Bid 24-012 Upward Bound Summer Cultural Tour

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Agency:	Troy University
State:	Alabama
Level of Government:	State & Local
Category:	89 - Subsistence (Food)
Opps ID:	NBD16882671335432890
Posted Date:	Apr 12, 2024
Due Date:	Apr 23, 2024
Solicitation No:	Bid 24-012
Source:	Members Only

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PURCHASING DEPARTMENT

100 UNIVERSITY PARK

TROY, AL 36082

334-670-3128

NOTICE TO VENDORS – REQUEST FOR BIDS # 24-012

Upward Bound Summer Cultural Tour

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: Tuesday

DATE:April 23, 2024

TIME: 2:00P0&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 # 24-012 - Upward Bound Summer Cultural Tour

Day: Tuesday

Date: April 23, 2024

Time: 2:00 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 #24-012 - Upward Bound Summer Cultural Tour

Troy University is seeking proposals for a Summer Cultural Trip to Memphis, Tennessee for our Upward

Bound students on behalf of the Upward Bound Program. 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 30 days from the date of the submission.

Trip Summary

The 2024 summer trip destinations for approximately 35 participants and University staff

members is Memphis, Tennessee. The Upward Bound program is seeking proposals for the one

location named with the preferences listed below. Vendor proposal should include specific

destinations and suggested cultural experiences (i.e. museums, capital buildings, entertainment

establishments, historical sites, natural attractions and parks, etc.).

Beginning from the pick-up location at Troy University, a typical day should include travel hours,

lunch meals, and designated afternoon tour destinations such as local sightseeing and/or local

college or University. Evening activities should include an additional tour destination, evening

dinner, and/or local shopping venues or local attractions. At minimum, the trip should include

one (1) trip to a local college or university.

Trip Specifications

 3-days & 2 nights trip to Memphis, Tennessee – Dates: July 13-15

 Meals:

1. Breakfast: Day (2) deluxe continental breakfast at hotel; preferred

2. Lunch meals: Day 1,2,3 - Typically ‘on your own’ in conjunction with, or within reasonable

distance of, itinerary stop

24-012 Upward Bound Summer Cultural Tour

3. Dinner: Day 1, 2 - Meals should be pre-planned and pre-arranged with the selected

restaurant establishment

 Tours and Stops:

All tours should be pre-arranged through the appropriate establishment channels to insure

sufficient space accommodation and timing for planned daily itinerary.

 Travel Amenities provided by travel agency:

1) Deluxe equipped motor coach with air conditioner, video equipment, satellite/ wireless

internet access and restroom

2) Agency will secure all hotel visits for ‘late’ arrival necessary to accommodate tour time

frames.

3) Provide information in advance of the trip regarding all ‘stops’, admission tickets, meal

vouchers, reservations, restaurant, etc. to the program director

4) Program director reserves the right to amend any destination prior to the date of departure,

if deemed in the best interest of the program objectives

 Pricing:

1) Pricing should be provided based upon single, double, triple and quad housing

2) Pricing should be based on a minimum of 35 paying passengers

3) Comps – if available & applicable, should be listed

4) 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), and any lunches not arranged as ‘on your own’

Points of interest in Memphis, Tennessee (others maybe recommended):

 The University of Memphis

 FedEx Forum Tour

 National Civil Rights Museum

 Memphis Rock N’ Soul Museum

 Stax Museum of American Soul Music

 Sun Studio Tour

 Memphis Dinner Riverboat Cruise

 Orpheum Theater

 Beale Street

Note: It is understood that:

1) Changes in the number of participants could affect the tour cost.

2) Final settlement for tour costs may change due to increased fuel costs.

ANY AND ALL ADDITIONAL KNOWN OR POTENTIAL COSTS ASSOCIATED WITH THIS TOUR SHOULD BE

EXPRESSELY STATED IN THE BID RESPONSE.

Additional questions regarding trip details:

Bridgette Anderson, Director

109 Shackelford Hall Annex

Troy University, 36082

334-808-6196

bander@troy.edu

24-012 Upward Bound Summer Cultural Tour

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