Charter Flight Services for Boulder Athletics Football

05 May 2022 Charter Flight Services for Boulder Athletics Football The University of Colorado Boulder (UCB), Athletics Department is seeking qualified air carrier or brokers to provide air charter services for football team travel. 05 May 2022 Open 5/5/2022 2:00 PM MDT Type Request for Proposal Close 6/9/2022 2:00 PM MDT Number PSC-S-1619 Currency US Dollar Sealed Until 6/9/2022 2:00 PM MDT Payment Terms 0% 0, Net 30 05 May 2022 Contacts Kathryn Wilson katie.wilson@cu.edu 05 May 2022 Commodity Codes Commodity Code Description 19 Travel 05 May 202205 May 202205 May 202205 May 202205 May 202205 May 202205 May 202205 May 202205 May 2022 mailto:katie.wilson@cu.edu All responses must be submitted via CU solicitation portal at www.cu.edu/psc/solicitations by date and time noted above. All

questions or proposals must be submitted using the solicitation portal. Questions or proposals that are emailed to the Purchasing Agent will not be accepted. SECTION I. PROJECT BACKGROUND, OVERVIEW, AND GOALS A. BACKGROUND: The University of Colorado at Boulder Athletics department operates several athletic teams that are members of the NCAA, PAC 12 Conference, and other sport specific conferences. As a member of these organizations, the teams are required to compete and represent the University of Colorado in competitions sanctioned by the NCAA. For certain competitions and other events, the University seeks to provide air charter flights for the team party and / or the support travel parties to the event sites. The flexibility, reduced overall travel time, quality experience, and potential reduction in other travel costs provided by charter flights is the standard for certain types of team and other travel in carrying out the objectives of PAC 12 athletic programs. B. OVERVIEW: The University of Colorado Boulder wishes to secure roundtrip jet aircraft flights to take parties of a minimum of 160 passengers/seats to away football games and potentially some post-season or “special trip” basketball games. The travel party may consist of University of Colorado student athletes, band members, cheer leaders, student managers, staff, donors and others. The primary anticipated needs for this service are for football game regular and post-season travel. Note that some needs related to post-season travel may involve very short notice (i.e. less than 1 week) as they are dependent on team success and related advancement to additional games that may occur only days after the previous game. The winning vendor will largely be selected based on their ability to fulfill the 2022 Football Regular travel needs in a cost effective and high service-level manner. The dates and locations for these flights are listed in attachment “Exhibit A – Financial Proposal” located under the Questions Module Group 2.5: Financial Proposal. The University of Colorado, Boulder Athletics Department will look to the winning vendor first to provide additional air charter flights to other competitions and events that demand a seating capacity in excess of 50 as needed. Athletics will look first to the vendor awarded as a result of this solicitation for competitive pricing and convenient travel arrangements and times for any additional flights that are needed. Should the University not be satisfied with the pricing or travel arrangements and times provided for any additional flights, the University reserves the right to make alternate arrangements with a different charter provider. The University will pay for flights by depositing the cost for the flights into a DOT approved escrow account for release after each flight. Such account may be held by either the broker/agent or by the carrier. C. GOALS FOR THIS PROJECT: The goal of this RFP is to secure charter passenger jet services for athletic department travel to competition locations as needed. SECTION II. STATEMENT OF WORK TERM: The term of the contract resulting from award of this solicitation shall be for a period of one (1) year. The contract may be renewed upon mutual agreement for up to four (4) additional one-year periods for a total Description not to exceed five (5) years. The prices or discounts quoted in the RFP shall prevail for one year from the effective date of the contract, at which time the University shall have the option to renew the contract for four (4) one-year periods; provided, however, that the successful Bidder(s) provided satisfactory performance during the initial contract period. All prices offered herein shall be fixed and firm against any increases for one (1) year from the effective date of the agreement. A request for a price adjustment may be made at the beginning of each renewal term. The request must be in writing and received by the University of Colorado Procurement Service Center no later than sixty (60) calendar days prior to the end of the then current contract term. Only one adjustment request per term will be allowed. The request must include an analysis and justification for the proposed price adjustment. The University reserves the right to accept, reject or negotiate the adjustment. VARIATIONS/EXCEPTIONS: For purposes of bid evaluation, Suppliers must indicate any variances to the specifications, terms and conditions; no matter how slight. If variations are not stated in the Supplier's proposal, it shall be construed that the Supplier fully complies with the specifications, terms and conditions. Notwithstanding the above, it is hereby agreed and understood that the University reserves the right to reject these variations if they individually, or as a whole, do not meet the standards established in the specifications. SAMPLE CONTRACT: The Successful Supplier will be required to sign the University contract. A Sample of the University contract can be located under the "Buyer Attachments" section of this solicitation. Suppliers must indicate any variances to terms within this RFP and the Universities contract under the "Questions" section of this solicitation. A. GENERAL REQUIREMENTS OF THE PROPOSAL The football equipment required by the team is primarily driven to the venue by truck so carriers should be concerned with transporting people and personal luggage only on most occasions. Depending on the length of the flight and other variables, it may be necessary to load some football equipment such as shoulder pads on the aircraft. Air carriers must be Part 121 certified by the FAA to be considered. Aircraft must have a minimum of 160 seats available for travel party. Preferred seat pitch is a minimum of 30 inches. The University requires ramp loading/ unloading of the team directly to and from buses. The security and screening process is to take place at this time, unless a more economical practice is proposed. Ramp loading/unloading in Denver can be done out on the tarmac at the airline’s gate if weather permits or through the Signature Aviation facility (ph: 303-342-5600) at DIA, NOT inside the DIA terminal building. If the airline’s tarmac gate is chosen as the primary loading/unloading location and weather does not permit, the back-up must be the Signature Aviation facility, not the DIA terminal building. Additionally, the University will consider proposals for departing from and returning to Rocky Mountain Metropolitan Airport (KBJC) in Broomfield, Colorado. At destination airports the loading and unloading process is to be at an FBO, not the main terminal, when available. The University requests that pricing on the flights for 2022 (see Questions Module Group 2.5: Financial Proposal and Items Section) be provided based on a per fuel gallon cost. Since fuel costs are very volatile, the University will entertain provisions for adjusting charter pricing in response to fuel cost changes. If the Bidder wants such a clause in the contract, the Bidder must include the formula to be used for making such fuel adjustment along with its response to this RFP (Attach to Questions Module Group 2.5: Financial Proposal Section). Please include as part of the adjustment how the fuel price is determined – i.e. Index, Average Site specific, etc. If the Bidder submits no adjustment formula with its response, it will be assumed and agreed that the offered pricing for fuel is firm and no adjustments for fuel price changes will be made for the duration of the contract. Also, any formula offered and clause that might be added to address fuel cost adjustments will consider both increases and decreases in fuel prices. If a formula is offered which does not make it easy to determine the extent of any adjustment to fuel costs or which only makes provision for price increases, and not decreases, may be considered grounds to consider a Bidder “non-responsive”. B. MEALS – CATERING Meals shall be (1) athletic portion chicken or beef wrap with a minimum of 5 oz. Other items to include, chips, fruits such as apples, bananas, candy bars (snickers, reese’s) as well as other healthy snack options (beef jerky, pretzels, etc.). A large supply of bottled waters, Gatorade or other sports drink, and a small amount of sodas for non-player passengers must also be provided. Meals and beverage to be provided during boarding. C. FINANCIAL PROPOSAL Pricing - Exhibit A - Financial Proposal must be included in the Bidders response. The University requires Bidders to enter responses in the "Items" section of the RFP and attach the completed document to the "Questions Module Group 2.5: Financial Proposal" section of the RFP. All prices must include all costs to the University for accomplishing the flights and should include, but not be limited to: cost of charter based on a per fuel gallon cost; Federal Excise Tax; Passenger Facility Charges (PFCs); segment fees; and security (passenger screening) fees; all based on 160 passengers per flight. Please do NOT include cost of catering in the price as exact catering has not been decided upon at this point and catering costs are asked for separately, on a per person basis, after the listing of the flights. Pricing for additional post season flights and subsequent years’ regular season away games will be negotiated and mutually agreed to on a single flight (in the case of post season games) or season by season (in the case of regular season flights) basis. Should the University not be satisfied with the offered pricing, it reserves the right to bid out and contract those flights with other vendors. If you are a charter company and do not own your own aircraft, please state which airline or carrier you are quoting. (Who will actually be doing the flights?) The University may require further information about that airline or carrier. The University will only consider carriers and charter companies that are, in its sole opinion, reputable airlines and charter companies with excellent and traceable histories. References, financial statements, maintenance histories, and accident statistics must be supplied to the University upon request. Exact departure times are to be coordinated with Athletic Department. Departure from DIA for the 2022 football flights is expected to be wheels up at 1 pm local Mountain Time. Departure time on each return flight is expected to be approximately 1 hour after the conclusion of the game on the return dates listed (depending on game time, the return flight time could be in the early AM hours of the following day). D. TECHNICAL PROPOSAL COMPONENTS See Technical Proposal Components section of the RFP. SECTION III. PROPOSAL SUBMISSION All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at the University’s discretion, render the response non- responsive. Late proposals will not be accepted. It is the responsibility of the offeror to ensure that the proposal is submitted on or before the proposal closing date and time. SECTION IV. EVALUATION AND AWARD A. PROPOSAL EVALUATION All proposals submitted in response to this RFP will be reviewed for responsiveness by the Purchasing Agent prior to referral to the evaluation committee. A committee will then evaluate all responsive proposals in accordance with the criteria described below. Total Scores will be tabulated, and the contract will be awarded to the offeror whose proposal is deemed to be the most advantageous to the University. If the University requests presentations by short-listed Bidders, committee members may revise their initial scores based upon additional information and clarification received in this phase. Please note that the date for presentations has not been set. The University, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the Purchasing Agent shall submit to the offerors most likely to receive the award, requests for specific clarification and allow offerors to enhance their pricing. The Purchasing Agent shall coordinate the offerors' responses for review by the evaluation team. The Purchasing Agent shall be the SOLE point of contact throughout the process for all offerors. Please note that the date for the BAFO stage has not yet been set. If your company is invited to participate in this stage, the dates may not be flexible. If the University requests Best and Final Offers by short- listed offerors, committee members may revise their initial scores based upon additional information and clarification received in this phase. In lieu of revising scoring, the University reserves the right to evaluate BAFOs by use of a narrative. The contract will be awarded to the offeror whose overall offer is deemed to be the most advantageous to the University as determined by the evaluation team. The PSC purchasing office, after review and approval of the evaluation team's written recommendation, will notify all offerors via a posting on the electronic solicitation notification system of the results of the solicitation evaluation. The posting will be an announcement of award. In preparing responses, offerors should describe in great detail how they propose to meet the specifications as detailed in the following sections. Specific factors will be applied to proposal information to assist the University in selecting the most qualified candidate(s) for this contract. Evaluation criteria that will be used are as follows, listed in no particular order:  Experience and capability of the Offeror in performing charter services for sports teams.  Security screening and use of Fixed Based Operators.  Customer Service  Subservice guarantee and operational plan  Financial Proposal (Cost of Flights) A presentation and/or demonstration may be requested by “short-listed” vendors prior to award. However, a presentation/demonstration may not be required, and therefore, complete information should be submitted with your proposal. B. DETERMINATION OF RESPONSIBILITY OF THE OFFEROR The University of Colorado Procurement Rules state a Purchasing Agent shall make purchases from, and award Contracts to, Responsible vendors only. The University reserves the right to make its offeror responsibility determination at any time in this RFP process and may not make a responsibility determination for every offeror. Factors to be considered in determining whether the standard of responsibility has been met include whether an offeror has: 1. availability of the appropriate financial, material, equipment, facility, and personnel resources and expertise, or the ability to obtain them necessary to indicate the capability to meet all contractual requirements; 2. a satisfactory record of performance; 3. a satisfactory record of integrity; 4. the legal authority to contract with the University; and 5. supplied all necessary information in connection with the inquiry concerning responsibility. The offeror shall supply information requested by the University in the Questions section concerning the offeror’s responsibility. The University reserves the right to request further information as it deems necessary to determine the offeror’s responsibility. If the offeror fails to supply the requested information, the University shall base the determination of responsibility upon any available information or may find the offeror non- responsible if such failure is unreasonable. Required to View Event Prerequisites Required to Enter Bid 05 May 2022 1. Please review and accept 2. Please review and accept 3. Please review and accept 4. Please review and accept 5. Please review and accept 05 May 202205 May 202205 May 202205 May 202205 May 202205 May 202205 May 2022 Buyer Attachments 1. University of Colorado Sample RFP Agreement.docx 2. Bidders Legal Team Review and Certification Document V1.pdf 05 May 202205 May 202205 May 202205 May 202205 May 202205 May 2022 https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1072035-1033931131University%20of%20Colorado%20Sample%20RFP%20Agreement.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1714852854&Signature=Ny48C2eZGueRpJfiuFXFdua%2FmQA%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1072035-1060883403Bidders%20Legal%20Team%20Review%20and%20Certification%20Document%20V1.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1714852854&Signature=%2BD%2FiPDZZu0N%2B88Neje0Oyp24Mjk%3D Questions Required Questions Group 1.1: Instructions: 1.1.1 General Supplier Information: Provide principal contact information for this solicitation, including address, telephone number, fax number, e-mail, and website (if applicable). 1.1.2 Include a cover letter introducing your company, summarizing your qualifications, and detailing any exceptions to this solicitation (please note that significant exceptions may make your offer/quote/bid non-responsive). 1.1.3 References: Please provide information from at least three (3) accounts of similar scope. References may be contacted at any time during this solicitation process to determine an offeror’s responsibility. Include, at a minimum, the following information: 1) company name; 2) contact name; 3) phone number; 4) email address; 5) brief description of your services to this client. 1.1.4 USE OF SUBCONTRACTORS/PARTNERS. There may be areas for use of subcontractors or partners in this project. The University encourages use of small businesses wherever viable. If you are utilizing this approach, provide a list of the subcontractors/partners, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner. Please keep in mind that the University will contract solely with your company, therefore subcontractors/partners remain your sole responsibility. 1.1.5 Insurance - Please review the insurance requirements as listed under the "Prerequisites" and confirm you meet the insurance requirements. Provide a copy of your insurance declaration. 1.1.6 Mandatory Requirements: By answering yes, you certify that your company meets all ofthe mandatory requirements detailed in the prerequisites. 1.1.7 Bidder's Legal Team Certificate - Upload the bidder's legal team certification document signed and completed herein. The Certification can be found under Buyer Attachments. Include in the attachment any variances you have to the solicitation or the sample contract. Group 2.1: Experience and Capability of the Bidder in Performing Charter Services for Sports Teams Instructions: 2.1.1 1.Please provide an informational brochure or material describing your company and charter services offered. 2.1.2 Please provide a list charters flown for Division I football programs for the last three years. 2.1.3 Please provide a list of charters flown for any sports programs for any college, university, or professional sports teams for the last three years. 2.1.4 Please describe the individual aircraft you propose using for these flights. 2.1.5 Please describe the fleet of aircraft available for use or under your control. 2.1.6 Please describe your capabilities in providing air charter services. 2.1.7 Please state if the carrier performs regularly scheduled commercial flights or not. If so, please give some detail (# of scheduled flights, frequency, destinations, etc.) about them. 2.1.8 Please provide information on catering options available. Can you provide Athletic catering as described in Section II, Scope of Work? Can you provide hot meals as well? If so, please describe options available. Group 2.2: Security screening and use of Fixed Based Operators Instructions: 2.2.1 Please describe your operational plan for doing security screening and boarding the particular charter flights listed within this proposal. 2.2.2 Please state whether you will utilize gates at the DIA terminal, DIA FBO- Signature Air, or Rocky Mountain Metropolitan (KBJC) for the departure and return location. Group 2.3: Customer Service Instructions: 2.3.1 List any charter flights (if carrier) or services (if broker) you have performed for the University of Colorado during the last three years. Please describe or detail any customer service issues you believe may have occurred on any of those flights. 2.3.2 Describe your on-time performance record for charter flights for the last three years. 05 May 202205 May 202205 May 202205 May 202205 May 2022 2.3.3 It is possible the team may be delayed due to sudden or unforeseen circumstances (change in game time due to TV coverage, change in expected departure due to game going into overtime status, etc.), please describe your degree of flexibility regarding departure schedules. 2.3.4 Describe availability of 24-hour customer service representatives and customer service reps dedicated solely to the University. 2.3.5 Provide information as to how your firm can make the travel experience either problem free or better for the University of Colorado travel party. This could include options for food, schedule flexibility, identifying with the team, promotional or hospitality items, etc. 2.3.6 Please describe the ability to provide TV and Wi-Fi on each aircraft proposed. With regard to TV, please provide specifics on the number of TVs and locations of TVs within the aircraft as well as the channels available on the TVs. With regard to Wi-Fi, please provide specifics on the ability to provide live streaming video for all passengers on the plane. Group 2.4: Subservice guarantee and operational plan Instructions: 2.4.1 By submitting a response to this RFP, charter provider certifies they are able to furnish a mutually agreeable replacement aircraft(s), within a mutually agreed upon time and mutually agreeable price for a flight being delayed for any reason other than if the delay is caused by the University, or by Force Majeure, or by inclement weather along the route of the charter flight between the point of origin and destination, which cannot be over flown or bypassed safely. It is the expectation that no mark-ups will be included in any mutually agreed pricing in the event that the mutually agreed upon pricing exceeds the original cost of the flight. Describe in detail your operational plan for providing subservice should it become necessary. Issues to address include, but are not limited to: source of replacement aircraft; normal timetable for providing replacement aircraft, and in the event of aircraft not being available, plans for providing transportation and/or housing of the charter Group 2.5: Financial Proposal Instructions: 2.5.1 Pricing - Exhibit A - Financial Proposal must be included in the Bidders response. The University requires Bidders to enter responses in the "Items" section of the RFP and upload the completed document to this question. 05 May 202205 May 202205 May 202205 May 202205 May 2022 Product Line Items Product Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Delivery P1 To Minneapolis, MN then Return 1 LO - Lot Dep: 1 pm Mountain Time, Friday September 16, 2022 Ret: After the game, Saturday September 17, 2022 Please be sure to also complete Exhibit A - Financial Proposal found in the Questions section. P2 To Tucson, AZ then Return 1 LO - Lot Dep:1 pm, Friday September 30, 2022 Ret: After the game, Saturday Oct 1, 2022 Please be sure to also complete Exhibit A - Financial Proposal found in the Questions section. P3 To Portland, OR then Return from Eugene 1 LO - Lot Dep:1 pm, Friday October 21, 2022 Ret: After the game, Saturday October 22, 2022 Please be sure to also complete Exhibit A - Financial Proposal found in the Questions section. P4 To Los Angeles, CA then Return 1 LO - Lot Dep:1 pm, Thursday November 10, 2022 Ret: After the game, Friday November 11, 2022 Please be sure to also complete Exhibit A - Financial Proposal found in the Questions section. P5 To Seattle, WA then Return 1 LO - Lot Dep:1 pm, Friday November 18, 2022 Ret: After the game, Saturday November 19, 2022 Please be sure to also complete Exhibit A - Financial Proposal found in the Questions section. 05 May 202205 May 202205 May 202205 May 2022 Service Line Items Service Line Items There are no Items added to this event. 05 May 202205 May 202205 May 2022