INVITATION FOR BID Sealed Bid BOARD OF TRUSTEES OF WESTERN ILLINOIS UNIVERSITY

Transcription

1 INVITATION FOR BID Sealed Bid BOARD OF TRUSTEES OF WESTERN ILLINOIS UNIVERSITY Purchasing Office 227 Sherman Hall Macomb, IL / FAX 309/ Company: Address: BID NUMBER: R047981r PROJECT NAME: Athletic Air Charters DATE OF BID OPENING: July 23, 2013 at 2 pm local time Sealed bids for this project will be received in the Purchasing Office, Western Illinois University, Sherman Hall, Room 227, Macomb, Illinois until the date and time of the opening as specified above, at which time they will be opened publicly and read aloud. The public opening and reading of bids is for informational purposes only and is not to be construed as acceptance or rejection of any of the bids submitted. Bid awards will be posted on the Higher Education Procurement Bulletin at This project will be governed in accordance with the Illinois Procurement Code and the Higher Education Procurement Rules. BIDS MUST BE TYPEWRITTEN OR WRITTEN IN INK. ALL BIDS MUST BE SIGNED AND THE SIGNATURE MUST BE IN INK. BIDS COMPLETED IN PENCIL WILL BE REJECTED. BIDS MUST BE COMPLETED ON THE FORM PROVIDED BY THE UNIVERSITY. The Board of Trustees of Western Illinois University reserves the right to reject any part or all bids and to waive any informality in bids received whenever such rejection or waiver is in the interest of the Board. Bidders shall be responsible for the actual delivery of bids during business hours to the designated location. It shall not be sufficient to show that the bid was mailed in time to be received before the scheduled closing time for receipt of bids. If a bidder submits a sealed bid in any envelope that does not identify the contents as a sealed bid, the bid will be returned to the bidder as rejected. It is the bidder s responsibility to make certain the envelope can be identified, as illustrated on the last page of this document. This includes the packages used by delivery companies such as Federal Express, Airborne Express, etc. Any bidder may withdraw or modify his bid at any time prior to the scheduled closing time for receipt of bids. Only FAX messages, letters or other written requests for modifications or corrections of a previously submitted bid which are addressed in the same manner as bids, and are received in full by the University prior to the scheduled closing time for receipt of bids will be accepted and the bid corrected in accordance with such written request. Oral or telephonic modifications or corrections will not be recognized or considered. Requests for modifications or corrections will not be accepted after the scheduled closing time for receipt of bids. In addition, the University will accept bids transmitted in full by FAX (309/ ). The Bidder remains responsible for ensuring that its Bid is received at the time, date, place and office specified. The University assumes no responsibility for any bid not so received, regardless of whether the delay is caused by the U.S. Postal Service, the University Postal Delivery System, or some other act or

2 circumstance. The University prefers deliveries FOB University Dock. If otherwise stated, the bidder must show the freight cost in the total bid price. The University makes every attempt to award orders on an overall low bid basis. However, the right is reserved to award a contract to multiple vendors. If a multiple award is not acceptable to a bidder, it must be so stated in the bid submitted. The University also reserves the right to increase, decrease, or delete items at the quoted price in order to stay within the project budget. The price(s) of each bid must be kept firm for a period of sixty (60) days. If no bid is to be submitted, please complete and return the " Bid Reply Form" to the Purchasing Office, Western Illinois University. See Appendix I. All bidders must furnish their Illinois Human Rights number in the space provided on the Bid Proposal. person or company shall be eligible to be awarded a contract subject to the competitive bidding requirements of the Illinois Procurement Code (30 ILCS 500., as hereafter amended) unless such person or company has filed with the Department of Human Rights a properly completed and sworn Employer Report Form (Form PC-1) which is currently valid. Forms may be obtained from the Illinois Department of Human Rights - phone 312/ or downloaded from their home page at (Important Information for Vendors: Vendors must have a current Illinois Department of Human Rights (IDHR) Bidder Eligibility Number to be eligible for award of public contracts. All IDHR numbers or lower expired on August 31, If you do not currently have a number or your number is or lower, you must register or re-register in order to remain eligible.) See Appendix IV. Delivery and/or completion of this contract after receipt of order must be no later than the project completion date, if stated above. Bid documents, specifications, and additional information may be found at Protest Review Office: Vendors may submit a written protest to the Protest Review Office following the requirements of the Higher Education Standard Procurement Rules 44 ILL. ADMIN. CODE For protests related to specifications, the Protest Review Office must physically receive the protest no later than 14 days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than 14 days after the protesting party knows or should have known of the facts giving rise to the protest. The Protest Review Office s information is as follows: Chief Procurement Office Phone: (217) Attn: Protest Review Office Facsimile: (217) Suite 513 Stratton Office Building 401 South Spring Street Illinois Relay: (800) Springfield, IL If the protest is submitted via , it must be sent to both of the following addresses: Adam.Alstott@illinois.gov EEC.CPOHE@illinois.gov For more information, contact the Purchasing Office at 309/ or Sherman Hall 227, Macomb, IL R047981r Air Charters/ July 8, of 25 Bidder:

3 BID PRICING BID NO.: R047981r PROJECT NAME: Athletic Air Charters The Undersigned has read and understands all of the documents comprising the bid documents and any and all related addenda for this project and does hereby submit the following bid: Air charter services for the WIU football team: The Bidder shall be expected to provide charter services in a clean, safe, efficient and lawful manner and in so doing shall fully comply with all applicable statutes, Federal laws, municipal ordinances, and FAA regulations. Bidder shall provide aircraft with complete, certified crews and competent and duly licensed pilot(s) capable of transporting the designated number of passengers. Bidder shall provide name and phone number for ground crew and baggage handlers. Any Bidder receiving an award must have an on-site representative/coordinator for both flights to insure that all bid specifications, schedules, and other requirements are met. Additionally, the Bidder must have an internal office representative that can act as a contact person for matters that arise concerning flights. Experience: Bidder shall provide information and documentation verifying that they have proven experience in managing all aspects of a large group, such as a football or basketball team, air travel requirements including support personnel and cargo. Minimum experience shall be three (3) years with ongoing handling of professional and/or college programs of a similar size to WIU or other similar groups such as team travel. Bidder shall outline their company s history and experience with a national team or college. The Bidder s background and track record must be substantiated and verified by present and former clients. Reference: Bidders shall demonstrate an established, successful track record of past performance in providing service closely related to the requested service. Provide a list of not less than three (3) references, similar in size and scope, that the bidder has performed services for in the past 18 months. The list should include the company name, address, telephone number, fax numbers, primary contact, nature and duration of relationship. NOTE: The Bidder certifies that it is authorized to use the names of references it provides and agrees that the University may contact these references. Backup Plan: Bidder shall provide a contingency plan of operation for equipment failure, overbooked flights or other unforeseen circumstances (with the exception of Force Majeure). Bidder shall answer the question: How will you fulfill your contractual obligations to get WIU to its destination in the event of equipment failure or overbooked flights by the charter company? Provide a written backup plan that outlines the bidder s plan of action. Issues of concern that the bidder should address include, but are not limited to: 1. Source of replacement aircraft. 2. rmal aircraft availability during proposed times of travel. 3. rmal timetable for providing replacement aircraft. 4. In the event of aircraft not being available, bidder must outline all contingency plans that are in place to provide transportation and/or the house of the charter group (WIU). 5. Bidder shall also state the maximum delay time in the event of equipment failure. Commercial Aircraft: Bidder shall identify relationships with commercial carriers that can be utilized in both the regularly scheduled flights as well as the serve as backup aircraft. Bidder shall have the ability to contract directly with commercial air carriers to as to ensure quality control of the specific or multi-carrier performance. Bidder shall include contact names and telephone numbers of their contracted commercial aircrafts for the purpose of certification and inquiry as to the quality of Bidder-commercial aircraft relationship. Schedule Destination: Las Vegas, NV University of Nevada, Las Vegas Depart from: MLI Airport, Moline, IL OR PIA Airport, Peoria, IL Depart: Friday, September 20, 2013; Time: between 10 am -12 noon Game: Saturday, September 21, 2013; Time: TBA Return: Saturday, Sept 21, 2013; Time: At conclusion of the game; Time: TBD (dependent on set game time) est 11:59 pm (redeye) 120 passengers (minimum) Approximate equipment weight: 5000# R047981r Air Charters/ July 8, of 25 Bidder:

4 ** Equipment will be transported on the plane Cost to depart from MLI Airport, Moline, IL $ Cost for next size larger aircraft departing from Moline $ Cost to depart from PIA Airport, Peoria, IL $ Cost for next size larger aircraft departing from Peoria $ Destination: Youngstown, OH Youngstown State Depart from: MLI Airport, Moline, IL OR PIA Airport, Peoria, IL Depart: Friday, October 18, 2013; Time: 9 am to 10 am Game: Saturday, October 19, 2013; Time: 4:00 PM EST Return: Saturday, October 19, 2013; At conclusion of the game, flying back to Airport (estimated time of 9:00 pm EST) 105 passengers (minimum) Approximate equipment weight: 5000# ** Equipment will be transported on the plane Cost to depart from MLI Airport, Moline, IL $ Cost to depart from PIA Airport, Peoria, IL $ All prices quoted shall be for the complete charter flight service offered including complete crew, any and all services to aircraft, expenses of crew, taxes and layover charges, and baggage handling fee from, to or between aircraft and terminals, landing fees and any other expense which may be incurred in providing this charter service. Any cost resulting from deviation from original contract will be remunerated by bidder. Since fuel costs are volatile, the University will entertain provisions for adjusting the charter pricing in response to fuel cost changes. If Bidder wants such a clause in the contract, the Bidder must include the formula to be used for making such a fuel adjustment with this bid. If no adjustment formula is submitted, it will be assumed the bid pricing is firm and no adjustments for fuel price or changes will be made for the duration of the contract. Also, any formula offered and clause that might be added to address fuel cost adjustments will consider both increases and decreases in fuel prices. If a formula is offered which does not make it easy to determine the extent of any adjustment to fuel costs or which only makes provision for price increases may be considered grounds to consider a bid as non-responsive. At the time of billing, any additional fuel surcharge MUST have proper documentation: legible fuel receipts with the address of airport (or other location) for verification of this formula. exceptions. Fuel Surcharge Formula: Times listed for departures from game site will be 1 ½ to 2 hrs after the game. Actual game time is subject to change due to television broadcasts, which are beyond the control of the University. The University will make its best effort to notify the carrier of any changes to any of the departure times as soon as they are known. All bids must be offered and priced based upon the flexibility demanded by potential changes in time of departure from the game site location. Bidder must include in their pricing any cost for changing arrival and/or departure times. The University may elect to award on the basis of whichever bid or alternate is deemed to be in the best interest of the University. The University reserves the right to award the required air travel service on a trip-by-trip basis or an all or nothing basis, whichever is most R047981r Air Charters/ July 8, of 25 Bidder:

5 advantageous to the University. Award will be to the vendor providing the most advantageous offer considering times of departure, cost and other factors. The University will be solely responsible for making this determination of the most advantageous offer. Inadequate Performance Fee: Bidder failing to meet specifications on the schedule times for departures will be assessed a fee equal to 10% of the total trip cost. This fee representing damages will be deducted from any outstanding amount owed to the bidder or must be reimbursed to the University if no amount is outstanding and owed to the Bidder. n-performance Remedy: If Bidder is unable to complete one leg of any awarded trip, which results in the University having to used other modes of transportation in order to meet its student athlete and coaching staff needs, the Bidder will be required to reimburse the University for 60% of the total (round) trip cost or the actual cost of the alternate transportation, whichever is higher. If the Bidder is unable to complete an awarded round trip air charter (excluding the exceptional circumstances of Force Majeure or State Department travel advisory), the University may consider such failure as grounds for termination unless immediate cure is provided. All air travel shall be performed by jet aircraft approved and authorized to perform charter service by the U.S. Department of Transportation and the Federal Aviation Agency. Bidder shall provide the number of seats available and the seating layout and seat pitch for each aircraft. Bidder shall provide aircraft that can travel non-stop to all scheduled trips. Aircraft including bathroom facilities shall be cleaned and serviced prior to take off from both legs of each trip. Bidder shall obtain charters which provide catering services for beverages included in the cost. Beverages must include all standard non-alcoholic beverages, bottled water, juices, and Powerade. Alcoholic beverages are strictly prohibited at all times during the charter flight. Bidder must provide his refund policy in writing with submission of bid. Documentation from the airline of all price increases must be provided at the time of any notice of increase. In the case of issuance of State Department travel advisory, WIU may determine that travel to the destination is unsafe. Penalty for cancellation in the case of war or terrorism will not be incurred. Travel may be cancelled with the vendor in the case of Force Majeure that prohibits such travel. Vendor must submit their cancellation policy with the bid. Bidder shall be responsible for liability for loss, delay, or damage of baggage and other personal property and personal injury. The University may request an awarded Bidder to provide the University with a letter of verification from a carrier airline, on airline letterhead, evidencing that an aircraft has been contracted for and assigned for each trip awarded to the Bidder. Such a letter, if requested, should identify the specific aircraft to be chartered, passenger capacity and departure time from the airport. Please provide a sample copy of the contract with this bid. Insurance Charter Operator shall maintain insurance per the requirements shown below as a minimum. All state and local government licensing requirements shall be met and maintained. Charter Operator will also hold Federal and State licenses as required. If insurance requirements are greater for Federal, State or local units of government, the greater requirements shall apply. The Charter Operator shall arrange for a Certificate of Insurance to be issued naming the Board of Trustees of Western Illinois University as an additional insured. The required insurance coverage shall be provided by an insurance company that has a current Best s Rating of B+:V1 or better. The certificate of Insurance must be received and approved before commencement of charter operations. The Certificate must evidence the following coverage in at least the limits stipulated. The Charter Operator agrees to maintain such insurance for the duration of the contract or the term for which services will be rendered. Workmen s Compensation and Occupational Diseases (Part A) Employer s Liability (Part B) Illinois statutory limits or statutory limits for the state In which the company is domiciled $500,000 per occurrence Aircraft Liability $200,000,000 R047981r Air Charters/ July 8, of 25 Bidder:

6 General Liability $5, per occurrence $10,000,000 Aggregate These policies shall contain a covenant requiring thirty (30) days written notice to the University s Risk Manager before cancellation, reduction or other modifications of coverage. These policies shall be primary and non-contributing with any insurance carried by the institution and shall contain a severability of interests clause in respect to gross liability, protecting each named insured as though a separate policy had been issued to each. The Charter Operator shall save, keep harmless and defend the Board of Trustees of Western Illinois University, against any and all liability claims, costs of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any property (University or otherwise) occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations or performance or work in connection with the contract resulting in whole or part from the negligent acts or omissions of contractor, employee, agent or representative of contractor. TERMS AND CONDITIONS CRITERIA FOR AWARD: The award of a contract/purchase order will be made to the lowest bidder, considering price, discounts offered, transportation costs, installation costs, responsibility and capability of the bidder, availability of funds and all other relevant factors, provided the bid meets the specifications and other requirements of the bid information. SPECIFICATIONS/ALTERNATES: Any brand names mentioned in the bid documents are used for the purpose of describing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition. Any substitution to the items as specified must be an equal. Or equal submissions will not be rejected because of minor differences in design, construction or features that do not affect the suitability of the product for its intended use. The burden of proof that the product is equal rests with the bidder. A bidder may propose substitutions with their bid by listing the product substitution(s) in the bid form. The University will recommend approval or rejection prior to award of contract. Bidders offering substitutions must furnish at the time of the bid opening complete descriptions, pictures or drawings and specifications of the product(s). See Appendix II. PREVAILING WAGES: In accordance with the Illinois Prevailing Wage Act, 820 ILCS , (et seq The Act ), The Act requires contractors and subcontractors to pay laborers, workers, and mechanics performing services on public works projects no less than the prevailing rate of wages in the county where the work is performed. Bidders interested in submitting a bid for such projects must contact the Illinois Department of Labor for the current prevailing wage rate or refer to All contractors and subcontractors rendering services under this contract must comply with all the requirements of the Act, including but not limited to, all wage, notice and record keeping duties. In accordance with the Illinois Prevailing Wage Act, Bidder certifies that employees involved in printing receives the prevailing wage rate and is working under conditions prevalent in the locality where printing is taking place. Bidders interested in submitting a bid for such projects must contact the Illinois Department of Labor for the current prevailing wage rate. For printing projects, the bidder certifies soybean oil-based ink is being used to produce this publication. PAYMENT TERM: The University s usual and customary terms are NET 30. Unless other terms are expressed in your bid response, these terms shall apply to any order issued from this Request for Bid. late charges will be paid by the University. NON-APPROPRIATION CLAUSE: Any ensuing contract as a result of this bid is subject to termination and cancellation without any penalty, accelerated payment, or other recoupment mechanism as provided herein in any fiscal year for which the Illinois General Assembly fails to make an appropriation to make payments under the terms of this contract. In the event of termination for lack of appropriation, the Contractor shall be paid for services performed under this Contract up to the effective date of termination. TERMINATION FOR CONVENIENCE: The University may, for its convenience and with 30 days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor. The Vendor shall be entitled to compensation upon submission of invoices and proof of claim for supplies and services provided in compliance with this contract up to and including the date of termination. EXCEPTIONS AND ALTERNATE OFFERS: The bidder will clearly state on this response any exceptions or deviations from or additions to any of the listed specifications, terms and conditions; otherwise, the respondent will be held responsible for compliance in detail with the specifications as listed in this bid. List all exceptions on Appendix II. Exceptions must refer to item or item number or topic and page. MODIFICATION OF ORIGINAL DOCUMENTS: The Vendor certifies that they have not altered or modified the original R047981r Air Charters/ July 8, of 25 Bidder:

7 content of the University bid specifications, or the associated documents including original drawings or graphics. Bidder understands that failure to comply with the requirement may result in the offer being disqualified and, if determined to be a deliberate attempt to misrepresent the offer, may be considered sufficient basis to suspend or debar the violating party from consideration for future contract awards. Vendors exceptions to bid specifications are to be explained in Appendix II. The award of a contract/purchase order will be made in accordance with the State of Illinois Procurement Code and related Administrative Rules. ASSIGNMENT: Contracts between University and Contractor may not be assigned to any other party without prior written approval for both parties. CERTIFICATIONS IMPORTANT NOTE: All resulting contracts issued against this bid will have required terms to provide full compliance with Illinois Public Act , These terms will apply to the awarded contractor and their subcontractors and include but are not limited to disclosure of financial interests, annual certifications and filing of subcontracts Contractors will include these terms in any subcontract and acknowledges that the State may declare any resultant contract void without penalty or obligation to pay additional compensation if any certifications are false or if a contract has been made in violation of the Procurement Code or other law. If this is a multi-year contract, including the initial term and all optional renewals, contractor shall reconfirm compliance with the certification by July 1 of each year that the contract remains in effect. All subcontractors shall reconfirm compliance. SUBCONTRACTORS: Contractor must indicate use of subcontractors. The Certification and Subcontractor certification and listing is located in Appendix IX. Any subcontract must contain the required certifications and disclosures. (30 ILCS 500/20-120) VENDOR LEGAL AUTHORIZATION/REGISTRATION WITH IL SECRETARY OF STATE: Contractor certifies it is a properly formed and existing legal entity (30 ILCS 500/ , 20-43); and as applicable has obtained an assumed name certificate from the appropriate authority, or has registered to conduct business in Illinois and is in good standing with the Illinois Secretary of State ( Vendor/Bidders may qualify to submit bids or proposals to state universities of Illinois only if they are a legal entity authorized to do business in Illinois prior to submitting the bid, offer or proposal. This applies to both in-state and out-of-state firms. A Vendor/Bidder must be: 1. a legal entity 2. registered to conduct business in Illinois 3. in good standing with the Illinois Secretary of State Specific information regarding compliance can be obtained from (30 ILCS 500/ , 20-43). Please contact the Illinois Secretary of State for additional information. In-State Firms: Sole Proprietorships: Out-of-State Firms: Corporations (Corp); Limited Liability Companies (LLC); Limited Partnerships (LP); Limited Liability Limited Partnerships (LLLP) - Please contact the Illinois Secretary of State for further information. If the firm s name is the same as the sole proprietor s name, nothing is required. All Out-of-State Firms - A foreign vendor is defined as any vendor who has not incorporated within the State of Illinois. A Guide for Qualifying Foreign Corporations, published by the Secretary of State, will answer your questions on how to qualify your Corporation/LLC to do business in Illinois. Please direct your questions to the Illinois Secretary of State. STATE BOARD OF ELECTIONS CERTIFICATION REQUIRED (30 ILCS 500/20-160) Any firm or individual who wishes to submit a bid or proposal in response to this solicitation must make the certification below. If you do not make the certification below (and attach a copy of the certificate of registration from the State Board of Elections, if required), your bid or proposal may not be accepted by the University. te: If you do $50,000 worth of business annually with the State of Illinois, including the state universities, you are required to register with the State Board of Elections and obtain from them a certificate confirming your registration. Responses to Invitations for Bid, Requests for Proposals, Requests for Information, and all other types of procurement solicitations are included in the calculation of this $50,000 annual amount, whether you receive a resulting award or not. If you do less than $50,000 worth of business annually, R047981r Air Charters/ July 8, of 25 Bidder:

8 you may be exempt from the registration requirement. Please refer to the State Board of Elections website ( for more specific information on whether you are required to register or not. CERTIFICATION: You must check the box that applies to you: The bidder certifies that: it is not required to register as a business entity with the State Board of Elections pursuant to Section of the Procurement Code; or it has registered as a business entity with the State Board of Elections pursuant to Section of the Procurement Code; it has provided a copy of its Certificate of Registration with its response to this solicitation; and it acknowledges a continuing duty to update its registration. See Appendix III The bidder also acknowledges that any contracts entered into with bidder are voidable by the University if bidder fails to comply with the requirements of Section of the Procurement Code. **Reminder** Unless you are currently exempt from registering under Box #1 above, you are required to provide a copy of your certificate of registration with your bid or proposal. Before submitting your bid or proposal, check here to confirm that a copy of your certificate of registration is attached. See Appendix III ILLINOIS INFORMATION TECHNOLOGY ACCESSIBILITY ACT: As required by Illinois statute (30 ILCS 587) all information technology including electronic information, software, systems and equipment developed or provided under this bid document/contract must comply with the applicable requirements of the Illinois Information Technology Accessibility Act Standards as posted at LEAD POISONING: Pursuant to 30 ILCS 500/ , if Contractor is the owner of residential rental property in Illinois, Contractor certifies that it has not committed a willful or knowing violation of the Illinois Lead Poisoning Prevention Act that has not been mitigated. SUCCESSOR VENDOR CLAUSE: As provided in 30 ILCS 500/25-80 of the Illinois Procurement Code, in order to be considered responsible under the Code any successor company to the winning bidder or offeror on a service contract (except for heating and air conditioning, plumbing, or electrical services) must certify to the University that it shall offer to assume the collective bargaining obligations of the prior employer relative to the services covered by the contract and shall offer employment to all employees of the prior employer who perform work similar to that covered by the contract. CONVICTION OF A FELONY: The Contractor certifies that it is not barred from being awarded a contract under 30 ILCS 500/ Section prohibits a contractor from entering into a contract with a State agency if the contractor has been convicted of a felony and five years have not passed from the completion of the sentence for that felony. The contractor further acknowledges that the chief procurement officer may declare the related contract void if this certification is false. PROHIBITED BIDDERS AND CONTRACTORS: 30 ILCS 500/ (b). The contractor certifies that it is not barred from being awarded a contract under 30 ILCS 500/ Section prohibits a contractor from entering into a contract with a State agency if the contractor, or any officer, director, partner, or other managerial agent of contractor, has been convicted within the last 5 years of a felony under the Sarbanes-Oxley Act of 2002 or a Class 3 or Class 2 felony under the Illinois Securities Law of 1953 or if the contractor is in violation of Subsection (e). The contractor further acknowledges that the chief procurement officer shall declare the related contract void if this certification is false. ENVIRONMENTAL PROTECTION ACT: The contractor certifies that it is not barred from being awarded a contractor under 30 ILCS 500/ Section prohibits a contractor from entering into a contract with a State agency if the contractor has been found by a court or the Pollution Control Board to have committed a willful or knowing violation of the Environmental Protection Act within the last 5 years. The contractor further acknowledges that the contracting State agency may declare the related contract void if this certification is false. DEBT DELINQUENCY: The Contractor certifies that it, or any affiliate, is not barred from being awarded a contract under Section 30 ILCS 500/50-11 of the Illinois Procurement Code, as amended. Section prohibits any bidder from submitting a bid or entering into a contract with a State agency if that bidder knows or should have known that it, or any affiliate, is delinquent in the payment of any R047981r Air Charters/ July 8, of 25 Bidder:

9 debt to the State as defined by the Debt Collection Board. Section prohibits a person from entering into a contract with a State agency if it, or any affiliate, has failed to collect and remit Illinois Use Tax on all sales of tangible personal property into the State of Illinois in accordance with the provisions of the Illinois Use Tax Act. The contractor further acknowledges that the contracting State agency may declare the contract void if this certification is false or if the contractor, or any affiliate, is determined to be delinquent in the payment of any debt to the State during the term of the contract. EDUCATIONAL LOAN DEFAULT: If an individual, sole proprietorship or a LLC, the contractor certifies that it is not in default on an educational loan as provided in 5 Illinois Compiled Statutes 385/3. BID RIGGING/ROTATING: The bidder certifies that is has not been barred from contracting with a unit of State or local government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of (720 ILCS 5/33) BRIBERY: The contractor certifies that it is not barred from being awarded a contract under 30 ILCS 500/50-5. Section prohibits a contractor from entering into a contract with a State agency if the contractor has been convicted of bribery or attempting to bribe an officer or employee of the State of Illinois, or if the contractor has made an admission of guilt of such conduct which is a matter of record. The contractor further acknowledges that the chief procurement officer may declare the related contract void if this certification is false. If contractor has been convicted of a felony, at least five years have passed after the date of completion of the sentence for each felony, unless no person held responsible by a prosecutor s office for the facts upon which the conviction was based continues to have any involvement with the business (30 ILCS 500/50-10). Contractor certifies that it has not paid any money or valuable thing to induce any person to refrain from bidding on a State contract, nor has contractor accepted any money or other valuable thing, or acted upon the promise of same, for not bidding on a State contract (30 ILCS 500/50-25). REVOLVING DOOR: Contractor certifies that it is not in violation of the Revolving Door section of the Illinois Procurement Code (30 ILCS 500/50-30). COLLUSION: Contractor will report to the Illinois Attorney General and the Chief Procurement Officer any suspected collusion or other anti-competitive practice among any bidders, offerors, contractors, proposers or employees of the State (30 ILCS 500/50-40, 50-45, 50-50). PROHIBITED POLITICAL CONTRIBUTION: Contractor (as business entity under 30 ILCS 500/50-37) certifies that it will not make a prohibited political contribution. DRUG FREE WORKPLACE: The contractor (whether an individual or company) agrees to provide a drug free workplace pursuant to 30 ILCS 580. The Drug Free Workplace Act prohibits a State agency from entering into a contract agreement unless the contractor has provided a certification that it will provide a drug free workplace. This is required of all corporations, partnerships and other entities with 25 or more employees or this contract is worth more than $5,000. Drug Free Workplace Act requires the following certification for Individuals - The individual certifies that the individual will not engage in the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in the performance of the contract. CONFLICT OF INTEREST: Check one The Contractor certifies that it is neither an employee of Western Illinois University nor the spouse or child of an employee of Western Illinois University. The Contractor certifies that it is an employee of Western Illinois University or the spouse or child of an employee of Western Illinois University. Relationship/Please indicate individual, relationship and department involved: RECORD RETENTION AND AUDITS: Illinois Statute (30 ILCS 500/20-65) - Contractor agrees to maintain books and records related to the performance of the contract and necessary to support amounts charged to the State under the contract for a minimum of R047981r Air Charters/ July 8, of 25 Bidder:

10 three years from the last action on the contract. Contractor further agrees to cooperate fully with any audit and to make the books and records available to the Auditor General, chief procurement officer, internal auditor and the purchasing agency. INTERNATIONAL BOYCOTT: For contracts exceeding $10,000 the contractor certifies that neither it nor any substantially-owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act. (30 ILCS 582) NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY: The Contractor, its employees and subcontractors agrees to comply with applicable provisions of the Illinois Human Rights Act (775 ILCS 5), the U.S. Civil Rights Act, the American with Disabilities Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The equal opportunity clause of Section of the Illinois Department of Human Rights Rules is specifically incorporated herein. The Contractor shall comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under this order. ILLINOIS USE TAX: The contractor certifies that it is not barred from being awarded a contract under 30 ILCS 500/ Section prohibits a contractor from entering into a contract with a State agency if the contractor, or any affiliate, has failed to collect and remit Illinois Use Tax on all sales of tangible personal property into the State of Illinois in accordance with the provisions of the Illinois Use Tax Act. The contractor further acknowledges that the chief procurement officer may declare the related contract void if this certification is false. MOST FAVORED CUSTOMER: Prices for commodities and/or services furnished on this order shall not exceed those charged to your most favored customer for like commodities and/or services under similar circumstances. TAX PAYER CERTIFICATION: Under penalties of perjury, the Proposer certifies that its Federal Tax Payer Identification Number or Social Security Number is and is doing business as a (check one): Individual Sole Proprietorship Partnership Corporation Trust or Estate Real Estate Agent Government Entity Tax Exempt Organization (IRC 501(a) only) t for Profit Corporation Medical and Health Care Service Provider Corporation Under penalties of perjury, I certify that 1) The number shown is my correct taxpayer identification number 2) I am not subject to backup withholding because (a) I am exempt from backup withholding or (b) I have not been notified by the Internal Revenue Services (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding and 3) I am a U.S. person (including a U.S. resident alien). PROHIBITION OF GOODS FROM CHILD LABOR ACT: The Contractor certifies in accordance with 30 ILCS 584 that no foreign-made equipment, materials or supplies furnished to the State of Illinois under the contract have been produced in whole or in part by the labor of any child under the age of 12. PROHIBITION OF GOODS FROM FORCED LABOR ACT: The Contractor certifies that in accordance with 30 ILCS 583 no foreign-made equipment, materials, or supplies furnished to the State of Illinois under the contract have been produced in whole or in part by forced labor, convict labor or indentured labor under penal sanction. PROCUREMENT OF DOMESTIC PRODUCTS ACT: (30 ILCS 517) please check the statement below that applies to the articles you are offering in this bid/proposal. For the purposes of this question manufactured in the United States means in the case of assembled articles that final assembly occurred in the United States. We certify that all offered articles were/ will be manufactured in the United States. We understand that, if we are awarded a contract based on a preference for US manufactured goods under the Procurement of Domestic Products Act (PA ), this certification will become part of the contract, and, if we knowingly supply non-us manufactured goods, we will be subject to penalties that include debarment for 5 years, voiding of the contract, and civil damages. R047981r Air Charters/ July 8, of 25 Bidder:

11 We are unable to certify that all offered articles were/will be manufactured in the United States. SUBSTANCE ABUSE PREVENTION ON PUBLIC WORKS PROJECT ACT: The Contractor certifies that it is in compliance with 820 ILCS 265/15. The Act requires, in part, that a written substance abuse prevention program which meets or exceeds the program requirements of the Act be filled with the University prior to commencement of any work. The Act also requires the program to be made available to the general public. The provisions of the Act apply only to the extent that there is not a collective bargaining agreement in effect dealing with the subject matter of the Act. THIS PROPOSAL IS THE COMPLETE AND EXCLUSIVE STATEMENT of the terms of the agreement between the Contractor and the University. other terms and conditions, unless expressly agreed to in writing by the University, will be accepted. THE ATTACHED DISCLOSURE FORM IS TO BE COMPLETED AND SUBMITTED WITH YOUR BID - FAILURE TO DO SO MAY RESULT IN REJECTION OF YOUR BID. MODIFICATION OF ORIGINAL DOCUMENT: The vendor certifies that it has not altered or modified the original content of the University bid specifications, or the associated documents including original drawings or graphics. Vendor understands that failure to comply with this requirement may result in the offer being disqualified and, if determined to be a deliberate attempt to misrepresent the offer, may be considered sufficient basis to suspend or debar the violating party from consideration for future contract awards. Exceptions are to be explained in Appendix II. Please complete all the information requested below: Company Name: Address: Telephone Number: Fax Number: Signature: Printed Name: Title: Date: IDHR #: Delivery/Completion Date: after receipt of order FOB: Western Illinois University ACKNOWLEDGE RECEIPT OF ANY ADDENDUMS ISSUED BELOW R047981r Air Charters/ July 8, of 25 Bidder:

12 APPENDIX I NO BID REPLY FORM BIDDER: To assist the University in obtaining good competition on our request for bids, we ask that each firm which received an invitation but does not wish to bid state their reason(s) below. This information will not preclude receipt of future invitations unless you request removal from the Bidders' List by so indicating below. We hereby submit a "NO BID" because: 1, We are not interested in selling through the bid process. 2. We do not wish to bid under the terms and conditions of the request for bid documents. OBJECTIONS: 3. We do not feel we can be competitive. 4. We cannot submit a bid because of the marketing or franchising policies of the manufacturing company. 5. We do not wish to sell to a State agency. OBJECTIONS: 6. We do not sell the items on which bids are requested. 7. Other: Firm: Signature: We wish to remain on the Bidder s List to be deleted from the Bidder s List R047981r Air Charters/ July 8, of 25 Bidder:

13 APPENDIX II EXCEPTIONS TO SPECIFICATIONS Bidders should clearly state any exceptions to deviations from or additions to any of the specifications listed within the Invitation for Bid; otherwise, the Bidder will be held responsible for compliance in detail with the specifications listed. Please list exceptions below. (NOTE: Do NOT refer to any attached brochures. Bidders must list exceptions below.) Exceptions must refer to the item number and page number in the Invitation for Bid. R047981r Air Charters/ July 8, of 25 Bidder:

14 APPENDIX III SAMPLE OF STATE BOARD OF ELECTIONS CERTIFICATE OF REGISTRATION R047981r Air Charters/ July 8, of 25 Bidder:

15 APPENDIX IV CERTIFICATION OF IDHR ELIGIBILITY Western Illinois University is required to deal only with those firms registered with the Illinois Department of Human Rights. This sheet must be completed and returned with each bid, proposal or quote for it to be considered. If you need to look up or obtain an IDHR number, contact: Illinois Department of Human Rights Public Contract Section 100 W. Randolph Chicago, IL Chicago: (312) Springfield: (217) Marion: (618) TTY: (866) Return this form along with the bid, proposal or quote to: Western Illinois University Purchasing Office Sherman Hall University Circle Macomb, IL / / fax Respondents must have an IDHR number if: 1) your company employs 15 or more persons at the time of application for a public contract; 2) your company has employed 15 or more persons at any time during the 365 day period prior to the date of your applying for a public contract; 3) you are directed to file by a contracting agency of the State of Illinois, any political subdivision, or a municipal corporation. The undersigned certifies that the bidding enterprise is eligible for competitive bid public contracts in Illinois and has been issued an IDHR number (list below) by the Illinois Department of Human Rights. or The undersigned certifies that the bidding enterprise has filed with the Illinois Department of Human Rights a properly completed and sworn Employer Report Form (IDHR Form PC-1) which is currently valid and pending. The undersigned certifies that the bidding enterprise is exempt from this requirement. Illinois Department of Human Rights Number: Company Official s Signature: Company Official s Title: Date: R047981r Air Charters/ July 8, of 25 Bidder:

16 APPENDIX V SUBCONTRACTORS SUBCONTRACTORS: Contractor will or may use subcontractors yes no 1. Contractor shall identify in this section the names and addresses of all first tier subcontractors receiving contracts estimated to be $50,000 or more to be utilized by Contractor in the performance of the Contract, together with the anticipated amount of money each subcontractor is expected to receive pursuant to the Contract. For purposes of this section, subcontractors are those specifically hired to provide to the Contractor some or all of the goods, services, property, remuneration, or other forms of consideration that are the subject of this Contract, including sublessees from a lessee of a State agency. 2. A copy of each subcontract issued pursuant to the Contract shall be provided to the Western Illinois University, Purchasing Office within 20 days after the execution of the Contract or after execution of the subcontract, whichever is later. It is preferred that the subcontract be provided in PDF format and be sent to: Purchasing Address: Sherman Hall 227 One University Circle Macomb, IL Phone: 309/ Purchasing@wiu.edu 3. If at any time during the term of the Contract, Contractor adds or changes any subcontractors, Contractor will be required to promptly notify, by written amendment to the Contract, the State Purchasing Officer (care of the person identified in 2. above) of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract. 4. Any subcontracts entered into prior to award of the Contract are done at the Contractor s and subcontractor s risk. 5. All subcontracts must include the Standard Qualifications, Certifications, & Disclosures Attachment, completed by the subcontractor. Contractors should copy these forms from this contract document and insure they are included and provided as part of all subcontracts. 6. List all subcontractor information including name, address, phone, , and anticipated amount to be paid on the following page. R047981r Air Charters/ July 8, of 25 Bidder:

17 Subcontractors Page 2 of 2 Name Address Phone Amount (Make copies of this page if additional space is needed for reporting) R047981r Air Charters/ July 8, of 25 Bidder:

18 APPENDIX VI DISCLOSURES FINANCIAL DISCLOSURES AND CONFLICTS OF INTEREST Financial Disclosures and Conflicts of Interest forms ( forms ) must be accurately completed and submitted by the vendor, any parent entity(ies) and any subcontractors. There are nine steps to this form and each must be completed as instructed in the step heading, unless otherwise provided. A bid, offer, or proposal that does not include this form shall be considered not responsive. The University will consider this form when evaluating the bid, offer, or proposal or awarding the contract. The requirement of disclosure of financial interests and conflicts of interest is a continuing obligation. If circumstances change and the previously submitted form is no longer accurate, disclosing entities must provide an updated form. Separate forms are required for the vendor, any parent entity(ies) and any subcontractors. This disclosure is submitted for (check one): Vendor Vendor s Parent Entity(ies) (100% ownership) Subcontractor(s) >$50,000 Subcontractor s Parent Entity(ies) > $50,000 Project Name and Reference #: Vendor Name: Doing Business As (DBA): Parent Entity: Subcontractor: Instrument of Ownership or Beneficial Interest (check one): Sole Proprietorship Corporate Stock (C-Corporation, S-Corporation, Professional Corporation, Service Corporation) Limited Liability Company Membership Agreement (Series LLC, Low-Profit Limited Liability Partnership) Partnership Agreement (General Partnership, Limited Partnership, Limited Liability Partnership, Limited Liability Limited Partnership) t-for-profit Trust Agreement (Beneficiary) Other If you selected Other, please describe:. R047981r Air Charters/ July 8, of 25 Bidder: