Intercollegiate Athletics Transportation

George Mason University is soliciting proposals under RFP GMU-CM0918-26 for Intercollegiate Athletics charter bus and airport shuttle services, with contractor questions due November 11, 2026 and proposals due December 3, 2026 at 2:00 p.m. ET through the Bonfire portal. Virginia Small, Women-owned, and Minority-owned (SWaM) certification is a scored preference, not a set-aside: it carries 20 of 100 points based on status at the proposal due date, and eligible vendors must achieve certification within 90 days of contract execution.

The University will award one to three contracts, with a stated preference for two to three, and reserves the right to award fewer or more. Work covers approximately 200 charter trips and airport shuttles annually for 22 NCAA Division I teams, locally, regionally, and nationally, with Mason brand signage required on buses. Vehicles must be model year 2002 or newer with anti-lock brakes, restrooms, televisions, DVD players, Wi-Fi, GPS, and reclining seating. Drivers must hold a valid Virginia Commercial Driver's License with passenger endorsement, three years of driving experience, one year of Virginia commercial passenger vehicle experience, and clean driving records. Contractors must maintain an FMCSA "satisfactory" rating and $10 million minimum liability insurance. The pricing schedule covers 55–56 passenger motor coaches, passenger mini coaches, shuttle/minibuses, and sleeper buses, with hourly rates, loaded and deadhead per-mile rates, minimum rental hours, maximum daily charges, roundtrip rates to Ronald Reagan Washington National Airport, Washington Dulles International Airport, and Baltimore, and a diesel price threshold for surcharges. When hourly and mileage charges both apply, the higher charge governs, provided it does not exceed the maximum daily charge.

The initial term is one year from a mandatory July 1, 2027 start, with four successive one-year renewal options. No contract value is stated. The incumbent is Academy Express LLC under Contract GMU-1760-22, which expires June 30, 2027. Historical annual spending ranged from $490,461 to $660,841, and the RFP states that this history is not indicative of future spending or minimum commitments. The University anticipates sponsorship offers of $37,500 to $42,000 annually for Years 1–5. The standard contract allows extension to other public bodies for cooperative procurement. Awards go to the FEI/FIN and firm name on the signed cover page, and joint proposals are not accepted.

Evaluation criteria are price (25 points), qualifications and experience (20 points), specific plans and fleet quality (20 points), SWaM certification status (20 points), and sponsorship offer (15 points). Responses to contractor questions are posted by November 20, 2026. Oral presentations, if required, are scheduled for the week of January 25, 2027, followed by finalist negotiations February 1–26, 2027, with notice of award targeted for March 1, 2027.