Oakton Community College s5

Oakton Community College Community College District 535 Purchasing Department, Room 1540, 1600 E. Golf Road, Des Plaines, IL 60016 847-635-1635

Request for Proposal #2 Issue Date: Thursday, July 22, 2010 Proposals will be received in the Purchasing Office at the above address until 2:00 pm on Wednesday, August 4, 2010

Proposals will be publicly opened at this time. Late proposals will not be accepted. Please read the instruction and terms on the attached pages before completing this proposal.

Transportation Services for Athletic Teams

The College is seeking proposals for a company to provide transportation services for the athletic teams. All interested providers must be certified by the Department of Transportation, Federal Highway Administration

Complete specifications are included on the attached sheets.

Proposals will be accepted for both motor coaches and school buses. Companies do not have to be able to supply both types of vehicles. This past year, both types of vehicles were used depending on distance being traveled, in an effort to keep costs at a minimum.

This will be a one year contract. Additional years may be added if the College and the Transportation Service provider can agree on the terms of the renewal.

Please contact Wayne Szatkowski, Purchasing Manager, at [email protected] with any questions related to this proposal. ______Oakton Community College District 535 is exempt from all Federal, State, and Municipal Taxes. I have examined the specifications and instructions included herein and agree, provided I am awarded a contract within 60 days of the proposal due date, to provide the specified items for the sum shown in accordance with the terms stated herein. All deviations from the specifications and terms are in writing and attached hereto.

Company Name: ______Date: ______

Address: ______City/St/Zip: ______

Name: ______Title: ______

Phone # ______Fax # ______Signature: ______E-mail:______Oakton Community College Page 2 Proposal #2

Instructions to Vendors

1. Bid Forms: Proposals should be submitted on the form provided. Envelopes marked “Sealed Proposal For…” Proposals cannot be accepted via fax machines.

2. Specifications: Generally, where specifications indicate a particular brand or manufacturer’s catalog number, it shall be understood to mean that or equal, unless “no substitutes” is specified. When offering alternates, they must be identified by brand name, catalog number and manufacturer’s literature must be included.

3. Samples: Vendors will be required to furnish no charge samples upon request.

4. F.O.B. Point: All prices must be quoted F.O.B. destination. Shipments shall become property of Oakton Community College after delivery and acceptance.

5. Delivery Points: Deliveries will be made to the various buildings within the district, as indicated.

6. Delivery Schedule: Bids must specify delivery time. Unrealistically long delivery times may cause proposals to be rejected. Order may be canceled without obligation if delivery requirements are not met.

7. Evaluations: Oakton Community College reserves the right to reject any and all proposals, to waive any technicalities in the proposals, and to award each item to different vendors or all items to a single vendor.

8. Vendor Selection: The College will review all proposal information and select the one company that is in the College’s best interests.

9. Prices: Prices, terms and conditions must be firm for acceptance for sixty (60) days from the date of proposal opening unless otherwise agreed to by District #535 and vendor.

10. Quantities: Quantities shown may be estimates only and orders may be more or less depending on actual requirements and budget limitations.

11. Exceptions: Any exceptions to these terms, conditions or deviations from written specifications must be shown in writing and attached to the proposal form.

12. Tax Exemptions: Oakton Community College District #535 is exempt from Federal, State and Municipal taxes. Exemption certificates will be furnished upon request.

13. Equal Employment Oakton Community College is an equal opportunity employer, and parties doing business Opportunity Clause/ with the College must comply with the Equal Employment Opportunity Clause as required by Prevailing Wage: the Illinois Fair Employment Practices Commission. Not less than the prevailing wage shall be paid for labor on the work to be performed as required by law.

14. Non-Collusion The vendor or agent hereby declares that he, nor any other agent of his business, entered into Clause: any collusion or agreement relative to the price to be bid. He further declares that no persons, firms or corporations, have or will receive directly, any rebate, fee, gift, commission, etc., or that any employee or Board of Trustee member of Oakton Community College District #535 has any undisclosed interest in the awarding of this contract.

2 Oakton Community College Proposal #2 Page 3

Overview

Oakton Community College is accepting proposals for a company to provide transportation services for the athletic teams of the college.

The Oakton Raiders are members of the National Junior College Athletic Association (NJCAA) and the Illinois Skyway Collegiate Conference (ISCC). The Skyway Conference consists of eight Illinois Community Colleges located in the collar counties of Chicago which compete in many different sports.

Competition locations are determined by the ISCC for regional competition with additional competitions for non-conference schools scheduled by the Oakton Athletic Department. In addition, the NJCAA schedules regional and national competition to which teams only attend if they qualify. Determination about regional and national competition is made just a few days prior to competition.

For purposes of this Request for Proposal, only transportation services for regular season competition is being requested. Post-season competition will be scheduled on an as needed basis, with the company that the proposal is awarded to.

Project Scope

1. The successful vendor will provide transportation services to off-campus locations for the following teams with the estimated number of team coaches and participants:

 Men’s Soccer – 28  Women’s Soccer – 22  Volleyball - 14  Men’s Basketball - 21  Women’s Basketball - 17  Men’s Baseball - 32  Women’s Softball - 17

Preliminary schedule for these teams are attached. A more complete schedule will be provided as dates are confirmed. NOTE: There are some days when transportation will be needed for multiple destinations or different game times for men’s and women’s teams. A separate vehicle must be used for each trip/team on these days.

2. The successful vendor will provide a vehicle of appropriate size and configuration to safely transport each team from the Des Plaines campus of Oakton Community College to the competition sites and return. Vehicles must be clean, well maintained, damage free inside and out, in excellent mechanical condition, with all systems in working condition.

3. The scheduling of exact departure times will be made in consultation with the winning transportation company. Each team must arrive on site at least 90 minutes prior to the start of competition. It will be the responsibility of the vendor to determine departure times necessary to meet this requirement based on drive time, road and weather conditions. It is expected that the bus and driver will remain on site for the length of the competition.

4. A limited number of travel events may require an overnight stay. If this is necessary, the college will be responsible for arranging all overnight accommodations including a standard room for the driver(s). The driver will be responsible for all incurred costs other than the cost of the room. Please note that travel events requiring overnight stays will include local travel to competition sites and other locations, i.e. restaurants.

5. On occasion, competitions may be cancelled or rescheduled per ISCC guidelines and weather conditions. If this occurs, the College may need to change/adjust the travel schedule with very short notice. (For example, a softball game may be cancelled due to inclement weather requiring a rescheduling for the next available date which could be the next day.) The College will strive to communicate all schedule changes as quickly as possible.

6. Schedule changes from those attached to this Request for Proposal may occur based upon facility availability or other unforeseen issues. The Athletic Department strives to create a schedule early in the school year, some minor changes may occur.

Transportation for post-season competition will be scheduled as early as possible once a team qualifies. We will communicate these transportation needs to the selected company as quickly as possible upon the scheduling of the event.

7. In such cases where cancellation of a trip is necessary due to unforeseen circumstances, College personnel will strive to notify the selected firm as soon as possible. In cases where cancellation of trip occurs at least 6 hours before embarkation, there will be no trip and/or penalty charges assessed. For less than 6 hour notification, any penalty charges assessed will not equal 4 the full cost of the planned trip. Such charge should be no larger than needed to defray the selected firm’s expense. Please include information about your company’s cancellation policy.

Oakton Community College Proposal #2 Page 5

8. Should the contracted firm arrive more than one-half (1/2) hour late, all charges connected with alternate arrangements, either made by the College or the contracted firm will be the responsibility of the contracted firm.

9. Drivers shall be courteous and considerate and clearly identified as authorized employees of the contractor and be able to show appropriate identification. The contractor agrees that any and all buses or motor coaches provided shall comply with all Department of Transportation regulations. Every driver/operator must be at least 25 years of age and appropriately licensed in accordance with all applicable laws and regulations. All drivers must be available for contact at any time during the trip. Every motor coach or bus provided must have a functioning cell phone with each driver at all times. In the event the College determines that a driver has been remiss of his/her responsibility concerning requests, safety standards, speeding or offensive behavior, the College reserves the right for the removal of the driver from future charters. The vehicle driver/s must work with the athletic coach or designated College official to be available for local transportation at the trip destination. Stops for meals may be required on certain trips. The contractor is responsible for the driver’s meals. Tolls and parking fees, along with fuel and repairs are the contractor’s responsibility.

Insurance and Contractors Liability At all times during its performance under this Agreement, Contractor shall obtain and keep in force the following insurance coverages written by a reputable insurance company acceptable to Oakton Community College or with a current AM Best Rating of A- VII or better, and authorized to do business in Illinois:  Commercial General Liability with limits of not less than $1,000,000 each Occurrence/$2,000,000 General Aggregate, listing the college/Employees/Board of Directors/Regents/ volunteers/students as additional insureds on Additional Insured form CG2026 (11/85) edition or equivalent on a primary/Non- contributory Basis. Insurance should contain, without standard limitations, contractual liability, premises products and completed operations. Insured agrees to waive their insurance companies rights to subrogate and will endorse the policy, if necessary.  Business auto liability insurance with a combined single limit of not less than $5,000,000 each accident (an umbrella or excess liability policy may be used to satisfy this requirement), listing the college/Employees/Board of Directors/Regents/ volunteers/students as additional insureds. Coverage should be primary and non-contributory to any insurance available to the additional insured. Insured agrees to waive their insurance companies rights to subrogate and will endorse the policy, if necessary.  Workers' compensation insurance to the extent required by law and employers' liability insurance with limits of not less than: $500,000 bodily injury by accident, each accident; $500,000 bodily injury by disease, policy limit; and $500,000 by disease, each employee. Waiver of subrogation, in favor of the college, its board of directors, employees, faculty and students will be endorsed on to the Workers’ Compensation policy.

5 Contractor agrees to furnish proof of all such insurance to Oakton Community College and will not permit coverage to be canceled, non-renewed or materially changed without providing 30 days prior written notice by certified or registered mail to Oakton Community College.

General Information

1. The College is exempt from all taxes.

2. Bid will be awarded at the August 17, 2010 Board of Trustees meeting. Selected contractor will be notified shortly after opening of the proposal.

3. The College participates in the following purchasing consortia:

Educational and Institutional Cooperative Services (E & I) U. S. Communities, Government Purchasing Alliance Illinois Department of Central Management Service (CMS) Illinois Community College System Foundation (ICCSPC) Illinois Public Higher Education Cooperative (IPHEC). Midwest Higher Education Consortium (MHEC)

Any appropriate discounts and/or special pricing from these consortia should be applied to this proposal.

4. Please provide a list of at least 3 references that you provide similar transportation service to. References should include the following: a) Company Name b) Contact Name c) Phone Number d) Description of service provided

5. Please include a company profile that includes at least the following: a) Location b) Years in business c) Number of employees d) Size of fleet

6. If continued unresolved issues arise regarding drivers, condition of equipment, meeting agreed upon schedules for departure, or any other unforeseen problems, the College reserves the right to terminate the agreement with a 15 day written notice.

7. If there are any questions regarding this request for proposal, please contact Wayne Szatkowski, Purchasing Manager, at [email protected] 6 Oakton Community College Proposal #2 Page 7

8. Because this is a “sealed proposal” we cannot accept proposals over the phone, by fax or e-mail. If you return a proposal response to the College via an overnight carrier or your own envelope, please address the envelope to:

Oakton Community College Attention: Purchasing, Room 1540 Proposal #2 1600 East Golf Road Des Plaines, Illinois 60016

Destinations

Blackhawk College of DuPage College of Lake County 6600 34th Ave., 425 Fawell Blvd., 19351 West Washington Street Moline, IL 61265 Glen Ellyn, IL 60137 Grayslake, IL 60030

Elgin Community College Harper College Highland Community College 1700 Spartan Drive 1200 W. Algonquin Road 2998 W. Pearl City Road Elgin, IL 60123 Palatine, IL 60067 Freeport, IL 61032-9338

Joliet Junior College Judson College Kankakee Community College 1215 Houbolt Road 1151 N. State St. 100 College Dr., Joliet, IL 60431-8938 Elgin, IL 60123 Kankakee, IL 60901

Moraine Valley Community Madison Area Tech. College McHenry County College College 3550 Anderson St. 8900 U.S. Highway 14 10900 S. 88th Ave Madison, WI 53704-2520 Crystal Lake, IL 60012 Palos Hills, IL 60465

Morton College Olive Harvey Prairie State College 3801 South Central Avenue 10001 S. Woodlawn Ave., 203 S. Halsted St. Cicero, IL 60804 Chicago, IL 60628-1645 Chicago Heights, IL 60411

Rock Valley College Rock Valley College South Suburban College 3301 N. Mulford Road 3301 N. Mulford Road 15800 State St. Rockford, IL 61114-5640 Rockford, IL 61114-5640 South Holland, IL 60473-1200

Triton College Truman College Waubonsee Community College 2000 5th Ave., 1145 W. Wilson Ave., Rt. 47 at Waubonsee Dr. River Grove, IL 60171 Chicago, IL 60640 Sugar Grove, IL 60554

Wilbur Wright College Robert Morris-Lake County Carthage College 4300 N. Narragansett 1507 Waukegan Road 2001 Alford Park Drive Chicago, IL 60634 Waukegan, IL 60085 Kenosha, WI 53140

Kishwaukee Community College

8 21193 Malta Road Malta, IL 60150

Men’s Soccer Travel Schedule Price Page 28 Travelers

Men's Soccer Traveling Schedule

Game Price for Motor Price for School Date Day Destination Time Coach Bus

8/31/2010 Tue. Elgin Community College 4:00 PM $______$______

9/28/2010 Tue. Waubonsee Community College 4:00 PM $______$______

10/5/2010 Tue. McHenry County College 4:00 PM $______$______

10/9/2010 Sat. Carl Sandburg College Noon $______$______

TOTAL $______$______

9 Company: ______

Signature:______

E-mail: ______

Women’s Soccer Travel Schedule Price Page 22 Travelers

Women’s Soccer Traveling Schedule

8/27/2010 Fri. Joliet Junior College 5:00 PM $______$______

9/1/2010 Wed. College of Lake County 4:00 PM $______$______

9/12/2010 Sun. South Suburban College 1:00 PM $______$______

9/15/2009 Wed. Moraine Valley College 4:00 PM $______$______

10/2/2010 Sat. Daley College 2:00 PM $______$______

10/9/2010 Sat. Carl Sandburg College 2:00 PM $______$______

10/11/2010 Mon. Morton College 4:00 PM $______$______

TOTAL $______$______

Company: ______

Signature:______

E-mail: ______11 Oakton Community College Proposal #2 Page 11

Volleyball Travel Schedule Price Page 14 Travelers

Volleyball Traveling Schedule

8/28/2010 Sat. College of Du Page 6:00 PM $______$______

9/8/2010 Wed. Joliet Junior College 6:00 PM $______$______

9/15/2009 Wed. Elmhurst College 6:00 PM $______$______

9/28/2010 Fri. Waubonsee Community College 6:00 PM $______$______

9/29/2010 Wed. Rock Valley College 6:00 PM $______$______

10/12/2009 Mon. McHenry County College 6:00 PM $______$______

10/13/2010 Wed. Concordia College 6:00 PM $______$______

10/19/2010 Tue. Kankakee Community College 6:00 PM $______$______

10/21/2010 Thur. South Suburban College 6:00 PM $______$______

10/26/2009 Tue. Triton College 6:00 PM $______$______

TOTAL $______$______

Company: ______

Signature:______

E-mail: ______

Men’s Basketball Travel Schedule Price Sheet 21 Travelers

Men's Basketball Traveling Schedule

11/5/2010 Fri. Triton College TBA $______$______

11/6/2010 Sat. Triton College TBA $______$______

11/9/2010 Tue. Triton College 7:00 PM $______$______

11/20/2010 Thur. College of DuPage 7:00 PM $______$______

12/10 & 11 Fri. & Sat. Highland College 2010 TBA $______$______

12/17 & 18 Fri. & Sat. Lakeland College (Matoon, IL) 2010 TBA $______$______

1/6/2011 Thu. Malcom X College 7:00 PM $______$______

1/13/2011 Thu. Morton College 5:15 PM $______$______

1/20/2011 Thu. Waubonsee Community College 7:00 PM $______$______

2/3/2011 Thu. Prairie State College 7:00 PM $______$______

2/8/2011 Tue. College of Lake County 7:00 PM $______$______

2/17/2011 Thu. Moraine Valley College 7:00 PM $______$______

TOTAL $______$______

Company: ______

Signature:______

E-mail: ______

Women’s Basketball Travel Schedule Price Sheet 17 Travelers

Women's Basketball Traveling Schedule

11/4/2010 Thu. Olive Harvey College 5:00 PM $______$______

11/18/2010 Thu. Kankakee Community College 5:30 PM $______$______

12/8/2010 Tue. South Suburban 5:00 PM $______$______

12/15/2010 Tue. Harper College 5:00 PM $______$______

1/13/2011 Thu. Morton College 7:00 PM $______$______

1/20/2011 Thu. Waubonsee Community College 5:15 PM $______$______

2/3/2011 Thu. Prairie State College 5:15 PM $______$______

2/8/2011 Tue. College of Lake County 5:15 PM $______$______

2/17/2011 Thu. Moraine Valley College 5:15 PM $______$______

TOTAL $______$______

Company: ______

Signature:______

E-mail: ______

Men’s Baseball Travel Schedule Price Page 32 Travelers

GAME Price for Motor Price for School Date Day Destination TIME Coach Bus

9/12/10 Sun Highland Noon $______$______

9/14/10 Tue Elgin Community College TBA $______$______

9/17/10 Fri St Joseph University Rensselaer, IN TBA $______$______

9/23/10 Thu South Suburban College 3:00 PM $______$______

9/27/10 Mon College of Lake County 3:00 PM $______$______

10/2/10 Sat Kishwaukee College 12:00 PM $______$______

10/9/10 Sat Rock Valley College 12:00 PM $______$______

10/16/10 Sat University of Indianapolis Indianapolis, IN TBA $______$______

3/24/11 Thu Joliet Junior College 3:00 PM $______$______

3/27/11 Sun Milwaukee Tech (DH) 12:00 PM $______$______

4/9/11 Sat Moraine Valley (DH) TBA $______$______

4/14/11 Thu South Suburban College 3:30 PM $______$______

4/16/11 Sat Waubonsee (DH) TBA $______$______

4/21/11 Thu Blackhawk College (DH) 2:30 PM $______$______

4/22/11 Fri Carl Sandburg College (DH) 2:30 PM $______$______

4/29/09 Fri Prairie State College 2:30 PM $______$______

Total $______$______

Note: (DH) Denotes Double Header – Longer wait time

Company: ______

Signature:______

E-mail: ______

Women’s Softball Travel Schedule Price Page 17 Travelers

GAME Price for Motor Price for School Date Day Destination TIME Coach Bus

4/5/11 Tue College of Lake County (DH) 3:30 PM $______$______

4/7/11 Thu Morton College (DH) 3:30 PM $______$______

4/19/11 Tue Waubonsee Community College (DH) 3:30 PM $______$______

4/21/11 Thu Prairie State College (DH) 3:30 PM $______$______

Total $______$______

Note: (DH) Denotes Double Header – Longer wait time

Company: ______

Signature:______

E-mail: ______

Summary of All Trips Price Page

Athletic Team Price for Motor Coach Price for School Bus

Men's Soccer Travel $______$______

Women's Soccer Travel $______$______

Volleyball Travel $______$______

Men's Basketball Travel $______$______

Women's Basketball Travel $______$______

Men's Baseball Travel $______$______

Women's Softball Travel $______$______

GRAND TOTAL $______$______

Remember to include:

Company Profile References Insurance Company Information Fleet Information Certification from DOT Cancellation Policy

Company: ______

Signature:______

E-mail: ______

STATE OF ILLINOIS ) ) SS. COUNTY OF COOK )

CONTRACTOR'S CERTIFICATION

Pursuant to Illinois Revised Statutes Chapter 38, Article 33E (Public Contracts), the undersigned certifies that he/she is a duly authorized agent of the contractor submitting the attached bid to Community College District 535, Oakton Community College and that said contractor is not barred from bidding on this public contract as a result of a violation of either Section 33E-3 or 33E-4 of said statute.

Signed this ______day of ______, 2010.

By: ______

Title: ______

Address: ______

______

SUBSCRIBED AND SWORN TO before me this _____ day of ______, 2010.

______Notary Public

Please return this form with your bid.