WCSU-2026-RFP-003_May_4_26_solicitation_doc.pdf

This is a Request for Proposal (RFP) issued by Western Connecticut State University (WCSU), a constituent of the Connecticut State Colleges & Universities system, seeking vendors to provide athletic team bus transportation services. The University requires full-service bus transportation to support 23 NCAA Division III athletic teams and five club recreational teams during Fall, Winter, and Spring athletic seasons from August 2026 through May 2029. Services must accommodate travel to conference and non-conference games throughout the Northeast region, utilizing a fleet of 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. A mandatory pre-proposal conference is scheduled for April 13, 2026 at 10:00 a.m. at the O'Neill Center, attendance at which is required for proposal eligibility. Questions may be submitted through April 17, 2026 at 3:00 p.m., with answers provided by April 24, 2026. Sealed proposals must be submitted by May 6, 2026 at 2:00 p.m., with an anticipated contract award date of May 27, 2026. The contract term extends three years from July 1, 2026 through June 30, 2029, with two optional one-year renewal periods extending through June 30, 2031.

Pricing must be submitted separately 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, with all pricing firm and fixed for the entire contract term with no escalation or de-escalation factors for fuel. 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. Vehicle wrap sponsorship is mandatory for two 56-passenger motor coaches and one midsized bus, with wrap costs separately identified in pricing. 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, suggesting a baseline budget range; however, the estimated total contract value is not formally specified. The RFP is open to all vendors without set-asides, and payment terms are to be specified by the vendor on a Free On Board Destination basis. All proposals must remain binding for 180 days following the closing date, and the University reserves the right to reject any or all proposals and to award in part.