Bus Services for Athletics and Campus

Project Overview The vendor will provide bus services for Bemidji State University (BSU) students, faculty, and staff that includes travel in Minnesota, the Midwest and other destinations as requested by BSU departments and athletics. Project Requirements All buses must have a functioning restroom, heat, air conditioning. All buses must have under-the-bus storage/baggage compartments with lock option. All buses must have the Wi-Fi connectivity. Drivers are to be professional, courteous, and provide good customer service. In addition, all drivers must be capable of speaking, reading, writing, and understanding 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 driver's license qualifying them to operate the vehicles outlined in this RFP. All drivers must be appropriately licensed, trained and regularly evaluated for conformance with safety regulations and skills in conformance with all applicable regulations. Drivers must stay with the buses and transport BSU student, faculty and/or staff. The driver must be available for contact at any time during the trip. In addition, a backup contact and phone number must be provided with services. In the event of mechanical malfunctions or breakdowns, the Respondent will be responsible for providing replacement transportation for BSU so that the team/class arrives at scheduled event. The cost of the replacement transportation, mechanical repairs, or towing services will be the responsibility of the Respondent. BSU will provide lodging for overnight trips for bus drivers. All charter buses provided for scheduled trips must be in good condition and meet all Department of Transportation Federal Highway Administration rules, regulations and guidelines. All maintenance records for buses to be provided must be available to BSU for inspection. If an inspection of a bus(es) is requested, the inspection should take place within ten (10) working days of the request. The records for the buses must be with the buses at the time of inspection. Failure to provide these records will terminate the contract. The Respondent will be responsible for compliance with all DOT/FHWA regulations with regard to their service for BSU. The Respondent will be responsible for providing background checks ensuring drivers have no driving offenses. The bus(es) must comply with current national accessibility standards. In the event of delays, schedule changes, etc. related to weather or otherwise, the Respondent will ensure that availability remains so that the team/class arrives at scheduled event. BSU will communicate any and all potential changes to the schedule as soon as available and will work with the Respondent to ensure proper communication is maintained at all times. Mens # of Players Travel Time Frame Avg Number of Trips Baseball 51 Feb-May 13 Basketball 13 Oct-March 13 Football 105 Aug-Nov 5 Golf 11 Aug-Oct 4 Ice Hockey 30 Oct-March 10 Womens # of Players Travel Time Frame Avg Number of Trips Basketball 15 Oct-March 13 Cross Country 11 Aug-Nov 4 Golf 7 Aug-Oct 3 Ice Hockey 27 Oct-March 10 Soccer 34 Aug-Nov 11 Softball 22 Feb-May 14 Tennis 11 Jan-April 8 Track & Field 27 Dec-Feb 7 Volleyball 19 Aug - Nov 12 Budget The budget for this contract is anticipated to be $500,000.00 per year of the contract. Vehicle Type X Hour/ X Mile Minimum Rate (Flat rate for first 100 miles or Flat Rate for first 3 hours) Rate after Minimum Rate ($Y/ hour or $Y/additional miles) Per Mile Rate School Bus Trailer 23-29 Pass Mini Coach 38 Pass Motor Coach 47 Pass Motor Coach 50-56 Pass Motor Coach Additional Motor Coach Sizes Selection Process The selection committee includes Gina Walkup Procurement supervisor, Debbie Slough and Toby Palmiscino. Evaluation Factors Number Factor Weight 1 Expressed understanding of proposal objectives 20% 2 Cost 30% 3 Qualifications of the vendor and its personnel 30% 4 Condition and size of motor coach fleet 20% 100% 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. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective 07/01/2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 60 months or five years. If Minnesota State and Respondent are unable to negotiate and sign a contract by April 1, 2026, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions 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.