RFQ 2026-078 Air Charter Services

Administered by University of Maine System

Office of Strategic Procurement

Request for Qualifications (RFQ)

SUBMISSION FORM PACKAGE

Air Charter Services

RFQ# 2026-078

Issued Date: March 27, 2026

Response Deadline Date/Time: April 8, 2026, 11:59 p.m. EST

Response Submission and Inquiry Information:

Submitted electronically to UMSResponses@maine.edu

Email Subject Line - JG: University of Maine System Air Charters - RFP#2026-078

Response Contact Information:

Email: UMSResponses@maine.edu

INSTRUCTIONS

Response Format Instructions

This section contains instructions for Respondents to use in preparing their response. The Respondent's submission must follow the outline used below, including the numbering of section and sub-section headings. Failure to use the outline specified in this section or to respond to all questions and instructions throughout this document may result in the response being disqualified as non-responsive or receiving a reduced score.

The University and its evaluation team for this document have sole discretion to determine whether a variance from the document specifications should result in either disqualification or reduction in scoring of a response.

Re-phrasing of the content provided in this document will, at best, be considered minimally responsive. The University seeks detailed yet succinct responses that demonstrate the Respondent's experience and ability to perform the requirements specified throughout this document.

Section 1 - Response Cover Page

Label this response - Section 1 - UMS Response Cover Page

Insert Appendix A - University of Maine System Response Cover Page

Insert Appendix B - Debarment, Performance and Non-Collusion Certification

Section 2 - Response to Questions

Label this response - Section 2 - Organization, Qualifications, Experience and References

Insert Appendix C - Evaluation Question(s) - Organization, Qualifications, Experience and References

Section 3 - Master Agreement

Label this response - Section 3 - Master Agreement

Insert Appendix D1 - Master Agreement

SECTION 1

Appendix A - University of Maine System Response Cover Page

RFQ # 2026-078

Air Charter Services

This pricing structure contained herein will remain firm for a period of 90 days from the date and time of the quote deadline date.

No personnel currently employed by the University or any other University agency participated, either directly or indirectly, in any activities relating to the preparation of the Respondent's response.

No attempt has been made or will be made by the Respondent to induce any other person or firm to submit or not to submit a response.

The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

By submitting a response to a Request for Proposal, bid or other offer to do business with the University your entity understands and agrees that:

The Agreement provisions in Section 1.2.1.2 of this document will not be modified and are thereby incorporated into any agreement entered into between University and your entity; that such terms and condition shall control in the event of any conflict with such agreement; and that your entity will not propose or demand any contrary terms;

The above Agreement provisions in Section 1.2.1.2 of this document will govern the interpretation of such agreement notwithstanding the expression of any other term and/or condition to the contrary;

Your entity agrees that the resulting Agreement will be the entire agreement between the University (including University's employees and other End Users) and Respondent and in the event that the Respondent requires terms of use agreements or other agreements, policies or understanding, whether on an order form, invoice, website, electronic, click-through, verbal or in writing, with University's employees or other End Users, such agreements shall be null, void and without effect, and the terms of the Agreement shall apply.

Your entity will identify at the time of submission which, if any, portion or your submitted materials are entitled to ''trade secret" exemption from disclosure under Maine's Freedom of Access Act; that failure to so identify will authorize UMS to conclude that no portions are so exempt; and that your entity will defend, indemnify and hold harmless UMS in any and all legal actions that seek to compel UMS to disclose under Maine's Freedom of Access Act some or all of your submitted materials and/or contract, if any, executed between UMS and your entity.

To the best of my knowledge all information provided in the enclosed response, both programmatic and financial, is complete and accurate at the time of submission.

Date: ______________________________________

__________________________________________ ______________________________________

Name and Title (Printed) Authorized Signature

Appendix B - Debarment, Performance and Non-Collusion Certification

University of Maine System

DEBARMENT, PERFORMANCE and NON-COLLUSION CERTIFICATION

RFQ # 2026-078

Air Charter Services

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals and any subcontractors named in this proposal:

Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

Fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract.

Violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

Have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default.

Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

Failure to provide this certification may result in the disqualification of the Respondent's proposal, at the University's discretion.

Date: ______________________________________

__________________________________________ ______________________________________

Name and Title (Printed) Authorized Signature

SECTION 2

Appendix C - Organization, Qualifications, Experience and References

Respondent's Organization Name: ________________________________________________

INSTRUCTIONS: Respondents shall ensure that all information required herein is submitted with the response. All information provided should be verifiable by documentation requested by the University. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the response or rescission of an award.

Company Experience & Qualifications

Describe your company's experience providing air charter services to NCAA Division I institutions, professional teams, or comparable clients. Include the number of years in operation, typical clients served, and examples of recent athletic team charters.

Explain your company's approach to supporting collegiate athletic travel. What makes your organization well-suited to work with UMaine Athletics?

Fleet & Aircraft Capabilities

Describe the aircraft you can provide within each size category (20-40 seats, 40-80 seats, 80-150+ seats). Include details on seating configuration, range, cargo capacity, and any features relevant to team travel.

Explain how your fleet supports the transportation of sports equipment (e.g., hockey gear, football equipment, oversized items). Describe any limitations or special accommodations available.

Provide a narrative describing your ability to operate flights from Bangor International Airport (BGR) and any other airports commonly used for collegiate travel.

Safety & Compliance

Describe your safety management program, including FAA compliance, crew training, safety audits (ARGUS, Wyvern, IS-BAO), and incident/accident history.

Explain how your organization ensures the health, safety, and comfort of student-athletes during flights. Include any onboard service standards or medical readiness procedures.

Operational Reliability & Service Delivery

Provide a narrative describing your operational processes for planning, dispatch, flight tracking, and 24/7 customer service.

Explain your company's ability to adapt to schedule changes, including weather, competition delays, or unforeseen circumstances. Include examples of how you have handled last-minute changes for other clients.

Describe your on-time performance record, the metrics you track, and steps you take to prevent delays or cancellations.

Experience with Seasonal and High-Demand Travel

Describe how your organization manages peak travel periods, especially during NCAA seasons when demand for charter aircraft increases.

Explain your aircraft availability strategy (owned vs. leased, contingency aircraft, partnerships) and how you ensure reliable service when multiple teams travel simultaneously.

Customer Service & Logistics Support

Describe the level of trip-planning assistance you provide, including coordination with athletics staff, equipment managers, host institutions, and airports.

Explain your communication process before, during, and after each flight, including how you keep UMaine Athletics informed of updates, delays, or changes.

Pricing Transparency

Provide a narrative explaining your pricing structure, including how hourly rates, fuel surcharges, airport fees, crew expenses, and repositioning fees are determined.

Describe any discount programs, loyalty programs, seasonal pricing incentives, or practices that support cost-effective travel for collegiate clients.

References & Performance Examples

Describe the qualities that your clients value most about your service and how you measure client satisfaction.

Provide examples of three recent collegiate athletic charters your company has performed. Describe the scope of service, aircraft used, and any challenges encountered and resolved.

Provide a minimum of three collegiate athletic charters references.

SECTION 3

Appendix D1 - Evaluation Question(s) - Master Agreement

This portion of the RFP contains special terms and conditions which will govern the resulting agreement, many of which are stated in RFP Section 1.2, with more detail in RFP Appendix D. Please indicate your acceptance for each special term by "X' in the Agree or Disagree column.

Should you take exception to any of these special terms and conditions you are required to note your exception directly below each of the respective terms in question. It should be noted that any exceptions may result in the disqualification of your proposal, lack of providing the required response or indicating terms will be negotiated post award will result in a zero (0) score for the Master Agreement evaluation criteria in RFP Section 2.1.1.