26-009P Athletic Motor Coach Transportation IFB

The Community College of Baltimore County (CCBC) is soliciting sealed bids for athletic motor coach transportation services to support 21 intercollegiate athletic teams across three campuses, with bids due March 18, 2026 at 4:00 PM ET and questions due March 3, 2026 at 4:00 PM ET.

The scope covers charter bus services for out-of-state trips, trips exceeding 60 miles one-way, and team travel of 21 or more passengers, with an anticipated annual need of 80–100 motor coach trips. The contractor must maintain a fleet of 55-passenger coach buses and 24-passenger minibuses, all no more than 15 model years old, equipped with luggage storage, air conditioning, individual lighting, bathrooms (55-passenger buses only), video entertainment, reclining seats, Wi-Fi, and electric outlets. Bidders must provide at least three references from educational institutions with comparable experience within the past five years and demonstrate five years of prior successful athletic transportation experience. Pricing is tiered by vehicle type and trip duration/distance, with separate hourly rates for one-day trips and flat-rate pricing for trips ranging from 0–100 miles to 601–1,200 miles round trip from CCBC. Bidders must submit fuel price per gallon and cancellation fees for cancellations within eight hours of scheduled arrival.

The contractor must maintain comprehensive insurance: general liability ($1 million bodily injury/$1 million aggregate; $100,000 property damage) and automotive liability ($300,000 per person; $1 million per occurrence). Emergency dispatch capability is required 24/7/365, and disabled vehicles must be replaced within 45 minutes. Drivers must hold proper licenses, have a minimum of two years' experience, and remain fully sober during trips; CCBC covers all driver accommodations and lodging.

Payment reductions apply for performance failures: 10% for unclean vehicles, 20% for arrivals 15 minutes or more late, 50% for arrivals over 45 minutes late or failure to provide replacement vehicles within two hours, and 100% for complete charter cancellation due to contractor failure. CCBC will provide 90 days' advance notice by season (Fall by May 20, Winter by July 10, Spring by November 10) and trip itineraries three business days in advance via email. Incumbents are Atlantic Coast Charters, Inc. and Worldwide Tours under a current award of $87,561. Award is targeted for September 1, 2026. Addendum 1 was posted March 6, 2026; bidders must acknowledge receipt as a condition of submission.