WCSU-2026-RFP-003_Apr_6_26_solicitation_doc.pdf

This Request for Proposal (RFP) document is issued by Western Connecticut State University (WCSU), a constituent of the Connecticut State Colleges & Universities system, seeking vendors to provide athletic team and club sports bus transportation services. The University requires full-service bus transportation for 23 NCAA Division III athletic teams and five club recreational teams traveling to conference and non-conference games throughout the Northeast region during the Fall, Winter, and Spring athletic seasons. The procurement specifies three bus categories: 18-25 passenger minibuses, 26-40 passenger midsized buses, and 41-56 passenger coach buses manufactured in 2016 or later, all equipped with working heat and air conditioning, USB ports, electrical outlets, WiFi, and restrooms for larger buses. The solicitation opened March 30, 2026 at 3:45 p.m. EDT with a vendor question submission deadline of April 17, 2026 at 3:00 p.m. and answers to be provided by April 24, 2026. A mandatory pre-proposal conference is scheduled for April 13, 2026 at 10:00 a.m. at the O'Neill Center, which is required for proposal eligibility. Sealed proposals are due May 6, 2026 at 2:00 p.m., with an anticipated contract award date of May 27, 2026. The contract term runs three years from July 1, 2026 through June 30, 2029, with two optional one-year renewal periods extending through June 30, 2031. All proposals must remain binding for 180 days following the closing date.

Pricing must be submitted on a Free On Board Destination basis with vendor-specified payment terms, with separate pricing required for conference game destinations (over 80 locations identified) and non-conference/on-demand trips organized by mileage bands ranging from 0-99 miles through 500-599 miles. Pricing must be firm and fixed for the entire contract term with no escalation or de-escalation factors for fuel. Vehicle wrap sponsorship is mandatory for two 56-passenger motor coaches and one midsized bus, with wrap costs separately identified in pricing. Qualified vendors must maintain a minimum "Satisfactory" rating with the Federal Motor Carrier Safety Administration, carry $10,000,000 in liability insurance with WCSU and the State of Connecticut named as additional insureds, and provide a $125,000 performance bond. The solicitation is open to all vendors without set-asides or restrictions for disadvantaged enterprises. Historical spending data indicates the University expended approximately $257,835 in FY2023, $299,904 in FY2024, $337,480 in FY2025, and $248,337 in FY2026 year-to-date, providing a baseline budget reference. No incumbent vendor information has been disclosed, and the University reserves the right to reject any or all proposals and to award in part. Inquiries should be directed to Timothy Keith at 203-837-8625 or Keitht@wcsu.edu.