9-5410-002 BID 26-0626-034 BPS 053 FIELD TRIP TO WASHINGTON DC.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

BID 26-0626-034 BPS #053 FIELD TRIP TO WASHINGTON DC

Offering Summary

SUMMARY:

Buffalo Public School #53 is planning a 2-night, 3-day trip for 14 students to travel to Washington DC on Monday, March 30 – Wednesday, April 1, 2026. We are seeking a vendor to organize and plan a travel itinerary for all aspects of travel listed in the scope of work.

DESIGNATED CONTACTS:

Owner (Primary): Denisca Thompson, Principal of Community School 53.

Buyer (Copy To): Michael Moran

The dates specified on the timeline of this offering are subject to change via addendum

TIMELINE:

Release Date: 11/24/2025 9:00 AM Advertise Dates:

Questions Due*: 12/08/2025 8:00 AM - Website/BONFIRE 11/24/2025 Answers Posted: 12/12/2025 4:00 PM - Buffalo News 11/23/2025 Offering Closed: 12/23/2025 12:00 PM - Contract Reporter 11/24/2025 Presentations: N/A - Rocket 11/27/2025 Tentative Award: 01/21/2026 - Criterion 11/29/2025

Public Opening Time and Location: 12:00 PM – 816 City Hall Buffalo, NY 14202

*Questions regarding this offering must be submitted via the online offering portal @ https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

PROCUREMENT DATA:

Requisition: 3604330 BPS Commodity Code: 093- General Commodity Student Field Trip

OTHER OFFERING PARAMETERS:

Type of Offering: BID Basis of Award: Best value Award may be split among respondents: No Award may be consolidated: No Subcontractors may be used: Yes Insurance is required: Yes NYS DOL Prevailing Reference: N/A Response Surety Required (“Bid Bond”) No Performance Bond Required: No Formal contract required: Yes Proposals valid for: 90 days past closing.

Offering Summary

SUBMITTAL OPTIONS:

Please refer to the “Standard Terms, Conditions, and Disclaimers” document for more detailed instructions. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes.

Submittals may be mailed OR submitted electronically per the instructions below:

Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at:

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities.

Technical assistance with submitting your response electronically is available by contacting the Director of Purchase at the contact information listed on prior page.

THIS PAGE RESERVED FOR OFFERING SUMMARY

1) GENERAL INFORMATION

a. GENERAL DEFINITIONS: Please refer to “Standard Terms, Conditions, & Disclaimers”.

b. OFFERING SPECIFIC DEFINITIONS:

• “District”: Buffalo Public Schools (BPS)/Buffalo City Schools/Buffalo Board of

Education and any or all of the departments within the organization.

• “Vendor”, “Bidder”, “Proposer”: An individual, partnership, or corporation from whom the “District” is soliciting a proposal.

• “Contractor”: The individual, partnership, or corporation whose proposal is accepted and who is awarded

• “Contract”, “Agreement”: The legal document the District issues to bind the

Contractor to provide the product and / or service described in the Request for Proposal.

c. VENDOR INFORMATION:

Qualified vendors are encouraged to submit a response for providing the goods and / or services described. If the vendor plans to subcontract any of the work described in the Scope of Work the vendor must complete all response requirements for the subcontractor.

If a vendor plans a joint venture with another company and/or utilizes subcontractors, the vendor shall specify accordingly and complete all response requirements for each company involved in the offering response.

d. RESPONSES:

Any and all contracts awarded as a result of this offering are subject to the Terms & Conditions stated in the offering. The submission of any other terms or conditions by a respondent may be cause for rejection of the response.

All responses should clearly state/include the following:

STANDARD REQUIREMENTS:

1. Completion of “Offering Questionnaire”, Question Set 1 “Standard Response

Requirements”.

2. Current W-9.

3. Current Certificate of Liability Insurance.

4. Completed “Equal Employment Opportunity Employee Information Report”; form provided.

5. Signed “Non-Collusive Bidding Certification”; form provided.

6. Respondent must provide a list of at least three (3) client references and their contact information. References will be contacted at the sole discretion of the District.

7. Cost proposal in the requested format.

8. Optional items as required by responses to the “Offering Questionnaire”, including but not limited to:

a. “Disclosure Narrative”, any format.

b. “Debarment Narrative”, any format.

Offering Summary

c. “Certifications” such as MBE/WBE/SDVOB

d. “Policy 5414 Compliance Narrative”, any format.

e. “Subcontractor Documentation”, any format.

f. “Anti-Lobbying Narrative”, any format.

9. Respondents may submit any other information they consider relevant to their response to this offering by using the “Other Vendor Information” document upload.

SCOPE OF WORK

The vendor will plan a two night, three day trip for 3 adults and 16 students to Washington, DC leaving on Monday, March 30 and returning on Wednesday, April 1, 2026. Travel itinerary to include the following components:

o Transportation Day 1- Travel by bus or airline from Buffalo, NY to Washington, DC with departure by 7:00 AM from Buffalo, NY. Transportation to and from hotel and bowling site once arrived in DC.

Day 2- Transportation to and from hotel, guided tour of National Museum of African History and Culture, the National Mall, and National Harbor. Visit to Museum should be 2 hours. Monuments should include MLK, Vietnam Memorial, and others nearby.

Day 3- Transportation to Howard University for a 1-2 hour guided Tour, a local gift shop, and then transportation back to Buffalo, NY.

o Lodging Secure 3 rooms for 3 adults and 4 rooms for 16 students (4 students in each room); preferred amenities include no adjoining rooms. All rooms should be on the same floor.

Security provided for student occupied hotel floors from 9 PM to 7AM nightly.

o Meals/meal plans for the duration of the trip to include Hot Breakfast, Lunch, Dinner and

Snacks for 16 students and 3 adult and lunch and dinner while en route to Buffalo/DC (if on bus). Chick Fil A and sit-down restaurant on the return trip are preferred. Bowling with dinner and games on the first night. Dinner in the National Harbor on the second night.

o Snacks and water should be provided throughout the entire trip, with initial snacks shipped to school prior to the trip.

o Souvenir- Each student and adult should receive a souvenir drawstring backpack with Washington, DC (or other trip memory) emblazoned, a T-shirt with same design, a small journal, and pen. These should be ready for distribution at the start of the trip in Buffalo, or upon arrival in DC.

o Activities to include, but are not limited to:

The African American Museum Visit to the Escapology National Harbor and Monuments from the Wharf Boat

Ride Howard University tour National Mall Smithsonian Museums (if time allows) Additional historically and culturally relevant sites or events (if time allows)

The bid must include all of the following components:

1. Total all-inclusive cost for the entire trip.

a. The price should include the grand total, including any gratuity.

b. The proposal broken down by the number of students and adult.

c. Additionally, the proposal should be broken down by events. For events with 1 individual cost, (i.e. a bus), please list separately.

2. The proposal must include a day-by-day agenda that should also include a daily breakdown of time.

2) SERVICE LEVEL REQUIREMENTS

Technical support and services to include:

A travel agent to serve as our main contact who will be accessible prior to the trip to finalize plans.

A travel agent as our main contact who will be accessible during the trip to trouble shoot any issues.

An official guide on the trip to accompany students and adults on all excursions in DC.

Detailed travel itineraries.