1358864-event.pdf

23 December 2025

Italy & Greece: Collegiate Volleyball Summer 2026 Southwest Minnesota State University is requesting proposals for travel specialist who can arrange competitive volleyball matches for an all inclusive trip to Italy and Greece, June 2026.

23 December 2025

Open 12/23/2025 3:00 PM CST Type Request for Proposal Close 1/23/2026 11:00 AM CST Number SRC-SMSU-2026-000509-RFP Currency US Dollar

Sealed Until 1/23/2026 11:00 AM CST

Payment Terms Net 30

23 December 2025

Contacts Brian Gelster brian.gelster@smsu.edu

Phone +1 507-537-6215

23 December 2025

Commodity Codes Commodity Code Description 90000000 Travel and Food and Lodging and Entertainment Services 86000000 Education and Training Services 90140000 Commercial sports

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Project Overview Southwest Minnesota State University is requesting proposals from education abroad and tour vendors to implement a faculty/coach-led high-performance volleyball in Italy and Greece. The primary purpose of this program is to provide student-athletes with a unique opportunity to gain global perspectives through international volleyball competition and cultural immersion, therby fostering global citizenship and a unique educational experience. The slected provider must demonstrate expertise in managing operational logistics, includingcomprehensive risk management, accommodations, transportation, and specialized athletic requirements (match coordination and training facilties).

Technical/Functional Requirements

This program is scheduled to take place in June 2026, with the exact dates to be finalized upon contract award. The proposal must include an all-inclusive package covering the following requirements:

Duration: 10 days and 11 nights.

Destinations: Italy and Greece. (Milan, 3 nights; Rome, 3 nights; Nafplio, 2 nights; and Athens, 2 nights). The Group lodging is expected that everyone in the group will stay at the same lodging facility.

Transportation: Round-trip international airfare (Minneaplis, MN -MSP is prefered), all dedicated ground transportation (including airport transfers and travel between cities/venues). The Group is expected to fly on the same flights together.

Meals: Provision of all meals (breakfast, lunch, and dinner) from the arival to depture. Meals must adhere to high-performance athlete nutrition standards.

Athletic & Cultural Logistics: The vendor must secure and manage all logistics, including five (5) high-quality exhibition matches against appropriate competitive teams, access to quality training facilities/gym time, and all entrance fees for required cultural excursions/site attractions. Estimated per person cost for site seeing is expected to be between $250 to $440 per person for the length of the trip.

Budget The budget for this contract is anticipated to be $130,000 for the services of the contract, with a goal of travel costs at or below $5,000 per traveler. This budget includes:

Round trip Airfare, Lodging, meals, ground transportation in Italy and Greece, five (5) volleyball matches, and site attractions.

Selection Process The selection process includes Vice President for Athletics, Head Volleyball Coach This group will evaluate the proposals and make the final decision.

Description

Evaluation Factors The following factors and their identified weight will be used to evaluate the responses:

Topic Factor Weight Adherence to Minnesota State Terms and Conditions.

A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 5%

Work Plan.

A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. The Itinerary, Athletic Matches, and logistics.

25%

Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 30%

Qualifications of Respondent and its personnel.

An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided.

20%

Completeness, thoroughness and detail of the response

Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 20%

Total: 100

Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview.

Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified.

Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective January 31, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 9 MONTHS. If Minnesota State and Respondent are unable to negotiate and sign a contract by [Insert Specific Date], then Minnesota State reserves the right to seek an alternative Respondent(s).

Inquiries and Submission Instructions

Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.

Required to View Event

Prerequisites Required to Enter Bid

23 December 2025

1. Review the background of Minnesota State

2. Review the Notice and Authority

3.

This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation.

4. Review the Organizational Conflict of Interest policy

5. Review the RFx Contact Information

6. Review the Definitions to the RFx

7. Review and accept the Authorized Response Certification Statement.

8. Review and agree to the Duration of Offer agreement

9. Review the Terms of Payment

10. Review the Minnesota Secretary of State Requirement.

11. Required Documentation: Affidavit of Non-Collusion. Download the attached document, complete, sign, notarize, and upload completed form with response.

12. Affirmative Action Requirements: Review and download declaration page, complete, sign, and upload completed from with response.

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Buyer Attachments

1. 6b_services (2)Volleyball-draft-contract.docx

2. 2025 Expense Reimbursement

3. foreigncorpregistration.pdf

4. co.21 prevailing wage faq 02 13 2020-0021 (2).pdf

5. Workforce and Equal Pay Declaration Page_tcm1061-519001 (7).pdf

6. GeoBlue brochure 2025_2026.pdf

23 December 202523 December 202523 December 202523 December 202523 December 202523 December 2025 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzU4ODY0LTE5NDEzODI5MjQ2Yl9zZXJ2aWNlcyAoMilWb2xsZXliYWxsLWRyYWZ0LWNvbnRyYWN0LmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://www.minnstate.edu/system/templates/docs/commissionersplan.pdf https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzU4ODY0LTE5NDEzNTE4MzFmb3JlaWduY29ycHJlZ2lzdHJhdGlvbi5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzU4ODY0LTE5NDEzNTY0MDVjby4yMSBwcmV2YWlsaW5nIHdhZ2UgZmFxIDAyIDEzIDIwMjAtMDAyMSAoMikucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzU4ODY0LTE5NDEzNjYxODRXb3JrZm9yY2UgYW5kIEVxdWFsIFBheSBEZWNsYXJhdGlvbiBQYWdlX3RjbTEwNjEtNTE5MDAxICg3KS5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMzU4ODY0LTE5NDUxMDgyMTNHZW9CbHVlIGJyb2NodXJlIDIwMjVfMjAyNi5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

Group 1.1: Adherence to Minnesota State Terms and Conditions Instructions:

1.1.1

Minnesota State presumes a responder agrees to the Minnesota State Services Contract template terms and conditions unless a responder takes specific exceptions.

The responders must explicitly list all exceptions to the terms and conditions on the Exception Form, in order of priority. For each proposed change, identify the document and paragraph number you are referencing, clearly state the concern and include proposed alternative language for the university's consideration. Under no circumstances will the university negotiate changes that are not documented in response to this question. If no exceptions exist, type in "None" in the space provided.

If exceptions exist, please complete the attached Exception Form and upload with your response

1.1.2

Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided.

1.1.3 Is your Business registered with the Minnesota Secretary of State? If so please upload pdf of Business filing details from the supplier's Secretary of State website:

https://mblsportal.sos.state.mn.us/Business/Search

1.1.4 Upload proof of insurance coverage in accordance with Minnesota State Terms and Conditions Group 2.1: Overview Instructions:

2.1.1

Overview of Services: Provide a comprehensive overview of your core travel services (including flight booking, accommodations booking, on-site excursions, and in-country transportation) and the methods used for ticket/itinerary delivery, clearly stating any associated fees. Detail your policies and methods used to ensure the lowest fare guarantee, including the procedure if a lower fare is found after the initial ticket is issued. Limit response to a max of 3 pages.

2.1.2

Billing, Payment, Cancellation, and Refund Policies and Procedures: Describe billing and payment procedures, refund policies and methods, and cancellation policies for both group cancellation and individual cancellation. Include any policies related to cancellation due to U.S. State Department Travel Advisory level changes, civil unrest, threat of terrorist activity, medical pandemic, or other unforeseen occurrence. Limit response to 2 pages.

2.1.3

Group Travel: Describe how your company handles group travel arrangement. Would there be an account manager assigned to manage this program's group travel?

Describe policies regarding advance reservations and deviations. Describe any direct services or communication for individuals included in group travel. Limit response to a max of 3 pages.

2.1.4

Emergency Responsiveness: Provide any information about your 24-hour availability, including toll-free emergency contact number (U.S. and international), and your capacity to assist the University in resolving emergency issues including health, accident, emergency medical evacuation, and repatriation of remains. If you carry insurance for this purpose, provide name of underwriter, coverage and amounts, and claims procedures. Limit response to 3 pages.

2.1.5 Medical and Training Needs: How can your emergency services and on-site support assist with immediate logistical needs for a sudden athlete injury, such as finding the nearest appropriate medical facility or coordinating transportation for a player and trainer?

Group 2.2: Logistics and Travel Instructions:

2.2.1 Equipment/Baggage Policy: Describe your policy and capabilities for handling oversized baggage or special equipment (e.g., volleyball bags, medical kits, bulky items) and the associated fees. Limit response to 1 page.

2.2.2 Flexibility for Game Changes: How flexible are your booking and cancellation policies if a game schedule changes last-minute (e.g., due to weather, tournament bracket changes) requiring a sudden flight or lodging change?

2.2.3 Bus/Ground Transportation for Team: Can you specifically arrange comfortable ground transportation (e.g., coach bus) for a large team and staff, including storage for equipment, between the airport, hotel, and competition venues? Limit response to 3 pages.

Group 2.3: Accommodations and Nutrition Instructions:

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2.3.1 Room Configuration: Can you guarantee double occupancy or specific room configurations (e.g., two queen beds) as is standard for team travel, and not just single-gender rooms as mentioned in the current core services?

2.3.2 Quiet Floors/Areas: Can you arrange for the team to be housed on contiguous floors or in a quiet area of the hotel, away from general guests, to ensure optimal rest?

2.3.3 Team Meal Space: Can you assist in reserving or arranging a dedicated, private space at the accommodation for team meetings or group meals/nutrition sessions?

2.3.4

Describe your capabilities in providing customized meal plans or catering options that meet the specific high-performance nutritional needs of collegiate athletes while traveling. Please provide a sample 3-day menu (breakfast, lunch, and dinner) that you would propose for an athletic team. Your response should clearly detail the menu variety and options suitable for pre-competition, post-competition, and rest days;

demonstrate how the menu addresses common high-performance athlete requirements (such as lean proteins, complex carbohydrates, and hydration support); and include information on how dietary restrictions (e.g., allergies, vegetarian, gluten-free) are handled and accommodated within the proposed menu options. Limit response to 5 pages.

Group 3.1: Traveler costs

Instructions:

Please include the costs for all travelers. If you provide a no-cost fee for the head-coach of program leader, please incorporate the cost by reducing the per traveler cost. The University will be handling the per person international health insurance seperately.

3.1.1 What is the person cost for the trip based on 21 travelers.

3.1.2 Provide the estimated individual (per person) cost for the all inclusive travel based on the group sizes 20-24; 25-29; & 30+.

3.1.3 Lowest Fare Guarantee: What methods are used by the company to ensure that the lowest airline fare is offered? What is done if a lower fare is available after the intitial ticket is issued?

Group 4.1: Company Profile Instructions:

4.1.1

Include references from your three largest companies and or educational institutions for which your proposed solution has been implemented in North America. At least one implementation should be similar in scope to Minnesota State and include multi-campus environments. Download the attached spreadsheet, fill out, save, and upload the finalized document. NOTE: The Respondent certifies that it is empowered to use the names of references it provides and agrees that Minnesota State may contact these references.

4.1.2

Organizational History and Profile: Provide the history of your organization or company and describe your company's culture and values. Indicate how many years your organization has been in the business related to this solicitation using the provided options (e.g., 21 years + ). State whether your company has experienced bankruptcy in the last 5 years (Yes/No ). Maximum response of 3 pages.

4.1.3 Please describe additional services your company offers that is not part of this RFP as previously described? "Enter "none" if all related services and fees associated with this travel has been addressed.

Group 5.1: Supplier Diversity

Instructions:

In accordance with Minnesota State Board Policy 5.14, Minnesota State is committed to enhance and optimize business and contracting opportunities that promotes economic growth and prosperity of the student bodies and the communities we serve. Minnesota State created the Supplier Diversity program to foster partnerships with historically under-utilized businesses and ensure that diverse vendors are given equal opportunities to provide goods and services system-wide.

5.1.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State? (See attached form)

5.1.2 Provide your certification and completed Supplier Diversity Form

5.1.3 Does your company qualify for preference points as a small TG/ED/VO as defined with the Office of Equity Procurement (https://mn.gov/admin/business/vendor-info/oep/sbcp/)

5.1.4 Upload your certification

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Product Line Items Product Line Items

There are no Items added to this event.

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Service Line Items Service Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Total Bid Amount 1 LS - Lump Sum

From question 3.1.1 Provide the total fixed pricing for Flights, acommodations, ground travel, meals, activities, and other services. On this file please change the quantity to the number of travels (23), so a determination of the per person price can be determined.

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