Shuttle Bus Services Follow Solicitation

The Texas Commission on Environmental Quality (TCEQ) is seeking a vendor to provide shuttle bus services for TCEQ staff attending the annual Environmental Trade Fair and Conference (ETFC). In 2027 and 2028, ETFC will be held at the Henry B. Gonzalez Convention Center (HBGCC) in San Antonio, Texas.

TCEQ is seeking staggered-route transit to and from HBGCC (see Exhibit A) and subsequent ETFC locations. In 2027-28, buses will pick up passengers from the TCEQ Campus at 12100 Park 35 Circle, Austin, TX 78753 and drop them off at HBGCC at 900 East Market Street in San Antonio, Texas and vice versa. Vendor will provide an on-site coordinator, multiple buses, and bus drivers.

The onsite coordinator will be required onsite for a half day on the first day of transit routes and full days for the second and third days of transit routes.

Future service periods may require final destination and/or route location changes. Any changes shall be agreed upon via contract amendment by both parties during the contract period. Future service periods are as follows:

• May 10-12, 2027 – Henry B. Gonzalez Convention Center
• May 15-17, 2028 - Henry B. Gonzalez Convention Center
• 2029 TBD
• 2030 TBD
• 2031 TBD

Vendor Requirements

• Selected responder (Contractor) must confirm routes and pick up/drop-off locations with TCEQ Event Staff thirty (30) days prior to service.
• Contractor must provide driver’s license numbers for all scheduled drivers no later than fourteen (14) days prior to the event dates. (See Exhibit B).
• TCEQ will provide a digital placard to the Contractor fourteen (14) days prior to service. Contractor must print on an 8 ½ x 11in placard and position in the front window and side window near the door of each bus (See Exhibit C).
• TCEQ will provide a passenger count sheet for the Contractor fourteen (14) days prior to service (see Exhibit D). Contractor will instruct drivers to collect passenger counts from each route. All count sheets must be sent to TCEQ via email within seven (7) business days after the conclusion of the event.
• Contractor must maintain and provide a Certificate of Insurance that meets the requirements as outlined in the Insurance Requirements section.
• Contractor is responsible for proper maintenance of contracted buses to ensure optimal operation.
• Contractor must provide an equal or better replacement bus (at no additional cost to TCEQ) in the event of any buses becoming inoperable to ensure continuity of service.
• Contractor will provide one (1) professional Onsite Coordinator for service arrivals and departures and provide communication with the TCEQ Events staff during event.
• Contractor shall have the ability to submit a request for price increase annually for fuel surcharges per Special Terms and Conditions.

Onsite Coordinator Requirements

• Be available by phone for TCEQ Events staff, and in coordination with bus drivers, before the first scheduled departure of buses from the TCEQ campus.
• Confirm departures from the TCEQ campus are departing on schedule with the TCEQ Events staff.
• Arrive onsite each day at HBGCC no later than fifteen (15) minutes prior to the first scheduled bus arrival traveling from the TCEQ campus.
• Facilitate loading and unloading passengers onsite and communicate general guidance for shuttle entry and exit.
• Ensure TCEQ provided signage is displayed on each bus in the front and side windows.
• Notify TCEQ Events staff of any service issues or delays.
• The Onsite Coordinator must remain onsite at HGBCC until the last bus departs from HBGCC each day.

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file. Responses to the Solicitation may only be submitted through TCEQ’s Send portal.

Submit the Response by the due date and time on the Cover Page using the TCEQ Send portal. TCEQ will not consider Responses submitted via any other method.

This Solicitation requires a Subcontracting Plan for any contracted staffing, services, materials, supplies, or any other portions of Work. Failure to submit a complete Subcontracting Plan will result in rejection of the Response.

The pricing and all terms and conditions of Responses are fixed for 120 days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 days. Scoring will be done in accordance with evaluation criteria published in this Solicitation.

Pre-Proposal Conference: None.