WCSU-2026-RFP-003_3-20-2026.pdf

WESTERN CONNECTICUT STATE UNIVERSITY

Request for Proposals (RFP):

WCSU-2026-RFP-003

ATHLETIC TEAM BUS TRANSPORTATION SERVICES

Proposal Due date:

May 6, 2026 at 2:00 P.M.

Point of Contact:

Timothy Keith Contract Compliance & Procurement Specialist

181 White Street Danbury, CT 06810

Email: keitht@wcsu.edu mailto:keitht@wcsu.edu

RFP SUMMARY

Release Date: 3/30/2026

Title: Athletic Team Bus Transportation Services

Issuing Agency: Western Connecticut State University

Anticipated Contract Term: 7/1/2026 through 6/30/2029

Optional two (2) additional, one-year periods.

Pre-Bid Conference: 4/13/2026, 10:00 a.m. *Attendance is mandatory*

Western Connecticut State University O’Neil Center, Room 202 43 Lake Ave Extension Danbury, CT 06810

Questions Due: 4/17/2026. 3:00pm (EST)

Answers via Addendum Due: 4/24/2026, 3:00pm (EST)

Proposal Submission Deadline: 5/06/2026, 2:00pm (EST)

Sealed proposals must be addressed and delivered to the Purchasing Department, Western Connecticut State University, University Hall, 181 White Street, Danbury, CT 06810, on or before the time and date set for closing.

Bid Opening: 5/06/2026, 2:00pm (EST)

Western Connecticut State University Administrative Services Conference Room University Hall – Basement, 181 White Street, Danbury, CT 06810

Anticipated Award/LOI Date: 5/27/2026

SECTION 1. ADMINISTRATIVE OVERVIEW

1.1 Introduction

This is a Request for Proposal (RFP) issued by Western Connecticut State University (hereinafter referred to as the "University", “WCSU” or “WestConn”) seeking proposals from vendors to furnish athletic team and club sports bus services for the University’s Fall, Winter, and Spring Athletic seasons running from August of 2026 through May of 2029. The buses will provide transportation to the University athletic teams to conference and non-conference games throughout the Northeast region.

1.2 Authority

This RFP is issued by the University under the provisions of the Connecticut General Statutes 4a- 52a and 10a-151b.

1.3 RFP Organization

This RFP is organized into the following sections:

Section 1, Administrative Overview -- Provides Contractors with general information on the objectives of this RFP, procurement schedule, and procurement overview.

Section 2, Scope of Work -- Provides Contractors with a general description of the University, background, RFP objectives, the tasks to be performed, delineates University and Contractor’s responsibilities, and defines deliverables.

Section 3, Proposal Requirements -- Describes the required format and content for the Contractor's proposal.

Section 4, Evaluation Criteria -- Describes how proposals will be evaluated by the University.

1.4 Mandatory Pre-Bid Conference

A mandatory pre-proposal conference will be held on April 13, 2026, at 10:00 A.M. in Room 202 of Westside O’Neill Center located at 43 Lake Avenue Extension, Danbury, CT 06810. The purpose of this conference is to fully acquaint potential Proposers with all conditions and facilities. Concerning parking, visitors are authorized to park in Westside Commuter Parking Lot adjacent to the O’Neill Center on University Boulevard.

Please visit the University’s website www.wcsu.edu/directions for additional information on parking and directions to the campus.

Attendance at this pre-proposal conference is a prerequisite and a requirement to be qualified to submit a proposal. Proposals will be accepted only from those firms who are represented at the pre- proposal conference, as evidenced by the representatives’ signatures on the attendance roster. Failure to attend this meeting will preclude your firm from submitting a proposal.

Attendance at the conference will be limited to three (3) employees per company. Attendees should bring a copy of this solicitation to the conference. Any changes resulting from this conference, or subsequent written questions will be issued in a formal addendum.

1.5 Submission of Questions

Contractors may submit questions via email to keitht@wcsu.edu. The deadline for submission of questions is no later than 3:00 p.m. on April 17, 2026. All questions and answers, clarifications or corrections shall be distributed to all interested parties no later than 3:00 p.m. on April 24, 2026 through an addendum via the State of Connecticut’s Department of Administrative Services Contracting Portal (www.das.state.ct.us). Note that any addenda issued will be posted on the Department of Administrative http://www.das.state.ct.us/

Services contracting portal, address www.das.state.ct.us. Proposer must acknowledge receipt of all addenda. It shall be the responsibility of prospective bidders and interested parties to familiarize themselves with the web site and visit it regularly during the RFP process for updated information or addenda related to this RFP.

Any discussions with WestConn personnel other than the contract Managers, Timothy Keith and Lori Mazza, regarding this RFP while in process (from the time the Respondent receives this (RFP) until final award is made) is strictly prohibited. Such contact and discussion may result in disqualification of the Respondent’s proposal.

Questions must be submitted in written form to:

Department of Administrative Services Western Connecticut State University 181 White Street Danbury, CT 06810 Ph. (203) 837-8625 E-mail: keitht@wcsu.edu

1.6 Proposer Site Visits

As Western Connecticut State University is a public university campus, interested parties may visit the campus at their discretion. The University requests that proposed visits be coordinated with the Director of Athletics, Lori Mazza, (203) 837-9013 The University does request that all campus visits be completed no later than April 17, 2026, so that campus schedules are minimally interrupted. The University will not permit individual interviews with individuals involved in the selection process.

1.7 Submission of Sealed Proposals

Contractors shall submit a clearly marked original plus one (1) additional copy and one (1) flash drive with electronic copy of the proposal. Sealed proposals shall be received by the University’s Purchasing Department no later than May 6, 2026, at 2:00 p.m. At that time, a representative of the Purchasing Department will announce publicly the names of those firms submitting proposals. Note that unsealed, faxed, or e-mailed proposals will not be accepted. Any proposal received after this date and time shall be rejected.

No other public disclosure will be made until after the award of the contract. Proposals shall be delivered to:

Department of Administrative Services Western Connecticut State University 181 White St.

Danbury, CT 06810

The outside cover of the package containing the proposal shall be marked: “WCSU-2026-RFP-003 Athletic Team Bus Transportation Services” to allow for proper identification.

Note: Should the University be unexpectedly closed at the scheduled bid due date and time (i.e.; inclement weather closing), the bid due date shall default to 2:00 P.M on the next business day the University is open (a business day defined as Monday-Friday inclusive and not including Saturday or Sunday). Closing information can be obtained via the University’s website www.wcsu.edu or via the University’s weather closing line, phone 203-837-9377.

1.8 Costs for Proposal Preparation

Any costs incurred by Contractors in preparing or submitting a proposal or presentation shall be the Contractor's sole responsibility.

http://www.wcsu.edu/

1.9 Disqualification of Proposals

The University reserves the right to consider as acceptable only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the scope of the work. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be disqualified without further notice.

A Contractor shall be disqualified, and the proposal automatically rejected for any one or more of the following reasons:

1.9.1 The proposal shows noncompliance with applicable law.

1.9.2 The proposal is conditional, incomplete, or irregular to make it indefinite or ambiguous as to its meaning.

1.9.3 The proposal has any provision reserving the right to accept or reject an award, or to enter into a contract pursuant to an award, or provisions contrary to those required in the solicitation.

1.9.4 The Contractor is debarred or suspended.

1.9.5 The Contractor is in default of any prior contract or for misrepresentation.

1.10 Addenda to This RFP

The University may need to issue one or more addenda related to this RFP. Such addenda shall be added to the original RFP document and posted within the contracting portal of the State of Connecticut’s Department of Administrative Services website (www.das.state.ct.us). It shall be the responsibility of prospective bidders and interested parties to familiarize themselves with the web site and visit it regularly during the RFP process for updated information or addenda related to this RFP.

1.11 Rights Reserved

The University reserves the right to award in part, to reject any and all proposals, in whole or in part, and to waive technical defects, irregularities and omissions if, in its judgment, the best interest of university will be served. Should the University determine that only one Bidder is fully qualified, or that one Bidder is more highly qualified than the others under consideration, a contract may be negotiated and awarded to that bidder. The awarded document shall be a contract incorporating by reference all requirements, terms and conditions of the solicitation and the awarded contractor’s proposal as negotiated.

1.12 Final Award and Contract

The university intends to use this RFP and the successful proposal as a basis for the award of a final contract. All provisions of this RFP shall be incorporated into the final awarded contract.

1.13 Inspection of Proposals and Confidential Information

Proposals may be available for public inspection upon notice of award and shall be available for public inspection after the contract is signed by all parties. Information marked as “confidential” in any proposal shall be honored as such, to the extent allowable under the Freedom of Information Act.

The University treats Proposals as confidential until after the award is issued. Subsequent to award, the proposals become subject to disclosure under the Freedom of Information Act. If a respondent wishes to supply any information, which it believes is exempt from disclosure under the Act that respondent should summarize such information in a separate envelope and each page submitted should clearly state "Confidential," but otherwise be presented in the same manner as the Proposal. However, any such information is provided entirely at the respondent's own risk and the University assumes no liability for any loss or damage which may result from the University's disclosure at any time of any information provided by the respondent in connection with its proposal.

1.14 Contract Invalidation

If any provision of this contract is found to be invalid, such invalidation will not be construed to invalidate the entire contract.

1.15 Term of the Contract

The term of the contract shall be for three (3) years, commencing July 1, 2026, and concluding on June 30, 2029. The University shall retain the option of extending this contract for two (2), one-year periods through June 30, 2031. The extension of this agreement shall be at the sole discretion of the University.

1.16 Fees

All fee and cost structures quoted herein for athletic bus transportation services shall remain firm for the entire contract term.

1.17 RFP Terms and Conditions

The terms and conditions should be reviewed carefully to ensure full responsiveness to the RFP.

All proposals submitted under this RFP shall remain in effect for a period of one hundred eighty (180) days following the closing date to allow time for evaluation, approval and award.

The anticipated athletic bus transportation services contract will be, in form and substance, consistent with applicable University policy and regulations and State of Connecticut statutes and regulations regarding the creation and execution of such contract. The failure of any respondent to receive or examine any contract, document, form, addenda or to visit the sites and acquaint itself with conditions there-existing, will not relieve it of any obligation with respect to its proposal or any executed contract. The submission of a proposal shall be conclusive evidence and understanding of the University's intent to incorporate such terms and conditions into the athletic bus transportation services contract.

1.18 Advertising

In submitting a proposal, the Proposer agrees, unless specifically authorized in writing by an authorized representative of the University on a case by case basis, that it shall have no right to use, and shall not use, the name of Western Connecticut State University, its officials or employees, or the Seal of the University, a) in any advertising, publicity, promotion; nor b) to express or imply any endorsement of agency’s services; nor c) to use the name of the state, its officials or employees or the University seal in any manner (whether or not similar to uses prohibited by subparagraphs (a) and (b) above) except only to provide and deliver in accordance with this agreement such services as are hereby contracted by the University.

1.19 Immunity from Liability:

Every person who is a party to this agreement is hereby notified and agrees that the University is immune from liability and suit for or from Proposer’s activities involving third parties and arising from any contract resulting from this Request for Proposal.

1.17 Prevailing Law:

The terms and provisions of this Request for Proposal, and any ensuing contract, shall be governed by and construed in accordance with the laws of the State of Connecticut.

SECTION 2. SCOPE OF WORK

2.1 General Background of Western Connecticut State University

Western Connecticut State University is part of the Connecticut State Colleges & Universities (CSCU) governed by the Board of Regents for Higher Education. CSCU consists of twelve (12) Community Colleges, four (4) comprehensive Universities, and the state’s only public, on-line college. The Board of Regent’s Office is located on Woodland St. in Hartford, CT.

The University currently has a total of 23 NCAA Division III Athletic Teams including:

Season Sport Estimated Season Dates

Fall Men’s Soccer Aug–Nov Fall Women’s Soccer Aug–Nov Fall Football Aug–Nov Fall Field Hockey Aug–Nov Fall Men’s Cross Country Sep–Nov Fall Women’s Cross Country Sep–Nov Fall Men’s Golf Sep–Oct Fall Women’s Tennis Sep–Oct Fall Women’s Golf Sep–Oct Fall Volleyball Aug–Nov

Winter Men’s Indoor Track & Field Dec–Mar Winter Women’s Indoor Track & Field Dec–Mar Winter Men’s Basketball Nov–Mar Winter Women’s Basketball Nov–Mar Winter Men’s Ice Hockey Nov–Feb Winter Women’s Ice Hockey Nov–Feb Spring Baseball Feb–May Spring Softball Feb–May Spring Women’s Lacrosse Feb–May Spring Men’s Lacrosse Feb–May Spring Men’s Tennis Mar–May Spring Men’s Outdoor Track & Field Mar–Jun Spring Women’s Outdoor Track & Field Mar–Jun

For more information concerning Western Connecticut State University's athletic programs, teams, and schedules, please visit the University's website at https://westconnathletics.com/.

2.2 Objectives

The University is seeking a full service, high-quality, cost-effective company to become the select carrier for the University’s athletic team transportation needs. The University currently has a total of 23 Men’s and Women’s NCAA Division lll teams and five (5) Club recreational athletic teams. In general, the Men’s and Women’s teams retain membership in the Little East Conference of the NCAA. The football team is a member of the Landmark Conference NCAA Division III. The University's athletic teams typically travel throughout New England and the New York City Metropolitan area, with bus needs varying from one-day to two-day requirements. Occasionally, for post-season play, bus needs may extend to a three or four-day period. It is the purpose of this RFP to obtain complete data from each bidder to enable the University to determine which bidder is best able to serve all of the criteria that are to be considered in the award of this contract. It is the purpose of this RFP to obtain complete data from each bidder to enable the University to determine which bidder is best able to serve all the criteria that are to be considered in the award of this contract.

https://westconnathletics.com/

2.3 Current Profile

Previous RFP’s have awarded athletic team bus transportation needs. The total dollar value for the past three plus years spent on athletic team bus transportation is as noted below.

FY2023 FY2024 FY2025 FY2026 to date

$257,835.47 $299,904.00

$337,480.00 $248,337.00

Please note that the Fiscal Year runs from July 1 through June 30th.

2.4 Specifications and Scope

In terms of specification and scope, the awarded contractor shall:

2.4.1 Provide all labor, buses, supervision, permits, and fees needed to transport the University’s athletic teams. The buses utilized shall be 18-25 Passenger Minibuses, 26- 40 Passenger Midsized Buses, and 41-56 Passenger Coach Buses, depending upon the sizes of the teams. Buses shall operate in conformance and accord with all Federal and State of Connecticut Department of Motor Vehicle Regulations, with working heat, air conditioning, USB ports, working electrical outlets, WIFI, and for the larger buses with a capacity of at least (41) passengers, a working restroom. The awarded company shall maintain vehicles and equipment in good working order and repair in compliance with the manufacturer's recommendations, perform all necessary maintenance and repairs to vehicles and equipment, and complete such work without interruption of scheduled service, and clean the buses prior to scheduled service to the University. Buses utilized shall be of a manufacture of 2016 or later. Contractor may not substitute school buses for coach buses at any time. Please refer to Attachment G "Vehicle List" to list the proposed buses to that will be used in support of the University's Athletic Travel. Should the University have services interrupted or not offered for any reason, then the University shall be compensated accordingly. Rotation of wrapped (refer to page 9) buses amongst the teams shall be equitable amongst the teams.

2.4.2 Provide its own fleet to service the University. The awarded Contractor fleet is expected to allow for enough capacity to cover all regular and post season trips required by the University, with such needs often arising on short notice. However, the University recognizes that there may be an occasional need to supplement a company fleet by using a vehicle and/or driver from another company with which the Contractor has an agreement.

The contractor shall provide all such substitutions and require prior approval from the University, and such substitute service shall be provided within the same pricing, terms and parameters established within the awarded agreement.

2.4.3 Be properly licensed and registered with the State of Connecticut to provide bus services.

Buses utilized shall carry active and proper registration. Upon request, the Contractor shall provide copies of all licenses/registrations to the University.

2.4.4 Provide drivers which have valid commercial driver licenses. Note that the University will reserve the right to request that certain drivers not be used for trips based on sufficient cause.

2.4.5 Maintain a minimum rating of "Satisfactory" through the Federal Motor Carrier Safety Administration (website: www.fmcsa.dot.gov). Any rating less than "Satisfactory" at the time of bid opening shall result in the bidding party not being considered for an award. Should an awarded contractor fail to meet this minimum rating of satisfactory during the course of the contract, the University shall reserve the right to terminate for cause.

http://www.fmcsa.dot.gov/

2.4.6 Provide at its expense all certificates of insurance not less than ten (10) days prior to the commencement of services. The certificate of insurance shall at a minimum provide for liability insurance of $10,000,000.00, with the State of Connecticut and University named as additional insureds. Awarded Contractor shall notify the University in writing via certified mail thirty (30) days prior to any insurance policy that will be suspended, voided, cancelled, or reduced.

2.4.7 Ensure the buses and drivers have communication devices which allow for reliable real time communication between the bus company's dispatch center, and, in an emergency, 911.

2.4.8 Coordinate services with the University's Athletic Department, with the University providing points of contact and phone numbers.

2.4.9 Reserve buses for any post-season league tournaments. Since the location of any post-season league games and tournaments are not identified until the conclusion of the regular season schedule, the awarded Contractor must be prepared to react to scheduling needs and demands on short notice.

2.4.10 Comply with all Federal Regulations on the ADA Accessibility Specifications for Transportation Vehicles. Contractor shall operate vehicles which are handicapped accessible, ADA compliant and able to accommodate wheelchair bound persons and conform to federal and state motor vehicle laws and regulations regarding safe operation.

2.4.11 Provide bus drivers who are properly licensed and follow Federal and State of Connecticut motor vehicle laws and regulations. The University reserves the right to request a driver be removed from the University's athletic bus transportation program.

2.4.12 Emphasize passenger safety and observe and enforce a "no standee" policy.

2.4.13 Adhere to the State of Connecticut's terms and conditions noted in Appendix II.

2.4.14 Allow for one (1) meal and bathroom stop in each single day trip and multiple stops for overnight trips.

2.4.15 Be responsible for lodging payments of drivers for those trips requiring overnight stays. The bus company would directly pay the hotel for the lodging, with the University reserving the room for the driver.

2.4.16 Maintain the buses with all routine annual maintenance completed by August 1st of each year. Contractor shall always provide clean buses. Buses provided must not be school buses.

2.4.17 For departure purposes, while final departure and return will from the University's Westside Campus, 43 Lake Ave. Extension, Danbury, CT, on an as needed basis plan to have buses stopping first at a designated location on the University's Midtown Campus at 181 White St. to pick up any athletes on the Midtown Campus.

Upon return, Contractor shall plan to have buses stop at the University's Midtown Campus to drop off athletes who reside on the Midtown Campus as requested by the University.

2.4.18 Contractor sponsorship of the University's Athletic Program through providing and installing vehicle wrap which (i) reflects the University's newest and most current branding and (ii) identifies the buses as being affiliated with the University's Athletic program. The wrap must be large enough to cover all surfaces of the vehicle except the bow of the trailer, trailer moldings, weather stripping, plastic/vinyl bumpers, roof, and all other non-display or safety elements. Two (2) of the 56-passenger motor coaches and (1) Midsized passenger bus, or equivalent vehicle, utilized shall be promotionally wrapped with University marketing materials.. Contractor shall identify their costs associated with providing and installing the wrap in Attachment F “Pricing Tables”. The University must approve all artwork.

2.4.19 The Contractor shall provide priority to the University's athletic teams over other customers in using the wrapped buses.

2.4.20 Provide a contingency plan for breakdown services. The plan should include response times in the event of a breakdown and identification of partnerships and contracts with other bus companies which may assist in addressing an unexpected breakdown.

2.4.21 Maintain the bus on site at the hotel for any overnight games.

2.4.22 Have buses on-site at the University at least thirty (30) minutes prior to departure times except for Football and Ice Hockey, which shall be on-site at the University at least forty-five (45) minutes prior to departure.

2.4.23 The University will provide no later than July 30th of each contract year, a draft of the University’s planned travel needs for the upcoming seasons.

2.4.24 Provide itemized team quotes based upon distance of destination to/from WestConn.

2.4.25 When traveling, any changes to the travel must be communicated to the coaches and Athletic Director or designee.

2.5 Bus Cancellation Policy:

The University recognizes that unforeseen events (i.e.; weather conditions) may impact scheduled buses, often on short notice. To this end, the following cancellation policy would apply:

2.5.1 Should a scheduled bus arrive at the University at the prescribed time and the event is cancelled, the University will compensate the Contractor 25% of the value of the scheduled trip.

2.5.2 Should a scheduled trip be cancelled, and the scheduled bus has not left their home base prior to the scheduled event, there will be no compensation provided to the Contractor.

2.6 Commitment to Quality Service:

In this effort, to afford the University's Athletes the best possible transportation program, the University expects the Contractor to provide the highest quality service. To that end, while the University anticipates that the awarded bus company will meet all of the criteria set forth in this request for proposal and in any subsequent contract, in the event of any service breakdowns (including but not limited to non-functioning restrooms and USB ports, non-working Wi-Fi, or non-working outlets, lack of heat and air conditioning, and delayed arrival time at games due to bus breakdowns and mechanical problems), the University reserves the right to deduct up to 50% off of the value of the trip.

2.6.1 The University seeks proposals which meet the program's total needs while providing flexibility to accommodate varying and on-demand transportation needs of the University.

2.6.2 The buses must be well maintained and always kept clean.

2.6.3 The drivers’ uniforms are to be provided by the contractor. The company insignia will be clearly visible on the uniforms.

2.6.4 The Contractor shall notify the University’s Athletic Director’s office immediately in case of a breakdown and must have a properly equipped bus available and deployed within one hour of breakdown.

2.6.5 The Contractors shall provide background checks on bus drivers prior to award of this contract and on an annual basis for the period of the contract. The Contractor will supply a copy of the driver’s background check if requested by the University. The University reserves the right to ask for a driver to be removed from the University’s program.

2.6.6 Public Wi-Fi: All vehicles must provide free public Wi-Fi access for passenger use.

2.6.7 Awarded Contractor shall maintain a minimum rating of “Satisfactory” through the Federal Motor Carrier Safety Administration (website: www.fmcsa.dot.gov). Any rating less than “Satisfactory” at the time of bid opening shall result in the bidding party not being considered for an award. Should the awarded contractor fail to meet this minimum rating of satisfactory during the period of contracted service, the University shall reserve the right to terminate for cause.

2.6.8 All buses are to be equipped with cameras. The drivers should not be able to disable the camera equipment. The University reserves the right to request replacement of any drivers that disable the cameras. The Contractor will ensure that the camera footage will be kept for thirty days and be able to produce it should the University require.

http://www.fmcsa.dot.gov/

SECTION 3. PROPOSAL REQUIREMENTS

3.1 Required Proposer Response Inclusions

3.1.1 Completed Attachment F, "Pricing Tables". Conference game pricing shall be provided by the destinations indicated on the tables. For potential non-conference games and on-demand transportation service needs of the University, proposers are asked to provide pricing through a daily rate, hourly rate, and mileage rate as noted. All pricing provided shall be firm fixed rates for the identified periods; there will be no escalation/de-escalation factors for fuel for the duration of any subsequent award. Note that in all pricing, the University shall not pay any gratuity charges.

3.1.2 Completed Attachment G, “Contractor Vehicle List”, containing profile of buses to be used, including the age, capacity, and type of buses, along with the number of buses available for service with a manufacture of 2016 or later.

3.1.3 Pictures and descriptions of the type bus proposed.

3.1.4 Contact name, title and phone number for emergencies, weather delays and routine business.

3.1.5 Completed Attachment A, “Contract Proposal”.

3.1.6 Completed Attachment B, “Statement of Bidder’s Qualifications”, denoting Contractor’s experience operating an athletic team bus transportation program.

Experience evaluated shall include number of buses operated, organization(s) serviced, and length of time services provided.

3.1.7 Completed Attachment C, “References”.

3.1.8 Completed Attachment D, “OPM Form 1”.

3.1.9 Completed Attachment E, “Proposal Certification”.

3.1.10 Evidence of insurance.

Note: Awarded contractor shall be expected to provide upon award an insurance rider naming the University and the State of Connecticut as additional insured’s.

3.1.11 Statement of ADA compliance and contingency breakdown plan for the Athletics Team Bus Transportation Services.

3.1.12 Contact name, title and phone number for emergencies, weather delays and routine business.

3.1.13 Performance Bond: Confirmation of understanding that the awarded Contractor shall be required to provide a performance bond valued at $125,000.00. This bond shall be in effect for the contract term.

3.2 Instructions to Vendors

3.2.1 RFP responses must be in sealed envelopes upon which a clear indication has been made of the RFP reference title, as well as the date and time the bid is due.

3.2.2 Vendor name and address must appear on the outside of the envelope, along with the sealed bid number WCSU-RFP-2026-003 to ensure proper bid identification.

3.2.3 Western Connecticut State University is exempt from the payment of excise, transportation, and sales taxes imposed by the Federal government and/or the State. Such taxes must not be included in prices.

3.2.4 The proposal must be signed by an authorized official of your organization. The proposal must also provide the name, title, address, and telephone number for individuals with authority to negotiate and contractually bind the company or individuals. Please provide the name and phone number of the person to contact for the purpose of clarifying the proposal, and the name of a person to contact with authority to negotiate a contract.

3.2.5 All proposals will be considered as binding upon the proposing vendor for 180 days (about 6 months) after submission.

Section 4. Evaluation of Proposals

4.1 Proposal Evaluation

Each proposal will be evaluated against the following criteria to determine which vendor is most capable of implementing Western’s requirements. The following criteria shall be considered in this evaluation:

4.1.1 Qualifications and Experience:

• Prior experience with college or university bus/motor coach services, particularly in athletic team transportation.

• Registration status with the State of Connecticut Department of Transportation.

• Company safety record, including Federal DOT FMSCA rating.

• References provided.

• Emergency breakdown services, contingency plans, and response time.

4.1.2 Ability to Perform:

• Make, model, profile, and age of buses proposed along with the number of buses which will be allocated to meet University needs listed in Attachment G.

• Ability to meet service requirements while maintaining flexibility to adjust to changes in schedule.

• Proposer's willingness to meet the needs of the University and accept general provisions and responsibilities as outlined throughout the request for proposal.

• Number and experience of the drivers allocated to this program.

4.1.3 Proposed Pricing based on service needs established in Attachment F.

• Total evaluated cost and completeness of pricing

• Assumptions, exclusions, escalators, and optional fees

• Price reasonableness relative to scope

4.1.4 Compliance with RFP requirements and the State of Connecticut terms and conditions as outlined in Appendix II of this document.

• Exceptions/deviations to State terms and conditions

• Completeness of required forms, attestations, insurance, certifications

• Responsiveness and adherence to instructions

Note that the University reserves the right to request the proposing organizations make a formal, oral presentation regarding the submitted proposal. Each vendor should be prepared to discuss and substantiate all areas of its proposal. The vendor will be responsible for all costs associated with the presentation.

The University reserves the right to accept or reject all proposals and to order or not order any goods or services in this solicitation.

APPENDIX I. INSTRUCTIONS TO PROPOSERS – SUMMARY

WCSU-2026-RFP-003

Proposals must be addressed and delivered to the Purchasing Department, Western Connecticut State University, University Hall, 181 White Street, Danbury, CT 06810, on or before the time and date set for closing. Proposals should be in a sealed envelope marked:

Name of Proposer: _______________________________________________________________ Title of Proposal: Athletic Team Bus Transportation Services Proposal Number: WCSU- 2026-RFP-003 Proposal Due Date: 5/6/2026, 2026, at 2:00 P.M.

No telephone, telegraphic or facsimile proposals will be considered.

A. Proposals should include one (1) original (signed in ink), one (1) copy and one flash drive with electronic copy.

B. Proposers may withdraw their proposals any time before the time and date set for opening.

C. No department, school, or office at the University has the authority to solicit or receive official proposals other than the Purchasing Department. All solicitations are performed under the direct supervision of the Purchasing Department and in complete accordance with university policies and procedures.

D. The University reserves the right to conduct discussions with proposers. During this discussion period, the University will not disclose any information derived from the proposals or from discussions with other proposers.

Once an award is made, the solicitation file, and the proposals contained therein, are in the public record and will be disclosed upon request.

F. Submission of a proposal against this RFP is your acknowledgement that subjective criteria will be used in the evaluation of proposals. Award shall be made to the responsible proposer determined to be the most advantageous to the University. Price, although an important consideration, will not be the sole determining factor.

G. Proposals must be provided on the Proposal Certification page. Proposals on any other form will be considered informal and will be rejected. Conditional proposals will not be considered. All proposals must be signed by an individual authorized to extend a formal proposal. Proposals that are not signed may be rejected.

H. The University reserves the right to any or all proposals or any part thereof, or to accept any proposal, or any part thereof, or to withhold the award and to waive or decline to waive irregularities in any proposal when it determines that it is in its best interest to do so. The University also reserves the right to hold all proposals for 180 days (about 6 months) after the opening date and to accept a proposal not withdrawn before the scheduled opening date.

I. All proposals in response to this RFP are to be the sole property of the State and subject to the provisions of section 1-19 of the Connecticut General Statutes. (re: Freedom of Information).

J. Any alleged oral agreement or arrangement made by a vendor with any agency or employee will be superseded by the written agreement.

K. No additions or changes to the original proposal will be allowed after submittal. While changes are not permitted, clarification at the request of the agency may be required at the bidder’s expense.

L. Direct all inquiries relative to the conditions and specifications listed herein and any and all other communication related to this RFP to:

Timothy Keith Department of Administrative Services Western Connecticut State University 181 White Street Danbury, CT 06810 Phone: (203)837-8625 Email: keitht@wcsu.edu

APPENDIX II

STATE OF CONNECTICUT REQUIRED CONTRACT PROVISIONS:

1. Statutory Authority:

Connecticut General Statutes §§ 10a-6, 10a-1b, 4a-52a, and /or 10a-151b provides the Institution with the authority to enter into contracts in the pursuit of its mission.

2. Professional Standards:

In rendering services under this contract, the Contractor shall conform to high professional standards of work and business ethics. The Contractor warrants that during the Term of this Agreement, the services will (i) substantially conform to the written documentation made available by Contractor, (ii) be performed in a professional and workmanlike manner; and (iii) be provided in accordance with generally and currently accepted principles and practices. During the term of this contract, the Contractor agrees to provide to Institution in a good and faithful manner, using its best efforts and in a manner that shall promote the interests of said Institution, such services as Institution requests, provided in this contract.

3. Federal and State statutes and regulations:

In performing services pursuant to this contract, Contractor, its employees and representatives shall at all times comply with all applicable federal and state statutes, regulations and laws, including, but not limited to, the Gramm-Leach– Bliley Act, the Family Educational Rights and Privacy Act (“FERPA”) and related State Contracting Agency Policies, in the protection of all personally identifiable and other protected confidential information and non-directory student data.

4. Claims Against the State:

The Contractor agrees that the sole and exclusive means for the presentation of any claim against the State arising from this Agreement shall be in accordance with Chapter 53 of the Connecticut General Statutes (Claims Against the State) and the Contractor further agrees not to initiate legal proceedings in any state or federal court in addition to, or in lieu of, said Chapter 53 proceedings.

5. Forum and Choice of Law:

The parties deem the Contract to have been made in the City of Hartford, State of Connecticut. Both parties agree that it is fair and reasonable for the validity and construction of the contract to be, and it shall be, governed by the laws and court decisions of the State of Connecticut, without giving effect to its principles of conflicts of laws. To the extent that any immunities provided by Federal law or the laws of the State of Connecticut do not bar an action against the State, and to the extent that these courts are courts of competent jurisdiction, for the purpose of venue, the complaint shall be made returnable to the Judicial District of Hartford only or shall be brought in the United States District Court for the District of Connecticut only, and shall not be transferred to any other court, provided, however, that nothing here constitutes a waiver or compromise of the sovereign immunity of the State of Connecticut. The Contractor waives any objection which it may now have or will have to the laying of venue of any claims in any forum and further irrevocably submits to such jurisdiction in any suit, action or proceeding.

6. Sovereign Immunity:

The parties acknowledge and agree that nothing in this Contract shall be construed as a modification, compromise or waiver by the State of any rights or defenses of any immunities provided by Federal law or the laws of the State of Connecticut to the State or any of its officers and employees, which they may have had, now have or will have with respect to all matters arising out of this Contract. To the extent that this section conflicts with any other section, this section shall govern.

7. Indemnification and Insurance:

(a) Contractor shall indemnify, defend and hold harmless the State and its officers, representatives, agents, servants, employees, successors and assigns from and against any and all (1) third party Claims arising, directly or indirectly, in connection with the Contract; and (2) liabilities, damages, losses, costs and expenses, including but not limited to, attorneys' and other professionals' fees, arising, directly or indirectly, in connection with Claims or this Contract. Contractor shall use counsel reasonably acceptable to the State in carrying out its obligations under this Section. Contractor’s obligations under this Section to indemnify, defend and hold harmless against Claims includes Claims concerning confidentiality of any part of or all of the Contractor’s bid, proposal or any Records, any intellectual property rights that may be included in the deliverables or performance, other proprietary rights of any person or entity, copyrighted or uncopyrighted compositions, secret processes, patented or unpatented inventions, trade secrets, trademarks, articles or appliances furnished or used in the performance.

(b) Contractor shall not be responsible for indemnifying, defending or holding the State harmless from any liability arising due to the negligence of the State or any third party acting under the direct control or supervision of the State.

(c) Contractor shall reimburse the State for any and all damages to the real or personal property of the State caused by the acts of Contractor or any Contractor Parties. The State shall give Contractor reasonable notice of any such Claims.

(d) Contractor’s duties under this Section shall remain fully in effect and binding in accordance with the terms of this Contract, without being lessened or compromised in any way, even where the Contractor is alleged or is found to have merely contributed in part to the acts giving rise to the Claims or where the State is alleged or is found to have contributed to the acts giving rise to the Claims or both.

(e) The Contractor shall secure and pay the premium or premiums of the following policies of insurance with respect to which minimum limits are fixed in the schedule set forth below. Each such policy shall be maintained in at least the limit fixed with respect thereto, and shall cover all of the Contractor’s operations hereunder, and shall be effective throughout the term of this Agreement and any extension thereof. It is not the intent of this schedule to limit the types of insurance required herein. Contractor shall name the State as an additional insured on the policy and shall provide a copy of the policy to the Institution prior to the effective date of this Agreement. Contractor shall not begin performance until the delivery of the policy to Institution. Institution shall be entitled to recover under the insurance policy even if a body of competent jurisdiction determines that the Institution or the State is contributorily negligent.

a) Combined Single Limit per occurrence for bodily injury, personal injury, and property damage. Coverage shall include Premises Liability, Operations, Independent Contractors, Products and Completed Operations, Contractual Liability, and Broad Form Property Damage coverage in the amount of $2,000,000. If an aggregate limit applies, said limit shall apply separately to the project, or the general aggregate limit shall be twice the occurrence limit.

b) Worker’s Compensation and Employer’s Liability are required and must meet the statutory coverage requirements prescribed by the Worker’s Compensation statutes of the State of Connecticut.

c) Technology Errors & Omissions / Professional Liability Insurance, including Data Breach and Network Security Liability, with limits of not less than $5,000,000 per claim and in the aggregate, covering acts, errors, omissions, or negligence arising out of Contractor’s performance under this Agreement.

d) Cyber Liability Insurance, including coverage for unauthorized access, failure to protect Confidential Information (including PCI and FERPA data), privacy violations, regulatory actions, and costs of notification and remediation, with limits of not less than $5,000,000 per occurrence and in the aggregate

Policies shall list the State of Connecticut, its officers, officials, employees, agents, Boards and Commissions as Additional Insured. The coverage shall contain no special limitations on the scope of protection afforded to Institution and the State of Connecticut. Contractor shall assume liability for any and all deductibles in any and all insurance policies. Contractor warrants that it will maintain in force all insurance coverage cited in this section while providing services to Institution.

(f) This section shall survive the Termination of the Contract and shall not be limited by reason of any insurance coverage.

8. Termination:

(a) Notwithstanding any provisions in this contract, Institution, through a duly authorized employee, may terminate the contract whenever Institution makes a written determination that such termination is in the best interests of the State. Institution shall notify the Contractor in writing of termination pursuant to this section, which notice shall specify the effective date of termination and the extent to which the Contractor must complete its performance under the contract prior to such date.

(b) Notwithstanding any provisions in this contract, Institution, through a duly authorized employee, may, after making a written determination that the Contractor has breached the contract, terminate the contract in accordance with the following breach provision.

i. Breach. If either party breaches the contract in any respect, the non-breaching party shall provide written notice of the breach to the breaching party and afford the breaching party an opportunity to cure within ten

(10) days from the date that the breaching party receives the notice. In the case of a Contractor breach, any other time period which Institution sets forth in the notice shall trump the ten (10) days. The right to cure period shall be extended if the non-breaching party is satisfied that the breaching party is making a good faith effort to cure but the nature of the breach is such that it cannot be cured within the right to cure period. The notice may include an effective contract termination date if the breach is not cured by the stated date and, unless otherwise modified by the non-breaching party in writing prior to the termination date, no further action shall be required of any party to effect the termination as of the stated date. If the notice does not set forth an effective contract termination date, then the non-breaching party may terminate the contract by giving the breaching party no less than twenty-four (24) hours’ prior written notice. If Institution believes that the Contractor has not performed according to the contract, Institution may withhold payment in whole or in part pending resolution of the performance issue, provided that Institution notifies the Contractor in writing prior to the date that the payment would have been due.

(c) Institution shall send the notice of termination via certified mail, return receipt requested, to the Contractor at the most current address which the Contractor has furnished to Institution for purposes of correspondence, or by hand delivery. Upon receiving the notice from Institution, the Contractor shall immediately discontinue all services affected in accordance with the notice, undertake all commercially reasonable efforts to mitigate any losses or damages, and deliver to Institution all records. The records are deemed to be the property of Institution and the Contractor shall deliver them to Institution no later than thirty (30) days after the termination of the contract or fifteen (15) days after the Contractor receives a written request from Institution for the records. The Contractor shall deliver those records that exist in electronic, magnetic or other intangible form in a non-proprietary format, such as, but not limited to, ASCII or .TXT.

(d) Upon receipt of a written notice of termination from Institution, the Contractor shall cease operations as Institution directs in the notice, and take all actions that are necessary or appropriate, or that Institution may reasonably direct, for the protection, and preservation of the goods and any other property. Except for any work which Institution directs the Contractor to perform in the notice prior to the effective date of termination, and except as otherwise provided in the notice, the Contractor shall terminate or conclude all existing subcontracts and purchase orders and shall not enter into any further subcontracts, purchase orders or commitments.

(e) Institution shall, within forty-five (45) days of the effective date of termination, reimburse the Contractor for its performance rendered and accepted by Institution in accordance with the terms of this contract, in addition to all actual and reasonable costs incurred after termination in completing those portions of the performance which the notice required the Contractor to complete. However, the Contractor is not entitled to receive and Institution is not obligated to tender to the Contractor any payments for anticipated or lost profits.