SBU/Athletic Charter Flights for Football Program

Overview: This Event is issued by the State University of New York at Stony Brook (herein after referred to as "SUNY”) on behalf of Faculty-Student Association of SUNY at Stony Brook Incorporated to solicit proposals for the Athletic Charter Flight for the Football Program for the State University of New York at Stony Brook, Stony Brook, NY 11794 services, as herein described delivered NET FOB Destination in accordance with SUNY at Stony Brook 25/26-095MC and Exhibits A (Standard Contract Clauses), A-1 (Affirmative Action Clauses), Exhibit D (Non-Collusive Bidding Certification), Exhibit N if applicable (Subcontracting Form), EEO Staffing Plan if applicable (Equal Employment Opportunity), Exhibit L (Procurement Lobbying Law), Exhibit R (Certification Under Executive Order No.16), Exhibit V (Vendor Responsibility), Exhibit E (EO 177 Certification), N.Y. State Finance Law §139-M Certification and Exhibit H (N.Y. State Finance Law §139-l Certification), attached hereto and made part of this proposal. This is needed to begin on or about March 17, 2026, or as soon as possible for the ability to place deposits on flights. Background: Stony Brook University, part of the State University of New York system, is located 60 miles from New York City on Long Island's North Shore. Our 1,100-acre campus is home to almost 26,000 undergraduate, graduate, and doctoral students and more than 14,500 faculty and staff. Stony Brook University is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU). It consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. The University consists of approximately 4,962,878 square feet of building space and over 16 miles of roadway. Key Events: Bid Opening February 9, 2026, at 8:00 AM EST Bidder Questions: Last day to post question to Q&A Board. All questions must be posted to the Sourcing Q&A Board to be considered. Question after the question period will not be addressed. March 4, 2026 at 5:00 PM EST Proposals Due Date and Time (Any proposal received after the deadline will not be considered) March 10, 2026, at 12:00 PM EST RESTRICTED PERIOD: In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the RESTRICTED PERIOD for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through Stony Brook University’s “Designated Contacts” ONLY. See Exhibit L for additional information. Please see below for the DESIGNATED CONTACT. Acceptance of Bid Content: The contents of the Bid and the Bidder’s response to this Bid shall become contractual obligations if a contract ensues. The failure of the Bidder to accept these obligations may result in the rejection of the Bidder’s response. Any additional vendor terms which are attached or referenced with a submission shall not be considered part of the bid or proposal but shall be deemed included for informational purposes only. SUNY reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified via email of any changes in a timely manner. Bidder Questions: Questions regarding the electronic bidding process should be directed to: DESIGNATED CONTACT: Alan Zollo Contracts Officer +1 (555) 000-0000 contact@example.gov OR Jill McCahill Assistant Director of Strategic Sourcing +1 (555) 000-0000 contact@example.gov All questions should be submitted on the Q&A Board citing the particular event section where applicable. Bidders should make efforts to ensure all questions are submitted no later than the date listed in the Key Events section as questions received after the closing date for questions may not be responded to prior to the proposal due date. Bidder identifying information will not be included in the response. Only answers posted on the Q&A Board are official. Responses to inquiries that substantially change or clarify the event in a substantial manner will be posted as an addendum. It is the responsibility of the Bidder to inquire about any requirement of this event that is not understood. SUNY will not be bound by oral responses to inquiries or written responses other than addenda. Bid Opening: SUNY reserves the right to not hold a public bid opening or at any time to postpone or cancel a scheduled bid opening. In the event a public bid opening is scheduled, Bidders will be notified. If a public bid opening is not held, the University will release the names of the companies that submitted a bid and the unaudited total of each bid. Method of Award (IFB): This IFB is part of a competitive procurement process designed to serve the best interests of the SUNY and the People of the State of New York. It is also designed to provide all bidders with a fair and even opportunity to have their products and services considered. SUNY will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this IFB. Award will be granted by lot to the lowest responsible, qualified bidder who meets all qualifications and specifications. Bidders need to respond as requested or rates shall be adjusted for fuel base and athletic beverage to have comparative pricing. Additionally, the failure of the successful bidder and the University to mutually agree upon additional operating terms and conditions including but not limited to cancellation terms will result in the University considering your bid not responsive. As a result, the University will move forward to negotiate terms with the next lowest qualified bidder. Administrative Review: Each proposal received by the due date and time will be screened for completeness and conformance with requirements for proposal submission as set forth in this IFB. Cost Evaluation Phase: The lowest cost proposal needs to meet the bidder’s references and will be evaluated. The responsive and responsible Bidder submitting the proposal with the lowest prices/rates will be selected to contract with SUNY. The award shall be made by issuance of an award notice. SUNY contracts may be subject to approval by the New York State Attorney General and the Office of the State Comptroller. Bidder’s References Review: The lowest cost proposal after Administrative Review will advance to a committee to review the response to the Bidder’s References. Information provided in the proposal will be used to validate Bidder’s References and SUNY reserves the right to contact client references to validate required experience. If review of responses and reference checks determine the Bidder does not meet the Bidder’s References, the proposal will be deemed inadequate and will not be considered further. Finalist Review: In accordance with Section 163 (9) f of the NYS Finance Law, prior to making a contract award each contracting agency shall make a determination of responsibility of the proposed Contractor as discussed in Vendor Responsibility Section. SUNY will conduct a review of vendor responsibility for the Bidder earning the highest final composite score, and any proposed subcontractors. SUNY will consider any information that raises issues concerning the vendor’s responsibility, with consideration given to its relevance to the scope of work. The review will include factors such as financial and organizational capacity, legal authority, integrity and previous contract performance. No modifications may be made to the Pricing Page Submission Form. Bidders are encouraged to seek clarification during the question period. Modifications to the Pricing Page Response Form may result in disqualification. Items: Price shall be in accordance with the items listed or on the Cost Proposal Submission Form, if provided. No other charges, other than those listed in the items or on the Financial Proposal Submission Form shall be allowed. Price Adjustment: The University may incur additional costs due to the fuel cost over fuel base bid amount of $5.00. The Department of Procurement, Purchasing Section, will be the interpreter of all contract documents. FOB: Price shall be FOB (Free on Board) Destination, Freight Prepaid if applicable. Preparation Costs: Bidder is responsible for all costs, direct or indirect, that it incurs related to the preparation and submission of a proposal in response to this event. Prevailing Wage: if applicable, the bidder agrees that their bid shall be submitted with the requirement that all wages paid to the workers shall be no less than the minimum prescribed by the New York State Department of Labor for the specific crafts used in the area where the work is performed. OSHA 10-hour Construction Safety and Health Course – S1537-A: If applicable, this provision is an addition to the existing prevailing wage rate law, Labor Law §220, section 220-h. It requires that on all public work projects of at least $250,000.00, all laborers, workers and mechanics working on the site, be certified as having successfully completed the OSHA 10-hour construction safety and health course. Pricing: All prices and conditions must be included in the original proposal. Prices and conditions not included in the original proposal will be rejected. Quote Hold: The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of ninety (90) days from event close date. Subsequent to such ninety (90) days, the proposal is subject to withdrawal communicated in writing and signed by the Bidder. Tax Exempt: SUNY is exempt from sales tax. All prices should be quoted without the sales tax. Standard Clauses: Any contract resulting from this Proposal shall include Exhibit A (Standard Contract Clauses), Exhibit A-1 (attached - the Affirmative Action Clauses), Exhibit D (Non-Collusive Bidding Certification), Exhibit L (Procurement Lobbying Law), Exhibit V (Vendor Responsibility Questionnaire), Exhibit E (EO 177 Certification), EEO Staffing Plan if applicable (Equal Employment Opportunity)Exhibit H (N.Y. State Finance Law §139-l Certification), Exhibit N if applicable (Subcontracting Form), N.Y. State Finance Law §139-m Certification and Exhibit R (Certification Under Executive Order No.16), the provisions of which shall take precedence over any provision in the Proposal. These clauses relate to, among other things, assignment of the contract, availability of funds, non-discrimination, affirmative action, non-collusion, worker’s compensation. Compliance: The successful Bidder shall comply, and shall cause each of its employees, agents, subcontractors and the employees and agents of such subcontractors, if any, to comply, with all applicable laws, ordinances, rules, orders, regulations, and requirements of Federal, State and Municipal governments, and all applicable rules, regulations, and policies of SUNY, including the policies of Stony Brook University. University policies may be found at https://www.stonybrook.edu/policy/. Award Protest: Upon notification of the selection and award of the contract, the bidder or offeror whose bid or proposal was not selected as the successful bid or proposal is entitled to submit a Bid Protest in accordance with SUNY’s Contracts Award Procedure (Document # 7561). The SUNY’s Protest Procedure is available at http://www.suny.edu/sunypp/documents.cfm?doc_id=699. The University's Protest Officer is Assistant Vice President Procurement Services, RSS Bldg., Stony Brook, NY, 11794-6000. The Appeals Officers is Vice President for Finance & Administration, Administration Bldg., Rm 221, Stony Brook NY, 11794-1002. Contract Term: The term of this agreement shall be for one (1) year commencing on or about August 28, 2025, through and including August 27, 2026. For the contract to be effective, the contract may require the approval of the New York State Attorney General and Office of the State Comptroller. Legislature Changes: In the event any governmental restrictions are imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items and/or services offered in this proposal whatsoever, prior to their delivery or thereafter, it shall be the responsibility of the successful bidder to immediately notify the University in writing of the specific regulation which requires alteration. Upon acceptance of such alteration by the University, it shall be the responsibility of the successful bidder to give effect to such alterations in accordance with the terms and conditions of the agreement entered into hereinafter. Any price adjustments occasioned due to any alterations shall be subject to the approval of the University. Parking and Other Regulations of the University: It will be the responsibility of the successful contractor to contact the Traffic Office at +1 (555) 000-0000 to make arrangements for parking passes or permits if required. Illegally parked vehicles are subject to ticketing and/or towing. Bidder will operate vehicles responsibly under campus rules and regulations and will not park vehicles in unauthorized areas. Illegally parked vehicles will be towed. The successful bidder will abide by all the applicable rules and regulations of the University, and breach whereof shall make vendor liable under such rules and regulations. Report of Contract Purchases: If applicable, the contractor shall furnish quarterly data and contract spend reports to contact@example.gov, Strategic Sourcing Coordinator. Reports shall be broken out to match the items contained on the pricing page of this solicitation and shall be delivered in accordance with the following schedule: 1st Quarter (April 1 – June 30) Due July 05 2nd Quarter (July 1 – Sept 30) Due Oct 05 3rd Quarter (Oct 1 – Dec 31) Due Jan 05 4th Quarter (Jan 1 – March 31) Due April 05 The report is to be submitted electronically in Microsoft Excel and shall reference the Contract Number, sales period, and contractor's, subcontractor (or other authorized agent) name. The outlined sales report is the minimum information required. Additional related sales information, such as monthly reports, and/or detailed user purchases may be required and must be supplied upon request. Reports are a deliverable of the contract. The University reserves the right to withhold payment if a vendor is delinquent in report submittal. Recycle Clause: In accordance with the provisions of Section 177 of the State Finance Law, the State University is required to purchase recycled products, if available, made with significant recycled content in accordance with standards established by the State Department of Environmental Conservation. The law provides that if the price of a recycled product is within 10% of the price of a comparable product made without significant recycled content, or within 15% of such comparable product if the recycled materials used in such products are generated in New York State, the recycled product must be purchased. If you believe any products, you will provide hereunder should be considered as qualifying recycled products under this law, please attach a copy of the authorization from the Department of Environmental Conservation confirming that such product has been approved for inclusion in the State recycling program. In the absence of such written confirmation, the product(s) will not be considered as qualifying for purposes of determining the selected vendor hereunder. Payment Terms: Payments under the resulting contract award shall be made to the Contractor, upon receipt of goods/services and properly approved and completed invoice/s (Go to attached link to ensure you are meeting New York State proper invoicing requirements: https://osc.state.ny.us/agencies/guide/MyWebHelp/Content/files/XII.4.Fatt.pdf) and State of New York Department of Labor, Bureau of Public Works, Certified Payroll submitted to the attention of Accounts Payable, SUNY at Stony Brook. Payment may be withheld if a contractor has outstanding data, sales or MWBE reports. The Contractor shall provide complete and accurate billing invoices to the University in order to receive payment for its services. Billing invoices submitted to the University must contain all information and supporting documentation required by the University and OSC (All invoices must be submitted with contractor’s Federal ID number). Payment for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Vice President for Administration or designee, in her/his sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary New York state procedures and practices. The Contractor shall comply with the OSC procedures to authorize payments. Authorization forms are available at the OSC website at www.osc.state.ny.us/vendors/index.htm, by email at contact@example.gov by telephone at +1 (555) 000-0000. The Contractor acknowledges that it will not receive payment on any invoices submitted under this contract if it does not comply with the OSC’s electronic payment procedures, except where the Vice President or designee has expressly authorized payment by paper check as set forth above. Customs Clearance: If the product is being manufactured in another country and will require customs service, the cost of such service and any applicable importation fees shall be born by the vendor and incorporated in the price bid. Early Pay Discount: Where Contractor generally offers more advantageous special price promotions or special discount pricing to other customers during the Contract term for a similar quantity, and the maximum price or discount associated with such offer or promotion is better than the discount or net pricing otherwise available under this Contract, such better price or discount shall apply for similar quantity transactions under this Contract for the life of such general offer or promotion. If the Contractor offers an early payment discount, at any point in time, that is more advantageous to the State than the terms that are contractually obligated, the Contractor shall include the payment terms of the discount on the applicable invoice(s). Date/Time Warranty: Contractor warrants that Product(s) furnished pursuant to this Contract shall, when used in accordance with the Product documentation, be able to accurately process date/time data (including, but not limited to, calculating, comparing, and sequencing) transitions, including leap year calculations. Where a Contractor proposes or an acquisition requires that specific Products must perform as a package or system, this warranty shall apply to the Products as a system. Where Contractor is providing ongoing services, including but not limited to: i) consulting, integration, code or data conversion, ii) maintenance or support services, iii) data entry or processing, or iv) contract administration services (e.g., billing, invoicing, claim processing), Contractor warrants that services shall be provided in an accurate and timely manner without interruption, failure or error due to the inaccuracy of Contractor’s business operations in processing date/time data (including, but not limited to, calculating, comparing, and sequencing) various date/time transitions, including leap year calculations. The Contractor shall be responsible for damages resulting from any delays, errors or untimely performance resulting therefrom, including but not limited to the failure or untimely performance of such services. This Date/Time Warranty shall survive beyond termination or expiration of this contract through a) ninety (90) days or b) the Contractor’s or Product manufacturer/developer’s stated date/time warranty term, whichever is longer. Nothing in this warranty statement shall be construed to limit any rights or remedies otherwise available under this Contract for breach of warranty. Reserved Rights: SUNY Reserves the right to: Reject any and all proposals received in response to this IFB, make a contract award in whole or in part. Make no contract award. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with this IFB and to make an award for any or all remaining portions. Withdraw the IFB at any time, at SUNY’s sole discretion. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the IFB. Use proposal information obtained through site visits, management interviews and the state’s investigation of a Bidder’s qualifications, experience ability or financial standing, and any material or information submitted by the Bidder in response to SUNY’s request for clarifying information, in the course of evaluation and/or selection under the IFB. Prior to the bid opening, amend the IFB specifications to correct errors of oversights, or to supply additional information, as it becomes available. Upon University request, Prospective Bidder shall provide certified and/or non-certified audited financial statements with a letter from a CPA firm that GAAP was followed and they are not aware of any material misstatements for up to the past three (3) completed fiscal years, and/or other appropriate supplementation including, but not limited to, interim financial statements and credit reports as evidence of its ability to meet the service and requirements of the SUNY Stony Brook. Request references and contact any or all references and perform other related due diligence. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist. Waive requirements or amend this IFB upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders. Negotiate with Bidders responding to this IFB within the requirements necessary to serve the best interests of SUNY. In the event of a conflict of interpretation between the parties, the agreed upon bid specification documents shall prevail. Require clarifications from Bidders for purposes of assuring a full understanding of responsiveness, and permit revisions from all Bidders determined to be susceptible to contract award prior to award. Miscellaneous Instructions, if applicable: Delivery: Deliveries made to the University departments must be pre-established with the departments prior to orders being submitted to suppliers. Locations: Failure of contractor to familiarize him/herself with each separate location will not relieve contractor from responsibilities under the resulting contract award Installation: Delivery shall include unloading, moving to point of use, uncrating, assembling, complete installation, adjusting, connecting all services, testing, demonstrating and leaving ready to operate to the full extent of its design capabilities. Debris Removal: All accumulated debris, cartons, packing, etc. stemming from the installation shall be removed and disposed daily in the Contractor’s trash receptacles. Use of SUNY trash receptacles will not be allowed. Ordering: SUNY must be able to return, change, or cancel orders at any time before shipment without penalty or up to seven (7) days of receipt of delivery for any reason including, but not limited to, contractor error, damaged goods, “decided we don’t need,” etc. The terms of goods returned after seven (7) days will be mutually agreed upon by both parties. The Contractor shall honor all manufacturers’ guarantees. Inventory: The Contractor shall stock adequate inventories to service SUNY. Material and Equipment: Security of contractor’s material and equipment shall be the responsibility of the contractor. Payroll Documentation: SUNY and the New York State Department of Labor (NYS DOL) reserve the right to request Certified Payroll documentation for any work performed on this contract from the Contractor. SUNY does not require submittal of Certified Payroll documentation with invoicing; however, the Contractor shall provide such documentation immediately upon request. Substitutions: During the contract, substitutions will not be made without the approval of the University. In order to access the bid documents, you will need to register your company on our web-based solution powered by Jaggaer: Jaggaer Supplier Registration: https://solutions.sciquest.com/apps/Router/SupplierLogin Public Site URL: https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=SUNY Tutorial Video on registration process https://www.youtube.com/watch?v=EPwSanSotkw Bid Opportunities https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=SUNY