After the second contest, 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.

d) 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 Geneseo. Usually, there will be a stop for dinner on the return trip to campus.

e) Ice Hockey – Men’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 (2) contests during the trip. After the second contest, 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.

f) Basketball – Men’s and Women’s – These teams travel together most of the time.

The time listed is the start of the women’s game, and the teams want to be at the site two (2) hours before the game. The men’s game is two (2) hours later and, following that game, the teams will shower, stop for a meal, and return home.

Overnight trips will mean two (2) contests during the trip. After the second contest, 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.

g) Swimming – Men’s and Women’s – Teams always travel together. They want to be at the competition site approximately two (2) hours in advance. The competition takes about two (2) hours, and then the team will shower and return to campus.

Usually, there will be a stop for dinner on the return trip to campus. They have one

(1) overnight trip, plus SUNYAC Championships, which is three (3) days in Buffalo, NY.

h) Track – 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 Geneseo. Usually, there will be a stop for a meal on the way home. There are some overnight trips.

i) Softball – Women’s - Softball plays two (2) 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 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.

j) Lacrosse – 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 Geneseo. Usually, there will be a stop for dinner on the return trip to campus. There are some overnight trips.

k) Tennis – Women’s – The teams want 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 Geneseo. Usually, there will be a stop for dinner on the return trip to campus. The tennis team typically uses College owned vans for transportation to matches and only may require bus transportation from the Contractor on rare occasions.

l) Equestrian – 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 (2) hours before start.

After the meet is completed, the athletes will shower and head back to Geneseo.

Usually, there will be a stop for a meal on the way home. There are some overnight trips.

m) Flag Football– 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 Geneseo. Usually, there will be a stop for dinner on the return trip to campus.

Complete Attachment 10: Cost Proposal Submission Form. No modifications may be made to the Cost Proposal Submission Form and Bidders are encouraged to seek clarification. Modifications to the Cost Proposal Response Form may result in disqualification. Bidders must enter unit pricing for all Items (1-10) on the Cost Proposal Form.

• Items: Price shall be in accordance with the items listed or on the Cost Proposal Submission Form, if provided. No other charges, other than those listed in the items or on the Financial Proposal Submission Form shall be allowable under the agreement.

• Cost Adjustments: Adjustments (increase/decrease) of annual costs for the resulting contract shall not exceed inflation guidelines as established by the nationally accepted consumer price index (CPI) for each year. The specific inflation level will be based on the average CPI percentage for the twelve (12) month period ending ninety (90) days prior to contract renewal date. The approval document for this contract will be: U.S. Department of Labor Consumer Price Index, Northeast Urban, all Items.

• Preparation Costs: Bidder is responsible for all costs, direct or indirect, that it incurs related to the preparation and submission of a proposal in response to this event.

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

• Quote Hold: The submission of a proposal 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 [180] days from event close date. Subsequent to such [180] days, the proposal is subject to withdrawal communicated in writing and signed by the Bidder.

• Tax Exempt: SUNY is exempt from sales tax. All prices should be quoted without the sales tax.

Section 6.1: Travel Costs

In the event the Contractor is allowed to be reimbursed for travel, such travel must be pre-approved and reimbursement rates shall not exceed the current NYS Schedule of Allowable Reimbursable

Cost Proposal

Travel Expenses, available from the New York State Comptroller at:

https://www.osc.state.ny.us/agencies/travel.htm

Section 7.1: 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 the first page of this IFB. All questions must be submitted in writing, citing the particular IFB page, section, and paragraph numbers where applicable. Bidders should make best efforts to ensure all questions are submitted via email to the Designated Contacts no later than the time listed in the Key Events table in Section 1, Summary Information Form as questions received after the closing date for inquiries may not be responded to prior to the proposal due date. 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.

It is the responsibility of the Bidder to inquire about any requirement of this event that is not understood.

SUNY will not be bound by oral responses to inquiries or written responses other than addenda.

Section 7.2: Bid Opening

SUNY reserves the right to not hold a public bid opening or at any time to postpone or cancel a scheduled bid opening. In the event a public bid opening is scheduled, Bidders will be notified.

Section 8.1: Evaluation Process

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

2. Each bid received by the due date and time will be screened for completeness of submission in accordance with Section 4, Bid Submission Requirements.

3. The award of the contract resulting from this IFB will be made to the lowest, responsive and responsible Bidder that has met all of the Technical Specifications, Bidder Qualifications, and General Terms and Conditions set forth in this IFB. The determination of “lowest, responsive and responsible Bidder” will be based on the amount auto calculated for the “GRAND TOTAL AMOUNT BID – FIVE (5) YEAR CONTRACT TERM,” in “SECTION B:

COST PROPOSAL FORM” of Attachment 10 (Trip Schedule & Cost Proposal Form), and verification that Bidder is responsible and has met all mandatory requirements and specifications set forth in this IFB.

Key Events

Method of Award https://www.osc.state.ny.us/agencies/travel.htm

4. Bidders must complete “SECTION B: COST PROPOSAL FORM,” of Attachment 10 in its entirety.

5. Bidders should not add any additional charges other than what is listed in Attachment 10 (Trip Schedule and Cost Proposal Form).

6. KNOWN TRIPS - All known and projected 2026-27 athletic trips have been listed in

“SECTION A: TRIP SCHEDULE” of Attachment 10 and categorized as either “Full Day” or “Half Day.” For each trip, Bidder is to quote unit pricing in “SECTION B: COST PROPOSAL FORM” that will be applied to all trips. “SECTION A: TRIP SCHEDULE” is as accurate as possible as of the writing of this IFB, and is subject to change. The destination and mileage listed in SECTION A: TRIP SCHEDULE contains the estimated round-trip mileage to the College’s expected destinations.

7. AD-HOC TRIPS - Student-athlete trips unknown at the writing of this IFB (i.e. potential post season travel and tournaments) will be considered “ad-hoc” trips and will be billed with the same unit pricing in “ATTACHMENT 10, SECTION B: COST PROPOSAL FORM” as all other known trips.

8. SUNY reserves the right to:

a.) Reject any and all proposals received in response to this IFB, make a contract award in whole or in part.

b.) Make no contract award.

c.) 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.

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

e.) Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the

IFB.

f.) Use 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 and non-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 and perform other related due diligence.

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

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

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

m.) 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.

n.) Require clarifications from Bidders for purposes of assuring a full understanding of responsiveness, and permit revisions from all Bidders determined to be susceptible to contract award prior to award.

A Bidder’s proposal shall address the Bidder’s ability and methodology for providing 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 may disqualify the proposal. A disqualified proposal will not be further evaluated or considered for contract award. To facilitate SUNY’s review of proposals, Bidders must address all points and questions 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.

Bidders must adhere to the Exhibit D, SUNY Proposal Submission Guidelines when submitting a proposal in response to this bid event.

Section 9.1: Proposal Format

1. Prepare a clearly readable proposal that includes all required information.

2. Bidders must submit all information requested by SUNY in written form. Proposals must be complete, accurate, and in the form requested.

3. Indicate any deviations from the technical specifications and if necessary, attach separate documents and/or explanation.

4. Proposal Packages:

a. Proposals should be submitted in sealed packages clearly labeled on the exterior addressed to the SUNY Primary contact, 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 proposals and accompanying documentation shall become the property of SUNY and shall not be returned.

b. Cost proposals should be submitted in separate sealed envelopes. No mention of cost should appear in the technical proposal. Failure to adhere to this requirement may result in disqualification.

5. No telephone, facsimile, emailed or otherwise electronically submitted proposals will be accepted unless explicitly allowed in the IFB.

6. The proposal must be fully and properly executed by an authorized person. 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 contents of this IFB, Exhibit A (State University of New York Standard Contract Clauses), Exhibit A-1 (State University of New York Affirmative Action Clauses), State Finance Law §139-j and §139-k (Procurement Lobbying Certification); 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

Proposal Submission Requirements 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://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html.

7. Submit one (1) hard copy with wet signature and (1) flash drive of your proposal. Proposals must be by the due date and time and to the primary contact provided on the Summary Information Form. 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.

8. Late Proposals For purposes of Bid openings, a Bid must be received at the contact’s address as set forth in the Summary Information Form on or before the proposal due date as set forth in the Summary Information Form. 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. Delays in United States mail deliveries or any other means of transmittal, including couriers or agents of SUNY shall not excuse Late Bid submissions. Similar types of delays, including but not limited to, bad weather, or security procedures for parking and building admittance shall not excuse Late Bid submissions. Determinations relative to bid timeliness shall be at the sole discretion of the SUNY Chancellor or her designee.

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

10. The submission of a proposal 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 one-hundred eighty (180) days from the proposal due date. After one-hundred eighty (180) days, the proposal 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 from proposal due date.

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

12. Each copy of the proposal must be accompanied by the documents listed in Attachment 1, Bid Submission Checklist.

Section 10.1: Determination of Vendor Responsibility

New York State procurement law requires that state agencies award contracts only to responsible Bidders. Additionally, the New York State Comptroller must be satisfied that a proposed Contractor is responsible before approving a contract award under Section 112 of the State Finance Law. Section 163 of the New York State Finance Law (“SFL”) requires that contracts for services and commodities be awarded on the basis of lowest price or best value “to a responsive and responsible Bidder.”

Other Proposal Requirements http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

Section 163 (9)(f) of the SFL requires that prior to making a contract award, each contracting agency shall make a determination of responsibility of the proposed Contractor. In accordance with these procurement laws, SUNY will conduct an affirmative review of vendor responsibility for all organizations or firms with which it conducts business.

In response to this section, Bidders and all proposed subcontractors who may receive more than $100,000 over the life of the contract are required to file the required Vendor Responsibility Questionnaire online via the New York State VendRep System or may choose to complete and submit a paper questionnaire. To enroll in and use the VendRep System, see the VendRep System Instructions on the Office of State Comptroller (OSC) website, available at:

www.osc.state.ny.us/vendrep or go directly to the VendRep System online at https://portal.osc.state.ny.us. For VendRep System user assistance, the OSC Help Desk may be reached at 866-370-4672 or 518-408-4672 or by email at helpdesk@osc.state.ny.us. Bidders opting to file a paper questionnaire may obtain the appropriate questionnaire from the VendRep website www.osc.state.ny.us/vendrep or may contact SUNY System Administration for a copy of the paper form.

Section 10.2: Procurement Lobbying Act – State Finance Law §§ 139-j and 139-k

Prior to approval of the contract for which this IFB has been issued by SUNY, or if applicable, the Office of the State Comptroller, a Bidder shall not communicate with SUNY other than with the persons identified in this IFB as Designated Contacts or with a person who the Designated Contacts has advised the Bidder in writing is also a Designated Contact. Generally, the New York State Finance Law restricts communications between a Bidder or a person acting on behalf of a Bidder, including its lobbyist, to communications with the officers and employees of the procuring agency designated in each solicitation to receive such communications. Further, the law prohibits a communication (a “Contact”) which a reasonable person would infer as an attempt to unduly influence the award, denial or amendment of a contract. These restrictions apply to each contract in excess of $15,000 during the “restricted period” (the time commencing with the earliest written notice of the proposed procurement and ending with the later of approval of the final contract by the agency, or, if applicable, the State Comptroller). The agency must record all Contacts, and, generally, must deny an award of contract to a vendor involved in a knowing and willful Contact.

SUNY has developed procedures regarding Contacts and their reporting, review and investigation.

SUNY’s procurement record must demonstrate compliance with these procedures. A determination that a Bidder or a person acting on behalf of a Bidder has intentionally made a Contact or provided inaccurate or incomplete information as to its past compliance with State Finance Law §§139-j and 139-k, is likely to result in denial of the award of contract under this IFB. Additional sanctions may apply. A complete copy of SUNY’s Procurement Lobbying Policy and Procedure and its accompanying forms is available for review at http://www.suny.edu/sunypp/documents.cfm?doc_id=430

In response to this section, complete and submit Attachment 6, Procurement Lobbying Act Certification.

Section 10.3: Non-Collusive Bidding Certification

In response to this section, complete and submit a completed Attachment 7, Non-collusive Bidding Certification.

Section 10.4: Executive Order 162 (EO 162)

Governor Cuomo’s Executive Order 162 requires state contractors to disclose data on the gender, race, ethnicity, job title, and salary of employees performing work on state contracts.

Bidder agrees to submit Workforce Utilization Report (Form 7557-110) and to require the same information to be submitted by any of their subcontractors on the state contract, in such format as shall be required by SUNY on a monthly basis for all construction contracts and quarterly basis for all other contracts during the term of the contract. Empire State Development has provided specific details on this requirement at https://esd.ny.gov/doing-business-ny/mwbe/mwbe-executive-order-162.

Section 10.5: Executive Order 177 (EO 177)

The New York State Human Rights Law, Article 15 of the Executive Law, prohibits discrimination and harassment based on age, race, creed, color, national origin, sex, sexual orientation, gender identity, disability, marital status, military status, or other protected status. The Human Rights Law may also require reasonable accommodation for persons with disabilities and pregnancy-related conditions. A reasonable accommodation is an adjustment to a job or work environment that enables a person with a disability to perform the essential functions of a job in a reasonable manner. The Human Rights Law may also require reasonable accommodation in employment on the basis of Sabbath observance or religious practices. Generally, the Human Rights Law applies to: (i) all employers of four or more people, employment agencies, labor organizations and apprenticeship training programs in all instances of discrimination or harassment; (ii) employers with fewer than four employees in all cases involving sexual harassment; and (iii) any employer of domestic workers in cases involving sexual harassment or harassment based on gender, race, religion or national origin.

In accordance with Executive Order No. 177, prior to contract award, selected Awardee must submit a certification that at it does not have institutional policies or practices that fail to address harassment and discrimination as described above. SUNY is electing to obtain the certification with the bid documents to avoid unnecessary delay in the contract award process.

In response to this section, complete and submit Attachment 2, NYS Human Rights Law Executive Order 177 Certification.

Section 10.6: New York State Finance…