RFP 24-011 Troy University Women’s Basketball Summer Trip to Costa Rica
| Agency: | Troy University |
|---|---|
| State: | Alabama |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16882031473105737 |
| Posted Date: | Apr 11, 2024 |
| Due Date: | Apr 25, 2024 |
| Solicitation No: | RFP 24-011 |
| Source: | Members Only |
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PURCHASING DEPARTMENT
100 UNIVERSITY PARK
TROY, AL 36082
334-670-3128
NOTICE TO VENDORS – REQUEST FOR BIDS # 24-011
WOMEN'S BASKETBALL SUMMER TRIP TO COSTA RICA
SPECIFICATIONS ON ATTACHED SHEETS
SEALED BIDS WILL BE ACCEPTED IN THE PURCHASING DEPARTMENT BUILDING
AND THEN BE PUBLICLY OPENED AND READ AT THE FOLLOWING DATE & TIME:
DAY: Thursday
DATE: April 25, 2024
TIME: P0&67
POSTED –
REMOVED -
NOTE: Alabama Law (Section 41-4-116, Code of Alabama 1975) provides that every bid submitted and
contract executed shall contain a certification that the vendor, contractor, and all of its affiliates that make
sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama
State and local sales, use and/or lease tax on all taxable sales and leases into Alabama. By submitting this bid,
the bidder is hereby certifying that they are in full compliance with Act No. 2006-557, they are not barred
from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority
may declare the contract void if the certification is false.
CANCELLATION FOR LACK OF FUNDING: This contract may be cancelled without any further
obligation on the part of TROY University in the event that funds are not appropriated or sufficient funding
is unavailable to assure full performance of terms.
TROY UNIVERSITY
Sealed bids will be accepted on the goods and/or services described within this document - until the time and date
provided below when responses will be publicly opened and read. TROY UNIVERSITY reserves the right to reject
any and all bids and be the sole judge of quality versus cost. All quotes must be F.O.B. TROY UNIVERSITY
(TO SPECIFIED LOCATION).
QUOTE ON THE ITEM(s) LISTED ON THE ATTACHED PAGE(S). NO EMAILED OR FAXED BIDS WILL BE
ACCEPTED. TROY UNIVERSITY DOES NOT PRE-PAY BID ITEMS.
FILL IN THE FOLLOWING INFORMATION AND RETURN WITH BID:
SIGN AND RETURN THIS FORM WITH YOUR BID
THE OUTSIDE OF THE ENVELOPE SHOULD STATE BID #, TIME, AND OPENING DATE
TROY UNIVERSITY BID # 24-011 Women's Basketball Summer Trip to Costa Rica
Day: Thursday
Date: April 25, 2024
Time:
W͘D͘^d
SUBMIT SEALED BIDS TO: Troy University Purchasing Department,
1 0 0 U n i v e r s i t y P a r k Troy, AL 36082
Attn: April Johnson
VENDOR INFORMATION: ALL ITEMS MUST BE LEGIBLE.
COMPANY NAME ______________________________________________________________
ADDRESS ________________________________________________________________________
_______________________________________________________________________
PHONE ___________________________________________________
SIGNATURE ___________________________________________ DATE _________________
PRINT NAME ____________________________________________________________
EMAIL ADDRESS (REQUIRED) ___________________________________________________
SHORTEST ESTIMATED SHIPPING TIME FOLLOWING INTENT TO AWARD: __________________
____________________________
NOTE THE FOLLOWING ITEMS:
Alabama Law (Section 41-4-116, Code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the vendor,
contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama
State and local sales, use and/or lease tax on all taxable sales and leases into Alabama. By submitting this bid, the bidder is hereby certifying that they are in full
compliance with Act No. 2006-557, they are not barred from bidding or entering into a contract pursuant to41-4-116, and acknowledges that the awarding
authority may declare the contract void if the certification is false.
CANCELLATION FOR LACK OF FUNDING: This contract may be cancelled without any further
obligation on the part of TROY University in the event that funds are not appropriated or sufficient funding
is unavailable to assure full performance of terms.
A list of terms and requirements follows. All applicable items on check list are required at the time of the bid opening.
Troy University Bid Checklist: All items are required to be submitted with the vendor’s bid response
unless otherwise noted.
Troy University Cover Sheet (signed by an authorized company representative)
Bid response (respond based on instructions provided in specifications)
W-9 (complete enclosed form or submit vendor file copy)
Vendor Disclosure (see instructions below: complete enclosed form)
Affidavit of Alabama Immigration Law Compliance (see instructions below: complete enclosed form)
Bid Bond, if applicable (see instructions, below)
Performance Bond (awarded vendor only – see instructions below)
Requirements Defined:
BID BONDS:
Troy University Purchasing Policy provides that all vendors are required to furnish a bid bond on any contracts for services exceeding
$50,000. A bid bond is designed to secure a particular bid until it is either rejected or accepted and a contract is made and secured or
goods are received. Bid guarantees may be presented in the form of a bid bond, postal money order, certified check, cashier’s check or
irrevocable letter of credit for no less than 10% of the bid amount. All check guarantees for unsuccessful bidders will be returned in a
timely manner.
For the successful bidder, a bid bond remains in effect until the following:
1. A vendor who is providing goods or materials has received an approved Troy University Purchase Order or contract, or
2. A vendor who is providing services has been notified of award. The bid bond for the successful vendor will remain in the
possession of the Troy University Purchasing Department until such time as a performance bond can be presented to the
University for services under contract.
VENDOR DISCLOSURE FORMS:
State of Alabama Act 2001-955 requires that the Vendor Disclosure statement be completed and filed with all proposals, bids,
contracts or grant proposals to the State of Alabama in excess of $5,000.00. A vendor disclosure statement is not required for contracts
for gas, water, and electric services where no competition exists, or where rates are fixed by law or ordinance. In circumstances where
a contract is awarded by competitive bid, the disclosure statement shall be required only from the person receiving the contract and
shall be submitted within ten (10) days of the award. A new vendor disclosure statement is required for each purchase in excess of
$5,000.00 regardless of prior purchases. A current vendor disclosure statement must be on file before invoices can be
processed for payment.
ALABAMA IMMIGRATION LAWS:
Alabama Law (Section 31-13-9 (a) and (b), Code of Alabama, 1975) - The State of Alabama passed new legislation effective
January 1, 2012 known as the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, Act No. 2011-535. This legislation
requires anyone receiving state monies to verify that they are in compliance with the new immigration law. State Agencies, including
Troy University are required to withhold payment until proper verification has been obtained.
PERFORMANCE BONDS:
Alabama Law (Section 41-16-28, Code of Alabama 1975) provides that a bond in a responsible sum for faithful performance of the
contract, with adequate surety, shall be required in an amount specified in the advertisement for bids. The performance bond shall be
set at no less than 10% of the total contractual amount or at a stated amount of no less than the cost of one month’s service, whichever
is greater. A performance bond must be in effect prior to the first date of service. Upon award of the bid, the successful bidder will be
responsible for providing a Performance Bond which should be valid until all work associated with this project has been completed.
Performance bonds may be presented in the form of a surety bond (PREFERRED), postal money order, certified check, or cashier’s
check. The performance bond should be presented to Troy University Purchasing Department before a purchase order is issued. No
goods are to be delivered and no work is to begin without an official Troy University purchase order.
Bid# 24-011
Troy University Women’s Basketball Summer Trip to Costa Rica
Troy University is seeking proposals for a Women’s Basketball Summer Trip to Costa Rica on behalf of the
Athletics Department. All proposals will be reviewed in terms of quality versus costs. Troy University
reserves the right to accept or reject proposals in accordance with the Code of Alabama 1975, Title 41
Chapter 16. The University also reserves the right to reject any and all bids and to waive all formalities if
it is deemed in the best interest of the University to do so. This bid may be cancelled at any time if funding
becomes unavailable or for any other reason deemed necessary. Payment will be made upon completion
of service. Please note, Troy University is tax exempt.
The awarded vendor is required to provide a performance bond for 10% of the contract amount
(mandatory requirement). The awarded vendor will receive an authorized University purchase order
following the receipt of the performance bond. No goods can be delivered and no work is to begin without
an official Troy University purchase order. If a performance bond is not received, the bid will be rejected
and awarded to the next lowest responsible bidder.
ALL BID RETURNS MUST HAVE THE BID NUMBER, TIME AND OPENING DATE CLEARLY MARKED ON THE
OUTSIDE OF THE ENVELOPE. ANY BID RETURN NOT CLEARLY MARKED WILL NOT BE CONSIDERED.
NO EMAILED BIDS ARE ACCEPTED
The bid quote provided by your company should be valid for a minimum
of 60 days from the date of the submission.
Minimum Specifications
Tour to Include:
• Seven (7) night / Eight (8) day tour trip to Costa Rica
• 2 games against international competition
• Optional practice and training
• Upgraded head coach room
• All ground transportation while on tour
• Five-star hotel in Los Suenos, four-star hotel in San Jose
• At least two community service activities to include a youth clinic and orphanage visit
• Custom team activities to include: coffee plantation tour, hikes, zipline, ATV riding excursion,
team scavenger hunt, & snorkeling
• Private charter boat tour
• Daily breakfast at hotel
• Welcome meal and group BBQ
• Company liaison to accompany team and manage daily itinerary
• Local guides to assist with tours, translation, and knowledge of local area
• Optional school credit, curriculum provided by company
• Optional NIL projects
Bid# 24-011 - Troy University Women’s Basketball: Summer Trip to Costa Rica
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• Team, donor, and family member customer services
• Gifts and swag for all team travel party members
Pricing:
1) Pricing should be provided based upon double occupancy
2) Pricing should be based on a minimum of 25 paying passengers
3) Pricing should be comprehensive under each quote for accommodations, hotel
breakfasts, dinners, admission to destinations, guide services, & taxes and gratuity
(including bus driver and guide)
4) Any additional optional services outside of the items listed above should be listed
separately as an add-on to the base price, if applicable
Bid# 24-011 - Troy University Women’s Basketball: Summer Trip to Costa Rica
Bid Price
Troy University Women’s Basketball: $
Summer Trip to Costa Rica
ALL ADDITIONAL KNOWN OR POTENTIAL COSTS ASSOCIATED
WITH THIS TOUR SHOULD BE EXPRESSLY STATED IN THE BID RESPONSE.
ADDITIONAL QUESTIONS REGARDING TRIP DETAILS:
Jennifer Graf
Associate Head Coach
Athletics - Women's Basketball
jgraf@troy.edu
334-670-5718
Bid# 24-011 - Troy University Women’s Basketball: Summer Trip to Costa Rica
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