Shepherd University – Charter Bus Services - Request for Bid No. SUDL26-02 (2026)
Shepherd UniversityHigher Ed · Shepherdstown, WV- Due
- Jul 28, 2026
- Deadline passed
- Posted
- Jul 14, 2026
- Contract term
- 1 year
- Primary contact
- Debra Langford
- (304) 876-5216
The 30-second brief
Shepherd University is soliciting bids from qualified charter bus contractors to provide passenger transportation for students, student athletes, academic classes, and other university patrons from campus to specified destinations and return them to Shepherd University. Services include full-size 56-passenger motor coaches, mini-coaches, and shuttle buses with required amenities such as reclining seats, heating, air conditioning, restrooms, WiFi, and power outlets. The contract term is one year commencing August 1, 2026, with potential for four additional one-year renewal periods. Bids are due by July 28, 2026, at 3:00 PM local time, with an inquiry deadline of July 23, 2026. Vendors must meet strict licensing, insurance, driver safety, and background check requirements.
Price, proof of safety and reliable equipment, conformance to specifications, ability, capacity, and skill of bidder, character, integrity, reputation, judgment, experience, and efficiency
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Summary
Shepherd University is soliciting bids from qualified charter bus contractors to provide passenger transportation for students, student athletes, academic classes, and other university patrons from campus to specified destinations and return them to Shepherd University.
Services include full-size 56-passenger motor coaches, mini-coaches, and shuttle buses with required amenities such as reclining seats, heating, air conditioning, restrooms, WiFi, and power outlets. The contract term is one year commencing August 1, 2026, with potential for four additional one-year renewal periods. Bids are due by July 28, 2026, at 3:00 PM local time, with an inquiry deadline of July 23, 2026. Vendors must meet strict licensing, insurance, driver safety, and background check requirements.
EVALUATION CRITERIA
12- Price
- Proof of safety and reliable equipment
- Conformance to specifications
- Ability
- Capacity
- Skill of bidder
- Character
- Integrity
- Reputation
- Judgment
- Experience
- Efficiency
REQUIRED ATTACHMENTS
44- Bidder Response Certification (Attachment A)
- Background and History (Attachment B)
- Communication Mechanism (Attachment C)
- Schedule Flexibility (Attachment D)
- Qualified Supervision (Attachment E)
- Drug Test Frequency (Attachment F)
- Physical Exam Frequency (Attachment G)
- Fleet Information (Attachment H)
- Bus Amenities (Attachment I)
- Bus Spacing Information (Attachment J)
- Bus Conditions (Attachment K)
- Service Level Standards (Attachment L)
- Customer Service and Diversity Training (Attachment M)
- Customer Complaint (Attachment N)
- Travel Planner Assistance (Attachment O)
- Bus Availability While Traveling (Attachment P)
- On-Time Scheduling Assurance (Attachment Q)
- On Trip Issues (Attachment R)
- Trip Information (Attachment S)
- Established Relationships with Other Carriers (Attachment T)
- After Hours/Emergency Support (Attachment U)
- Resource Allocation (Attachment V)
- Double Coverage (Attachment W)
- References (Attachment X)
- Eligible Bidder Information (Attachment Y)
- Proof of Licensing
- Accreditation and Professional Memberships (Attachment Z)
- Retention Rate Table (Attachment AA)
- Gratuity (Attachment AB)
- Parking Fees and Tolls (Attachment AC)
- Inclement Weather Policy (Attachment AD)
- Invoicing (Attachment AE)
- Cancellation Policy (Attachment AF)
- Challenges in Servicing the Institution (Attachment AG)
- Assistance from Shepherd University (Attachment AH)
- Safety Record Information (Attachment AI)
- Pending Violations (Attachment AJ)
- Safety Compliance Officer (Attachment AK)
- Pricing for Trips (Attachment AL)
- Optional Bid (Attachment AM)
- Disclosure of Interested Parties to Contract (Attachment AN)
- Fully executed Non-Collusion Certificate (Attachment AO)
- Purchasing Affidavit (Attachment AP)
- WV-96 Agreement Addendum Form (Attachment AQ)
- Submit to
- Shepherd University Procurement Services, 301 N King Street, L18A Ikenberry Hall, PO Box 5000, Shepherdstown, WV 25443
- Duration
- 12 months
- Scope location
- Shepherdstown, WV
Questions about this BID
How do I respond to this Bid from Shepherd University?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is July 28, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Shepherd University Procurement Services, 301 N King Street, L18A Ikenberry Hall, PO Box 5000, Shepherdstown, WV 25443. For questions, contact Debra Langford.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including Shepherd University in WV, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the Bid submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Debra Langford at (304) 876-5216. Questions and answers are typically shared with all prospective bidders.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Price, proof of safety and reliable equipment, conformance to specifications, ability, capacity, and skill of bidder, character, integrity, reputation, judgment, experience, and efficiency" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Shepherd University?
All active and historical solicitations from Shepherd University are tracked and searchable. As a higher ed agency, Shepherd University regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this Bid?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Bidder Response Certification (Attachment A), Background and History (Attachment B), Communication Mechanism (Attachment C), Schedule Flexibility (Attachment D), Qualified Supervision (Attachment E),. Review the full document from Shepherd University for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Shepherdstown, WV. Review the full solicitation for detailed scope requirements.