Athletic Dept Bussing

Project Overview Minnesota State is requesting proposals to assist in developing a working relationship with the selected vendor that include the provision of charter bus and team transportation services for ARCC. Project Requirements All buses must have a functioning restroom, heat, air conditioning. Alll Buses must have under the bus storage/baggage compartments with lock option. All busses must have Wi-Fi connectivity. Drives are to be professional, courteous, and provide good coustomer service. In addition, all drivers must be capable of speaking english, reading, writing, and understandiing the english language. Drivers are not to smoke or be under the influence in the operations of providing services. The Respondent will certify that all drivers are in possession of a valid drivers license qualifying them to operate the vehicles outlined in this RFP. All drivers must be apprpriatly licensed, trained and regularly evaluated for conformance with safty regulations and skills in conformance with all applicable regulations. Drivers must stay with the buses and transport ARCC student, faculty and staff. The driver must be availablefor the contact at any time during the trip. In addition, a backup contact and phone number must be provided with service. In the event of mechanical malfunctions ot breakdowns, the Responder will be responcible for provideing replacement transportation for ARCC so that the team/class arrives at the scheduled event. The cost of the replacement transportation, mechanical repairs, or towing services will be the responcibility of the Respondent. ARCC will provide Lodging for overnight trips for bus drivers. All charter buses provided for scheduled trips must bu in good condition and meet all Departmen of Transportation Federal Highway Administration rules, regulations, and guidlines. All maintenece records for buses to be provided must be available to ARCC for inspection. If an inspection of bus(es) is requested. the inspection should take place within ten(10) working days of request. The records for the buses must be with the bus(es) at the time of inspection. Failure to provide these records will terminate the contract. The Respondent will be responcible for compliance with DOT/FHWA regulations with regard to their service for ARCC. The Respondent will be resoncible for providing background checks ensureing drivers have no driving offences. The Bus(es) must comply with current national accessiblity standards. In the event of delays, schedule changes, etc. related to weather or otherwise, the Respondent will ensure the availablility remains so that the team/class arrive at scheduled event. ARCC will communicate any and all potential changes to the schedule as soon as available and will work with Respondent to ensure proper communication is maintained at all times. Men's # Players Season Avg # Trips Overnignts Avg hrs/trip Soccer 20-26 Aug - Nov 5 1 8 Basketball 14-16 Nov-March 1 0 7 Baseball 28-25 Feb-June 13 1 8.5 Women's Soccer 12-15 Aug-Nov 2 0 8 Volleyball 12-16 Aug-Nov 8 2 6 Basketball 12-18 Nov -March 2 1 7 Softball 15-20 Feb-June 8 4 8.5 Co-Ed Travel Soccer 30-45 Aug-Sept 4 0 9 Basketball 30-45 Nov-March 10 3 9 Budget The budget for this contract is anticipated to be $100,000.00 per year of the contract. This budget includes: These are also listed in Items. Vehicle Type # Hours/x Mile Minimum Rate (Flat rate for first 100 miles or Flate Rate for the first 3 hous) Rate after Minimum Rate ($ x hours or $ x additional miles Per Mile Rate 23-29 Pass Mini Coach 38 Pass Motor Coach 47 Pass Motor Coach 50-56 Pass Motor Coach Selection Process The selection process includes Interim Vice Presidant of Finance and Administration, Athletic Director, Assistant Athletic Director. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 30 Work Plan. A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. Abilith it articulate a work plan that adresses ARCC's need for a vendor that can provide a high-quality, charter bus transpotation service that is dependable, safe and timely. 20 Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. Overall expenses NOTE: Vendor is asked to download and complete a list of potential trip quotes. This list must be uploaded. 25 Qualifications of Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, Please provide applicable references 15 Completeness, thoroughness and detail of the response Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 10 100 PTS Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective [Insert Specific Date] or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 3 YEARS (no more than FIVE years without the Vice Chancellor-CFO’s approval)]. If Minnesota State and Respondent are unable to negotiate and sign a contract by [Insert Specific Date], then Minnesota State reserves the right to seek an alternative Respondent(s). Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusivly through Minnesota Procurement system. Hard Copy submissions, email or submissions therough any other medium will not be considered. Each Respondent is soley responsible for the timely deliverary of its questions and bids by the RFX date and time deadline. Failure to meet the deadlines shal be ground for rejection. Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.