Charter Bus Services

14 October 2022 Charter Bus Services Eastern Kentucky University is soliciting proposals from qualified suppliers for Charter Bus Services. 14 October 2022 Open 9/27/2022 5:30 PM EDT Type Request for Proposal (RFP) Close 10/21/2022 2:00 PM EDT Number RFP-248-2023 Currency US Dollar Sealed Until 10/21/2022 2:00 PM EDT Payment Terms Net 30 14 October 2022 Contacts Stephanie Sowders Stephanie.Sowders@eku.edu 14 October 2022 Commodity Codes Commodity Code Description MIS10003 Miscellaneous Service 14 October 202214 October 202214 October 202214 October 202214 October 202214 October 202214 October 202214 October 202214 October 2022 mailto:Stephanie.Sowders@eku.edu PLEASE NOTE: IN ORDER TO SUBMIT AN ELECTRONIC BID OR PROPOSAL IN RESPONSE TO ANY EKU SOLICITATION EVENT, YOU NEED TO BE REGISTERED IN OUR JAGGAER EPROCUREMENT SYSTEM. IF YOU ARE NOT ALREADY REGISTERED,

PLEASE CONTACT THE BELOW PROCUREMENT OFFICIAL TO REQUEST ACCESS. Stephanie Sowders @ stephanie.sowders@eku.edu This Request for Proposal (RFP) is being issued by the Eastern Kentucky University to obtain proposals from qualified, experienced, financially sound, and responsible Charter Bus Service providers to provide a fleet of new or late model motor coaches, buses, minibuses, etc. to the University athletic and academic departments and programs. Fleet usage may include mini buses for daily trips within the local area, trips out of town within the region both daily and overnight, and motor coaches for cross country trips. The University recognizes that some bus transportation firms specialize in certain types of vehicles and that it is unlikely that one firm will be able to meet the full range of the University’s bus transportation needs. Therefore, the University expects to enter into more than one agreement with different vendors. Eastern Kentucky University contracts separately for vehicle rental services. Generally this contract is utilized for large passenger group transportation, but sometimes for small groups as well (12-15 passengers). The University spends approximately $350,000 annually on charter bus services. However, it should be clearly understood that there is no guarantee of work. The University reserves the right to award in part or in whole and to award multiple Contractors. No awarded contract will be exclusive. The Scope of Services and Service Requirements is further defined in the attachment under the "Buyer Attachments" section of this RFP. Questions: Questions Due By: 10/7/2022 no later than 2:00PM (ET) – Submit via the Q&A Board within this solicitation event. Contract Term: The Contract resulting from this RFP and the Successful Offeror’s Proposal shall have an initial term from award date through September 30, 2023. Any renewal terms will be from October 1st - September 30th of the following year. The Contract shall be renewable for up to four (4) consecutive one (1) year renewal periods. The total contract period will not exceed five (5) years, subject to KRS 45A.145. Annual renewal will be contingent upon the University’s needs and satisfaction with the services performed and the overall performance of the Contractor. The University reserves the right to renegotiate any term and/or condition as may be necessary to meet requirements for any renewal period. The Successful Offeror will be advised of any proposed revisions prior to the renewal period. Description Required to View Event Prerequisites Required to Enter Bid 14 October 2022 1. Please review the attached proposal terms and conditions. 2. Please review the Department of University Procurement's General Terms and Conditions. 3. Please review the attached Eastern Kentucky University RFP Legal Definitions, Terms of Proposal/Contract, and Requirements 4. By checking this box, I acknowledge that I am responsible for paying and reporting all applicable federal, state, and local taxes. 5. Please review, sign, and attach a copy of the University's Solicitation Terms and Conditions. 14 October 202214 October 202214 October 202214 October 202214 October 202214 October 202214 October 2022 Buyer Attachments 1. rfp.248.2023.charter.bus.services.requirements.pdf 2. RFP-248-2023 Charter Bus Services Addendum No.1.pdf 14 October 202214 October 202214 October 202214 October 202214 October 202214 October 2022 https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1097183-1318528154rfp.248.2023.charter.bus.services.requirements.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728841869&Signature=8PVLxXtRLWTnBYl0K8gpgIL25Tg%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1097183-1327380706RFP-248-2023%20Charter%20Bus%20Services%20Addendum%20No.1.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728841869&Signature=DBdJD78W%2B2dgP0fuB0%2F4V56%2Bp1A%3D Questions Required Questions Group 1.1: Instructions: 1.1.1 Please list names and email addresses of the primary and secondary contacts for this RFP. 1.1.2 Have all addenda been downloaded and reviewed prior to submitting a proposal response? 1.1.3 By selecting yes, you confirm that your proposal will remain valid for six (6) months after the due date of this RFP. If you respond no to this question, your proposal will be automatically disqualified. 1.1.4 By selecting yes, the Offeror understands and accepts all financial responsibility for all travel expenses incurred for oral presentations (ir required/requested) and/or candidate interviews. 1.1.5 Please use the text-box below to detail out any deviations or exceptions to the RFP requirements. You must include a detailed justification for the deviation or exception. If there are no deviations or exceptions, please put "NONE" in the box below. 1.1.6 Is the Offeror willing to extend pricing to other state universities and University affiliate organizations within the Commonwealth of Kentucky? Group 2.1: Group 2.1 Instructions: 2.1.1 Please list the legal name, e.g. “ABC Group, Inc.” of your company. 2.1.2 Please list the State of Incorporation of your company. 2.1.3 Please list the primary business address of your company for the purposes of administering the contract and/or agreement. 2.1.4 Please list a valid remittance address for your company for the purposes of invoicing and payment. If this entity is a corporate affiliate, subsidiary company or any payee otherwise differentiated from the parent company, the Offeror will explain the relationship of both entities and detail why the remittance address differs from the address of the primary entity. 2.1.5 Please offer a detailed description of your corporate organization, e.g. parent corporation, subsidiaries, affiliated companies, distributors or wholly-owned franchises and discuss how any particular group of companies will be involved in the Offeror’s administration of any contract resulting from this RFP. 2.1.6 Please provide a copy of audited financial statements for the three (3) most recent fiscal years for both the Offeror’s corporate offices, as well as those of the local distributor. 2.1.7 Please identify and discuss any litigation or claim brought against your company within the last seven (7) years, which might reflect adversely on your company’s professional image, ability, or capacity in relation to providing services sought in this RFP. 2.1.8 Please address both of the following questions: 1. Is your company currently for sale, involved in any transaction to expand, become acquired by, or otherwise merged with another organization? If so, please explain. 2. Has your company been involved in any reorganization, acquisition or merger within the last two (2) years? If so, please explain. 2.1.9 Is Offeror currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Offeror shall specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution. 2.1.10 Does Offeror have any personal, financial, or organizational relationship with an Eastern Kentucky University member of the Board of Regents, employee, or other representative of the University? If so, please explain in detail any potential or perceived potential conflict of interest for either the Offeror or University. 2.1.11 Please include any other relevant organizational or financial information about your company that will aid the University in evaluating the company, its financial viability and its ability to appropriately service the University. 2.1.12 Please upload an ACORD certificate of insurance per the requirements outlined on page 11 of the "RFP Legal Definitions, Terms of Proposal/Contract, and Requirements" document under the "Prerequisites" section of this RFP. If you carry other and/or additional insurance coverages, please upload the certificate(s). Group 3.1: Instructions: 14 October 202214 October 202214 October 202214 October 202214 October 2022 3.1.1 Program Plan – Services Defined. Provide a brief narrative of how Offeror proposes to accomplish service and requirements described in this RFP. The Proposal shall, at a minimum, meet all mandatory services. Please provide examples and exhibits of reports that will be made available to the University 3.1.2 Financial Proposal - Offeror shall upload a complete Financial Proposal Sheet that includes a description of all costs for services, including hourly rates if applicable. 3.1.3 Optional Services - Fully describe and explain any optional services that Offeror will provide that are not part of the mandatory services. Note: If providing a file upload, please type in "SEE UPLOAD" in this section 3.1.4 If desired, you may use this space to upload a PDF copy of your Optional Services instead of using the space provided. 3.1.5 The University's standard payment terms are Net 30. If more favorable terms are available to the University, please include those as part of your response. 3.1.6 Are you claiming Resident Bidder Status as a respondent to this RFP? 3.1.7 If you are claiming Resident Bidder Status, please complete and sign the attached formand upload it back to this proposal. Group 4.1: Reference 1 Instructions: 4.1.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. Group 4.2: Reference 2 Instructions: 4.2.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. Group 4.3: Reference 3 Instructions: 4.3.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. 14 October 202214 October 202214 October 202214 October 202214 October 2022 Product Line Items Product Line Items There are no Items added to this event. 14 October 202214 October 202214 October 202214 October 2022 Service Line Items Service Line Items There are no Items added to this event. 14 October 202214 October 202214 October 2022