Airline Charter Services For ASU Football Away Games

27 March 2024 Airline Charter Services For ASU Football Away Games Arizona State University is requesting proposals from qualified firms capable of providing Air Charter Services for ASU Football Away Games. 27 March 2024 Open 3/20/2024 12:00 PM MST Type Request for Proposal Close 4/15/2024 12:00 PM MST Number RFP 272403 Currency US Dollar Sealed Until 4/15/2024 12:00 PM MST 27 March 2024 Contacts Paul Haworth pfhawort@asu.edu 27 March 2024 Commodity Codes Commodity Code Description 90-03 Travel Agency Services 27 March 202427 March 202427 March 202427 March 202427 March 202427 March 202427 March 202427 March 202427 March 2024 mailto:pfhawort@asu.edu Arizona State University is requesting proposals from qualified firms capable of providing Air Charter Services for ASU Football Away Games. Other Important Information: For the purposes of the RFP, the buyers are Paul Haworth and

Belinda Biggs Email: paulhaworth@asu.edu Email: belinda.biggs@asu.edu Bid Open Date: 03/20/2024 12:00 P.M. Deadline for Inquiries: 03/29/2024 12:00 P.M. Bid Close Date: 04/15/2024 12:00 P.M. *The Bid Opening Information Meeting will be available via Zoom: 12:00 P.M. on 4/15/2024 *Meeting URL: https://asu.zoom.us/j/83952364042?from=addon *Attendance in this meeting is not mandatory Description Required to View Event Prerequisites Required to Enter Bid 27 March 2024 1. Proposers must download the attached "Single Point of Contact" document, complete the information, and upload the completed document in this section. 2. Review the Intent, Background and Term of the RFP 3. Review the Instructions to Proposers 4. Review the Pre-Proposal Conference Information 5. Review the Evaluation Criteria instructions 6. Review the Small Business & Small Disadvantaged Business Information 7. Review the Cooperative Agreements Information 8. Review Sustainability Requirements 9. Complete the attached Mandatory Certifications and upload in this section 10. Review the Proprietary/Confidential Statement instructions. 27 March 202427 March 202427 March 202427 March 202427 March 202427 March 202427 March 2024 Buyer Attachments There are no Buyer Attachments added to this event. 27 March 202427 March 202427 March 202427 March 202427 March 202427 March 2024 Questions Required Questions Group 1.1: General Requirements Instructions: 1.1.1 Sun Devil Athletics (SDA) requires the newest available aircraft to transport the Football team. 1.1.2 If not, describe why or how you may be able to meet this requirement. 1.1.3 All chartered flights must utilize the most direct flight path possible. 1.1.4 If not, describe why or how you may be able to meet this requirement. 1.1.5 Ongoing training and education for pilots is mandatory. 1.1.6 All maintenance records and training of maintenance staff shall be in compliance with FAA operating procedures. 1.1.7 A single point of contact must be established and in charge of all Air Charter flights, and shall remain assigned to the University throughout the entire term of a resulting Contract. This airline representative will maintain direct contact with the Senior Associate Athletic Director to confirm schedule status and immediately notify ASU of any changes. This same representative must escort the team on the associated outbound and return flights and should be jump seat qualified.The University reserves the right to seek appropriate remedies should the airline representative be reassigned without prior notification and approval by the University. 1.1.8 If not, describe why or how you may be able to meet this requirement. 1.1.9 Proposer must be able to facilitate direct boarding and deplaning which bypasses the terminal. 1.1.10 If not, describe why or how you may be able to meet this requirement. 1.1.11 TSA security screening associated with direct boarding will be the responsibility of the Proposer. For departures from AZ, this will be facilitated at the Student-Athlete Facility on the ASU Tempe Campus before boarding ground transport to the airport. 1.1.12 If not, describe why or how you may be able to meet this requirement. 1.1.13 Supplier will be responsible for facilitating the following personnel required for direct boarding: eight (8) wanders, one (1) dedicated travel ID screener, and one (1) luggage handling assistant to load the luggage truck from the Student-Athlete facility. A minimum of one (1) security representative is also required to be present on each vehicle used for screened travelers’ ground transport from ASU to the airport. 1.1.14 If not, describe why or how you may be able to meet this requirement. 1.1.15 Supplier’s personnel required for direct boarding must arrive on site at ASU three (3) hours prior to any pre-game flight. 1.1.16 If not, describe why or how you may be able to meet this requirement. 1.1.17 The successful proposer is required to pay all costs associated with security screening directly. These associated costs must be incorporated into the Proposer’s Financial Proposal. 1.1.18 If not, describe why or how you may be able to meet this requirement. 1.1.19 All flights are to be quoted with 190 seats or comparable, with both First Class and Coach accommodations. The A321 has historically been used. 1.1.20 If not, describe why or how you may be able to meet this requirement. 1.1.21 The carrier/agent will be responsible for all flight scheduling and airport arrangements required for each trip. The carrier is also expected to be familiar with all runway restrictions/codes and scheduling (construction, etc.) at the indicated destinations. 1.1.22 If not, describe why or how you may be able to meet this requirement. 1.1.23 Chartered aircraft shall remain in the visiting city overnight. When circumstances deem this to be not possible, this requirement will be waived on a case by case basis pending approval by ASU. If the aircraft cannot stay overnight, the University requires that the aircraft be in place and prepared for pre-loading of equipment a minimum of 2 hours prior to scheduled departure. 1.1.24 If not, describe why or how you may be able to meet this requirement. 1.1.25 Fresh flight crews will be required for all flights to avoid the timing out of any personnel employed by the Supplier. 1.1.26 If not, describe why or how you may be able to meet this requirement. 27 March 202427 March 202427 March 202427 March 202427 March 2024 1.1.27 Please review the attached schedule of dates and times. Confirm your ability to accommodate the scope as well as your understanding that, due to television scheduling constraints, any times are estimates and actual kickoff times are to be released throughout the fall no earlier than ten (10) days prior to each game. Departures will be no later than 2pm, unless stated otherwise. Return flights are to be scheduled to depart for Phoenix, Arizona approximately one and one-half (11⁄2) hours after the conclusion of each road game. 1.1.28 If not, describe why or how you may be able to meet this requirement. 1.1.29 Please review the attached and confirm your ability to meet the Scheduling and Other Requirements. 1.1.30 If not, describe why or how you may be able to meet this requirement. 1.1.31 Proposer must be able to provide large, athletic-portioned provisions to include hot meals, basket items, and beverage service on both outbound and return flights, unless approved in advance by the University. For basket service, preferences are for whole fruit, cheese and crackers, and packaged candy. Beverage options must include juices and soft drinks with plenty of ice. Due to sponsorship obligations, SDA requests only Coca Cola and Powerade products be provided. No alcohol service will be permitted on any flight. 1.1.32 If not, describe why or how you may be able to meet this requirement. 1.1.33 The Successful Proposer will be required to conduct relevant and appropriate background checks and fingerprinting according to the University’s policies on all assigned employees and new hires. This is to ensure that there are no potential threats to the safety or welfare of the University community or its property. Proposer must agree to share background checks and other supporting documentation including disciplinary action for any assigned employee upon written request by the University. 1.1.34 If not, describe why or how you may be able to meet this requirement. 1.1.35 In the event the carrier/agent fails to furnish the contracted services, SDA will make a reasonable purchase to substitute the arrangements due from the Contractor. SDA will recover from the Contractor the difference between the cost of the substituted services and the original contract price. In addition, an administrative cost of $10,000.00 will be required for this re-purchase action. 1.1.36 If not, describe why or how you may be able to meet this requirement. Group 1.2: Additional Requirements Instructions: 1.2.1 Plans to schedule charters for possible bowl games are to begin at an agreed upon time during the season. Bowl game selections are scheduled for Sunday, December 8, 2024. 1.2.2 If not, describe why or how you may be able to meet this requirement. 1.2.3 Cost per air mile for bowl games is to commensurate with air mile costs for regular season games. 1.2.4 If not, describe why or how you may be able to meet this requirement. 1.2.5 Sun Devil Athletics could require equipment space of up to 7,000 pounds consisting of bulk trunks and player travel bags. Historically the equipment has been trucked to the game site and recently the amount of equipment transported in the aircraft cargo space has been 2,000 pounds or less. However, on very rare occasions all equipment needs to be transported by plane. A breakdown of equipment will be provided upon request at the pre-trip meeting. If the necessary equipment does not fit on the team charter flight, arrangements shall be made to fly the remaining equipment on an earlier flight. Please include pricing for early equipment transportation in your Financial Proposal. For most trips, the football equipment will be trucked to its destination. 1.2.6 If not, describe why or how you may be able to meet this requirement. Group 2.1: Proposer Qualifications Instructions: 2.1.1 The Proposer shall present evidence that the firm has been engaged for at least the past three (3) years in providing services as listed in this Request for Proposal. 2.1.2 The Proposer shall provide at least three (3) verifiable references related to intercollegiate or professional football team travel and include the name, title, telephone number, and e-mail address of the individual at the client organization who is most familiar with the referenced engagement(s). Note there is a preference for any verifiable examples of engagements related to the Bowl Championship Series. Please describe the scope, breadth, unique challenges, and specific measurables involved and how it relates to the services listed in this Request for Proposal. 27 March 202427 March 202427 March 202427 March 202427 March 2024 2.1.3 Proposals shall present a brief corporate history/management summary. Describe any restructuring, mergers, and/or downsizing that has occurred over the past three (3) years. Proposer may also describe Proposer’s measurable growth during recent years. 2.1.4 Describe the material issues of any current patent or copyright lawsuits or any other legal actions against Proposer including, but not limited to, parties of dispute, description of technology involved, equipment affected, jurisdiction, and date of legal complaint. Describe litigation disputes for the past 5 years related to similar projects or Proposer’s ability to perform. 2.1.5 Any airline that operates a charter for the general public (which includes athletics teams) must hold a Title 14 of the Code of Federal Regulations (14 CFR) Part 121 or Part 135 certification, per FAA regulations. Proposers must indicate what Part (121 or 135) of the FAA Regulations (14 CFR) they will be operating under and provide evidence of this certification. Indicate how many aircraft are included on the applicable certification. 2.1.6 Charter flights offered must be from an accredited, regularly scheduled carrier. Please list the service airlines and the associated accreditation. 2.1.7 Proposer shall provide a management summary, including names and resumes for key individuals who will be assigned to this contract. This comprehensive listing should include the Airline Representative/Flight Coordinator and/or Account Representative to the University. 2.1.8 Please describe the charter fleet to be used for the services listed in this RFP, which includes: 1) Seating capacity; 2) Number of first class and coach accommodations. 2.1.9 Provide the location where your aircraft fleet is based, including the address. 2.1.10 Please also describe your participation in Flight Operational Quality Assurance (FOQA) as defined by the FAA in its Advisory Circular #120-82, dated April 12, 2004. 2.1.11 Proposer must provide a backup contingency plan for canceled and/or delayed flights. This must include a detailed narrative of your cancellation/delay notification process as well as the description of how the University would be compensated for canceled and/or delayed flights resulting from aircraft malfunction or other issues under direct control of the Proposer. 2.1.12 The carrier must ensure backup service in the form of qualified alternate aircraft within two (2) hours of the initial departure schedules. Please provide your plan for this requirement. 2.1.13 Proposer must provide a metric of their average on-time accuracy (as a percentage) for departures and arrivals of unscheduled charter flights. 2.1.14 Please explain your direct boarding process and note whether it will be through a gate or facilitated by an FBO. The use of an FBO is the preference of the University. In addition, two (2) sets of air stairs are preferred for boarding and exiting the aircraft on all trips. The ability to accommodate these preferences will be a factor in the review, consideration, evaluation, and the award of proposals received. 2.1.15 Please identify the Wi-Fi, phone services, audio and visual services provided for both the 190-seat and larger airplanes. Include the location of the audio and visuals (i.e. headrest, above seats, arm rests etc.). 2.1.16 Please provide a complete menu of hot meals, basket provisions, and beverage items from which travelers can choose for both the outbound and return flights. If a given aircraft lacks the appropriate equipment to facilitate hot meal service, outside food suppliers can be utilized to provide this service to the airplane before departure. The potential suppliers must be listed here along with their menus and portions. 2.1.17 The Proposer shall provide any relevant information that Arizona State University must consider in its evaluation. Any information not provided will not be considered in awarding this contract. Include any requirements of the FAA that would alter any of the travel arrangements as requested in this document. 2.1.18 The Proposer must submit a comprehensive list of all manifest boarding requirements of travelers and cargo. 2.1.19 The Successful Proposer may subcontract services, with prior University authorization. List and describe any subcontractor’s qualifications and relevant experience. Proposer shall remain solely responsible for the performance of a resulting Contract from this RFP. All University payments for goods and/or services shall be made directly to the Proposer. Group 2.2: Additional Qualifications Instructions: 27 March 202427 March 202427 March 202427 March 202427 March 2024 2.2.1 Proposer should provide a brief summary of any other value-added services or programs which may contribute to the overall value of their proposal, including but not limited to: 1) Training; 2) Industry Partnerships; 3) Support of ASU’s Charter and Goals; 4) Support of sustainable development, veterans’ affairs, initiatives in support of women, wellness, and our changing regional demographics; 5) Support and enhancement of ASU’s reputation as an innovative foundational model for the New American University Group 2.3: Financial Statements Instructions: 2.3.1 Option A. Proposers who have audited financial statements are to provide the following: Audited financial statements for the two (2) most recent available years. Option B. Proposers who might not have audited financial statements are to provide the following: It is preferred that audited financial statements for the two (2) most recent available years be submitted. However, if not available, provide a copy of firm’s two (2) most recent tax returns or compiled financial statements by an independent CPA. Group 3.1: Pricing Schedule Instructions: 3.1.1 Proposer shall submit a detailed cost proposal to include all aspects of providing the scope of work associated with this Request for Proposal. Pricing is to be firm through the award of solicitation, and effective upon contract award and as stated during the contract term. 3.1.2 Based on the Athletic and Public Events Opportunities described in the Intent, Background and Term of the RFP section (which also includes Appendix A) located in the prerequisite section, please indicate any opportunities that may be of interest or other innovative ideas or considerations that you are proposing in conjunction with your proposal for Air Charter services. Group 4.1: Sustainability Questionnaire Acknowledgement Instructions: 4.1.1 Arizona State University integrates sustainability into procurement practices to advance our commitment to sustainability. Please review the attached practices and acknowledge you have reviewed the options. Group 4.2: Supplier Sustainability Questions Instructions: 4.2.1 Sustainability is embedded in our organization's overall purpose, vision, mission and strategic goals. 4.2.2 Our organization uses annual metrics to determine sustainability goals and projects. 4.2.3 Annually measures: Water Usage 4.2.4 Annually measures: Energy 4.2.5 Annually measures: Greenhouse gas emissions (GHG) 4.2.6 Annually measures: Waste 4.2.7 Annually measures: Sustainable Purchasing 4.2.8 Based on metrics, we have a staged plan to expand upon sustainability programs within our operations. 4.2.9 We can show how we have publicly advocated for sustainability as a market force for progress in our industry, in the past year. 4.2.10 Provide a summary on programs related to diversity, inclusion or social equity? 4.2.11 Please provide a summary of any value added sustainability programs, including but not limited to: (A) Support of ASU’s Sustainability Goals (https://cfo.asu.edu/sustainability-goals-and-vision); (B) Sustainability focused position(s); (C) Sustainability product and service reporting capabilities Group 4.3: Sourcing Sustainability Instructions: Current sustainability scope for products and services: We actively address these product and service sustainability issues in the sourcing and supplying of our services/products. (Check all that apply.) 4.3.1 Environmental impact issues 4.3.2 Employee impact issues 4.3.3 Community/ethical issues Group 4.4: Leadership in Sustainability Instructions: 27 March 202427 March 202427 March 202427 March 202427 March 2024 4.4.1 An executive is responsible for sponsoring and overseeing the integration of sustainability into all organization processes. 4.4.2 Sustainability goals are championed by roles dedicated to sustainability. 4.4.3 Sustainability goals are championed and supported by staff through sustainability engagement teams, training, courses, and organization events. 4.4.4 We share our best practices, guidance, tools, etc. with others in the sustainability focused community. Group 5.1: ASU's Terms and Conditions Instructions: 5.1.1 I have read and agree to ASU's Terms and Conditions located at https://www.asu.edu/purchasing/pdf/Stand_TsCs_Provisions.pdf. If "NO", you will be required to submit exceptions with justification and alternate language. Proposals that are contingent upon any changes to these mandatory terms and conditions may be deemed non-responsive and may be rejected. 5.1.2 All exceptions must be submitted with justification and alternate language, and MUST be submitted with the submittal. In no event is a proposer to submit its own standard contract terms and conditions as a response to this Request for Proposal. Group 5.2: Insurance Requirements Instructions: 5.2.1 I have read the attached ASU insurance requirements and all requirements will be met. 5.2.2 All exceptions to insurance must be submitted with justification and alternate language, and MUST be submitted with the proposal. Group 6.1: Proprietary/Confidential Statement Instructions: 6.1.1 Per pre-requisite instructions, If you are submitting any information you consider to be proprietary or confidential, you must create a password protected zip file and upload the document along with a justification in the appropriate area within this RFP. In an email outside of the RFP, send the password directly to the Buyer referencing the RFP number, paulhaworth@asu.edu. If the Deputy CPO concurs, this information will not be considered public information. The Deputy CPO of Procurement is the final authority as to the extent of material, which is considered proprietary or confidential. Pricing information cannot be considered proprietary or confidential. Proprietary or confidential information must be submitted per the Instructions as stated in the Prerequisite section. Any watermarks, footnotes, copyright or reference to proprietary or confidential throughout the submitted proposal will be disregarded as boilerplate markings. I have read and understand. 6.1.2 If you have proprietary or confidential information, upload the password protected zip file here and email the Buyer with the password. For each individual document you've included in your zip file, with the exception of Financial Statements properly submitted via the instructions provided (if applicable), you MUST provide a justification explaining for why this is considered proprietary and confidential to your business. Please provide this information via the file attached. If no justification supporting your submitted Proprietary and Confidential information is enclosed, the request will be disregarded. 27 March 202427 March 202427 March 202427 March 202427 March 2024 Product Line Items Product Line Items There are no Items added to this event. 27 March 202427 March 202427 March 202427 March 2024 Service Line Items Service Line Items There are no Items added to this event. 27 March 202427 March 202427 March 2024