Scope of Work – Campus Transit Services Rev 1. RFP#86254219 Clemson University Campus Transit Services Request for Proposals NON-MANDATORY PRE-PROPOSAL MEETING AND NON-MANDATORY SITE INSPECTION The Non-Mandatory Site Inspection & Non- Mandatory Pre-Proposal Meeting will begin at 10:00 am E.S.T on May 4, 2017 Prospective Offerors are to meet at: Clemson University 202 Hugo Drive Clemson, SC 29634 Contact Kat Moreland for directions at 864-656-2674 All interested Offerors are highly encouraged but not required to attend the pre- proposal meeting and site inspection. During this time, Offerors will be given the opportunity to ask questions concerning the requirements of this request for proposals in order to come to a clear understanding of the terms, conditions and requirements of this RFP. This site inspection and pre-proposal meeting will be limited to two (2) representatives from each organization. Advance written notice must be provided, to ensure pre-bid accommodations are appropriate for attendees, by the close of business on May 2, 2017 to the University by any organization planning to attend the meeting and site inspection. Notification of attendance shall be sent to April Pitts at [email protected]. Offerors who choose not to attend are solely responsible for obtaining the necessary information to make an offer on trade-in vehicles and accurate knowledge of the layout of the campus and routes regardless of participation in the pre-proposal & site inspection. Separate appointments will not be available. 1 Scope of Work – Campus Transit Services Rev 1. RFP#86254219 CLEMSON UNIVERSITY REQUEST FOR PROPOSALS UNIVERSITY CAMPUS TRANSIT SERVICE PROVIDER I. INTRODUCTION Clemson University, (hereinafter University) invites qualified Contractors to submit responses to its Request for Proposals (RFP) to provide University Campus Transit Services for students, faculty, staff and authorized visitors. While our desire is for a “closed door” transit service, we understand that might not be feasible for all potential Offerors and will consider open door service with proposal to include appropriate measures to manage costs for non-University riders as required. The successful Contractor will provide a safe, customer-focused, cost-effective, efficient and reliable campus transit service that supports the University’s mission, goals and objectives. It is anticipated that the term of this agreement will be seven (7) years beginning on January 1, 2018. Dates provided are estimates only. Any resulting contract will begin on the date specified in the notice of award. Offerors should be very clear in their proposal to commit to their ability to start the contract on the date anticipated, and if that is not possible, to detail the earliest possible start date. See clause entitled “Term of Contract - Effective Date/Initial Contract Period”. Clemson University is one of the nation’s top public research universities. With its main campus located on 1,400 acres in the foothills of the Blue Ridge Mountains, along the shores of Hartwell Lake, in Clemson, SC, Clemson’s retention and graduation rates rank amount he highest in the country for public universities. Current enrollment for the 2016-17 school year is 18,395 undergraduates and 4,411 graduate students supported by more than 5000 faculty and staff. The recently completed 2020Forward Strategic plan provided for a reorganization and clear strategic goals for Clemson to continue to be one of the nation’s leading public research universities. The University has had an agreement with Clemson Area Transit (CAT), which is the City of Clemson’s public transportation system, to operate a public transit system for the benefit of Faculty, Staff and Students of Clemson University. This agreement has been in place for twenty (20) years and University procurement regulations require university campus transit service to be competitively bid in 2017. The current agreement is scheduled to expire June 30, 2017; however, there is a possibility that the agreement may be extended for a short period to allow a new agreement to begin during a semester break. The University does not desire, nor do we see a feasible way to start a new contract in the middle of a semester. This timetable would allow the new agreement to take effect at an appropriate time within the academic calendar and help minimize any potential detrimental impact to the faculty, staff and students accessing the University campus transit system. Currently, CAT operates approximately 27,155 hours annually. Additionally, CAT also provides the University with Football ADA service 2 Scope of Work – Campus Transit Services Rev 1. RFP#86254219 (800 hours) and University Orientation shuttle service (700 hours) as well as other Special Event Services (1,300 hours). The transit services to be addressed by Contractors proposing under this RFP are specified in Section VI, Technical Requirements. Please note that a Contractor must bid on the fixed route (Lot A) portion of the contract and may bid on both the fixed route (Lot A) and special event services (Lot B) as specified in Section VI, Technical Requirements. This RFP is part of a competitive procurement process, which helps to serve the University's best interest. It also provides Contractors with a fair opportunity for their services to be considered. This RFP provides Contractors with a formal and unrestrictive opportunity for their services to be considered. This process should not be confused with the process of competitive sealed bidding. The latter process is usually used where the goods and services being procured can be precisely described and price is generally the predominant factor. With competitive negotiation, however, price is not required to be the determinative factor, although it may be, and the University has the flexibility to negotiate with the successful Contractor to arrive at a mutually agreeable relationship. COMMITMENT TO DIVERSITY: Clemson University, consistent with state and federal law, seeks to optimize business opportunities for small and minority-owned businesses. The University will seek to do business with firms and organizations that demonstrate and embrace diversity within their programs and policies. Through these efforts, Clemson University will actively pursue its goal of building a more reflective marketplace for the community within the State of South Carolina. II. INSTRUCTIONS TO OFFERORS Regardless of specific requirements below or in this document, Offerors are required to submit their proposal electronically through the Clemson University online bidding system. To do so you must login (registering first) at https://clemson.ionwave.net/Login.aspx, and follow specific instructions for this solicitation. You should register several days in advance of the bid closing date so you can be approved and login in time to submit a response. A. Please follow submittal requirements outlined in the Bid Attributes in the online bidding system for breakdown of proposals and number of copies that must be submitted. B. Be sure to see the Event Activities in the online bidding system for details on deadlines for questions and/or pre-bid meetings. a. NON-MANDATORY PRE-PROPOSAL MEETING AND SITE INSPECTION – May 4th, 2017 at 10:00 am EST, 202 Hugo Drive Clemson SC 29634. All interested Contractors are highly encouraged but not required to attend both the Pre-Proposal Meeting and Site Inspection. At this time, Contractors will be given the opportunity to ask questions concerning the requirements of this 3 Scope of Work – Campus Transit Services Rev 1. RFP#86254219 RFP in order to gain a clear understanding of the terms, conditions and requirements of this RFP. The Pre-Proposal Meeting and Site Inspection will be limited to two (2) representatives from each organization. Advance written notice must be provided, to ensure pre-bid accommodations are appropriate for attendees, by the close of business on May 2, 2017 to the University by any organization planning to attend the meeting and site inspection. Notification shall be sent to April Pitts at [email protected]. b. DEADLINE FOR QUESTIONS - May 18, 2017, 4:30 pm EST: Questions shall be submitted in the online bidding system under the Questions tab by the date and time listed herein. Answers will be posted in the online system following the deadline date. All Offerors are charged with a duty to inquire. By submitting an Offer, represents that the offeror has read and understands the Solicitation and that its Offer is made in compliance with the Solicitation. Offerors are expected to examine the Solicitation thoroughly and should request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements in the Solicitation. Failure to do so will be at the Offeror’s risk. C. The successful Offeror shall provide satisfactory evidence of all required insurance coverage and licenses PRIOR TO PERFORMANCE. D. PREPARATION OF PROPOSALS: a. Proposals must be formatted in accordance with the requirements in Sections III and IV of this RFP. b. Failure to examine any data, drawings, specifications, and instructions will be at the proposer's risk. c. All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent, and must be initialed in ink by person signing the proposal. d. Price each item and/or deliverable separately. Proposal prices should be Net. E. ACCEPTANCE AND REJECTION: The University reserves the right to reject any and all proposals, to waive any informality in proposals and, unless otherwise specified by the proposer, to accept any item in the proposal. If a rebid is required, the University will have no obligation to provide notification to bidders other than through issuance of the rebid itself. F. QUALIFYING STATEMENTS AND LATE PROPOSALS: No qualifying letters or statements will be considered. If you believe you need to take exception to any mandatory or required specification, term or condition, you are required to notify the Procurement Officer as soon as possible and prior to submitting your offer so the RFP can be modified if possible to prevent unnecessary, restrictive language.