JRB-2025-38 Charter Flights for Mens Basketball.pdf

IFB # JRB-2025-38 Charter Flights for Men’s Basketball Page 1

September 29, 2025

INVITATION FOR BID NAME: CHARTER FLIGHTS FOR MEN’S BASKETBALL

INVITATION FOR BID NUMBER: JRB-2025-38

CONTACT PERSON: Jon Babcock, Asst. Director Procurement & Payment Services, jon.babcock@uwyo.edu

Please bid on the provided sheet the price at which you will furnish, D.A.P. Incoterms® 2010, University of Wyoming, Laramie, WY, 82071, any or all items listed below, subject to the usual inspection and approval at the place of delivery.

Questions regarding this invitation for bid (IFB) must be in writing and be directed to the University via the BidNet platform any time after the issuance of this IFB through and including 2:00 p.m. MT on October 6, 2025. Questions received after the date/time and/or not submitted electronically through the BidNet platform may not be addressed. Each question submitted, as well as the

University’s response thereto, shall be provided in a questions and answers document/addendum via www.bidnetdirect.com Note:

Every question must be submitted individually. Multiple questions per entry may not be answered.

The University of Wyoming will only accept and consider electronically submitted bids from suppliers, which must be submitted and received in the www.bidnetdirect.com electronic solicitation portal on or before 2:00 p.m. MT on October 13, 2025, at which time the submission portal will close and no further submissions be allowed or considered. It is the sole responsibility of the supplier to see that the response to the IFB is submitted through the BidNet portal by the submission deadline. Responses received after this date and time or outside of the BidNet portal will be deemed non-responsive. This completed and signed bid form shall be uploaded to the

BidNet platform along with any additional requested information.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of the University, shall have a financial interest in the sale to the University of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the University. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the University is prohibited.

Contact with University personnel regarding this solicitation, other than inquiries to the specific Procurement Agent noted above may be grounds for elimination from the selection process.

Collusive or sham bids: Any bid deemed to be collusive, or a sham bid will be rejected and reported to authorities as such. Your authorized signature on this bid assures that such bid is genuine and is not a collusive or sham bid. The University of Wyoming reserves the right to accept or reject a bid on any or all items, to waive any irregularities or informalities and to award the contract in the best interest of the University.

**Please find more information about doing business with the University here:

How to Do Business with the University of Wyoming

PREFERENCE: Preference shall be allowed in the purchase of materials, supplies, equipment, machinery, or provisions provided by bona fide Wyoming residents when such materials, supplies, equipment, machinery or provisions are of quality equal to those offered by an out-of-state supplier. Such preference shall be five percent (5%) and shall apply to materials, supplies, equipment, machinery or provisions produced, manufactured or grown in this state, and to materials, supplies, equipment, and machinery supplied by a Wyoming

Resident. (Wyoming Statute 16-6-105) However, preferences shall not be given in violation of any Federal law, rule or regulation.

Whenever Federal laws are applicable, Federal laws shall supersede any State laws.

Suppliers must have a current Wyoming residency certification on file with the Wyoming Department of Workforce Services at the time of the bid submission in order to qualify for resident preference. Inquiries regarding obtaining a residency certification number should be directed to the Wyoming Department of Workforce Services, Labor Standards Office at (307) 777-7261. The

Department of Workforce Services certifies residency and enforces the preference law.

EQUAL EMPLOYMENT OPPORTUNITY:

Both parties shall fully adhere to all applicable local, state and federal law, including equal employment opportunity and including but not limited to compliance with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 mailto:jon.babcock@uwyo.edu http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ https://www.uwyo.edu/procurement/_files/docs/how-to-do-business-with-uw-april-2025.pdf

IFB # JRB-2025-38 Charter Flights for Men’s Basketball Page 2 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975 and the American with Disabilities Act of 1990. The University is committed to equal opportunity for all persons in all facets of the University’s operations and is an Equal Opportunity/Affirmative

Action employer.

The University will provide all applicants for admissions, employment, and all University employees with equal opportunity without regard to race, gender, religion, color, national origin, disability, age, protected veteran status, sexual orientation, genetic information, gender identity, creed, ancestry, political belief, any other applicable protected category, or participation in any protected activity. The

University ensures non-discriminatory practices in all matters relating to its education programs and activities and extends the same non-discriminatory practices to recruiting, hiring, training, compensation, benefits, promotions, demotions, transfers, and all other terms and conditions of employment.

Contractors are notified that they may be subject to the provisions of 41 CFR Section 60-300.5(a); 41 CFR Section 60-741.5(a); 41

CFR Section 60-1.4(a) and (c); 41 CFR Section 60-1.7(a); 48 CFR Section 52.222-54(d); and 29 CFR Part 471, Appendix A to

Subpart A with respect to affirmative action and posting requirements. If applicable, this contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans. If applicable, this contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a).

This regulation prohibits discrimination against qualified individuals on the basis of disability and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.

SUSTAINABILITY PRACTICES: The University of Wyoming strongly encourages the campus community to adhere to sustainable practices. For product categories that have ENERGY STAR rated products available, the University will focus its procurement efforts on products with this rating, consistent with the needs of the UW campus community.

GOVERNMENTAL CLAIMS: Any actions or claims against the University under this Agreement must be in accordance with and are controlled by the Wyoming Governmental Claims Act, W.S. 1-39-101 et seq. (1977) as amended.

INTERPRETATION: The Parties hereto agree that (i) the laws of Wyoming shall govern this Agreement, and (ii) any questions arising hereunder shall be construed according to such laws, (iii) this Agreement has been negotiated and executed in the State of

Wyoming and is enforceable in the courts of Wyoming.

SOVEREIGN IMMUNITY: The University does not waive its sovereign immunity or its governmental immunity by entering into this

Agreement and fully retains all immunities and defenses provided by law with regard to any action based on this Agreement.

EXPORT COMPLIANCE: The University, its employees and its agents are subject to and shall comply with U.S. export control laws that prohibit or restrict a) transactions with certain parties, and b) the type and level of technologies and services that may be exported.

These laws include, without limitation, the Arms Export Control Act, the Export Administration Act, and the International Economic

Emergency Powers Act, and regulations issued pursuant to these, including the International Traffic in Arms Regulations (ITAR) and the Export Administration Regulations (EAR).

As part of its commitment to compliance with U.S. export controls, UW requires information on the product(s) being purchased to enable the University to determine the applicable export controls. To be considered for this bid award, Bidder must identify the export jurisdiction (ITAR or EAR) and classification of its product, component, or service(s) in the response to this bid request. The suggested format for this information is set out in Exhibit 1 below.

PAYMENT TERMS: Payment terms are Net 45. It is the University of Wyoming’s policy to not prepay for goods or services to be provided by suppliers.

All bids are subject to the University’s Terms and Conditions that can be found at http://www.uwyo.edu/procurement/.

Bid below the total price to provide the services as indicated in this detailed listing. The total for each bid line must include material, freight, handling, fees, set-up fees, labor, duties, and all other costs that might be associated with an order for each item quantity, delivered D.A.P. Incoterms® 2010, University of Wyoming, Laramie, WY, 82071.

AWARD OF CONTRACT: Product quality, service, overall value, as well as price, will be taken into account when reviewing bids and in award of the contract. This IFB will be awarded on an all-or-nothing basis and the bidder must be capable of making full delivery of support indicated below.

The University of Wyoming reserves the right to accept or reject any bid on any item or all items, to waive any irregularities or informalities and to award the contract in the best interest of the University.

http://www.uwyo.edu/procurement/

IFB # JRB-2025-38 Charter Flights for Men’s Basketball Page 3

STANDARD CONTRACT: The University of Wyoming reserves the right to incorporate standard UW contract provisions and other provisions contained in this IFB into any contract resulting from this IFB, such as, but not limited to the following:

http://www.uwyo.edu/procurement/terms-and-conditions/index.html.

ASSIGNMENT: Neither party to any resulting contract may assign any portion of the agreement without the prior written consent of the other party.

TAXES: The University of Wyoming, as purchaser, is exempt from all federal excise taxes and from all State of Wyoming sales tax.

A certificate of tax exemption is available upon request.

INDEMNIFICATION: To the extent authorized by law, the supplier shall indemnify, save and hold harmless the University, its employees and agents, against any and all claims, damages, liability, and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the supplier or its employees, agents, subcontractors, or assignees pursuant to the terms of the contract resulting from this IFB.

OBJECTIVE

The University of Wyoming Athletics Department is seeking bids from qualified Suppliers to provide charter flight services for up to thirty (30) passengers as described in this IFB.

REQUIREMENTS

• Bids shall be provided for the requested flight schedules.

• The University reserves the right to award only select trips based on budgetary constraints and scheduling preferences

• Supplier shall include all costs of the flight in the bid, including estimated taxes or fees, including, but not limited to FBO fees, landing fees, local taxes at destination.

• Fuel costs shall be quoted at a base rate of $5.00/gallon. In the instance that fuel costs exceed the $5.00/gallon base rate, the

University shall reimburse the awarded Supplier for the excess charges, contingent upon vendor providing sufficient documentation (i.e. invoices or receipts from fuel provider).

• Supplier shall provide standard airfare service during flights, including service of non-alcoholic beverages and snacks.

• Laramie Regional Airport shall be the preferred airport for departures from Laramie, WY. Cheyenne Regional Airport shall be the primary backup destination in the event of inclement weather.

• Awarded Supplier(s) will be required to enter into a successfully negotiated contract with the University.

REQUIRED INFORMATION

Suppliers shall submit the following information with their bid submission:

• Fully completed bid form

• Acknowledgement of insurance requirements and provided in Exhibit A

Schedule of Flights

Trip # Dates From Destination Round Trip

1 1/2/2026-1/3/2026 Laramie, WY Albuquerque, NM Yes

1 (Alternative) 1/3/2026 Albuquerque, NM Laramie, WY No

2 1/9/2026-1/10/2026 Laramie, WY Reno, NV Yes

2 (Alternative) 1/10/2026 Reno, NV Laramie, WY No

3 1/16/2026-1/17/2026 Laramie, WY Fresno, CA Yes

3 (Alternative) 1/17/2026 Fresno, CA Laramie, WY No

4 1/26/2026-1/27/2026 Laramie, WY Logan, UT Yes

4 (Alternative) 1/27/2026 Logan, UT Laramie, WY No http://www.uwyo.edu/procurement/terms-and-conditions/index.html

IFB # JRB-2025-38 Charter Flights for Men’s Basketball Page 4

Bid Form

Bid Pricing and Information

Trip # Dates From Destination Round Trip Price

1 1/2/2026-1/3/2026 Laramie, WY Albuquerque, NM Yes $

(Alternative) 1/3/2026

Albuquerque, NM

Laramie, WY No $

2 1/9/2026-1/10/2026 Laramie, WY Reno, NV Yes $

(Alternative) 1/10/2026 Reno, NV Laramie, WY No $

3 1/16/2026-1/17/2026 Laramie, WY Fresno, CA Yes $

(Alternative) 1/17/2026 Fresno, CA Laramie, WY No $

4 1/26/2026-1/27/2026 Laramie, WY Logan, UT Yes $

(Alternative) 1/27/2026 Logan, UT Laramie, WY No $

The undersigned hereby agrees to furnish, in conformity with this bid, any or all of the above services at the prices bid.

This bid is irrevocable for 30 days.

Wyoming Workforce Certification #____________

Acknowledgment of Insurance requirements (Exhibit A) ____________________________

Authorized signature

___________________________________________________ Printed name of authorized signature Date

Business name, address, zip code, telephone number and fax # Email address

-Intentionally left blank-

IFB # JRB-2025-38 Charter Flights for Men’s Basketball Page 5

Exhibit A

Worldwide Chartered & Non-Owned Aircraft Procedures

For charters by carriers equipped with less than thirty (30) passengers, holding an FAA, Federal Aviation Regulations (FAR) Part

121 certification is always preferred. Charters involving aircraft equipped with 30 or more passengers’ seats must be operated by a carrier holding a Part 121 certification. Any carrier holding a Part 125 certification requires specific approval by the University of

Wyoming’s Risk Management.

All Part 135 carriers providing services to the University of Wyoming are required to maintain at least an ARGUS Gold rating

(Platinum rating preferred) and obtain specific approval by Risk Management. It is preferred that any Aircraft Charter Broker conducting business with the University of Wyoming be vetted by ARGUS as either a Registered Broker or Certified Charter Broker.

ISBAO Stage III certification is also preferred, as is an FAA accredited SMS Program.

Certificates of Insurance must be obtained from all aircraft operators utilized and must list the University of Wyoming their employees, officers and directors, its affiliates and subsidiaries as Additional Insured.

Insurance:

Supplier shall, at its sole cost, carry and maintain insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work or in connection with products, materials or services supplied to the

University of Wyoming and shall include the University’s agents, employees or subcontractors.:

1. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal and advertising injury with limits no less than $5,000,000 per occurrence.

2. Worker’s Compensation Insurance coverage at statutory limits and Employer's liability coverage of at least $1,000,000

3. Aircraft Liability Insurance with limits no less than those stated in the table below based on the seating capacity of the aircraft proposed and meeting the following additional requirements:

a. War Risk Liability at same limit as aircraft liability and Third Party War Risk Liability at no less than $50,000,000;

b. Personal Injury & Advertising Injury coverage of at least $25,000,000;

c. Evidence Non-Owned Aircraft Liability, including Charter Referral Coverage insurance, at full limits carried by charter operator; and

d. Be placed on a worldwide basis with insurers of recognized reputation and responsibility in the aviation insurance industry and satisfactory to the University of Wyoming.

All policies of insurance required herein must include the following:

4. Be placed with insurers of recognized reputation and responsibility and satisfactory to the University of Wyoming;

5. Have a sixty (60) day notice of cancellation, material change or reduction clause;

6. Be primary and without rights of contribution from any insurance available to the University of Wyoming their employees, officers and directors, its affiliates, and subsidiaries;

7. Include a blanket Waiver of Subrogation clause in favor of the University of Wyoming;

8. Ensure that the inclusion of more than one “Insured” shall not in any way affect the rights of any insured regarding a claim, demand, suit, or judgment made, brought or recovered by or in favor of any other insured;

9. Have a policy that protects each Insured in the same manner as though separate policies had been issued to each but will not increase the Limit of Liability as set forth in the policy;

10. Ensure insurance afforded shall not be invalidated by any act or neglect of the Named Insured whether or not such act or neglect is a breach or violation of any warranties, declarations, or conditions of the policies; and

11. The Owner/Operator may use Umbrella or Excess Policies to provide the required liability limits. This form of insurance will be acceptable provided all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages

IFB # JRB-2025-38 Charter Flights for Men’s Basketball Page 6 herein required. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying insurance. No insurance policies maintained by the Additional

Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Owner/Operator’s primary and excess liability policies are exhausted and the University does not waive any governmental immunity or defense should it maintain any relevant insurance policy.

Liability Limits - *Seating Capacity includes crew

Seating Capacity Minimum Limit

10 or Less $80,000,000

11 – 18 $90,000,000

10 – 30 $125,000,000

31 – 40 $150,000,000

41-125 $300,000,000

126 – 185 $650,000,000

186 – 250 $1,000,000,000

251+ Prior approval by The University of Wyoming Risk

Management required

Helicopters - Turbine engine only, no piston use will be permitted

6 or Less $30,000,000

7 or More $5,000,000Per seat minimum (including crew seats)