Bid No. 1Jxs1411page &Page

Bid No. 1JXS1411page &Page

Invitation for Bid

No. 1JXS1411

Charter Air or Broker Services

PROPOSAL ISSUED DATE:August 7, 2013

PROPOSAL DUE DATE: August 22, 2013

PROPOSAL DUE TIME: 2:00 PM Local Time

All questions regarding general Bid Proposal procedures should be directed to:
Jacob Shaw
OBFS, UIUC Purchasing
212 Illini Plaza
1817 S. Neil St.
Champaign, IL 61820
(217) 300-7035
/ Send or deliver Bid Proposal to:
University of Illinois Purchasing Division
ATTN: Bid Desk
212 Illini Plaza
1817 S. Neil St.
Champaign, IL 61820
Clearly mark 1JXS1411 on the outside of all packages.

BIDDERS SHOULD SUBMIT ONE ORIGINAL AND ONE COPY OF THEIR BID PACKAGE

Subject Matter / # of Originals / # of Hard Copies / # of CDs or Other Electronic Media (submit documentation using .pdf format)
Bidders should submit the following with their response / 1 / 1 / 1

Bid No. 1JXS1411page &Page

/ Purchasing Division
Illini Plaza, Suite 212
1817 South Neil Street
Champaign, IL61820-5752 /

Invitation for Bid

/ No / 1JXS1411
August 7, 2013 / August 22, 2013 / Bid is due by
2:00 PM Local Time
Bid Proposal Date / Date Bid Due
Deliveries are to be Urbana Champaign unless otherwise designated.
Company Name
Address
Suite, PO Box #
City, State, Zip / F. O. B.
Shipping Point
Shipping Weight
Delivery Time
(Time required after receipt of order)
Payment Terms / % / days
(discount)
Net / days
the following general terms and conditions will apply
unless otherwise specified in the bid proposal
TAXES: Sales to the University are exempt from Illinois R.O.T., Use, S.O.T., Service Use Tax, and Leasing Tax. FEDERAL TAXES are exempted. Certificate will be furnished upon request. SPECIFICATIONS: Unless otherwise indicated, any reference to trade names and specific manufacturers’ numbers or descriptions are used to establish minimum quality and/or performance characteristics. Any commodity (or service) of an approved equal or better will be considered. Give complete specifications for any substitutions offered. TIME is of essence, therefore accurate delivery schedules may be considered in making an award. DISCOUNTS for prompt payment shall be shown hereon. Discount periods will be computed from the date when acceptable merchandise has been received, or receipt of invoice, whichever is later. PACKING, DEPOSITS and OTHER COSTS will not be allowed in billing unless included in your Bid Proposal. SHIPMENTS are to be fully insured and made by the most expeditious method consistent with customs of the trade, terms of the Bid Proposal, weight and value of the merchandise and current tariff regulations. STANDARD WARRANTIES must be stated. When appropriate, you may submit your Bid Proposal on any of the items listed, and we also reserve the right to accept or reject all or part of your offer.
The undersigned offers the prices, terms, and delivery in this bid proposal.
Vendor Name
(Signature of responsible officer)
Date
Buyer / Jacob Shaw
Note: This proposed procurement is exempt from most requirements of the Illinois Procurement Code pursuant to 30 ILCS 500/1-13 B(2). The University may consider offers submitted outside the Bulletin process.
AVAILABILITY OF DOCUMENTS: The University will publish the exempt procurement award information at:
Firms intending to respond to any posted requirement are encouraged to visit that site to insure that they have received a complete and current set of documents. Some notices may provide a downloadable copy of the pertinent procurement documents, as well as any amendments to those documents. Any firm receiving a copy of procurement documents from a third party is solely responsible for insuring that they have received all necessary procurement documentation, including amendments. The issuing University is not responsible for insuring that all or any procurement documentation is received by a firm that is not formally registered with the issuing University.
Furnish Charter air transportation for the University of Illinois Men’s and Women’s Basketball Team in accordance with the attached specifications, terms and conditions contained herein.
Bid Total $______

Bid No.1JXS1411page 1

SPECIFICATIONS

The University of Illinois Board of Trustees on behalf of the Division of Intercollegiate Athletics (“The University”) is requesting proposals for team travel/flight service for Men’s and Women’s Basketball for the 2013-2014 season.

The following information details tentative travel times, minimum travel standards and requirements.

Supplies / Services Required:

1.1 Aircraft must be a regional Jet with a minimum of 50-75 seating capacity. Aircraft to be provided must meet all current FAA requirements and shall adhere to all operating rules and regulations set forth by Federal laws and municipal ordinances.

1.2 Charter operator shall provide a single aircraft, 2 duly licensed pilots and 1 flight attendant for each charter flight.

1.3 The Charter air or Broker Service must provide a service representative to supervise all flights and shall be responsible for contingency / backup plan in the event of, but not limited to mechanical problems, flight delays and or service related issues. Additionally, the Carrier/Agent must have an internal office representative that can act as a contact person for matters that arise between flight dates. The name and telephone of the Carrier/Agent on-site and office contact persons or coordinators should be provided with your response. Boarding passes must be provided prior to flight date. Boarding and seating requirements must be furnished to the Division of Intercollegiate Athletics contact person at least two weeks prior to flight date.

1.4 Aircraft, at minimum, must be able to carry 60 pieces of luggage and equipment weighing approximately 300 lbs. and approximately 5,000 to 10,000 lbs. of passengers.

1.5 Complimentary snacks and beverages are required for each leg of the flight. Snack items such as candy bars, peanuts, chips, pretzels, fruits, etc. Beverages shall include apple juice, orange juice, assorted soft drinks, Gatorade, bottled water, coffee and tea. No alcohol will be allowed on the flights.

1.6 Meals on return flights shall consist of one large deli type sandwich per person (ham, chicken, turkey, or medium roast beef), fruit, chips, candy bar, cookies and beverages.

1.7 The Charter service must provide seating configuration 10 days prior to each flights.

1.8It is required that the aircraft is to be at the airport 4 hrs. prior to departure and 4 hrs. prior to return flight.

1.9 The Charter operator must have a minimum of 5 fully operational aircraft that meet the aircraft requirements specified herein. In the event of mechanical failure of the aircraft that is being used for a particular flight to or from an event, Charter Operator must be able to have a replacement aircraft available at the appropriate departure airport as soon as possible so as to not cause delays. In the event Charter Operator is not at the designated departure area during the prescribed time period (e.g. including but not limited to mechanical failure) the charter company will refund the University for the block hours aircraft is not available.

1.10 Charter operator must provide names and contact information for the charter operator ground crew and baggage handlers for each chartered flight.

1.11 All departure and return flights shall be from Flightstar Aviation (This is away from the main terminal and creates less confusion.).

1.12 The University will make contractual agreements with various bus companies; however the awarded vendor shall be responsible for contacting the airports to arrange security for planeside pickup for baggage and traveling party.

1.13 Proposers are to include with their responses detailed information on the proposed aircraft to be used for chartered flights. Information to be included, but not limited to, seat pitch, weight restrictions, pictures of aircraft and seating configuration.

1.14Inadequate performance fee: Carrier/Agent failing to meet specifications on schedule times for departures/meal requirements will be assessed a fee equal to 10% of trip cost. This fee representing damages will be deducted from any outstanding amount owed to the Carrier/Agent or must be reimbursed to the University if no amount is outstanding and owed to the Carrier/Agent.

1.15Non-performance remedy: If Carrier/Agent is unable to complete one leg of any awarded air charter service, which results in the University having to use other modes of transportation in order to meet its student athlete and coaching staff needs, the Carrier/Agent will be required to reimburse the University for sixty (60) percent of the total cost of the trip, or the actual cost of the alternate transportation whichever is higher. If Carrier/Agent is unable to complete an awarded air charter trip (excluding the exceptional circumstances provided for in this Sealed Bid Proposal), the University may consider such failure as grounds for termination unless immediate cure is provided.

1.16In case of flight equipment failure or pilot incapacitation, the Carrier/Agent will arrange for and provide, within three hours after such flight equipment failure or pilot incapacitation, substitute transportation that is satisfactory to the University of Illinois and capable of maintaining the Division of Intercollegiate Athletics original planned chartered flight schedule, at no additional cost to the University of Illinois.

2.0Payment Schedule:

2.1 Indicate the payment schedule that will apply to any flights offered and accepted by the University.

______% of flight price due ______days prior to scheduled flight date.

Balance of flight price due ______days prior to scheduled flight date.

3.0 Flight Cancellation:

3.1 Carrier/Agent should indicate below the percentage of trip cost that would be charged in the event of cancellation of a scheduled air charter trip. This cancellation charge will apply on trips cancelled without cause. Cancellation charges will not be paid for trips cancelled for cause (i.e., Carrier/Agent contract default).

______% of total trip costs if cancellation made 90 days prior to trip

______% of total trip costs if cancellation made 60 days prior to trip

______%of total trip costs if cancellation made 30 days prior to trip

______%of total trip costs if cancellation made 15 days prior to trip

PRICING

Provide per trip pricing for Men’s and Women’s Basketball to the following destinations for the 2013-2014 season.

All prices quoted shall be for the complete charter flight service offered including complete crew, meals, any and all services to aircraft, expenses of crew, taxes, ferry and layover charges, and baggage handling fee from, to, or between aircraft and terminals, landing fees and any other expense which may be incurred in providing this charter service. For evaluation purposes all flights quoted shall use a $5.00 per gallon fuel rate.

Note: It is required that the aircraft is to be at the airport 4 hrs. prior to departure and 4 hrs. prior to return flight.

Women’s Non-Conference Schedule: / Price
Georgia Tech University, Atlanta, GA
Departure: December 3, 2013
Return: December 4, 2013 / $______
University of Colorado, Boulder, CO
Departure: December 6, 2013
Return: December 7, 2013 / $______
University of Georgia, Athens, GA
Departure: December 27, 2013
Return: December 28, 2013 / $______
Women’s Big Ten Conference Schedule:
*Note: Big Ten game dates will be assigned in September* / Price
University of Minnesota, Minneapolis, MN
Departure: TBD
Return: TBD / $______
University of Nebraska, Lincoln, NE
Departure: TBD
Return: TBD / $______
Ohio State University, Columbus, OH
Departure: TBD
Return: TBD / $______
University of Michigan, Ann Arbor, MI
Departure: TBD
Return: TBD / $______
Michigan State University, East Lansing, MI
Departure: TBD
Return: TBD / $______
Total: / $______
Men’s Non-Conference Schedule: / Price
University of Nevada-Las Vegas, Las Vegas, NV
Departure: November 25, 2013
Return: November 27, 2013 / $______
Georgia Tech University, Atlanta, GA
Departure: December 2, 2013
Return: December 3, 2013 / $______
Auburn University, Atlanta, GA
Departure: December 7, 2013
Return: December 8, 2013 / $______
University of Oregon, Portland, OR
Departure: December 13, 2013
Return: December 14, 2013 / $______
Men’s Big Ten Conference Schedule:
*Note: Big Ten game dates will be assigned in September* / Price
Michigan State University, East Lansing, MI
Departure: TBD
Return: TBD / $______
University of Iowa, Iowa City, IA
Departure: TBD
Return: TBD / $______
University of Minnesota, Minneapolis, MN
Departure: TBD
Return: TBD / $______
Penn State University, University Park, PA
Departure: TBD
Return: TBD / $______
Ohio State University, Columbus, OH
Departure: TBD
Return: TBD / $______
University of Wisconsin, Madison, WI
Departure: TBD
Return: TBD / $______
University of Nebraska, Lincoln, NE
Departure: TBD
Return: TBD / $______
Total: / $______

Grand Total (Women’s flights + Men’s Flights): $______

Award will be made to the responsible bidder that meets specifications and offers the lowest bid total.

Modification of Original Documents: The vendor hereby certifies that they have not altered or modified the original content of the University Bid/RFP specifications, or the associated documents including original drawings or graphics. Vendor understands that failure to comply with this requirement may result in the offer being disqualified and, if determined to be a deliberate attempt to misrepresent the offer, may be considered sufficient basis to suspend or debar the violating party from consideration for future contract awards.

______

SignatureTitle

Exceptions and/or Alternate Offers:

The vendor shall clearly state on this response any exceptions to or deviations from or additions to any of the listed specifications, terms and conditions; otherwise, the respondent will be held responsible for compliance in detail with the specifications listed in the Proposal. Please list exceptions below. (NOTE: Reference to any attached brochures will not satisfy the requirement for listing exceptions to specifications. Respondent must list exceptions below and using additional pages if necessary and noted with the heading "Exceptions and/or Alternate Offers".) Exceptions must refer to item or item number or topic and page number.

______

Use additional pages if necessary

BIDDER INFORMATION

Provide the following information as part of this proposal:

Vendor Sales Representative

Contact Name

TelephoneFax

E-mail Address

Address

Award will require a determination of the vendor’s responsibility, which will include, among other things, examination of the vendor’s reliability and capability to deliver the specified chartered flights. To aid in making that determination, the University requests that vendor identify the last three University or College’s contracted in relation to team travel as specified herein. If you are unable to provide this information with your response, please, explain in the Exceptions block above. In that case, additional alternative arrangements may have to be made in order to satisfy the responsibility requirement.

University or College ______

Contact Name

Telephone

E-mail Address

Address

University or College ______

Contact Name

Telephone

E-mail Address

Address

University or College ______

Contact Name

Telephone

E-mail Address

Address

GENERAL TERMS AND CONDITIONS

Standard Qualifications, Certifications, Representations, and Disclosures Attachment: The respondent must complete, sign where appropriate, and return the enclosed "Standard Qualifications, Certifications, Representations, and Disclosures Attachment (Exhibits A)”. Please attach Exhibits A to your offer.

University Form: Please use our solicitation form for submitting your offer. Variations or exceptions from the specifications and general conditions should be shown on the attached Exceptions to Specifications sheet. Such exceptions or deviations may be considered in evaluating the offers received. Any exception taken must be noted in the space provided within this solicitation to facilitate this requirement. Failure to comply with this condition may cause your offer to be considered "non-responsive."

University Form:" Please use our solicitation form for submitting your offer. If you do not comply, we may reject your offer as “non-responsive.”

Exceptions: The University discourages taking exceptions. Any exceptions taken may result in rejection of the bid/proposal or other law shall result in rejection. Any exceptions to the University’s language or requirements must be provided on the ”Exceptions and/or Alternate Offer” section above.

Signatures: This solicitation should be signed in any space provided in this solicitation by an authorized official of the respondents' organization.

Offer Acceptance: All responses should be firm for acceptance for a period of 90 days.

Specifications: Any reference to brand names and numbers in the solicitation is descriptive, but not restrictive, unless otherwise specified. Offers on equivalent items meeting the standards of quality thereby indicated will be considered, unless otherwise specified, providing the offer clearly describes the article offered and how it differs from the referenced brands. Unless the respondent specified otherwise, it is understood that the respondent is offering a referenced brand item as specified in the solicitation. The University will determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name referenced; and the University may require a respondent offering a substitute to supply additional descriptive material and a sample.

If Items requested have quality guidelines of brand name or equal, the items offered must be equal to or better than the brands and model numbers specified as determined by the University of Illinois. The use of brand names in this solicitation are for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition. Substantially equivalent products to those designated may be considered for award. “Or Equal” submissions will not be rejected because of minor differences in design, construction or features that do not affect the suitability of the product for its intended use.

Samples: If requested, samples of items must be furnished free of charge and if not destroyed will, upon request, be returned at the respondents expense. Request for the return of samples must be made within ten (10) days following opening of Bid or RFP or submittal of samples, whichever is later. Each individual sample must be labeled with respondents' name, manufacturer's brand name and product number, bid or RFP number and item referenced. The University reserves the right to keep the samples of the low respondent. Failure to submit samples when requested will be considered grounds for rejection of your offer. DO NOT submit samples unless you are specifically requested to do so. Samples should arrive within 7 working days from receipt of request.

Clarifications: Should any respondent have questions concerning conditions and specifications, or find discrepancies in or omissions from the specifications, or be in doubt as to their meaning, they should notify the Purchasing Division no later than five (5) days prior to the opening and obtain clarification prior to submitting a solicitation. Such inquires must reference the date of opening and University bid or RFP number.

Interpretations that change the terms, conditions, or specifications will be made in the form of an amendment to the solicitation by the University. If issued, the University will send the amendment to all parties solicited in the original solicitation. In the event there are any conflicts between the general terms and conditions and any special terms and conditions, the special terms and conditions shall take precedence.