4-Taylorsville High Choir to Texas - IFB.pdf

Granite School District ("District") is soliciting sealed bids from qualified and responsible travel service providers to provide comprehensive student group travel services for the Taylorsville High School Choir.

The resulting contract will provide transportation, lodging, meals, activities, admissions, and related travel coordination services for the District's student group traveling to Texas during April 9–13, 2027.

This is a competitive sealed bid procurement. Award will be made to the responsible bidder submitting the lowest responsive bid that meets all mandatory requirements of this Invitation for Bid and the resulting contract.

The District intends to award one contract for the complete scope of services described herein.

Granite School District is seeking a qualified travel service provider to coordinate and provide a complete student group travel package for the Taylorsville High School Choir.

The anticipated group size is approximately 130 paying participants - final participant numbers may vary.

The District requires a coordinated travel package that provides safe, reliable, and reasonably efficient transportation and lodging and allows the group to participate in the educational, cultural, musical, recreational, and performance-related activities identified in this solicitation.

The successful bidder shall be responsible for coordinating the travel arrangements necessary to provide the complete package described herein.

TRAVEL DATES AND DESTINATION

Travel Dates: Friday, April 9, 2027 through Tuesday, April 13, 2027

Origin: Salt Lake City, Utah

Primary Destinations: The itinerary shall include activities and overnight accommodations in: San Antonio, Texas; and Austin, Texas.

The bidder may determine the most efficient transportation and lodging arrangements necessary to satisfy the requirements of this solicitation.

SCOPE OF SERVICES

The successful bidder shall provide a complete travel package including, at a minimum:

• Round-trip air transportation for the group.

• Ground transportation throughout the trip.

• Four nights of hotel accommodations: Two nights in the San Antonio area; and Two nights in the

Austin area.

• Daily breakfast when specified in the itinerary.

• Group meals as identified in the itinerary.

• Admissions, reservations, tickets, and/or participation fees for required activities.

• Coordination of group travel arrangements.

• Two qualified tour/group hosts or equivalent on-site group support personnel.

• Itinerary coordination and communication with the District's and/or Taylorsville High School’s designated travel contact.

• Assistance with airline, hotel, transportation, activity, and meal arrangements.

• Any taxes, mandatory fees, service charges, and other costs necessary to provide the quoted services, unless specifically identified as exclusions in the bid.

• Emergency or after-hours group travel support during the trip.

The bidder shall provide all services necessary to fulfill the requirements of this IFB, whether or not every incidental service is specifically identified.

GROUP AIR TRANSPORTATION

The successful bidder shall arrange round-trip commercial air transportation for the group between the Salt Lake City area and the Texas destination.

Air transportation requirements:

• Transportation shall be suitable for a student group of approximately 130 travelers.

• The bidder shall provide round-trip transportation.

• Proposed flights should reasonably accommodate the scheduled itinerary.

The bidder shall identify the proposed airline(s), flight number(s), departure/arrival times, airport(s), and applicable baggage provisions.

The bidder shall identify any group-ticketing requirements, deposits, ticketing deadlines, cancellation provisions, name-change provisions, and other material restrictions.

The bidder shall identify all airfare-related fees in the bid.

Any airfare assumptions must be clearly stated.

The bidder shall coordinate group seating or other group travel requirements to the extent permitted by the airline.

The District does not require a specific airline, aircraft, flight number, or routing.

Alternative routing may be proposed when it provides a comparable or improved itinerary and satisfies the requirements of this solicitation.

GROUND TRANSPORTATION

The successful bidder shall provide safe and reliable motor-coach transportation for the group during the trip.

The bidder shall provide sufficient transportation capacity for the anticipated group size, luggage, chaperones, and required itinerary.

Ground transportation shall include, at a minimum:

• Airport transportation;

• Transportation between San Antonio and Austin;

• Transportation to and from hotels;

• Transportation to scheduled activities;

• Transportation to scheduled meals when necessary;

• Transportation to and from the airport for the return trip; and

• Other transportation reasonably necessary to complete the proposed itinerary.

The bidder shall identify:

• Number and type of vehicles proposed;

• Passenger capacity;

• Luggage capacity;

• Applicable driver and vehicle charges;

• Whether drivers remain with the group throughout the trip;

• Any additional mileage, parking, toll, driver lodging, or other transportation charges.

All transportation providers shall comply with applicable federal, state, and local laws and safety requirements.

HOTEL ACCOMMODATIONS

The successful bidder shall provide four nights of hotel accommodations:

• Two nights in the San Antonio area

• Two nights in the Austin area

Hotels shall be clean, safe, commercially operated properties suitable for a school student group.

The District does not require a specific hotel brand or property, however, preference is Embassy Suites.

Rooming Requirements

The bidder shall propose room configurations that reasonably accommodate the group while complying with the District's student travel requirements.

At a minimum:

• No more than two students may occupy a single bed.

• Room configurations shall provide appropriate sleeping accommodations for students and chaperones.

• Sofa sleepers, rollaway beds, or other supplemental sleeping arrangements may be proposed only when they are appropriate for the room and permitted by the hotel.

• Chaperones shall be accommodated separately from students as directed by the District.

• The bidder shall clearly identify the proposed number and type of rooms.

The bidder shall identify:

• Hotel name and location;

• Number and type of rooms;

• Maximum occupancy of each proposed room type;

• Breakfast arrangements;

• Resort, destination, facility, or other mandatory fees;

• Applicable taxes and fees;

• Cancellation and attrition provisions; and

• Any other material hotel terms.

The District reserves the right to approve proposed hotel properties before reservations are finalized.

MEALS

The successful bidder shall provide meals or meal arrangements as identified in the itinerary.

The bid shall include all required meals identified below unless the bidder clearly identifies an alternative arrangement that meets the stated requirement.

Meal requirements include:

• Hotel breakfast when specified;

• Group lunches;

• Group dinners;

• Theme/activity-related meal arrangements;

• Appropriate meal arrangements during scheduled travel; and

• A meal allowance or equivalent arrangement for the return travel day where necessary due to the travel schedule. May be district student per diem, if necessary.

The bidder shall identify any meals not included in the base bid.

Meal arrangements shall be appropriate for a large high-school student group and shall include reasonable accommodation for documented dietary restrictions when provided by the District in advance.

REQUIRED ACTIVITIES AND EXPERIENCES

The travel package shall include the following activities or experiences.

San Antonio

• The Alamo - Admission or arranged access for the group to visit the Alamo or participate in an equivalent educational experience at the site.

• San Antonio River Walk - Time shall be provided for the group to experience the San Antonio River Walk.

• Group Dinner - The bidder shall arrange a group dinner in the San Antonio area. The District does not require a particular restaurant. The proposed restaurant shall be capable of accommodating the group and shall provide an appropriate group dining experience.

• Church Service - The itinerary shall provide an opportunity for the group to perform at a church service.

Austin

• Live Theatrical Performance - The bidder shall arrange group attendance at a live theatrical/Broadway-style performance in Austin during the trip. The anticipated program identifies Water for Elephants as the desired performance. If the specified production is unavailable, the bidder may identify a comparable live theatrical production for District consideration.

o The bidder shall identify: Performance, Date and time, Seating category, Number of tickets, Ticket price, Applicable fees and any group reservation requirements.

• Amusement Park Experience - The bidder shall provide group admission to a major amusement/theme park in the area, including a meal program or meal voucher sufficient to satisfy the group's needs during the visit. The anticipated program identifies Six Flags as the desired amusement park. If the identified park is available and practical for the itinerary, the bidder shall provide pricing and availability. If an equivalent amusement park experience is proposed, the bidder shall clearly identify the proposed facility and explain how it satisfies the requirement.

• University Music Clinic - The bidder shall arrange a music-related educational clinic, workshop, or comparable instructional experience at a university or other qualified educational/music institution.

o The bidder shall identify: Institution, Location, Length of clinic/workshop, General subject matter, Instructor or program, if known and all associated fees.

• Texas State Capitol - The itinerary shall include an opportunity for the choir to visit the Texas State Capitol and participate in a choir performance or singing opportunity, subject to applicable Capitol rules, scheduling, availability, and approval.

• Zilker Park / Barton Springs Area - The itinerary shall include an outdoor recreational experience in the Zilker Park/Barton Springs area or a comparable Austin-area recreational experience if necessary due to availability, safety, scheduling, or operating conditions.

• Group Lunch and Cultural/Entertainment Experience - The bidder shall arrange a group lunch that includes a cultural or entertainment component appropriate for a high-school choir group, such as line dancing or a comparable Texas cultural experience. The bidder may propose an equivalent experience that reasonably satisfies this requirement.

PROPOSED ITINERARY

The following itinerary represents the District's required trip structure. Exact times may be adjusted as necessary to accommodate transportation schedules, facility availability, operating hours, and reasonable travel considerations.

Friday, April 9, 2027

Depart from Salt Lake City area Arrive in Texas Ground transportation to San Antonio

Visit the Alamo Group dinner San Antonio River Walk/free time Hotel check-in

Saturday, April 10, 2027

Breakfast Amusement/theme park experience, included meal or meal voucher Return to hotel

Sunday, April 11, 2027

Breakfast Church service/performance opportunity Group lunch Travel from San Antonio to Austin Live theatrical performance Austin hotel check-in

Monday, April 12, 2027

Breakfast University music clinic Zilker Park/Barton Springs area or comparable recreational activity Group dinner Return to hotel

Tuesday, April 13, 2027

Breakfast Texas State Capitol visit/performance opportunity Downtown Austin free time Group lunch with Texas cultural/entertainment experience Transportation to airport Return flight to Salt Lake City area

The bidder may recommend reasonable changes to the sequence or timing of activities when necessary to improve feasibility, availability, safety, or overall transportation efficiency, provided all required activities and services remain included.

TOUR HOST / GROUP SUPPORT

The successful bidder shall provide at least two qualified tour hosts, group coordinators, or equivalent on-site representatives who are available to assist with the group's travel arrangements during the trip.

Group support personnel shall assist with:

• Itinerary coordination;

• Hotel check-in/check-out;

• Activity coordination;

• Transportation coordination;

• Communication with group leaders;

• Resolution of routine travel issues;

• Coordination with vendors providing services to the group.

The bidder shall describe the qualifications and responsibilities of the proposed group support personnel.

SAFETY AND STUDENT GROUP REQUIREMENTS

The successful bidder shall recognize that this is a public-school student group and shall provide services appropriate for minors traveling under District supervision.

The bidder shall:

• Comply with all applicable laws and regulations;

• Use appropriately licensed and insured transportation providers;

• Use commercially operated lodging facilities;

• Maintain appropriate emergency contact procedures;

• Provide the District with emergency contact information before departure;

• Promptly communicate material itinerary disruptions to the District's designated representative;

• Comply with applicable District requirements communicated to the successful bidder.

PRICING

The bidder shall submit a firm, all-inclusive total price for the complete scope of services.

The bid price shall include all costs necessary to provide the services described in this IFB, including but not limited to:

• Airfare;

• Airline fees;

• Baggage fees;

• Ground transportation;

• Driver costs;

• Hotel accommodations;

• Hotel taxes and mandatory fees;

• Meals;

• Activity and admission fees;

• Performance tickets;

• Educational program fees;

• Tour host/group support;

• Parking;

• Tolls;

• Taxes;

• Service fees;

• Other mandatory charges.

The bidder shall provide pricing based on the anticipated group size of approximately 130 travelers.

The bidder shall also provide:

• Total group price;

• Per-person price;

• Any costs excluded from the total bid;

• Any minimum participant requirement;

• Pricing adjustment provisions, if any;

• Cancellation and attrition terms;

• Deposit requirements;

• Payment schedule;

• Any other material financial terms.

Pricing shall be valid for the period stated in the solicitation.

The District will not be responsible for costs that were not disclosed in the bid and subsequently presented as mandatory additional charges unless otherwise authorized in writing by the District.

PARTICIPANT COUNT ADJUSTMENTS

The final number of travelers may differ from the anticipated group size.

The bidder shall state in its bid:

• How pricing will change if the number of participants decreases;

• How pricing will change if the number of participants increases;

• Applicable hotel attrition requirements;

• Applicable airline group requirements;

• Applicable activity minimums;

• Applicable cancellation charges;

• Any deadlines associated with participant-count adjustments.

The bidder shall not assume that all quoted services may be reduced proportionally.

BIDDER QUALIFICATIONS

The bidder shall demonstrate that it is capable of providing the complete scope of services.

The bid shall include:

• Legal business name;

• Business address;

• Primary contact;

• Telephone number;

• Email address;

• Confirm you have a minimum of 5 years providing student or youth group travel services;

• Any licenses, registrations, or certifications required by applicable law.

The District reserves the right to verify the information provided.

SUBCONTRACTORS AND THIRD-PARTY PROVIDERS

The bidder may utilize qualified subcontractors and third-party providers as necessary to perform the services.

The successful bidder shall remain fully responsible for the performance of all services provided under the resulting contract, including services performed by subcontractors and third-party providers.

BID SUBMISSION REQUIREMENTS

To be considered responsive, the bidder shall submit all information requested in the solicitation, including:

• Completed and signed bid form;

• Total firm bid price;

• Proposed itinerary;

• Proposed airline and flight information, if available;

• Proposed hotels;

• Proposed transportation arrangements;

• Proposed activities and admissions;

• Proposed meal arrangements;

• Proposed tour/group support;

• Participant-count pricing provisions;

• Cancellation and attrition provisions;

• Identification of exceptions or exclusions;

• Any other documents specifically required by the U3P solicitation.

Failure to provide required information may result in rejection of the bid as nonresponsive.

ALTERNATES

Unless expressly authorized in the solicitation, bidders shall submit a bid that meets the mandatory requirements of the IFB.

Where this IFB permits an equivalent or alternative activity, the bidder shall clearly identify the proposed alternative and provide sufficient information for the District to determine whether the alternative meets the stated requirement.

An alternative that does not meet the minimum requirements of the solicitation shall not be considered responsive.

EVALUATION AND AWARD

Bids will be evaluated using the objective requirements stated in this IFB.

The District intends to award the contract to the responsible bidder submitting the lowest responsive bid that satisfies all mandatory requirements of the solicitation.

The District may determine that a bid is nonresponsive if it:

• Fails to provide required services;

• Fails to provide required pricing;

• Takes exception to mandatory solicitation requirements;

• Fails to comply with required submission instructions;

• Otherwise fails to conform to the essential requirements of the solicitation.

The District will not consider criteria that are not stated in the solicitation when determining award.

RESPONSIBILITY

Before award, the District may determine whether the apparent low bidder is responsible and capable of successfully performing the resulting contract.

The District may consider information permitted by applicable law and procurement rules, including the bidder's financial and operational capability, experience, references, ability to provide the required services, and compliance with applicable legal requirements.

CONTRACT TERM

The resulting contract shall cover the services required for the Taylorsville High School Choir trip scheduled for April 9–13, 2027.

The contract shall become effective only upon execution by authorized District representatives and issuance of any required purchase order.

No services shall be performed or financial obligation incurred on behalf of the District without appropriate District authorization.

CONTRACT TERMS AND CONDITIONS

The successful bidder shall be required to comply with the Granite School District's applicable standard purchase order terms and conditions and all terms and conditions incorporated into the U3P solicitation.

If there is a conflict between the bidder's submitted terms and the District's solicitation or contract terms, the District's terms shall control unless the District expressly agrees otherwise in writing.

A bidder may not condition its bid upon acceptance of additional or conflicting terms.

CHANGES TO THE ITINERARY

The District recognizes that airline schedules, facility availability, performance schedules, weather, operating conditions, and other circumstances may require reasonable itinerary adjustments.

The successful bidder shall coordinate any material itinerary change with the District before implementation whenever reasonably possible.

No substitution of a required service or activity shall be made without District approval when the substitution materially changes the nature of the required service or activity.

CANCELLATION AND FORCE MAJEURE

The bidder shall clearly state all cancellation, refund, credit, attrition, and force majeure provisions applicable to each major component of the trip.

The District will not accept undisclosed cancellation or penalty provisions.

Any cancellation provisions shall be incorporated into the resulting contract.

INSURANCE

The successful bidder shall maintain insurance coverage required by the District and applicable law.

Evidence of insurance shall be provided upon request and prior to commencement of services when required by the District.

Transportation providers and other subcontractors shall maintain all insurance required by applicable law and by the terms of their agreement with the successful bidder.

AMENDMENTS

The District may amend this solicitation by written amendment issued through U3P.

Bidders are responsible for monitoring U3P and acknowledging receipt of all amendments.

Oral statements or informal communications shall not modify the requirements of this solicitation.

QUESTIONS AND CLARIFICATIONS

All questions regarding this IFB shall be submitted through the U3P solicitation by the deadline established in the solicitation schedule.

The District may issue written responses and amendments through U3P.

Bidders shall not rely upon verbal statements concerning the solicitation.

DISTRICT RIGHTS

The District reserves all rights available under applicable Utah law and District procurement policies, including the right to:

• Reject any bid that is nonresponsive;

• Determine bidder responsibility;

• Reject any or all bids;

• Cancel the solicitation;

• Amend the solicitation;

• Waive minor informalities when permitted by applicable law;

• Require clarification of information when permitted;

• Verify information provided by bidders;

• Award the contract in accordance with applicable procurement law.

BIDDER CERTIFICATION

By submitting a bid, the bidder certifies that:

• The bidder has reviewed the entire solicitation and all issued amendments.

• The bidder understands the requirements of the solicitation.

• The bidder's bid is based upon the bidder's own independent calculations and pricing.

• The bidder's submitted pricing is firm as stated in the solicitation.

• The bidder has not relied upon another bidder's price in preparing its bid.

• The bidder has disclosed all material assumptions, exclusions, fees, and conditions.

• The bidder is capable of providing the services described.

• The individual submitting the bid is authorized to bind the bidder.

• The bidder will comply with all applicable federal, state, and local laws and regulations.

• The bidder agrees to the solicitation requirements and applicable District contract terms.

REQUIRED BID PRICE

The bidder shall enter pricing on the provided District Bid Price Sheet.