Copy of the Final Specification.pdf

INTRODUCTION / BACKGROUND

Langston University (“University” or “LU”) is seeking proposals from qualified suppliers to provide comprehensive athletic team travel services, including air transportation, lodging, and ground transportation, for the Langston University football team's travel to Surprise, Arizona, for a scheduled football game on October 3, 2026. The game will be held at Ottawa University, located at 1590 N. Civic Center Plaza, Surprise, AZ 85374.

PURPOSE / OBJECTIVE

The University is requesting proposals for:

1. Air Transportation

2. Lodging Accommodations

3. Ground Transportation

A supplier may choose to submit for a single category, multiple, or all categories. Suppliers may also submit a comprehensive proposal covering all requested services.

1. BID INQUIRIES

A. All questions regarding the solicitation and evaluation process should be directed to the buyer of record:

Marlene Tornakian, CPO Buyer II Office of Central Procurement 1224 N. Boomer Road Stillwater, OK 74078 405-744-5987 (ph.)

405-744-5187 (fax) marlene.tornakian@okstate.edu

B. Questions directly related to the specifications should be submitted using the Q&A Board located in the “Tools” section of this electronic bid. Questions must be submitted prior to the Q&A deadline. Bidders are encouraged to continuously monitor the Q&A Board for all questions and answers related to this solicitation.

C. Any attempt to contact any end user or department other than the Office of Central Procurement during the solicitation and evaluation process may result in the disqualification of your bid.

mailto:marlene.tornakian@okstate.edu

2. CONTRACT TERM

Contract is for athletics team travel services for a one-time football travel event to Surprise, Arizona for a scheduled football game on October 3, 2026

3. TERMS AND CONDITIONS

A. The RFP Terms and Conditions of the Oklahoma State University A&M System shall prevail unless otherwise stated in this set of specifications. The T&C can be found on the e-bid system.

B. The premises and equipment provided by the Supplier for use shall be in good condition and maintained by Supplier to ensure compliance with applicable laws concerning building conditions, sanitation, safety and health (including, without limitation, OSHA regulations). Supplier agrees to be responsible for any liability or assessment, including related interest and penalties, arising from Supplier’s breach of obligations, and Supplier shall pay reasonable collection expenses, attorneys' fees and court costs incurred in connection with the enforcement of such responsibility.

4. TRAVEL INFORMATION

A. Game Information

• Game Date: Saturday, October 3, 2026

• Game Time: 7:00 PM

• Location: Surprise, Arizona

B. Travel Dates

• Departure Date: Friday, October 2, 2026

• Return Date: Sunday, October 4, 2026

C. Estimated Travel Party

• Approximately Ninety (90) passengers.

5. AIR TRANSPORTATION REQUIREMENTS

A. Preferred Departure Airports

• Stillwater Regional Airport (SWO) (Preferred)

• Will Rogers World Airport (OKC)

• Tulsa International Airport (TUL)

B. Destination Airport

• Phoenix Sky Harbor International Airport

C. Flight Preferences

• Non-stop flights preferred

• Departure after 12:00 PM CST on Friday, October 2, 2026

• Preferred return flight Sunday mid-morning on October 4, 2026

D. Additional Requirements

Supplier shall:

• Coordinate group seating arrangements

• Identify if travelers must be split into multiple flights

• Coordinate arrival schedules if split flights are required

• Include baggage allowances and baggage fees

• Include all taxes, fees, and surcharges in pricing

6. LODGING RQUIRMENTS

Suppliers proposing lodging accommodation shall provide hotel options near Surprise, Arizona.

A. Lodging Dates

• Check-In: October 2, 2026

• Check-Out: October 4, 2026

B. Room Requirements

• Forty-One (41) Double Rooms

• Eight (8) King/Single Rooms

C. Hotel Requirements

Hotel proposals should include:

• Proximity to the game venue and airport

• Bus parking availability

• Team-friendly accommodation

• Wi-Fi availability

• Breakfast options

• Meeting room availability, if applicable

• Security considerations

D. Suppliers shall identify:

• Hotel name and location

• Room rates

• Taxes and fees

• Cancellation policies

• Deposit requirements

• Attrition requirements, if any

7. GROUND TRANSPORTATION REQUIREMENTS

Suppliers proposing ground transportation services shall provide transportation options for the travel party.

A. Ground transportation services may include:

• Transportation from Langston University to departure airport

• Return transportation from airport to Langston University

• Airport transfers in Arizona, if applicable

B. Suppliers shall provide:

• Vehicle type and capacity

• Estimated schedules

• Pricing details

• Cancellation policies

8. COST

Suppliers shall provide complete pricing including:

• Airfare

• Hotel accommodations

• Ground transportation

• Taxes and fees

• Service charges

• Optional fees, if any

Pricing shall remain valid for a minimum of ninety (90) days after proposal submission unless otherwise stated.

9. EXPERIENCE/QUALIFICATIONS/ REFERENCES

• Experience coordinating collegiate athletics travel

• Experience of handling large group travel logistics

• Ability to coordinate multi-service travel arrangements

• Ability to respond to schedule changes or emergencies

• Submit a list of at least 3 institutions, preferably Division 1 Athletic

Departments, you have recently provided aircraft charter services to, including customer references (name and contact information) for each institution that will demonstrate your experience and competence.

Please upload your experience information and list of institutions to question 3.2 in the “Questions” section of the online solicitation.

10. BID SUBMISSION

Bidder should prepare a proposal that addresses each section in the specifications, numbered and in order. Please describe how your proposed solution meets or exceeds the University’s needs as described in section 5 through 8 of the specifications.

The proposal should be uploaded to question 3.1 in the “Questions” section of the online solicitation.

Evaluation methodology - will be “Best Value” as defined in the terms and conditions.

11. EVALUATION CRITERIA

Evaluation Criteria Points

Experience and Qualifications 25 Ability to Meet Travel Requirements 25 Travel Coordination and Logistics Plan Lodging Quality and Location

Customer Service and References 10

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