Septemberfest Shuttle Bus Service

The Village of Schaumburg, Illinois is requesting bids for Septemberfest Shuttle Bus Service under IFB 2024-IFB-093, with bids due December 20, 2024 at 4:00 pm via the Village's e-Procurement Portal (https://procurement.opengov.com/portal/villageofschaumburg). Questions are due December 16, 2024.

The scope is operating free shuttle bus transportation for Septemberfest, a not-for-profit event with approximately 100,000 annual attendees, over the Labor Day holiday weekend (Saturday, Sunday, and Monday). The service connects three park-and-ride sites at Jane Addams Junior High School, Schaumburg High School, and Conant High School to the festival site at Robert O. Atcher Municipal Center via three color-coded routes (Red, Green, Yellow). Bus service begins at 9:30 am and continues one hour past the official close of the event or until all riders have exited, whichever is later. Festival hours are 10:00 am to 10:00 pm Saturday and Sunday, and 10:00 am to 9:00 pm Monday. Shuttles operate every 20–30 minutes. Historical ridership between 2019 and 2024 has ranged from 7,500 to 23,300 passengers; 2024 mileage was approximately 5,000 miles. The contractor must provide air-conditioned vehicles and staff multiple operational roles including managers, administrators, flaggers, and drivers. Up to 14 buses may be required at peak times; total service is anticipated at 504 hours over three days.

The initial contract term runs from the award date through April 30, 2026, with the possibility of two additional one-year extensions. Economic adjustment may be negotiated once per extension based on the Consumer Price Index. The contract is subject to annual funding appropriation. Comprehensive general liability insurance is required at $1,000,000 per occurrence and $2,000,000 policy limit. Bid security of 10% is required. Pricing must be quoted at an hourly rate for staffing/operational costs and fuel costs. Payment is due within 30 days of invoicing after the event. Service violations incur $100 per infraction deductions. The Village reserves the right to terminate with 30 days' notice.