Athletic Team Bus Transportation Services

Western Connecticut State University (WCSU), a constituent of the Connecticut State Colleges & Universities system, has issued a Request for Proposal (RFP) for athletic team bus transportation services to support 23 NCAA Division III athletic teams and five club recreational teams during the Fall, Winter, and Spring athletic seasons from August 2026 through May 2029. The procurement requires vendors to furnish full-service bus transportation including 18-25 passenger minibuses, 26-40 passenger midsized buses, and 41-56 passenger coach buses manufactured in 2016 or later, equipped with working heat and air conditioning, USB ports, electrical outlets, WiFi, and restrooms for larger buses. Services must accommodate travel to conference and non-conference games throughout the Northeast region, with pricing 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. Key qualifications include maintaining a minimum "Satisfactory" rating with the Federal Motor Carrier Safety Administration, carrying $10,000,000 in liability insurance with WCSU and the State of Connecticut named as additional insureds, and providing 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. Critical dates include a mandatory pre-proposal conference on April 13, 2026 at 10:00 a.m. at the O'Neill Center (required for proposal eligibility), a question submission deadline of April 17, 2026 at 3:00 p.m. with answers provided by April 24, 2026, sealed proposal submission by May 6, 2026 at 2:00 p.m., and an anticipated contract award date of May 27, 2026. All proposals must remain binding for 180 days following the closing date.

The solicitation is open to all vendors without set-asides or restrictions for disadvantaged enterprises or specific organization types. No incumbent vendor information has been provided in the available documentation. The contract term is three years commencing July 1, 2026 through June 30, 2029, with two optional one-year renewal periods extending through June 30, 2031, and pricing must be firm and fixed for the entire contract term with no escalation or de-escalation factors for fuel. 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 in the solicitation documents. The University reserves the right to reject any or all proposals and to award in part. Interested vendors should direct inquiries to Timothy Keith at WCSU, 181 White Street, Danbury, Connecticut 06810, by telephone at 203-837-8625 or email at Keitht@wcsu.edu, with payment terms to be specified by the vendor on a Free On Board Destination basis.