RFP #2 FY 27 Athletic Transportation Services

Montgomery County Community College in Pennsylvania is soliciting proposals for charter bus, mini-bus, and motor coach transportation for college athletic teams and authorized events under RFP #2 FY27, with proposals due October 12, 2026 at 4:00 p.m. EST through PennBid. No set-aside or preference program applies. The October 1, 2026 virtual pre-proposal conference was mandatory, and seven transportation providers attended.

Service covers athletic team travel, tournaments, conference championships, and other authorized college events throughout Pennsylvania and surrounding states. Vehicles must include 24-, 28-, and 35-passenger capacities at minimum, with larger motor coaches available if possible, and must be clean, professionally maintained, and equipped with functioning climate control. Drivers must be at least 25 years old, properly licensed, certified, and professionally trained. Proposers must demonstrate at least three years of charter experience, appropriate operating authority, required insurance, and compliance with Department of Transportation regulations. The College assesses penalties equal to 10 percent of trip cost for each fifteen-minute delay increment and may request driver replacement if performance is deemed unacceptable.

Pricing must be itemized by vehicle type, trip duration, hourly rate, one-way transfer rate, daily rate, multi-day trip, and minimum service charge, with fuel surcharges and other fees stated separately. The College prefers all-inclusive pricing. Proposers must include a cancellation policy covering same-day, advance, and weather cancellations, and the College bears no trip charge for cancellations before vehicle departure unless otherwise agreed. For multi-day trips, the College pays standard hotel accommodations for drivers, who cover their own meals and incidentals unless specified otherwise.

Addendum II, issued October 6, 2026, sets a one-year initial term beginning on the first day of service, with renewals for additional one-year terms by mutual written agreement. Addendum I provides men's basketball, women's basketball, and men's soccer schedules running from September 2026 through February 2027 for informational purposes only, subject to change.

Evaluation weights are compliance with specifications at 40 percent, pricing at 30 percent, safety record and regulatory compliance at 15 percent, and vendor experience and service at 15 percent. The College may make a single award, multiple awards, or awards by vehicle type or service category. Qualified proposers will participate in oral interviews and negotiations, and proposals remain firm for 120 days after opening. Submissions require a notarized non-collusion affidavit under Pennsylvania Commonwealth Procurement Code Section 4507, and a deficient affidavit may result in disqualification. Questions were due October 7, 2026 at 4:00 p.m. EST.