Athletic Travel Services ? Convenience Contract

STATE OF NORTH CAROLINA
WESTERN CAROLINA UNIVERSITY
Request for Proposal #: 73-RFP00760
DESCRIPTION: Athletic Travel Services - Convenience Contract
Date of Issue: 03/24/2026
Proposal Opening Date: 04/10/2026
At 02:00 PM ET
Direct all inquiries concerning this RFP to:
Rick Hooper
Associate Director of Purchasing
Email: hooperr@wcu.edu
Phone: 828-227-7203

STATE OF NORTH CAROLINA
Request for Proposal #
73-RFP00760
______________________________________________________
For internal State agency processing, including tabulation of proposals, provide your company's eVP (Electronic
Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.
This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in
good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do
not have a Vendor number, register athttps://evp.nc.gov/SignIn
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 73-RFP00760
Proposals will be publicly opened: 04/10/2026 @ 2:00pm et
Rick Hooper **Proposals must be submitted electronically at:
Purchasing Department https://wcu.bonfirehub.com
Western Carolina University
Phone: 828-227-7203
Responses will be opened by team's video meeting on 04/10/2026 @ 2:00pm et at the
Fax: 828-227-7444 following link:
Email: hooperr@wcu.edu https://teams.microsoft.com/meet/25055405371929?p=o5t5M015zwtSOpk1kM
Meeting ID: 250 554 053 719 29
Passcode: eY9Lk3xS
Using Agency: Western Carolina University Commodity No. and Description: Athletic Team Travel
Requisition No.:
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor
offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item
within the time specified herein.
By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies
that:
this proposal is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any
violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of
1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract
awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes,
including the requirement for each employer with more than 25 employees in North Carolina to verify the work
authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State
requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against
any employee in connection with performance of any Contract arising from this solicitation.
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with
the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or
inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from
any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies,
for Vendor's entire organization and its employees or agents, that Vendor is not aware that any such gift has been
offered, accepted, or promised by any employees of your organization.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the
NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from
the ATTACHMENTS page within this document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late
proposals shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or
if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing,
effective upon receipt by the agency issuing this RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute
the written agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS
are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and
conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as
indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Western Carolina University)
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ................................................................................................... 5
1.1 CONTRACT TERM.......................................................................................................5
2.0 GENERAL INFORMATION ............................................................................................................ 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ......................................................................................... 5
2.2 E-PROCUREMENT FEE - This is not an E-Procurement Solicitation. ................................................. 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS .................................................. 5
2.4 RFP SCHEDULE ........................................................................................................................... 6
2.5 SITE VISIT or PRE-PROPOSAL CONFERENCE - DOES NOT APPLY TO THIS BID ..................................... 6
2.6 PROPOSAL QUESTIONS ............................................................................................................... 6
2.7 PROPOSAL SUBMITTAL ............................................................................................................... 7
2.8 PROPOSAL CONTENTS ................................................................................................................ 7
2.9 ALTERNATE PROPOSALS ............................................................................................................. 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .............................................................................. 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8
3.1 METHOD OF AWARD .................................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ............................. 9
3.3 PROPOSAL EVALUATION PROCESS ............................................................................................... 9
3.4 EVALUATION CRITERIA ............................................................................................................. 10
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................................ 10
3.6 INTERPRETATION OF TERMS AND PHRASES ................................................................................ 10
4.0 REQUIREMENTS ........................................................................................................................ 11
4.1 PRICING ................................................................................................................................ 11
4.1.1 IMPORT TARIFF TEMPROARY SURCHARGE.........................................................................11
4.2 FINANCIAL STABILITY ........................................................................................................ 11
4.3 HUB PARTICIPATION .......................................................................................................... 12
4.4 VENDOR EXPERIENCE ........................................................................................................ 12
4.5 REFERENCES ...................................................................................................................... 12
4.6 BACKGROUND CHECKS ..................................................................................................... 12
4.6.1 VENDOR BACKGROUND CHECK AGREEMENT.......................................................13
4.7 PERSONNEL ......................................................................................................................... 13
4.8 VENDOR'S REPRESENTATIONS ........................................................................................ 13
4.9 FINANCIAL STABILITY ........................................................................................................ 14
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 14
4.11 SUBCONTRACTORS ............................................................................................................ 15
4.12 SECRETARY OF STATE REGISTRATION ........................................................................... 15
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 15
6.0 CONTRACT ADMINISTRATION .................................................................................................... 19
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ............................................................... 19
6.2 INVOICES ................................................................................................................................... 20
6.3 POST AWARD BUSINESS REVIEW MEETINGS ....................................................................... 20
6.4 CONTINUOUS IMPROVEMENT ................................................................................................. 20
6.5 PERIODIC REPORTS ................................................................................................................. 20
6.6 ACCEPTANCE OF WORK .......................................................................................................... 20
6.7 FAITHFUL PERFORMANCE ...................................................................................................... 20
6.8 TRANSITION ASSISTANCE ....................................................................................................... 21
6.9 DISPUTE RESOLUTION ............................................................................................................. 21
6.10 CONTRACT CHANGES ............................................................................................................ 21
7.0 ATTACHMENTS ..................................................................................................................... 22
ATTACHMENT A: PRICING............................................................................................................... 22
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 22
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 22
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 22
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 22
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 22
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 23
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
Western Carolina University is seeking proposals to enter into an agreement to provide Charter Bus Services for our
Athletic Department.
TIMEFRAME: Implementation of contract to begin 07/01/2026.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
Term of this contract will be a one (1) year term with Western Carolina University's option to extend the contract for
two (2) additional one (1) year terms.
2.0 GENERAL INFORMATION
Vendors are to reply to this bid in accordance with section 2.7 of this form.
BIDS ARE TO BE OFFERED ON A COST PER MILE BASIS.
Contracts generated as a result of this solicitation are to be considered convenience contracts and will be awarded
on an individual basis. Athletic Department staff will determine the needs of the University and make their decision
of awards for individual trips on an as needed basis. Selection for any award does not guarantee future selection.
Will your company agree to this convenience contract arrangement? Yes: ____ No: ___
If your company agrees to this arrangement how much notification will be needed in order to guarantee availability
and quantity of buses needed for individual trips? __________
A list of schedules for athletic teams for the current year is included in this bid as an attachment for reference. The
number of buses required as well as days of usage per trip is included. This is a representation of current usage and
not a guarantee of future usage.
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.2 E-PROCUREMENT FEE - This is not an E-Procurement Solicitation.
ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC
PROCUREMENT of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with
all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda
and other changes that may be issued in connection with this RFP.
If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in
accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will
be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum.
The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that
have been addressed during the question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to
evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise.
This applies to any language appearing in or attached to the document as part of the Vendor's proposal that purports
to vary any terms and conditions or Vendors' instructions herein or to render the proposal non-binding or subject to
further negotiation. Vendor's proposal shall constitute a firm offer that shall be held open for the period required
herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this
RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon
through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt
to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State 03/24/2026
Submit Written Questions Vendor 03/30/2026 @ 5:00 pm et
Provide Response to Questions State 03/31/2026 @ 5:00 pm et (approximate)
Submit Proposals Vendor 04/10/2026 @ 2:00 pm et
Date: 04/10/2026 @ 2:00pm et
Virtual Bid Opening via MS Teams Join:
https://teams.microsoft.com/meet/25055405371929?p=o5t5M015zwtSOpk1kM
Microsoft Teams Meeting ID: 250 554 053 719 29
Microsoft Teams Passcode: eY9Lk3xS
Call-in (Audio Only):
Phone Conference ID:
Contract Award State TBD
2.5 SITE VISIT or PRE-PROPOSAL CONFERENCE - DOES NOT APPLY TO THIS BID
2.6 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the
best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by
Addendum.
Written questions shall be emailed to hooperr@wcu.edu by the date and time specified above. Vendors should enter
"RFP # 73-RFP00760: Questions" as the subject for the email. Question submittals should include a reference to the
applicable RFP section and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed
necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP),
https://evp.nc.gov, as well as Bonfire and shall become an Addendum to this RFP. No information, instruction or advice
provided orally or informally by any State personnel, whether made in response to a question or otherwise in
connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the RFP and an addendum to this RFP.
2.7 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be accepted or considered,
and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due
to unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as
described in this RFP by the specified time and date of opening. The time and date of receipt will be listed on each
proposal when received. Any proposal or portion thereof received after the proposal deadline will not be accepted.
SUBMISSION INSTRUCTIONS - MAILED COPIES WILL NOT BE ACCEPTED
SEE SECTION 4.0 REQUIREMENTS FOR SUBMISSION INSTRUCTIONS
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of
the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information
exempted from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information,
Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted
under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that
it has formed a good faith opinion, having received such necessary or proper review by counsel and other
knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet
the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information
be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may
release an unredacted version if a record request is received.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a
Vendor's proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this
RFP periodically check the State's eVP website and Bonfire's website for any Addenda that may be issued prior to the
bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda
thereto.
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Proposal Number: 73-RFP00760 Vendor: __________________________________________
2.8 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Failure to provide all required items, or Vendor's submission of incomplete
items, may result in the State rejecting Vendor's proposal, in the State's sole discretion.
Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following
order:
a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP
in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the
Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained
herein; and (iii) Vendor's agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP. [Indicate relative section references as a guide to
responding to sections requiring additional responses outside of the solicitation document. If not required, delete.]
f) Completed version of ATTACHMENT A: PRICING
g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.9 ALTERNATE PROPOSALS
Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods
or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP
requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking
described above, must be clearly marked with the legend: "Alternate Proposal #___ [for 'name of Vendor']". Each
proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to
respond with various offerings, each must be offered with a separate price and be contained in a separate proposal
document. Each proposal must be complete and independent of other proposals offered.
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below
which are incorporated herein by this reference.
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented
by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of
criteria; however, all award decisions shall be in the State's best interest. All qualified proposals will be evaluated, and
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