9-5410-002 - OFFERING SPECIFCATIONS FOR DC FIELD TRIP PS 309.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

BID 26-0626-049 - WASHINGTON D.C TRIP FOR #309

Offering Summary

SUMMARY:

East Community High School is planning a 2-night, 3-day trip for up to 40 students to travel to Washington, DC on May 27-29, 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): Mirlene Dere, Principal of East Community High School #309 Buyer (Copy To): Michael Moran, Buyer

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

TIMELINE:

Release Date: 12/22/2025 4:00 PM Advertise Dates:

Questions Due*: 1/5/2025 8:00 AM - Website/BONFIRE 12/22/2025 Answers Posted: 1/9/2026 4:00 PM - Buffalo News 12/14/2025 Offering Closed: 1/22/2026 12:00 PM - Contract Reporter 12/22/2025 Presentations: N/A - Rocket 12/25/2025 Tentative Award: 2/11/2026 - Criterion 12/27/2025

Public Opening Time and Location: Thursday January 22nd 2026 in room 816 City Hall 65

Niagara Square Buffalo, NY 14202 at 12 pm.

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

PROCUREMENT DATA:

Requisition: 3605025

BPS Commodity Code: 093 – STUDENT FIELD TRIP ADMISSION Prior Offering: N/A Prior Awardee: N/A Prior Award Period: N/A Current Year Award: N/A

OFFERING DATA:

Dates are approximate and dependent upon the award date.

Initial Award & Contract Term: 02/11/2026-06/30/2026 Extensions: N/A Maximum Term End: 6/30/2026

OTHER OFFERING PARAMETERS:

Type of Offering: RFB Basis of Award: Best value

Award may be split among respondents: No

Offering Summary

Award may be consolidated: NA 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 minimum

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 Buyer at the contact information listed on previous page.

THIS PAGE RESERVED FOR OFFERING

SUMMARY

Offering Specification

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.

7. Cost proposal in the requested format.

Offering Specification

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

a. “Vendor Information Form”; form provided.

b. “Disclosure Narrative”, any format.

c. “Debarment Narrative”, any format.

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

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

f. “Subcontractor Documentation”, any format.

g. “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.

2) SCOPE OF WORK

The vendor will plan a two-night, three-day trip for 8 adults and 40 students to Washington, DC on May 27 and returning on May 29, 2026. Travel itinerary to include the following components:

Transportation o Day 1 – Travel by bus or airline from Buffalo, NY to Washington, DC with departure by 8:00 AM from Buffalo, NY. Transportation to and from hotel and excursions once arrived in Washington, DC.

o Day 2 – Transportation to and from hotel, the National Museum of African History and Culture, the White House, and the National Mall.

o Day 3 – Transportation to Howard University for a tour and then transportation back to Buffalo, NY.

Lodging o Secure 8 rooms for 8 adults and 20 rooms for 40 students (2 students in each room). In addition, no connecting rooms for students or staff.

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

Meals / Meal plans for the duration of the trip including Breakfast, Lunch, Dinner and Snacks for 8 adults and 40 students. Lunch and dinner may occur while enroute to Buffalo/ Washington, DC (if on bus).

Snacks and water should be provided throughout the entire trip. This includes a variety of on-the-go snacks such as potato chips and water.

Souvenir – Each student and adult should receive a souvenir drawstring backpack with Washington, DC on it (or other trip memory), a T-shirt with the 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 Washington, DC.

Activities to include, but are not limited to:

o The African American Museum o Howard University tour (or Morgan State University) o National Harbor for sightseeing and boat tour

Offering Specification o White House, Library of Congress o Smithsonian Museums (if time allows) o Additional historically and culturally relevant sites or events (if time allows)

The proposal must include all of the following components:

1. Price 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 adults.

c. Additionally, the proposal should be broken down by events. For event 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.

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.