7-Bid SNOC25261057 Charter Flights Football Fall 2026.pdf

Invitation For Bid (IFB) - Charter Flights Snow Football Team

RFP #SNOC25261057

Issued: March 16, 2026

Questions Due: March 23, 2026

Due Date: March 31, 2026

SECTION 1 - GENERAL INFORMATION

1. INTRODUCTION AND PURPOSE

a. The purpose of this Invitation for Bid (IFB) is to solicit bids to enter into a contract with a qualified supplier to obtain charter flights for College’s Football Team. After reviewing the submitted bids, the College may choose not to proceed with the procurement.

2. ISSUING OFFICE AND REFERENCE NUMBER

a. Purchasing Services is the issuing office for this IFB and all addenda relating to it.

The reference number for this IFB is SNOC25261057. This number must be referenced on all bids, correspondence, and documentation relating to this IFB.

3. DUE DATE

a. In order to be considered, a bid must be received by Purchasing Services no later than 5:00 p.m. current Mountain Daylight Time on March 31, 2026. Bids received after this deadline will be late and ineligible for consideration.

4. PRE-BID CONFERENCE

a. No pre-bid conference will be held.

5. QUESTIONS AND ANSWERS

a. All questions, inquiries, or requests for information, clarification, or interpretation arising subsequent to the issuance of this IFB shall be submitted in writing through the bidding portal. All questions must be received by 12:00 p.m. current Mountain Daylight Time on March 23, 2025. Questions asked after this deadline will not be answered. Purchasing Services will extend the due date if such information significantly amends this solicitation or makes compliance with the original due date impractical.

6. BID SUBMISSION

a. One (1) electronic copy of your bid must be received by 5:00 p.m. current Mountain Daylight Time on the Bid Due Date. Bids received after this deadline will be late and ineligible for consideration.

7. IMPORTANT DATES

a. The following dates are significant for this IFB:

i. IFB Issued March 16, 2026

ii. IFB Questions Due by March 23, 2026 at 12:00 p.m. MDT

iii. Bid Due Date March 31, 2026 at 5:00 p.m. MST.

8. GOVERNING LAWS AND REGULATIONS

a. This procurement is conducted by Snow College, in accordance with the Utah Procurement Code, Title 63g, Chapter 6a Utah Code Annotated, as amended, and Procurement Policies adopted by the College.

9. BONDS

a. The College requires a payment bond if subcontractors are used and performance bond for the amount of the bid, if vendor requires any type or form of prepayment terms, (if it is over $5,000), or the amount of the project is over $50,000. The purchase of the bond is the vendor’s responsibility. Bond(s) must be issued by a B+ or better rated company, by AM Best rated Surety Company, and/or listed on the treasury listing.

10. DEBARMENT CLAUSE

a. Contractor/vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If Contractor/vendor cannot certify this statement, attach a written explanation for review by the College. Contractor/vendor must notify the Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period.

11. BOYCOTT

a. In accordance with Utah Statute 63G-27-101, effective May 5, 2021, vendors contracting with the State to provide a good or service, including supplies, information technology, or construction services must certify they are not currently engaged in a boycott of the State of Israel and agrees not to engage in a boycott of the State of Israel for the duration of the contract (if awarded).

SECTION 2 – AWARD OF CONTRACT AND CONTRACT TERMS

1. AWARD OF CONTRACT

a. Upon completion of the evaluation process, the College may award a contract to the bidder whose bid is determined to be the best value solution meeting specifications and evaluation criteria provided herein. The College may choose to award contracts to multiple bidders if it would be in the best interest of the College. Procurement Services is the only department authorized to award a procurement contract. All pertinent College policies and State of Utah laws and regulations apply.

2. CONTRACT TERMS

a. Any contract resulting from this IFB will include, but not be limited to, the applicable terms and conditions contained in the College’s Purchase Order Contract Terms and Conditions. If the offeror has any contractual documents, in whole or in part, to comprise a portion of the final governing language of any agreement arising from this IFB, including maintenance agreements, a copy of that agreement must be submitted with the bid. A legal review of the contractual demands in view of what is acceptable to the College as an entity of the State of Utah shall be part of the criteria in evaluating the bid for responsiveness. In the event of a conflict, the terms contained in this IFB document or any subsequent addenda govern. The College will not enter into any contract or affix signature to any document, the terms of which require the College to waive conditions or requirements negotiated via this solicitation process, provided for in the document, or by mutual consent. Any document containing a clause or clauses that purport to supersede all other documents included in, or arising from this IFB process will be rejected.

3. PRICING

a. Cost is to be provided as a cost per unit per the specifications. Unit prices must include delivery to the College.

b. Whereas Contractors/Vendors may have provided budgetary proposals to the College regarding this project, this IFB supersedes all other requests. Bidders must respond to this request and any proposals, bids, or quotes provided prior to this request CANNOT be considered.

4. PRICE GUARANTEE

a. Pricing must be guaranteed for ninety (90) days from the close date of this solicitation and for the duration of any resulting contract.

5. CONTRACT PERIOD

a. Any contract awarded as a result of this solicitation will have a term that begins on the date of award and continues through the completion of the project.

6. CANCELLATION OF PROCUREMENT

a. This IFB may be canceled at any time when Purchasing Services determines such action to be in the best interest of the College.

7. RIGHT TO PUBLISH

a. Throughout the duration of this procurement process and contract term, potential suppliers, and subsequent suppliers, must secure from Procurement Services prior approval to release any information that pertains to the work or activities covered by this procurement or contracts. Failure to adhere to this requirement may result in disqualification of the vendor’s bid or termination of the contract for cause.

8. PAYMENT TERMS

a. Net 30.

i. The College will pay with a purchase order or by credit card. No credit card processing fees are allowed (must be included in bid pricing). The College will make payment at the satisfaction of the project manager and the total completion of the project. Any supplier requiring money down, will be required to provide a performance and/or payment bonds in the amount of the bid. Pricing of the bid must include the price of the bond(s), and is considered part of the bid total price. College can waive the bonds if deemed in the best interest of the College or industry standard.

SECTION 3 - SPECIFICATIONS/SCOPE OF WORK

1. Provide Snow College football team for Fall 2026 chartered flight services for flights.

All flights will leave and return out of the Provo Municipal Airport (PVU/KPVU), with the following specifications:

a. All departures and returns (round trips) will be from Provo Municipal

(PVU/KPVU)

b. All must be non-stop air service.

c. All Aircraft must meet or exceed all Federal Aviation Administration (FAA) regulations, standards and requirement for Safe Air Transportation Services.

d. All aircraft must be all-weather capable.

e. The contractor shall be capable of flying in all climate conditions and under instrument flight rules when necessary.

f. In addition to the forgoing, the contractor shall ensure compliance with ALL federal, state, and local laws, rules and regulations pertaining to the ownership and operations of the aircraft, including but not limited to compliance with all applicable regulations promulgated by the FAA and/or the Department of Transportation.

g. The sole and absolute responsibility for furnishing of qualified crews and flight attendants for each flight; including an airline representative Charter Coordinator on each flight; the aircraft security while the aircraft is on the ground; Pre-flight check-in procedures for both passengers and baggage.

h. Air terminal security as may be required by law; sufficient equipment and numbers of screeners should be available to ensure that the screening process does not exceed 60 to 90 minutes for the entire party.

i. Any other duties and responsibilities required of the owner/operator of an aircraft by any federal, state, or local law or any regulations of any said governmental agency for the services described in this contract/bid.

j. Seating Requirement: Minimum of 125 passengers.

k. Must provide pop/sport drinks and snack on both departing and returning flights.

l. In-air with Wi-Fi service preferred.

m. Must have a payload of at least 30,000 lbs.

n. Minimum baggage allowance; Check in bag - quantity of 1- 30 lbs. Carry-on quantity of 1 -10 lbs. Plus team gear.

o. Only passengers approved by the College will be on any College chartered flight.

The College reserves the right to fill all available seats.

p. Requests by the College to adjust departure times may occur, especially if the host school changes in the stadium availability for practice, game time, Television schedule changes, or other similar changes to could occur that affect the trip schedule.

q. Before the award of the contract, the provider will supply the College with “Proof of Confirmed Aircraft” documentation.

2026 Football Travel Schedule - With anticipated times and all leaving from Provo Municipal Airport (PVU)

Date Opponent Destination Departure Time Return Date Return Time

09/4/26 Cisco College

TX

Abilene Regional Airport

(ABI/KBI)

Noon 9/5/26 5:30-6 p.m.

9/11/26 Kilgor College

TX

East Texas Regional

(GGG/KGGG)

Noon 9/12/26 5:30-6 p.m.

10/2/26 Blinn College

TX

Easterwood Field

(CLL/KCLL)

Noon 10/3/26 8:30-9 p.m.

10/23/26 New Mexico Military College, NM

Roswell International Air Center

(ROW/KROW)

Noon 10/24/26 5-5:30 p.m.

SECTION 4 - COST

1. Provide a cost per flight (ALL inclusive).

a. Cost proposal prices must be fully burdened to include all costs associated with the charter including but not limited to beverage/snacks service, ground handling, fuel, landing fees, all airport fees, Federal, State and local taxes (College is a tax exempt and governmental school and non-profit), passenger Facility Charges (PFC), and Federal Excise Tax (FET) etc.. Any additional fees must be noted.

b. Provide any other optional options and fees associated with the trips. Must list as optional.

i. De-icing

2. Alternate cost pricing: fuel cost assumption:

a. Identify fuel cost assumption per flight.

i. Fuel cost assumption should be in dollars/gallon. Identify if fuel cost assumption is based on current fuel costs, or a projection of future fuel costs, and provide date of that projection.

The cost of fuel will be normalized for all bids allowing for consistent pricing comparison.