Chartered Transportation Services

The University of Texas at Dallas seeks qualified vendors through a Request for Proposal to establish a pool of awarded vendors providing chartered transportation services on an as-needed basis for students, faculty, and staff across two primary service categories: Charter-Motor Coach and Mini Coach Bus Transportation for Athletics and Field Trips, and Professional Chauffeured Transportation Services utilizing SUVs, sedans, and vans. Athletic transportation services must support six sports programs (baseball, men's and women's basketball, men's and women's soccer, softball, volleyball, and track and field) using 56-passenger charter buses for trips within Texas and to out-of-state destinations including Oklahoma, Arkansas, Louisiana, and New Mexico, while field trip services require 30- to 40-passenger mini coaches. Professional chauffeured services must encompass airport transfers, point-to-point transfers, hourly charters, dedicated daily service, and long-distance intercity transportation. Vendors must submit itemized cost proposals with base rates clearly separated from fuel costs, demonstrate Federal Motor Carrier Safety Administration "Satisfactory" safety ratings, maintain motorcoaches no older than seven years, carry minimum insurance coverage of $1,000,000 per occurrence for commercial general liability and business auto liability, and ensure all drivers possess at least five years of chartered bus driving experience with clean criminal backgrounds and proper licensing. The RFP was issued April 24, 2026, with written questions due by May 1, 2026 at 5:00 PM CDT, proposal submission deadline of May 22, 2026 at 5:00 PM CDT via the Euna Procurement portal (https://utdallas.bonfirehub.com/opportunities/227452), and anticipated contract award in July 2026. Evaluation criteria include purchase price (40 points), safety and compliance (25 points), experience and reputation (20 points), and service reliability and customer service practices (15 points).

Contracts exceeding $100,000 require Historically Underutilized Business (HUB) Subcontracting Plans, and vendors may indicate HUB certification status or Small Business Administration Government-wide Procurement Preference Goaling Program qualification on the signature page. The RFP establishes pricing firm for the initial contract term with renewal term adjustments capped at the lesser of the Consumer Price Index for Transportation Services or three percent, and implements a fuel surcharge mechanism indexed to US Energy Information Administration weekly diesel prices for the Gulf Coast region, with surcharges applying only when the index moves more than five percent above or below baseline. Payment terms are net 30 days per the Texas Prompt Payment Act, with a maximum past due interest rate of 4.25% per year. The initial contract period is one year with options to renew for four additional one-year terms, creating a potential five-year contract duration. UTD considers pricing available through established Group Purchasing Organizations including TXMAS, BUYBOARD, E&I, DIR, UT Alliance, Premier, ESC Region 19, and Vizient, and vendors may make offers available to other University of Texas System institutions through group purchasing authority as permitted under Texas Education Code. No specific incumbent vendors or budget values are identified in the solicitation documents.