One Time Football Team Travel Event: Air, Lodging, and Ground Transportation Services for Langston

Langston University is requesting proposals for one-time air, lodging, and ground transportation services for its football team's travel to Surprise, Arizona for a game on October 3, 2026, under RFP OSUA&M-RFP-001839-2026, with proposals due July 30, 2026.

The travel party consists of approximately 90 passengers departing Friday, October 2, and returning Sunday, October 4, 2026. Preferred departure airports are Stillwater Regional Airport (SWO), Will Rogers World Airport (OKC), or Tulsa International Airport (TUL), with Phoenix Sky Harbor International Airport as the destination. Lodging requirements specify 41 double rooms and 8 king/single rooms near Surprise, Arizona, with check-in October 2 and check-out October 4. Ground transportation must include transfers from Langston University to the departure airport, return transportation to Langston University, and airport transfers in Arizona as applicable.

Bidders may propose for a single category (air, lodging, or ground transportation), multiple categories, or all services comprehensively. Pricing must include all airfare, hotel accommodations, ground transportation, taxes, fees, service charges, and optional fees, with pricing valid for a minimum of 90 days after proposal submission. Payment terms are Net 30 with 0% discount for payment within 30 days.

Evaluation uses a Best Value methodology weighted across five criteria: Experience and Qualifications (25 points), Ability to Meet Travel Requirements (25 points), Lodging Quality and Location (25 points), Travel Coordination and Logistics Plan (15 points), and Customer Service and References (10 points). Bidders must submit references from at least three institutions, preferably Division 1 Athletic Departments, demonstrating recent experience coordinating collegiate athletics travel and aircraft charter services.

Prospective bidders must certify agreement with attached terms and conditions, submit a Non-collusion Certificate, provide contact information, disclose any contract terminations for cause within the last 36 months, and submit detailed proposals per RFP specifications. Pricing is submitted separately as instructed in the specifications. The primary contact is Marlene Tornakian at marlene.tornakian@okstate.edu or 405-744-6657.