9-5410-002 BID 26-0626-040 OUR STORY PROJECT FIELD EXCURISION TO ALABAMA.pdf
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- Attached to
- OUR STORY PROJECT FIELD EXCURSION TO ALABAMA
- Solicitation number
- 26-0626-040
- Issued by
- New York
About this file
This is a Scope of Work document for the New York City Department of Education's BPS Culturally and Linguistically Responsive Initiatives, which is planning a three-night, four-day educational field excursion to Montgomery and Selma, Alabama from March 30 through April 2, 2026. The project will accommodate 12 adults and 70 students, requiring a qualified vendor to organize and plan all travel arrangements and itinerary components. The scope of work outlines comprehensive services including transportation coordination, hotel accommodations, meal planning, guided tours at historical sites, and educational programming aligned with curriculum standards. The vendor must provide detailed logistics for group travel, secure appropriate lodging facilities, arrange ground transportation in Alabama, coordinate with local historical organizations and museums, and develop an educational itinerary that incorporates visits to significant Civil Rights locations. The procurement process requires vendors to submit proposals by the specified due date to be considered for award.
The project seeks a full-service travel and event planning vendor capable of managing logistics for a large student group with adult supervision. Pricing terms require vendors to provide comprehensive cost proposals that include all transportation, lodging, meals, guided tours, and program activities as line items. The vendor must demonstrate experience organizing educational travel for similar-sized groups and possess knowledge of historical sites and educational resources in the Montgomery and Selma area. Insurance requirements, safety protocols, and compliance with New York City Board of Education policies are mandatory. The contract is intended for the specific trip dates in 2026, with no renewal options indicated in the scope of work documentation.
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BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING
BID 26-0626-040 OUR STORY PROJECT FIELD EXCURSION TO ALABAMA
Offering Summary
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SUMMARY:
BPS Culturally and Linguistically Responsive Initiatives is planning a three-night, four-day trip for 12 adults and 70 students to Montgomery and Selma, Alabama on March 30 – April 2, 2026. We are seeking a vendor to organize and plan travel and itinerary for all aspects of travel listed in the scope of work.
DESIGNATED CONTACTS:
Owner (Primary): Dalphne Bell, Director for CLRI/DEI Buyer (Copy To): Michael Moran, Buyer
The dates specified on the timeline of this offering are subject to change via addendum
TIMELINE:
Release Date: 11/24/2025 8:00 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 12:30 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: Tuesday December 23, 2025 at 12:30 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: 3605747 BPS Commodity Code: 093 Student Field Trip
OFFERING DATA:
Dates are approximate and dependent upon the award date.
Initial Award & Contract Term: 12/23/2025 & 1 year Maximum Term End: 07/01/2026
Offering Summary
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OTHER OFFERING PARAMETERS:
Type of Offering: RFB 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.
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
Offering Specification
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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.
• “Request for Proposal (RFP)”: A competitive negotiation process to procure the best value for the District.
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.
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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.
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 one three-night, four-day trip for 12 chaperones and 70 students to Alabama, March 30 – April 2, 2026.
3-night, 4-day for 12 chaperones and 70 students travel itinerary to include the following components:
o Transportation (Must include roundtrip baggage fees) Day 1 – Travel by plane from Buffalo to Alabama (direct flights) with a departure before 8:00 am is preferable. Roundtrip coach bus travel from airport to hotel for all travelers, including coach bus to and from all tour locations.
Day 2 - 3 –Transportation throughout all excursions and hotel.
Day 4–Evening departure back to Buffalo, NY with baggage included with arrival no later than 9pm.
o Lodging At least 3.5 Star hotel lodging with pool Secure 8 rooms for chaperones and 19 rooms for students (4 students in each room); preferred amenities include male students on one floor and female students on a different floor.
One male and one female security officer provided for student occupied hotel floors from 10PM to 7AM nightly.
o Meals for the duration of the trip including breakfast, lunch, dinner, dessert, salad, along with snacks for all students and chaperones. Hot breakfast provided at hotel. Culturally relevant lunch/dinner that is authentic to the location visiting. Limited chain restaurants.
o Breakfast, lunch and dinner provided on all four days: non-repetitive meals.
o Meal options for vegan and halal attendees.
o All meals provided must be enough for the total number of attendees.
o Healthy snacks and two waters for all travelers provided daily for the entire trip.
o One knowledgeable tour guide per bus o Activities to include, but are not limited to:
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Montgomery and Selma, Alabama State Capitol Court Square Dexter Ave, Church, Alabama State University, Harris House Rosa Parks Museum Equal Justice Institute The Legacy Museum Memorial for Peace and Justice The National Voting Rights Museum Edmund Pettus Bridge Southern Negro League Museum Go Carts Amusement Parks Riverboat
The proposal must include all the following components:
1. Price for the trip entire trip.
a. The price should include the grand total, including any gratuity.
b. The proposal broken down by the number of students and adults. Please include price per student.
c. Additionally, the proposal should be broken down by events. For events with 1 individual cost, i.e. A bus – that should be listed 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 Detailed travel itineraries
3) PROJECT REQUIREMENTS
Project planning – vendor will provide a project plan that includes a schedule based on Project Management best practice.
Project design – vendor will provide travel itineraries.
Development – final itinerary will be done in consultation with the school.
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