2024-PD-371 - Chartered Bus Services for SFU Athletics and Recreation

Simon Fraser University (SFU) invites competitive bids from qualified proponents to provide chartered bus services for SFU’s Athletics and Recreation starting April 1, 2025. SFU is affiliated with the NCAA's Great Northwest Athletic Conference, Rocky Mountain Athletic Conference, Men’s Collegiate Lacrosse Association (MCLA), and the BC Intercollegiate Hockey League (BCIHL), with most travel occurring within the Pacific Northwest Corridor and British Columbia.

Key details:

• Collaboration: The successful proponent will work closely with SFU Athletics and Recreation to meet objectives and requirements.
• Team Travel: Facilitate travel across North America during the Athletics and Recreation competitive season.
• Additional Services: Provide bus services for SFU Recreation and Camp programs.
• Schedule: A sample schedule will be included as Appendix F

1. 1. 1. Deliverables,
      2. Driver Information,
      3. Accommodation for Drivers,
      4. Bus Specifications

1. 1. Scheduling – SFU Athletics & Recreation generally books all team travel in April each year.

1. 2. Experience: Established transportation provider with a proven track record in safely transporting students, staff, and coaches across North America. Well-established and experienced, with years of successful operations. Fully licensed for chartered bus operations in Canada and the US, meeting all transportation requirements and regulations.

1. 3. Fleet & Safety: Maintained fleet meeting Ministry of Transportation guidelines, ensuring safe, reliable, and comfortable onboard experiences. Buses must be maintained and in good working order at all times. This includes maintenance, repairs, cleanliness, and overall appearance. SFU shall request the Supplier to immediately remove from service any charter that, in the opinion of SFU, fails to meet standards of maintenance, repairs, cleanliness, overall appearance, or is deemed to be unsafe for the transport of passengers.

1. 4. Insurance: Holds comprehensive Commercial, Public, and Automobile Liability Insurance Certificates with a $10,000,000 coverage per occurrence.

1. 5. Customer Service: Athletics and Recreation contract prioritizes high-quality service delivery. This includes providing a dedicated customer service line and representative for bookings and emergencies- available night / contact 24/7. Comprehensive documentation of complaints and resolutions must be provided to SFU upon request, maintaining accountability and transparency throughout the contract period. While also ensuring prompt resolution of issues such as mechanical problems by offering alternative transportation at no extra cost.

1. 6. Fees: The Proponent is responsible for covering all parking permits and toll fees upfront. These costs should be charged back to the University at their actual face value. The University will reimburse the Proponent for these expenses after each trip.

1. 7. Flexibility: Capable of accommodating SFU's travel schedule on short notice.

1. 8. Reservations/Cancellations:
      SFU coaches arrange transportation by working with a specific supplier. They can book online or by phone and receive a booking number and confirmation via email. During urgent times like playoffs, they might need quick bookings. However, SFU can cancel if schedules change unexpectedly.

1. 1. Invoicing: Invoicing and reporting procedures require invoices to detail essential information such as invoice numbers, SFU contact person, charter details, total kilometers traveled, driver’s switch fee, and billable incidentals monthly. Payments for invoices follow a Net 30 Day Payment Term. Any extra charges necessitate pre-approval by the SFU Representative, while maintaining records of service quality metrics such as on-time pickups, late or delayed pickups, no-shows, vehicle breakdowns, driving offenses, response time to roadside emergencies, and complaints

1. 10. Price Escalation:

• • • Beyond annual CPI adjustments, cost escalations due to uncontrollable factors (e.g., unforeseen economic changes, material cost increases) may be considered if the proponent, provides a 90-day prior written notice to the Executive Director of Athletics & Recreation or delegate.
    • Clearly justifies the need for the escalation.

1. 11. Sustainability: SFU aims to reduce its carbon footprint and greenhouse gas emissions, while asking campus vehicles to adhere to British Columbia's idle-free policy and prioritize the use of electric buses within the GVRD and Pacific Northwest. Suppliers are asked to prioritize sourcing environmental and sustainable products.

1.         l. Value Add: Additional features on buses, such as TVs and high-quality sound systems, aim to enhance travel experiences, offering value-added benefits such as sponsorships, rebates, and participation in            Athletics and Recreation events.
2.  
3.        m.Charter companies affiliated with SFU must meet safety standards and provide reliable transportation services for trips requiring air and bus travel, ensuring quality and consistency in service delivery.

1. 1. 1. Proper Licensing: Drivers must hold valid licenses corresponding to the class of bus they operate, meeting ICBC, British Columbia's Highway and Transportation Acts, and United States regulations.
      2. Record Accessibility: Driver records must be available upon request
      3. Certification: Drivers are preferred to have valid First Aid, Emergency Response, and CPR certifications.
      4. Professionalism: Drivers must dress professionally, be easily identifiable (e.g., through a name badge),
      5. Sobriety: Drivers must not operate charter buses under the influence of drugs or alcohol.
      6. Communication: Drivers must have access to a communication device to contact SFU in emergencies, ensuring accessibility to SFU staff throughout the service period. Drivers must be fluent in English.
      7. Proficiency: Drivers must be proficient in operating the vehicle, including its accessible feature

• Onboard GPS navigation system
• Clean and functional washroom facilities
• One seat per passenger
• Air Conditioning
• Baggage storage with sufficient capacity to accommodate team equipment and baggage
• Wi-Fi