Charter bus services

The State Fiscal Accountability Authority is requesting bids on behalf of South Carolina State University for charter bus services supporting the Marching "101" Band and Department of Athletics, with offers due August 14, 2026 at 11:00 a.m. ET and questions due July 23 at 11:00 a.m. ET. The solicitation is issued as an IFB across two lots with separate awards: Lot 1 (Marching Band) to one offeror and Lot 2 (Athletics) to two offerors designated as primary and secondary providers.

Bidders must hold an FMCSA "Satisfactory" rating, maintain a Class C Certificate Passenger Carrier from South Carolina's Office of Regulatory Staff, possess membership in a recognized motorcoach association such as the United Motorcoach Association, and register as vendors with the State of South Carolina. All drivers require criminal background checks. The contractor must maintain current liability and cargo insurance and establish 24/7 communication protocols.

The Marching Band scope requires a minimum of eight full-size motorcoaches to accommodate approximately 275 band members, instruments, and equipment for travel to football games, parades, and special events from August through January. Athletics services must support football (130 travelers, 3–4 buses), volleyball, men's and women's basketball, track and field, soccer, and softball with varying team sizes and equipment. Travel destinations span the Southeast, including Miami, Atlanta, Baltimore, and Washington D.C., primarily during the 2026–2027 academic year. The contract term runs two years beginning September 1, 2026, with one optional one-year renewal.

Pricing consists of a fixed daily trip fee throughout the contract term, with separate fuel calculations using the U.S. Energy Information Administration Weekly Retail Diesel Fuel Prices for the Lower Atlantic Region subject to adjustment if diesel prices fluctuate more than fifty cents per gallon. Deadhead mileage is billed at no more than one-half the daily fuel charge rate; fuel surcharges are capped at five percent per mile. The contractor must provide replacement vehicles within two hours of breakdown and coordinate driver meals and lodging. Cancellation fees are capped at 10 percent for 7–14 days prior and 20 percent within seven days; no fees apply for weather, safety, or University-directed cancellations. Award will be posted August 21, 2026.