Athletic Travel Services - Convenience Contract

Western Carolina University is soliciting proposals for a convenience contract to provide charter bus services for the university's athletic department travel needs across thirteen varsity sports programs. This Request for Proposal (RFP), issued March 24, 2026, with a proposal due date of April 10, 2026, at 2:00 PM ET, seeks qualified vendors to furnish charter bus services for trips exceeding 125 miles from the Cullowhee, NC campus, trips accommodating more than 25 passengers, or overnight trips. The scope of services includes comprehensive athletic transportation for baseball, basketball (men's and women's), cheer, football, soccer, softball, track, and volleyball programs, with buses required to be 15 years or newer for 56-passenger coaches and equipped with amenities including full reclining seats, Wi-Fi, restrooms, and smart TVs. All pricing shall be submitted on a cost-per-mile basis and must include driver lodging, meals, equipment, Wi-Fi, and other associated expenses, with tolls and airport fees invoiced separately at actual cost. Vendors must demonstrate minimum auto liability insurance of $5 million with specific coverage limits of $2 million per accident and $2 million uninsured/underinsured motorist coverage, provide three customer references, submit documentation of DOT satisfactory rating and insurance policies, and include detailed contingency plans for vehicle breakdowns. The contract term is one year with two optional one-year renewal periods, with implementation beginning July 1, 2026. Written questions are due by March 30, 2026, and award will be determined by committee consensus based on pricing, adherence to specifications, past experience, completion of required attachments, and best value to the state, with a virtual bid opening scheduled for April 10, 2026, at 2:00 PM ET via Microsoft Teams.

The RFP encourages participation from Historically Underutilized Businesses (HUBs), with a stated goal of 10 percent utilization of diverse firms as subcontractors. No incumbent vendors or existing infrastructure integration requirements are specified in the available documentation. The informational pricing document provided indicates significant annual transportation demand across multiple sports with individual trip requirements varying by sport, destination, and duration, though specific contract award values or budget ranges are not disclosed in the solicitation materials. This convenience contract structure allows Western Carolina University to select vendors on an as-needed basis for individual trips rather than guaranteeing minimum volume commitments.