CC0122-SR1409 Football Air Charter 2025 Specs.docx

REQUEST FOR PROPOSALS

(“RFP”)

RFP NO. CC0122-SR1409

PROJECT TITLE: Football Air Charter 2025

WSU DEPARTMENT: Athletics

PROPOSAL DUE DATE: Friday, March 14, 2025 at 9:00 p.m. Pacific Daylight Time

ESTIMATED TIME PERIOD FOR CONTRACT: Washington State University anticipates utilizing the solution selected from this process throughout the 2025 WSU football season.

RESPONDENT ELIGIBILITY: This procurement is open to those Respondents that satisfy the minimum qualifications stated herein and that are available for work in Washington State.

RFP Coordinator: Shannon Russell shannon.goss@wsu.edu 509-335-6938 The RFP Coordinator is the sole point of contact in the University for this procurement. Communication with anyone other than the RFP Coordinator may disqualify a Respondent. Direct all questions and communication to the RFP Coordinator.

Proposal submissions: purchasing.sealed@wsu.edu

WASHINGTON STATE UNIVERSITY FOOTBALL

2025 AIR CHARTER SPECIFICATIONS

DATES, TIMES, & DESTINATIONS:

Note: The desired departure time will be around 12:30 PM. This desired departure time could vary based off of flight length. Ideally we arrive no later than 3:00pm local time in the respective destinations. We have a handful of longer trips, that times may need to be adjusted based on the length of the flight. Departure time from Pullman, WA (or alternate airport) will be dependent on flight time to each destination.

Game times have not yet been established. Departure time for the return trips will be approximately 5.5 hours after the kickoff time for each game. Actual time will be dependent on the length of the game and travel time from the venue to the airport.

Preferred airports are listed below. Please note on your response if you are quoting an alternate airport (e.g. SFO vs SJC, etc.)

UNIVERSITY OF NORTH TEXAS – September 13, 2024

COLORADO STATE UNIVERSITY – September 27, 2024

UNIVERSITY OF MISSISSIPPI – October 11, 2024

UNIVERSITY OF VIRGINIA – October 18, 2024

OREGON STATE UNIVERSITY – November 1, 2024

JAMES MADISON UNIVERSITY – November 22, 2024

*** We would also request a bid for this same trip for the following

AIRPORT INFORMATION

Our preferred departure and return airport is Pullman, WA (PUW) with Lewiston, ID (LWS) being the second option and Spokane, WA (GEG) being our third option. In case of inclement weather in Pullman, the same order of preference would apply. If a Lewiston or Spokane departure is necessary due to inclement weather or other reasons, our preference is to return to the Pullman airport if possible. Respondent is responsible for contacting each airport to confirm information regarding departures, arrivals, plane size and all other relevant information regarding the flights. Note that PUW has undergone significant changes (including lengthening of the runway) in 2019.

AIRPLANE SIZE: Travel party will range from 155 – 165 including 74 student-athletes. Our minimum plane size is 155 seats and we have a preference for a plane with more than 160 seats. We have weight considerations (see below) and wish to avoid a refueling stop, if possible. Please provide information related to potential fuel stops should they be necessary.

WEIGHT: The majority of our football equipment is transported via truck. Shorter trip outbound equipment weight is approximately 200 lbs. Longer trip outbound equipment weight will be approximately 1,500 lbs. Return equipment weight is approximately 300 lbs. There will be a total of 74 players at an average weight of 225 lbs. Each player has one personal bag with an average weight of 15 lbs. Use industry average for all other passenger weights. Remaining passenger’s baggage averages 20 lbs. per person.

MEALS: As an option, please include a quote for providing ‘athletic size meals’ on both outbound and return flights along with description of meal options. Should we opt to provide our own meals, the meals will be checked through security.

BEVERAGES: For both outbound and return flights, place 1 bottle of water (1 liter) and 1 bottle of Gatorade, on each seat prior to boarding. In addition, provide Gatorade, water, coffee and caffeine-free soda during the flight. Furnish an entire bottle of Gatorade for each passenger. Non-players may have an option for a can of soda with a 16 oz. plastic cup with ice. No alcoholic beverages are to be distributed. These sodas will be Dr. Pepper, Mtn Dew, and Diet Coca-Cola. Players are not allowed to receive coffee or soda, only Gatorade and water.

ADDITIONAL PLANE INFORMATION: Please include what, if any, entertainment (e.g., movies, Wi-Fi) may be provided during flights.

BOARDING OUTBOUND: We will use Inter-State Aviation, the FBO, instead of the main terminal when departing from Pullman. It is preferable that passengers be able to board and deplane from both forward and aft aircraft doors on outbound and return flight segments.

BOARDING RETURN: Please specify your security and boarding procedures, i.e., terminal, tarmac, etc. We have a strong preference for boarding through a FBO.

AIRPORT SECURITY: Charter company will be responsible for airport security/screening. Please specify your passenger/baggage screening procedures including if you will arrange to use local TSA agents or your own screeners and if screeners will travel on the aircraft. It is preferable that security screening to be performed on site at Inter-State Aviation for the outbound portion of each trip. As noted above, we prefer screening through a FBO for all flights.

DEPARTURE TIMES: We require the aircraft to be on the ground no later than 120 minutes prior to scheduled departure. We request that the aircraft stays on the ground overnight with us.

POTENTIAL BOWL TRAVEL: WSU will award extra points for charter companies that can include plane availability with terms comparable to those in the regular season for departure and return to any potential bowl game. If there is no bowl for the season, Charterer would be released from any contractual obligation for use of the plane at the earliest known date. Information regarding bowl games will be communicated to successful respondent when available after final bowl selections are announced in early December.

* PLEASE INCLUDE INFORMATION RELATED TO POTENTIAL BOWL TRAVEL IN RESPONSE:

MANDATORY BID SUBMITTALS:

Any bid not containing all of the following information may be automatically disqualified:

INFORMATION REQUIRED ON PROVIDED ‘2025 WSU FB CHARTER REQUIRED QUOTE FORMAT’: You must specify the departure/destination airport, air carrier name, plane type, number of passengers, plane payload, minimum seat pitch, fuel base, applicable taxes and total cost. All of your bid pricing must be provided on this spreadsheet.

EQUIPMENT: Describe aircraft type proposed (model). State passenger capacity, and seating configuration (1st class/coach). State your ability to meet accommodations for loading and space requirements.

AMENITIES: Provide examples of the food and beverage options that would be included in the price. Detail any features of the aircraft, such as Wifi and entertainment setups, if any. Provide any additional information about the aircraft that should be considered in the bid response.

EXPERIENCE: With your bid, you must include a brief description of your experience in transporting major college teams. If you are a broker/travel agency, you must also include your experience in working with major airlines (i.e. United, Delta, American, Alaska, etc.) in addition to the experience of the air carrier you are using in your quote in transporting major college teams.

REFERENCES: With your bid, you must include a minimum of three references (major college teams) that you have provided service for in the past. If you are a broker/travel agency, you must also include a minimum of three major airline references in addition to three major college team references for the air carrier you are using in your quote.

FINANCIAL INFORMATION: With your bid, you must include information related to financial stability and ability to perform. State cost for each individual roundtrip. Does flight cost include all taxes, segment fees, PFCs, security fees, de-icing, and other fees? Does flight cost include departure/ground handling and attendant accommodations? Does flight cost include beverages? Clearly state fuel costs.

FAILSAFE INFORMATION: With your bid, you must include information regarding “back-up plans” (i.e. if the scheduled plane has mechanical/service problems, how will your company accommodate our needs?). Specifically, address any plans to feed the travel party for any extended delays (e.g. longer than 3 hours) due to mechanical/service problems.

REQUIREMENTS FOR RFP RESPONSE

A. Format of response:

Bidder’s response shall be presented in a single pdf file conforming to these standards and a single excel file for Exhibit A and Exhibit B:

PDF Requirements

· Page limit is 25 pages, including the required WSU response form named Exhibit C Certifications & Assurances to this RFP. When printed, the page size shall be 8.5 x 11”.

· File name must include WSU RFP number and respondent’s company name.

Example: RFP# CC0122-SR1409– Respondent’s Company Name-Proposal Excel Requirements:

· Single excel workbook following the same formatting as posted Exhibit A and Exhibit B (Exhibit A being one tab and Exhibit B being a separate tab)

· File name must include WSU RFP number and respondent’s company name Example: CC0122-SR1409–Company Name -Exhibit A and Exhibit B

File names of all documents submitted must include Bid# or RFP# + name of respondent + a title Examples:

RFP# CC0122-SR1409– Name of Respondent Technical Proposal RFP# CC0122-SR1409– Name of Respondent Exhibit A and Exhibit B

B. Email address of the RFP:

• Email RFP responses only to the address: purchasing.sealed@wsu.edu

• The email subject line must include WSU RFP number, respondent’s company name and RFP due date

Example: RFP# CC0122-SR1409 Respondent’s Company Name – Due 3/14/2025

C. Do not send questions or other correspondence to purchasing.sealed@wsu.edu The mailbox is reserved for incoming bids and proposals only. Direct all questions and communication to the RFP Coordinator.

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