IFB 2016 Football Air Charter Services MW2000010812

Cal Poly State University's Intercollegiate Athletics program is seeking an air charter services provider for their 2016 football season through an Invitation for Bid (IFB). The procurement involves charter aircraft services for three away games, requiring aircraft with a minimum seating capacity of 120 passengers and a minimum payload of 30,000 lbs, typically involving Boeing 737 series or MD-80 series aircraft. Specific game charter dates include trips to South Dakota State (September 17, 2016), North Dakota (October 1, 2016), and Weber State (November 12, 2016). Bidders must submit comprehensive electronic proposals to purchasing@calpoly.edu by May 3, 2016, at 3:00 PM PDT, with mandatory submission requirements including Exhibit D (Certified FAA Air Charter Information), Exhibit G (Cost Proposal), and Exhibit H (Certificate of Compliance). The university will evaluate bids based on lowest total round trip bid price and what is deemed in the best institutional interest, with detailed pricing requirements covering transportation charges, federal excise tax, crew costs, fuel prices, passenger facility charges, segment charges, risk insurance, ground handling, landing fees, security charges, and catering services.

The procurement includes specific set-aside and declaration requirements, with bidders required to complete a Bidder Declaration form (GSPD-05-105) that documents their California certification status, including Micro Business (MB), Small Business (SB), Non-Veteran Small Business (NVSA), and Disabled Veteran Business Enterprise (DVBE) classifications. Contractors must maintain aircraft liability insurance with a $250,000,000 combined single limit per occurrence and adhere to strict payment terms, including a 25% initial deposit to reserve flights and the remaining 75% balance plus a 10% fuel deposit due 30 days prior to each flight. The contract requires detailed documentation of subcontractors, including their certification status, work elements, and percentage of bid price, with an emphasis on ensuring certified businesses provide a commercially useful function. While no specific budget range is explicitly stated, the comprehensive requirements suggest a substantial contract value covering three separate charter flights. Fuel price adjustments will be supported by receipts, with potential refunds or surcharges determined based on actual fuel consumption.