USD Football Air Charter 2024
| Agency: | University of South Dakota |
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| State: | South Dakota |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD16016588441498942 |
| Posted Date: | Mar 21, 2024 |
| Due Date: | Apr 18, 2024 |
| Solicitation No: | USD |
| Source: | Members Only |
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Bid Information
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Contact Information
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Bid Documents
Bid Attachments
| File Name | Description | File Size | ||||
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USD Football Charter RFP 2024.pdf |
USD Football Charter RFP 2024 | 305 KB | ||||
Attachment Preview
UNIVERSITY OF SOUTH DAKOTA
PURCHASING OFFICE
209 SLAGLE HALL
414 EAST CLARK ST.
VERMILLION, SOUTH DAKOTA 57069
USD ATHLETICS FOOTBALL AIR CHARTER SERVICES 2024
REQUEST FOR PROPOSALS (RFP)
RESPONSES MUST BE RECEIVED BY
2:00 PM CST ON April 18, 2024
RFP #: USD ATHLETICS
FOOTBALL AIR CHARTER
SERVICES 2024
BUYER: Raleigh Tiahrt
EMAIL: Raleigh.Tiahrt@usd.edu
Phone: 605-658-3634
Summary of RFP contents:
Section 1.1 is a brief introduction on what this RFP entails and a schedule of activities.
Section 1.2 is vendor information and general requirements.
Section 1.3 is specific requirements for the response.
Section 1.4 is pricing information/proposal
Section 1.5 is evaluation criteria.
1.1 INTRODUCTION:
UNIVERSITY OF SOUTH DAKOTA ATHLETICS (herein referred to as “USD”) invites
proposals from qualified vendor(s) to provide “Air Charter Service” for the 2024 USD
football season as described in this document. It is our intent to receive proposals
from qualified vendor(s) demonstrating the capability to provide the quality of service
and/or product required to meet the needs and objectives of the USD Athletic
Department.
If the RFP process is successful, USD will enter into a contract(s) with the successful
vendor(s) for the product or service. This contract may be awarded to multiple vendors
and will be for the 2024 football season only (3 round trip charters,2 definitive trips, as
well as an alternate trip). Details of submission, award and corresponding contract is
outlined in Section 1.5.
Each Proposal MUST provide the information requested or indicate consent to the
requirement described.
Find below the schedule of dates for this RFP Process:
RFP Publication
Deadline for Submission of Written Inquiries
3/21/2024
4/02/2024
USD Football Charter 2024
Page 1
Responses to Offeror Questions
Proposal Submission
Anticipated Award Decision/Contract Negotiation
4/03/2024
4/18/2024
4/24/2024
The specifications and requirements listed in this RFP are the minimal standards by
which proposals will be judged. See listed evaluation for how points will be awarded.
RFP #: USD ATHLETICS FOOTBALL AIR CHARTER SERVICES 2024
PROPOSAL COVER SHEET
USD PURCHASING OFFICE
209 SLAGLE HALL
414 EAST CLARK ST.
VERMILLION, SD 57069
Due 2:00 PM, April 18, 2024
READ RFP CAREFULLY & COMPLETE
Except where signature is required, type or clearly print
FIRM NAME:
AUTHORIZED SIGNATURE:
ADDRESS:
TYPE OR PRINT NAME:
CITY/STATE:
TELEPHONE NO:
ZIP (9 DIGIT):
FAX NO:
FEDERAL TAX ID#:
E-MAIL:
PRIMARY CONTACT INFORMATION (if different than above)
CONTACT NAME:
FAX NO:
TELEPHONE NO:
E-MAIL:
USD Football Charter 2024
Page 2
1.2 GENERAL REQUIREMENTS/TERMS AND CONDITIONS:
The authorized officer of the firm represents that they have carefully examined the
specifications and conditions contained in this RFP. The vendor fully understands the
type and quality of the product(s) and/or service(s) sought by USD and hereby proposes
to supply such at the prices stated and in accordance with the proposal accompanying
this cover sheet.
The vendor represents and warrants that the proposal submitted is not the result of
collusion with other eligible vendors, with any employee of USD, the State or University,
and no effort has been made to preclude USD from obtaining the most advantageous
response possible to this RFP.
For this RFP to be considered, it must be SIGNED by an authorized person of the firm.
Unsigned RFP’s will not be considered.
ASSIGNMENT OF RIGHTS OR OBLIGATIONS: Successful vendor may not assign,
transfer or sell any rights or obligations resulting from this RFP without first obtaining the
specific written consent of USD.
LAWS GOVERNING THE CONTRACT: This contract shall be in accordance with the
laws of the state of South Dakota. Parties further stipulate that this contract was entered
into in the County of Clay and the State of South Dakota is the only appropriate forum
for any litigation resulting from breach hereof or any questions arising here from.
NON-DISCRIMINATION: The State of South Dakota requires that all contractors,
vendors, and suppliers doing business with any State agency, department, or institution,
provide a statement of non-discrimination. By submitting a response, the vendor
certifies they do not discriminate in their employment practice with regard to race, color,
creed, religion, age, sex, ancestry, national origin or disability.
FORCE MAEJURE. Neither party will be considered in default in the performance of its
obligations under this Agreement if its performance is prevented or delayed by any
cause beyond the reasonable control of the affected party and the affected party
promptly gives notice to the other party, including but not limited to acute sickness,
accidents, weather, riots, strikes, epidemics, acts of God, law, order, ruling, regulation
or any other legitimate conditions.
RIGHTS RESERVED:
A. Rejection. USD reserves the right to reject any or all responses or any part thereof,
or to accept any response or any part thereof, or to waive any informality in any
response, whenever it is deemed to be in the best interest of USD. USD also reserves
the right to reject the response of any Vendor who has previously failed to perform
adequately for USD or any other governmental agency.
USD Football Charter 2024
Page 3
B. Cover. Should the successful vendor fail to comply with the conditions of this RFP or
fail to complete the required work or furnish the required items, USD reserves the right
to purchase the materials in open market, or to complete the required work, at the
expense of the successful vendor.
HOLD HARMLESS: Successful vendor/Contractor, lessor, or licensor agrees to hold
harmless and indemnify USD, the State of South Dakota, its officers, agents and
employees, from and against any and all actions, suits, damages, liability or other
proceedings that may arise as a result of performing services hereunder. This section
does not require the Vendor to be responsible for or defend against claims or damages
arising solely from errors or omissions of the State, its officers, agents or employees.
Not acquire any interest, direct or indirect, financial or otherwise, which would conflict in
any manner or degree with the performance of the services hereunder. Contractor
further covenants that, in the performance of this contract, no subcontractor or person
having such an interest shall be employed. Contractor certifies that to the best of his
knowledge, no one who has or will have any financial interest under this contract is an
officer or employee of the State of South Dakota. It is expressly agreed by Contractor
that in the performance of the services required under this contract, Contractor, and any
of its subcontractors or employees, shall at times be considered independent
contractors and not agents of the State of South Dakota.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND
VOLUNTARY EXCLUSION: By signing and submitting this proposal, the vendor
certifies that neither it nor its principals is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation, by any Federal
department or agency, from transactions involving the use of Federal funds. Where the
vendor is unable to certify to any of the statements in this certification, the vendor shall
attach an explanation to their offer.
INSURANCE: Firm shall have in force during the terms of this agreement, Aviation
Liability insurance with minimum limits of $500,000,000 CSL per occurrence, including
Bodily Injury, Property Damage and Passenger Liability. The University of South
Dakota, Its officers, agents and employees, The State of South Dakota and its Officers,
agents and employees and the Board of Regents for the State of South Dakota must be
named as an additional insured. Coverage must be primary and non-contributory to any
other insurance that may be maintained by USD and include a Waiver of Subrogation.
Minimum thirty days written notice of cancellation or material change in coverage is
required. Certificate of Insurance must be provided within ten (10) calendar days of
award of the RFP. Failure to furnish the required certificates with the time allowed may
result in withdrawal of award.
AWARD: USD reserves the right to reject any or all proposals, wholly or in part; to waive
any technicalities, informalities, or irregularities in any proposal that does not materially
USD Football Charter 2024
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affect the integrity or effectiveness of the competitive proposal process; and unless
otherwise specified by the proposer, to accept any item or group items in the proposal,
and/or give preference to major/national airlines operating their own fleets. USD further
reserves the right to analyze proposals in detail, and to award contracts to carriers,
airlines, commercial, etc., that can meet the times, aircraft and other needs, preferences
and requirements of the Athletic Department, and that we, in the exercise of reasonable
discretion, believe to be in our best interest. USD also reserves the right to conduct
discussions with any or all respondents to this request for the purpose of clarification
and modification. Discussion and negotiation may include, but is not limited to, the
scope of work, schedule, and price.
1.3 SPECIFIC REQUIREMENTS:
1. Aircraft with passenger capacity as noted in the RFP and must be able to
accommodate all baggage and equipment.
2. Estimated times of departure are shown in the attached schedule and are subject to
change resulting from game time changes, television broadcasting, weather, etc.
3. Pricing will include all costs associated with a trip including any state or federal
taxes, surcharges, landing fees and airport fees.
4. USD prefers cabin-seating arrangements enhanced for transporting athletes, or a
first class section, or other area set-aside for larger team members.
5. Each vendor will provide a confirmation of the team schedule including information
on or additional cost involved with providing last minute flexibility in arrival and
departure times.
6. Vendor will state when, in days, the last change in schedule can be made prior to a
flight.
7. Any payment to carrier/charter Company must be held in an approved escrow
account until trip is completed.
8. Availability of aircraft must be verified, or responses will not be considered.
9. In recognition of the volatility in the cost of fuel, USD shall pay vendor, or vendor
shall pay USD, as the case may be, a one-time fuel true-up “after” the last charter
has been completed.
10. USD will “NOT” pay for any fuel surcharges before trip(s) scheduled departure.
11. For each trip, fuel pricing must be representative of “current” fuel pricing at each
destination.
USD Football Charter 2024
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