NYS ORDA Event Coach Buses

The New York State Olympic Regional Development Authority (NYS ORDA) has issued a Request for Qualifications (RFQ) to establish a pre-qualified pool of vendors capable of providing coach bus services for multiple events throughout the calendar year 2025 and beyond. This procurement aims to secure reliable partners who meet the Authority’s minimum requirements and can deliver high-quality transportation solutions for various competitions and events held in New York, specifically within Essex County and related Olympic venues such as Lake Placid, Whiteface Mountain, Gore Mountain, and Mt Van Hoevenberg. Qualified vendors will be eligible to compete for project-specific solicitations issued throughout the contract term, which is one year with an option to renew, via mini-bids or proposal requests. Vendor selection for these events will consider factors including cost, availability, technical capabilities, prior performance, and specific event requirements. This RFQ serves both as a vendor pre-qualification and a baseline tool for gathering pricing and service capability information. Vendors responding to this RFQ must submit detailed qualification materials including a completed submission form, pricing sheets covering various coach bus sizes and associated fees, proof of insurance meeting the Authority’s standards, and identification of key personnel. The RFQ specifies a continuous procurement approach with a submission deadline of September 30, 2025, though applications are accepted on a rolling basis. The contract follows an indefinite-delivery/indefinite-quantity (IDIQ) model, wherein specific work authorizations will define exact service periods and locations for each event. Vendors must comply with New York State Finance Law and adhere to the Olympic Authority’s standard contract clauses, including insurance requirements, trade secret protections under FOIL, and non-assignment clauses. Inspection and acceptance rights reside with the Authority, which may inspect services at point of origin or destination. While there are no explicit packaging, marking, or formal inspection criteria outlined, compliance with contract terms and insurance policies form the compliance backbone. Communication and invoice submissions are administered through a designated contract administrator based in Lake Placid, NY, with point of contact provided for inquiries. The RFQ includes attachments detailing submission forms, insurance requirements, pricing templates, and sample workloads to assist vendors in meeting submission requirements. No socioeconomic set-asides apply, and vendors must certify submission accuracy while following the Authority’s certifications and procurement requirements accessed via an online portal.