WCU-DQ-5496 Football Travel Bus.docx

COVER PAGE

Bids Due: July, 1 2025 Time: 5:00 p.m. MST/MDST

Contact: Brett McClure EMAIL Bids To: bmcclure@western.edu (970) 943-2161

EMAIL bids properly marked in the Subject Line with Solicitation/Bid No., Due Date and Time, subject to the conditions herein stipulated in accordance with specifications set forth and/or attached hereto.

All prices shall include shipping, FOB Destination (Prepay & Allow), Western Colorado University, Gunnison, CO 81231.

Submit all quotes and the requested vendor information below on these VENDOR RESPONSE FORM pages. Additional information may be submitted on separate pages.

COMPLETE THE FOLLOWING:

Fed Empl ID No.:

Date:

Company Name:

Authorized Signature:

Typed/Printed Name:

Title:

Address:

City/State/Zip:

Phone No.:

FAX No.:

Contact for Clarifications:

Name:

Title:

Phone No.:

FAX No.:

Email:

Ordering address (if different from above):

Address: ______________________________ FAX No.: ______________________________

City/State/Zip:

Phone No.:

FAX No.:

VENDOR RESPONSE FORM

Documented Quote - Solicitation/Bid No.: WCU - 5496 Documented Quote Title: Bus Travel Bid

VENDOR RESPONSE FORM

Documented Quote - Solicitation/Bid No.: WCU - 5496 DQ TITLE: Football Travel Bus

Please note: Departure times may vary 2 - 56 Passenger Charter Buses.

Departure Date: 9/4/2025, (Approx.) 8:00 A.M Gunnison, CO. WCU Dest.: Stay in Amarillo, TX 9/4/2025; Wichita Falls, TX, 9/5/2025 Game Date: 9/6/2025 Depart 9/7/2025 (Approx.) 11: A.M. through to Gunnison, CO. WCU Approx. Travel Time: 10 hrs. 38 mins, 661 Miles one way

Bus Sizes: ___________________________

No. of Drivers:_______________________

Per Meal Charge:_____________________

Total Trip Amount:___________________

Please note: Departure times may vary 2 - 56 Passenger Charter Bus Depart. Date: 9/19/2025, (Approx.) 3:30 P.M. Gunnison, CO. WCU.

Dest.: Alamosa, CO; Stay in Alamosa, CO Game day: 9/20/2025 game time is 6:00 P.M.

Depart: 9/20/2025, Depart after game, Straight through to Gunnison, CO Approx. Travel Time: 2 hrs. 9 mins., 122 Miles one way

Bus Sizes:___________________________

Per Meal Charge:_____________________

Total Trip Amount:___________________

Please note: Departure times may vary 2 - 56 Passenger Charter Bus Depart. Date: 10/3/2025, (Approx.) 12:00 PM Gunnison, CO. WCU.

Dest.: Durango, CO; Stay in Durango, CO Game day 10/4/2025 game time is 6:00 PM Depart: 10/4/2025, Depart after game, Straight through to Gunnison, CO Approx. Travel Time: 3 hrs. 33 mins., 171 Miles one way

Bus Sizes: ___________________________

No. of Drivers: _______________________

Per Meal Charge: _____________________

Total Trip Amount: ___________________

Please note: Departure times may vary 2 - 56 Passenger Charter Bus Depart. Date: 10/16/2025, (Approx.) 6:00 A.M., Gunnison, CO. WCU.

Dest: Rapid City, SD; Stay in Rapid City Day Trip: Mount Rushmore on 10/17/2025 Game day: 10/18/2025 game time is 12:00 PM Depart: 11/18/2025, Depart after game, Straight through to Gunnison, CO Approx. Travel Time: 9 hrs. 17 mins., 585 Miles one way

Per Meal Charge:_____________________

Total Trip Amount:___________________

Please note: Departure times may vary 2 - 56 Passenger Charter Bus Depart. Date: 11/6/2025, (Approx.) 12:00 P.M., Gunnison, CO. WCU.

Dest: Chadron, NE on 11/7; Stay in either Fort Collins or Cheyenne, WY on 11/6/2025 Game day: 11/8/2025 game time is 1:00 PM Depart: 11/9/2025, 2:00 A.M., Straight through to Gunnison, CO Approx. Travel Time: 8 hrs. 17 mins., 492 Miles one way

Per Meal Charge:_____________________

Total Trip Amount:___________________

Description of your capability to expeditiously resolve any break-downs or malfunctions related to the vehicle en route:

Provide USDOT identification number and MC number:

Payment Terms (Minimum: Net 30) _______________________________________

SPECIFICATIONS:

1. Bus Charter Service for Western Colorado University (WCU) Football Team for the 2025 Season

· Charter Service - Roundtrip from Western Colorado University, Gunnison, Colorado

· Game times may be subject to change, departure and return times may change.

· Service shall include transportation to and from motels, restaurants, and stadiums.

· Each trip is to consist of two (2) 56-Passenger Charter Bus w/restroom

· Bus size alternates may be considered if they best suit the budget and space needs of the team. If offering alternate bus sizes, provide alternate bus sizes for each trip.

· Drivers must hold a current Commercial Driver’s License with a “passenger” endorsement.

· WSCU shall provide lodging for drivers at all overnight destinations.

· All final departures are straight through to WSCU, Gunnison, Colorado

· WSCU shall provide all meals for drivers except when drivers are not accompanied by WSCU Staff. Driver meals provided by bidder may be billed separately according to per meal charges stated below.

· Prices quoted shall remain firm for all trips.

2. Charter Bus Insurance Requirements:

Providing and maintaining adequate insurance coverage is a material obligation of the awarded vendor. All such insurance shall meet all laws of the State of Colorado. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and are authorized to do business in Colorado. The vendor shall at all times comply with the terms of such insurance policies and all requirements of the insurer under any of such insurance policies.

It is agreed that the coverage, as stated, shall not be canceled or changed until thirty (30) days after written notice of such termination or alteration has been sent by registered mal to the University’s Purchasing and Contract Department.

Coverage: During the term of the services to be provided, the vendor, at its sole cost and expense, shall provide commerical insuranc of such type and with such terms and limits as may be reasonably associated with providing the services requested in this solicitation. At a minimum, the vendor shall provide and maintain the following coverate and limits: All policies evidencing the insurance coverage required hereunder shall be issued by insurance companies satisfactory to the University and the State.

· General Liability Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: (a) $1,000,000 each occurrence; (b) $2,000,000 general aggregate; (c) $2,000,000 products and completed operations aggregate; and (d) $50,000 any one fire.

If any aggregate limit is reduced below $2,000,000 because of claims made or paid, contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to Contractor a certificate or other document satisfactory to Contractor showing compliance with this provision.

· Worker’s Compensation Worker’s Compensation Insurance as required by State statute with limits of at least $100,000 each accident, $100,000 each employee, and $500,000 policy limit, and Employer’s Liability Insurance covering all of vendor’s employees acting within the course and scope of their employment.

· Automobile Liability Automobile Liability insurance, limits required are $5,000 per occurrence as required by the Federal Motor Carriers Act. Coverage must include the uninsured motorists/underinsured motorists’ coverage. WSCU must be named as additional insured on the auto liability policy,

· Public Entities If Contractor is a "public entity" within the meaning of the Colorado Governmental Immunity Act, CRS §24-10-101, et seq., as amended (the “GIA”), then Contractor shall maintain at all times during the term of this Contract such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the GIA. Contractor shall show proof of such insurance satisfactory to the State, if requested by the State.

Non-Public Entities If Contractor is not a "public entity" within the meaning of the GIA, Contractor shall obtain and maintain during the term of this Contract insurance coverage and policies meeting the same requirements set forth.

· Cancellation It is agreed that the coverage as stated shall not be canceled or changed until thirty (30) days after written notice of such termination or alteration has been sent by registered mal to the University’s Purchasing and Contract Department.

· Additional Insured The State of Colorado and Western Colorado University shall be named as additional insured on all Commercial General Liability and Automobile Liability Insurance policies.

· Certificates Awarded Contractor shall provide certificates showing insurance coverage required to the University within seven (7) business days of the Effective Date of this Contract/Purchase Order. No later than fifteen (15) days prior to the expiration date of any such coverage, Contractor shall deliver to the University Contractor certificates of insurance evidencing renewals. In addition, upon request by the University at any other time during the term services are being provided, may request awarded Contractor to supply the University evidence satisfactory to the University of compliance with the above insurance provisions, and shall supply within ten (10) days of such request.

3. Sub-Contracting While providing the services identified in this solicitation with the University, the vendor may NOT sub-contract any charter bus service to another vendor or sub-contractor without first obtaining permission from the University. Same insurance requirements of the vendor shall apply to any subcontracted charter bus service with proof of such insurance to be provided to the University prior to providing the service.

Bid Submittal:

EMAIL bids properly marked in the Subject Line with Solicitation/Bid No., Due Date and Time, subject to the conditions herein stipulated in accordance with specifications set forth and/or attached hereto. Quotes will also be accepted if received in the WCU Procurement and Contracts, 1 Western Way, Gunnison, CO 81231.

Due Date: 7/1/2025, at 5:00 p.m. MST/MDST. Late bids will not be accepted.

Please Email bids to bmcclure@western.edu. It is the vendor’s responsibility to confirm receipt of faxed or emailed bids. As email submissions are prone to firewall delays, it is strongly recommended that you submit your bids at least the day before the deadline. The University will not responsible for late submissions due to firewall delays. If an email does not reach the inbox of bmcclure@western.edu before the closing date and time due to firewall delays, it will be disqualified.

All bids shall include shipping, quoted F.O.B. Destination if needed (Prepay & Allow), Western Colorado University, Gunnison, Colorado 81231.

Submit all quotes and the requested vendor information above on these VENDOR RESPONSE FORM pages. Additional information may be submitted on separate pages.

Date Required: Various, as stated in specifications.

Terms and Conditions:

This solicitation is governed by the Western Colorado University Procurement Rules and not by the State of Colorado Procurement Code; however, this solicitation is governed by the State of Colorado Solicitation Instructions/ Terms and Conditions (https://www.rockymountainbidsystem.com), except when they are inconsistent with the terms and conditions stated in this solicitation’s Colorado BIDS Notice or in this solicitation’s specification document(s). A submission of a response to this solicitation acknowledges acceptance by the vendor of these rules, terms and conditions and agreement to comply with them.

Modifications:

All modifications to this solicitation, including amendments or addenda, will be posted on the Colorado BIDS web site at https://www.rockymountainbidsystem.com . Vendors will not be automatically notified of the existence of a modification. It is the vendor's responsibility to monitor the Colorado BIDS listing regularly to receive such modifications. Failure to retrieve modifications and include their provisions in the solicitation response may result in rejection of the quote/bid/proposal.

Bid Evaluation and Award:

Bid evaluation will begin with the bidder with the lowest overall bid and a bid for every item. Next, responsiveness to the minimum specification requirements will be determined. The University shall be the sole judge in determining if the specifications have been met. Next, delivery and installation dates will be considered. Then, responsiveness to preferred specifications will be assessed. Finally, a determination of responsibility, including response and service for warranty and order remedy issues, will be made.

If more than one responsive, responsible bidder sufficiently meets or exceeds the bid requirements, the University reserves the right to compare the relative value of these bids and award the bid which is most advantageous to the University, price/cost being the primary consideration. The University shall be the sole judge in determining the acceptability of a bid and will also consider payment terms, delivery date and conditions, and any exceptions taken to any requirement of the solicitation and its terms and conditions. The University shall be the sole judge in determining if the specifications have been met. While a numerical evaluation method may be used as an aid to evaluation, the selection ultimately is a business judgment that will reflect an integrated assessment of the relative merits of the bids.

Western Colorado University reserves the right to accept or reject bids on each item separately or as a whole, to reject any or all bids, to waive informalities or irregularities, and to contract in the best interest of the University.

Trips may be awarded to more than one vendor. Awards may be made per trip if it is in the best interest for the University. Western Colorado University reserves the right to reject any or all bids, to waive informalities or irregularities, and to contract in the best interest of the University.

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