ࡱ>  ;bjbjWW 55L2: LLLLL$pppPp](zhD$8]:]:]:]:]:]:]${_-b^]-L^]LL4]FLL8]8]NVY@^7,PX0$]]0]Xbvb`YbLY^]^]]b :  UNIVERSITY OF OREGON (University) REQUEST FOR PROPOSAL (RFP) TITLE: Air Charter Services for University of Oregon Football - 2014 RFP No. AD2014-6 Proposals Due Not Later Than: 4:00 PM February 28th, 2014 at Issuing Office. Postmarks will not be considered. Issuing Office: ATHLETIC DEPARTMENT BUSINESS OFFICE Attn: Tash OBrien, Purchasing 2727 Leo Harris Pkwy Eugene, OR 97401 Email: nar@uoregon.edu Section I General Information Purpose: University is soliciting proposals from qualified proposers (Proposer(s)) for Air Charter services for the 2014 Football season away games. Expected deliverables are listed in Exhibit A, Airline Charter Specifications 2014, attached and incorporated into this document. It is anticipated that the term of the contract awarded under this RFP, will be for One year(s). For additional information or clarification of requirements contact: Mary Ellen Mansfield 2727 Leo Harris Pkwy. Eugene, OR 97401 mem@uoregon.edu 541-346-5423 Unless otherwise specified, requests for clarification or change of the RFP document must be received by University in writing at least five business days prior to the Closing Date and Time. Requests for clarification or change must include the reasons for the clarification or change, and any proposed changes to specifications or provisions. University will consider all requests for clarification or change and, if appropriate, amend this RFP by issuing an addendum. University may extend the Closing Date and Time if such information significantly amends this solicitation or if University determines that compliance with the original proposed Closing Date and Time is impractical. This RFP will be posted on the Oregon University System (OUS) website, under Business Opportunities, accessible at https://secure.ous.edu/bid/. Any addenda will be posted to the OUS website. Proposers are responsible for monitoring the OUS website on a periodic basis for any modifications to the RFP. University will not issue individual notifications. All proposals must be received by University's Issuing Office by 4:00 p.m. on or before Friday February 28, 2014 (Closing Date and Time). Postmarks will not be considered. Issuing Office mailing and delivery address, phone and e-mail: ATHLETIC DEPARTMENT BUSINESS OFFICE Attn: Tash OBrien, Purchasing 2727 Leo Harris Pkwy Eugene, OR 97401 nar@uoregon.edu ELECTRONIC submissions are encouraged. Office hours for receipt of proposals are: Monday through Friday 8:00 a.m. to 4:00 p.m. Section II Scope of Services The following services will be provided by the successful Proposer: 2.1 See Exhibit A. Section III Information to be provided by Proposer in the Proposal Proposals will include the business name, address and telephone number and email of the Proposer. Proposer must complete Exhibit A, Airline Charter Specifications 2014. Proposer must complete Proposal Statement from Section VII of this document. Section IV Proposal Procedures Proposals must be in writing and must be signed by an authorized representative of the Proposer. Alterations or erasures must be initialed in ink by the person signing the Proposal Statement. No verbal proposals will be accepted. Proposals may be submitted manually or electronically, (electronic submissions are encouraged). Unless Proposers are specifically authorized by this RFP to take exceptions or to leave terms open to negotiation, proposals will be a complete offer and fully responsive to this RFP, and must include all information required herein to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the proposal as non responsive. Although the general criteria to be used for final evaluation has been provided in this RFP; it is not intended to limit imagination or creativity in preparing a proposal that will accomplish the same goals and expectations. Submission of a proposal constitutes a firm, binding and irrevocable offer for a period of 90 days following the Closing Date and Time. If University deems it necessary to amend this RFP, an Addendum will be prepared and posted to the OUS Business Opportunities webpage: https://secure.ous.edu/bid/. Proposers are responsible for monitoring OUS for any amendments to the proposal. Proposers will not receive an individual notification. University reserves the right to inquire in writing, and meet with individuals or representatives of a Proposer, for the purpose of clarification of points made in its proposal. University reserves the right, at its option, to reject any or all proposals. University reserves the right to waive minor informalities and irregularities in proposals. University is not responsible for any costs of any Proposer incurred in connection with submitting or presenting its proposal. All Proposers who respond to solicitations do so solely at their own expense. Proposers agree that University will have the right to review and require modification of any terms or definitions used in the final contract. Failure to agree upon acceptable contract definitions or terms may result in cancellation of the proposed award. This RFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be retained by Universitys issuing department for the required retention period, and made a part of a file or record which will be open to public inspection. If a proposal contains any information that is considered a "trade secret" under ORS 192.501(2), the Proposer must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to mark a specific page with the legend set forth in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.501(2). As such, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a trade secret may be rejected. University plans to award this project to the firm or individual who best meets the selection criteria detailed in this RFP. Proposal responses must clearly identify the question or request to which the Proposer is addressing and restate the Section number with each response. All responses must be organized in the order in which the question or request was presented in the RFP. Proposals that do not follow the format described in this RFP may at Universitys sole discretion be deemed non-responsive, and receive no further consideration. All proposals submitted in response to this RFP become the property of University. By submitting a proposal in response to this RFP, Proposer grants the University a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the proposal solely for the purpose of evaluating the proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws, proposals, including supporting materials, will not be returned to Proposer. Section V Evaluation and Award 5.1 Proposals will be evaluated by a committee consisting of representatives of the requesting University department, and other interested individuals, as University deems appropriate (Committee). 5.4 The Committee will evaluate each responsive proposal received, assessing the merits of each to determine the overall best value to the University. Factors attributing to this determination include, but are not limited to; proposed pricing including fuel surcharges, availability of in-seat televisions, status of the Proposer as a regularly scheduled airline, ability to meet insurance requirements, and experience chartering similar groups. University reserves the right to require a Best and Final Offer pursuant to OAR 580-061-0155(3) from Proposers within the Competitive Range. 5.5 It is anticipated that the Award Notice will be released on or about March 14, 2014. 5.6 Protest of the selection or award may be made pursuant to the conditions and limitations of OAR 580-061-0145. Section VI Contract Award The contract award will be pursuant to a separate agreement, incorporating relevant provisions of both the RFP and the successful Proposers response either by actual written incorporation or incorporation by reference and any additional contractual language that may be required by University policy or by law. If you have questions or concerns regarding any of the terms and conditions contained in this RFP, you must address those during the time prescribed for questions. No additional or supplemental terms and conditions submitted by a Proposer as part of its response will be evaluated or considered. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a Proposal (e.g. in transmittal letters, specifications, literature, price lists or warranties), it is understood and agreed that the terms and conditions contained in this RFP are the only terms and conditions applicable to this RFP and any ensuing Agreement, and the Proposer's authorized signature affixed to its Proposal attests to this. If you condition your Proposal on any additional terms and conditions, which have not been accepted by a written addendum to the RFP, your Proposal may be deemed nonresponsive. Section VII Proposal Statement I have read all of the terms and conditions of this Request for Proposal (RFP). I understand that by signing below and submitting my Proposal, if awarded the contract, I will be bound by the terms and conditions of this RFP and my Proposal. Certificate of Compliance Oregon State Laws I, the undersigned, being first duly sworn, Please Initial _____ hereby affirm, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Proposers knowledge, Proposer is not in violation of any of the tax laws described in ORS 305.380(4). _____ certify under penalty of perjury that Proposer is aware that the State Board of Higher Education has instituted policies that prohibit sexual harassment that Proposer will adhere to Universitys policy prohibiting sexual harassment in their interactions with members of Universitys community. _____ certify under penalty of perjury that Proposer does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. _____ certify under penalty of perjury that Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining required subcontracts. Business Designation (check one): ( Corporation ( Partnership ( Sole Proprietorship ( Governmental/Non-profit ( Limited Liability Company Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Above information must be provided prior to the Closing Date and Time for the proposal to be considered responsive. RFP Project Name: _________________________________ RFP Number: _________________________________ The individual(s) signing this Proposal Statement warrants under penalty of perjury that they have authority to bind the Proposer by their signature. 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