DCTrip.pdf

NEEDHAM PUBLIC SCHOOLS

1330 Highland Avenue Needham, MA 02492

November, 2016

REQUEST FOR PROPOSALS (RFP)

#17SCH120G

TOWN OF NEEDHAM

SCHOOL DEPARTMENT

Grade 8 Washington DC Trip

The Needham School Committee invites sealed bid proposals for the provision of Grade 8 Washington DC Trip for the period beginning July 1, 2017 through June 30, 2018. Request for proposal packages will be available from the Office of the Director of Financial Operations, 1330 Highland Avenue, Needham, MA 02492, or may be downloaded from http://www.needhamma.gov/bids.aspx beginning November 11, 2016 9:00 AM

Proposals are returnable to the Office of the Director of Financial Operations, 1330 Highland Avenue, Needham, MA 02492 no later than December 16, 2016 10:00 AM, at which time and place they will be opened in the presence of one or more witnesses. LATE PROPOSALS will not be accepted. The Town reserves the right to reject any and all proposals as determined to be in the interests of the Town and to waive minor informalities.

Bids will be awarded by the Needham School Committee, acting through the Superintendent.

Dan Gutekanst Superintendent of Schools Town of Needham Needham, Massachusetts

Needham Public Schools

Procurement in Brief

Primary Procurement Contact

Melane Bisbas School Business and Operations Coordinator 1330 Highland Avenue Needham, MA 02492 781-455-0400 x 204 melane_bisbas@needham.k12.ma.us

Event Date Details Title Grade 8 Washington DC Trip Contract Number 17SCH120G

RFP Available November 11, 2016 9:00 AM

Request for proposal packages are available from the Office of the Director of Financial Operations, 1330 Highland Avenue, Needham, MA 02492, or may be downloaded from http://www.needhamma.gov/bids.aspx.

Bidders who access bid materials from the Town’s website are responsible for acknowledging receipt of those materials using the Acknowledgement of Receipt form found in Appendix B and for checking the website periodically for any addenda that may be issued.*

Pre-Bid Meeting November 17, 2016 9:00 AM

A pre-bid conference will be at 1330 Highland Avenue, Needham, MA 02492. All potential bidders are invited (but not required) to attend.

Proposal Presentation May be required.

Deadline for Written Questions

December 5, 2016 12:00 PM

Needham Public Schools will not respond to questions submitted after the above date.

Questions must be submitted in writing, via fax, email or US post to:

Melane Bisbas School Business and Operations Coordinator 1330 Highland Avenue Needham, MA 02492 781-455-0400 ext. 204 melane_bisbas@needham.k12.ma.us Oral communications are not binding on the School Department. Responses to questions submitted in writing will be forwarded to all persons on record as having received the RFP.

Addenda

If any changes are made to this RFP, an addendum will be issued.

Addenda will be mailed or faxed or emailed to all bidders on record as having received the RFP. Addenda also will be posted to the Town of Needham bid website at http://www.needhamma.gov/bids.aspx.

When and Where are Bids Due?

December 16, 2016 10:00 AM

LATE PROPOSALS will not be accepted.

Bids are due to the Office of the Director of Financial Operations, 1330 Highland Avenue, Needham, MA 02492 by the due date and time. If, on the bid due date, the above office is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed to the next normal business day (M-F, excluding holidays.) Bids will be accepted at the same location until that date and time.

Number of Required Copies One original + 5 copies of all forms

Bid Opening December 16, 2016 10:00 AM

Sealed proposals are NOT publicly opened. Proposals will be opened in the presence of one or more witnesses.

A list of bidders will be made available after the submission deadline.

Bid Surety (Bond) Requirements

None Required

Contract Award Award will be made within 60 business days after the bid opening.

Contract Length One year.

Upon Award of Contract

Payment Bond None Required Performance Bond None Required Insurance Refer to Contract Terms

* Bid Acknowledgement It is recommended (but not required) that bidders acknowledge receipt of the bid package using the Acknowledgement of Receipt form found in Appendix B. Bidders who complete and return this acknowledgement will be entered as a bidder of record in the Bid Distribution Register, thereby ensuring that they will receive notification of any addenda or answered questions related to this bid. Bidders who do not complete and return the Acknowledgement Form are responsible for checking the website regularly for any addenda that are issued to this bid.

NEEDHAM PUBLIC SCHOOLS

Needham, MA 02492

November 2016

Grade 8 Washington DC Trip

REQUEST FOR PROPOSALS (RFP)

17SCH120G

I. INFORMATION & INSTRUCTIONS TO BIDDERS

1. Questions:

Bidders must read these specifications carefully. Questions about the specifications shall be submitted in writing via fax, email or U.S. post to the address specified below, no later than December 5, 2016 12:00 PM. Needham Public Schools will not respond to questions submitted after that date.

Melane Bisbas

School Business and Operations Coordinator 1330 Highland Avenue Needham, MA 02492 781-455-0400 x 204 melane_bisbas@needham.k12.ma.us

Bidders also take note that ORAL COMMUNICATIONS ARE NOT BINDING ON THE SCHOOL DEPARTMENT. The School Department will respond to all questions submitted in writing and will forward responses to all persons on record as having received the RFP.

2. Downloading Bid Documents from the Town of Needham website

Bid documents, including addenda, may be downloaded from the Town of Needham website at http://www.needhamma.gov/bids.aspx. Bidders who access bid materials from the Town’s website are responsible for acknowledging receipt of those bid materials using the Acknowledgement of Receipt form found in Appendix B and for checking the website periodically for any addenda that may be issued.

3. Bid Acknowledgement

It is recommended (but not required) that bidders acknowledge receipt of the bid package using the Acknowledgement of Receipt form found in Appendix B. Bidders who complete and return this acknowledgement will be entered as a bidder of record in the Bid Distribution Register, thereby ensuring that they will receive notification of any addenda or answered questions related to this bid.

Bidders who do not complete and return the Acknowledgement Form are responsible for checking the website regularly for any addenda that are issued to this bid.

4. Bid Addenda

If any changes are made to this RFP, an addendum will be issued. Addenda will be mailed, faxed or emailed to all bidders on record as having received the RFP. Addenda also will be posted to the Town of Needham bid website at http://www.needhamma.gov/bids.aspx. Bidders who do not complete and return the Acknowledgement Form are responsible for checking the website regularly for any addenda that are issued to this bid.

5. Pre-Bid Conference

A pre-bid conference will be held on November 17, 2016, 9:00 AM, at 1330 Highland Avenue, Needham, MA 02492. All potential bidders are invited (but not required) to attend.

6. When and Where are Bids Due?

Bids will be received by the Director of Financial Operations, Needham Public Schools, 1330 Highland Avenue, Needham, MA 02492, until December 16, 2016 10:00 AM, at which time and place they will be opened in the presence of one or more witnesses. This is not a public bid opening.

7. Unexpected Closure or Delays

If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation, the bid opening will be postponed to the next normal business day (M-F, excluding holidays.) Bids will be accepted at the same location until that date and time.

8. Late Submissions

Bids received after the date and time specified shall not be considered. The Town of Needham assumes no responsibility for late submissions due to mail, courier or delivery delays.

9. Submission Requirements

A. Proposals consist of a non-price (technical) proposal and a price proposal, which must be submitted separately from one another. The non-price proposal must be submitted separately from the price proposal, in a sealed envelope marked “Non-Price Proposal.” Price proposals must be submitted in a separate, sealed envelope marked “Price Proposal.” INCLUSION OF

ANY PRICE INFORMATION IN THE NON-PRICE PROPOSAL, OR ANY COPY

THEREOF, SHALL BE THE CAUSE FOR REJECTION OF THE ENTIRE PROPOSALS,

WITHOUT EXCEPTION.

B. Bids are to be prepared and submitted on the bid forms provided herein. Bids submitted on other forms, which are incomplete, or which are not signed, may be rejected.

C. A bid must be signed as follows: 1) if a bidder is an individual, by him/her personally; 2) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed.

D. A complete proposal will include the following items, in the designated quantities, completed in full and appropriately signed:

Non-Price Proposal – One Original + 5 Copies Bid Form I Checklist of Bid Forms Bid Form II Bidder Information & Statement of Qualifications Bid Form IV Bid Form V

Certificate of Compliance with Massachusetts Tax Laws & Non-Collusion Certificate of Corporate Vote

Price Proposal – One Original + 2 Copies

Bid Form III Price Proposal

10. Premature Bid Opening

The Town of Needham will not be responsible for the premature opening of any bid not properly identified. The School Department may reject bids, which are incomplete, not properly endorsed or signed, or which otherwise are contrary to these instructions.

11. Bid Modifications or Withdrawals

Bidders may correct, modify or withdraw a bid prior to the submission deadline. Requests to do so must be received by the Director of Financial Operations prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled “Modification No.____.” Each modification must be numbered in sequence, and must reference the original bid.

After the submission deadline, bidders may not change the price or any other provision of the bid in a manner that is prejudicial to the interests of the governmental body or fair competition. The Needham Public Schools will waive minor informalities or allow the bidder to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the Needham Public Schools will correct the mistake to reflect the intended correct bid, and will notify the bidder in writing. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document but the intended correct bid is not similarly evident.

12. Rejection of Bids

The School Committee of Needham (Committee) reserves the right to reject in whole or in part any and all bids, if the Committee determines that cancellation or rejection serves the best interests of the District.

13. Bonds

Not Required

14. Uniform Procurement Act (MGL Ch30B)

Bids shall be prepared, considered, and the Contract awarded in accordance with Massachusetts General Law (M.G.L.) Chapter 30B, the Uniform Procurement Act.

15. Prices Firm for 60 Days

All bid prices submitted in response to this RFP must remain firm for sixty (60) days following the bid opening, until a contract is executed, or the RFP is cancelled, whichever occurs first.

16. Taxes

Purchases made by the Needham Public Schools are exempt from the payment of all federal excise tax and the payment of Commonwealth of Massachusetts sales tax. As such, sales tax must not be included in the bid price. If requested, the School Department will provide the awarded bidder with a copy of the certificate of exemption.

17. Public Records

Under Massachusetts General Laws, the Needham Public Schools cannot assure the confidentiality of any materials or information that may be submitted in response to this Bid. Vendors who choose to submit confidential information, do so at their own risk. All materials submitted by the vendor in response to this Bid will be open for inspection by any person and in accordance with Massachusetts General Laws, Chapter 66 (Public Records Law.) Any statements reserving any confidentiality or privacy rights in the submitted responses or otherwise inconsistent with these statues will be void and disregarded. Unless specifically addressed by statute, the Town may charge twenty cents ($0.20) per page for photocopies, twenty-five cents ($0.25) per page for microfilm copies and fifty cents ($0.50) per page for computer printouts. The Town may charge the actual cost of reproducing a copy of a record that is not susceptible to ordinary means of reproduction, such as large computer records or over-sized plans. The Town may charge and recover a fee for the time an employee spends searching, redacting, photocopying and re-filing a record. The Town will provide a written, good faith estimate of the applicable copying, search time and segregation time fees to be incurred prior to complying with a public records request where the total costs are estimated to exceed ten dollars ($10.00).

18. Conflict of Interest

By executing a contract with the Town of Needham, the Bidder acknowledges that the Town of Needham is a municipality for the purposes of Massachusetts General Laws, Chapter 268A (the Massachusetts Conflict of Interest statute), and agrees, as circumstances require, to take actions and to forbear from taking actions so as to be in compliance at all times with the obligations of the contractor based on said statute.

19. Other Notices

Bid evaluation and contract award will be made without regard to race, color, sex, age, handicap, religion, political affiliation or national origin.

The Bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth (Massachusetts General Laws, Chapter 151B).

The provisions relating to non-discrimination and affirmative action in employment shall flow through all contracts and subcontracts that the successful Bidder may receive or award as a result of this contract.

Any services provided by the Bidder shall be rendered through a professional services contract; the Bidder will not be considered an employee of the Town and will not receive any benefits of an employee.

The Bidder shall comply with Massachusetts General Laws, Chapter 66A if the Bidder becomes a "holder" of "personal data". The Bidder shall also protect the physical security and restrict any access to personal or other Town data in the Bidder's possession, or used by the Bidder in the performance of the Contract, which shall include, but is not limited to the Town's public records, documents, files, software, equipment or systems.

II. BASIS FOR USE OF COMPETITIVE SEALED PROPOSALS (RFP)

The School Procurement Officer has determined that selecting the most advantageous proposal for the Grade 8 Washington, DC trip will require comparative judgments of factors in addition to price, including: overall proposal quality, tour company experience and tour supervision, quality of proposed itinerary, appropriateness of the proposed itinerary for Grade 8 students, quality of the Community Service Learning component, quality of accommodations and dining, and travel date availability.

III. CONTRACT AWARD & BIDDER QUALIFICATIONS

1. Rule for Award/ Contract Issuance:

A. One contract for the Grade 8 Washington DC Trip will be awarded to the responsive and responsible bidder providing the most advantageous proposal over the one year contract period, beginning July 1, 2017 and ending June 30, 2018.

B. The Needham School Committee will award the contract under this bid within sixty (60) business days after the opening of the bids.

C. Should there be a reason why the contract cannot be awarded within the time referenced herein, the time for award may be extended for up to 45 additional days by mutual agreement between the Needham Public Schools (NPS) and the successful bidder.

D. The Needham Public Schools reserves the right to reject any and all proposals as determined to be in the best interest of the Town and to waive minor informalities.

E. The successful bidder must enter into the Short Form Agreement prepared by Town Counsel of the Town of Needham (Appendix A), or a contract in substantially similar format.

F. This Contract is subject to cancellation if funding is not appropriated or otherwise not made available.

G. The award will be subject to satisfactory reference checks, conducted by the School Department.

2. Bidder Qualifications:

A. To be considered qualified under this bid:

a. Bidders must provide all services specified herein, and comply with all bid submission requirements.

b. Bidders must provide evidence of satisfactory ability and experience to execute the requirements, specifications, and conditions of this Bid. This information will be provided on Bid Form I. If requested, a bidder may be required to submit additional evidence to demonstrate satisfactory ability and experience to the Needham Public Schools.

B. The School Committee reserves the right to investigate the financial responsibility of any and all bidders to determine what assurance the owner may have of subsequent service. It further reserves the right to withhold contract award when the bidder is unable to furnish satisfactory evidence of adequate ability, experience and/or capital to execute the completion of a project in accordance with the prescribed requirements, specifications and conditions of the Bid Documents. Needham Public Schools reserves the right to solely determine what constitutes satisfactory evidence of adequate ability, experience and/or capital to execute the bid requirements under this section.

3. Estimated Quantities:

Unless otherwise stated, the quantities identifies herein are ESTIMATES ONLY, given for informational purposes and as a basis for comparison of bids. Actual quantities may be more or less than the estimates provided herein.

IV. PURCHASE DESCRIPTION & SCOPE OF SERVICES:

1. Overview

The School Department, acting through its Superintendent, is seeking written proposals for the annual Washington, DC trip for all Grade 8 students. The contract period is July 1, 2017 through June 30, 2018.

2. Scope of Service & Quality Requirements

a. Proposals must meet the following REQUIRED MINIMUM CRITERIA to be eligible for contract award:

● The trip will accommodate the eighth grade student population of approximately 450 students, separated into 5 groups of approximately 90 students each for at least four days and three nights. All 450 students will travel during the same time period. It is acceptable for five concurrent trips to run during the same dates. The tour company, selected hotels, and venues must be able to accommodate all students, and have handicapped accessible facilities as well.

● The trip will be held yearly in October. The tour company and the schools will determine the specific date(s) together every year.

● The Grade 8 Washington, DC trip will provide all students with meaningful opportunities to enhance learning in all subject areas, develop social, emotional, wellness, and citizenship skills, and live the Pollard Core Values. Pollard’s Core Values are to: act with compassion, integrity, and inclusivity; strive for personal growth; be curious, confident, and independent learners and foster relationships with peers and teachers through team-building exercises.

● The tour must include the following elements:

● Security at night in hotel.

● Nighttime venues that can accommodate the entire group - at least 2 of the 3 nights that are both academic and "social" (ex: night time boat cruise/game or a guided sightseeing tour at night).

● Community Service Learning component-through a community service opportunity, we are seeking an experience for our students to contribute to the local community in an authentic manner. This Service Learning experience can be created as smaller, different experiences or one large group experience.

Ideas such as cleaning up a local park or school; reading to elementary school students; volunteering at a local shelter; creating awareness campaigns on local government or politics, etc. This is a way to build partnerships and a sense of greater responsibility.

Attractions:

▪ Tour of the monuments

▪ Holocaust Memorial Museum

▪ Newseum

▪ Mt. Vernon (Washington's Plantation)

▪ Time on the National Mall with options of different Smithsonian

Museums

▪ The Museum of African American History, if open

▪ Arlington National Cemetery with potential for wreath laying ceremony

▪ Rainy day back-up plans, if any

● All meals included (with different options to satisfy dietary restrictions/allergies.)

● Single occupancy rooms to administrators and nurses, and double occupancy rooms for all teachers chaperoning the trip, with the option for single occupancy for teachers.

● The tour company will provide the Needham Public Schools with daily itineraries.

● Daily itinerary provide ample time for activities and some down time.

● Emergency Service line that can be reached 24/7 before and during the trip

● Hotels within 30 minutes of the sights.

● Head tour guide overseeing entire trip who is experienced and qualified.

● Round-trip transportation included, along with on tour transportation.

● Illness and accident coverage insurance plan included.

● Potential for scholarship opportunities.

● All inclusive trip price for participants.

● The tour company must allow for parents to make payments directly to the tour company for the cost of the travel on a fixed payment schedule that applies to all participants. Needham Public Schools will not receive funds or make payments directly to the travel agent under this agreement.

● At least partial refund, in event of tour cancellation.

● E-payment services, if offered, must meet the following system requirements:

E-System Requirements:

● The system is already deployed and tested.

● The system adheres to the requirements of the national Cardholder

Information Security Program and is PCI Compliant.

● The system is a secure web-based system.

● Any fee charged to a payer for conducting a payment must be conspicuously stated during the session. The payer must consent to the fee and provide approval, before a credit authorization is initiated. Additionally, it must be clearly stated that the fee(s) are not associated with the Needham Public Schools or the Town of Needham.

Additionally, the Contractor must meet the following confidentiality and reporting requirements for all payments received, from any source:

Confidentiality & Reporting Requirements

● The Contractor shall ensure the security and confidentiality of all payments

b. The following additional comparative criteria are DESIRED, but NOT REQUIRED:

● Daily itinerary that provides time for both activities and some down time.

● Team building activity, e.g. a scavenger hunt

● An athletic component and/or cultural component

● In addition to the Lead Tour Guide, multiple tour guides provided to ensure at least one tour guide per bus and to create manageable groups of students.

c. Bidders are required to provide the following information as part of their non-price proposals. DO NOT include any price information as part of the following:

1. Detailed Description of how proposer will meet (or not meet) each of the scope elements identified in:

a. Section IV.2.a, Required Minimum Criteria and

b. Section IV.2.b, Desired but Not Required Criteria

2. Information about Proposer, including:

a. Company profile, including:

i. Company history and information

ii. a list of key personnel who would participate in the Washington DC

Trip, with experience and qualifications

iii. Number of years providing tours of Washington, DC., generally.

iv. Number of years providing student tours of Washington DC, with information about types of student tours provided, including: tour types, age groups served, min/max group sizes accommodated.

b. At least three written references from prior clients, preferably from school systems hosting student tours similar in scope to that proposed in this RFP

c. List of contracts similar in size or scope to that proposed in this RFP, from among those identified on Attachment A Non-Price Proposal Form.

d. Sample itinerary for Needham Tour.

e. Trip terms and conditions for participations, including cancellation and refund policies.

f. List of trip inclusions and exclusions.

g. E-payment terms and conditions for participants.

h. Terms and conditions of accident/illness insurance plan(s)

i. Detailed description of proposed transportation, lodging and dining accommodations, including age-specific hotel accommodations and options to meet dietary restrictions.

j. Listing of potentially available travel dates for Needham tour.

k. Proposal Table of Contents

3. Selection Process

a. Proposals will be evaluated in a two-stage process by a Technical Review Committee and the

School Procurement Officer.

i. Proposals first will be reviewed by a Technical Review Committee, consisting of the Middle School Principal, the School Business and Operations Coordinator and/or designees. This committee will review the non-price proposals that meet the minimum requirements identified in Section IV.2 and the Submission Requirements outlined in Section I.9, without knowledge of price. Proposals will be judged based on the comparative evaluation criteria described in Section V. At the conclusion of the evaluation, the Committee will prepare a summary evaluation of the non-price proposals and will submit the summary evaluation to the School Procurement Officer for review.

ii. The School Procurement Officer then will open the price proposals, after the evaluation of the non-price proposals is completed.

b. The School Procurement Officer will determine the most advantageous proposal, taking into consideration both the Technical Review Committee’s evaluation of the non-price proposals, as well as the price proposals, and will submit this recommendation to the Superintendent.

c. The Needham School Committee, acting through its Superintendent, will award the contract to the responsive and responsible bidder offering the most advantageous proposal.

V. COMPARATIVE EVALUATION CRITERIA

a) Proposals that meet the minimum requirements described in the Scope of Services (Section IV.2), will be further evaluated on the comparative criteria listed below. For each criterion, proposals will be assigned a rating of Highly Advantageous, Advantageous or Not Advantageous. After rating each proposal based on the following criterion, an overall rating will be assigned. Criteria that will be used for comparative purposes are listed below.

Overall Proposal Highly Advantageous The proposal is complete, demonstrates a clear understanding of the scope of services to be performed and how the services would be provided in accordance with the School Department’s Needs.

Advantageous The proposal is complete.

Not Advantageous The proposal is incomplete and/or lacks clear understanding of the scope of services to be performed or how the services would be provided in accordance with the School Department’s Needs.

Tour Company Experience and Tour Supervision

Highly Advantageous Proposers have been offering student tours in Washington, DC for 15 or more years that are substantially similar to that specified in this proposal with excellent reviews. Multiple tour guides provided including a Lead Tour Guide and one tour guide per bus.

Advantageous Proposers have been offering student tours in Washington for 5 to 10 years with strong reviews that are similar to the trip specified in this proposal. Multiple tour guides provided including a Lead Tour Guide and one tour guide per bus.

Not Advantageous Proposers have been offering tours in Washington for 5 or fewer years and/or has not provided tours to students in the past and/or has provided tours which are dissimilar to that proposed here. Lead tour guide, but no individual guides.

Quality of Itinerary/ Tour Information

Highly Advantageous The itinerary is explained in detail, with high quality activities that clearly align with the proposal given and Pollard’s core values. Trip terms and conditions are detailed, thorough and comprehensive.

Advantageous The itinerary is explained, but specific course plans are not available, and/or activities are of acceptable but not high quality. Trip terms and conditions are generally described in detail.

Not Advantageous The itinerary plan does not offer examples or explain the activities in sufficient detail and/or activities are not of acceptable quality or aligned to the proposal requirements and/or trip terms and conditions are not described in sufficient detail or comprehensiveness.

Student-Centered Planning Highly Advantageous Proposed itinerary reflects a creative, child-centered trip;

Itinerary reflects deep knowledge of adolescent development and activities that engage eighth grade students.

Advantageous Proposed itinerary demonstrates an adequate knowledge of adolescent development and activities that engage most eighth grade students.

Not Advantageous Proposed itinerary does not demonstrate knowledge of adolescent development and activities that engage most eighth grade students.

Quality Community Service Learning

Highly Advantageous Community service components of proposed itinerary is age-appropriate, relevant, hands-on and is meaningful for students.

Advantageous Proposed itinerary provides an appropriate community service learning component for students.

Not Advantageous Proposal does not include an identifiable or appropriate community service component.

Quality of Accommodations and Dining

Highly Advantageous The proposer has high quality, age-appropriate housing, common spaces, separate sleeping quarters for staff and teachers; accommodations are accessible for all participants;

accommodations are conveniently located for proposed itinerary. Meals are high quality, age appropriate and satisfy allergy and dietary restrictions.

Advantageous The proposer has adequate age-appropriate housing, common spaces, separate sleeping quarters for staff and teachers; accommodations are accessible for all participants;

accommodations are reasonably located for proposed itinerary. Meals are of adequate quality and/or age-appropriate and/or offer limited options for satisfying dietary and allergy restrictions.

Not Advantageous The proposer has poor quality and or non-age-appropriate housing, common spaces, separate sleeping quarters for staff and teachers; accommodations are accessible for some but not all participants; accommodations are not conveniently located for proposed itinerary. Meals are poor quality and/or not age-appropriate and/or offer no variety to meet allergy or dietary restrictions.

Availability of Travel Dates

Highly Advantageous Tour company offers great flexibility on dates to travel.

Advantageous Tour company offers multiple travel dates, with some restrictions.

Not Advantageous Tour company offers few potential travel dates.

Bid Form I

CHECKLIST

Company Name: _______________________________________________________________________

Acknowledgement of Receipt Form (Appendix B), completed and returned, if bid materials downloaded from the Town of Needham bid website.

Bid Form II, Bidder Information & Statement of Qualifications, completed, signed and submitted in the Non-Price Proposal envelope. Include required General Program Information as an attachment to this form.

Bid Form III, Price Proposal, completed, signed and submitted in the Price Proposal envelope.

Bid Form IV, Certificate of Compliance with Massachusetts Tax Laws & Non-Collusion, completed, signed and submitted in the Non-Price Proposal envelope.

Bid Form V, Certificate of Corporate Vote, completed, signed and submitted in the Non-Price Proposal envelope.

Bidder acknowledged all addenda, if any:

Addendum #1, Dated _____________ Addendum #2, Dated _____________ Addendum #3, Dated _____________ Addendum #4, Dated _____________ Addendum #5, Dated _____________ Addendum #5, Dated _____________

Bid Form II

BIDDER INFORMATION & STATEMENT OF QUALIFICATIONS

The following information is provided as evidence of the bidder’s qualifications to perform work, as bid upon, in accordance with the contract specifications. All questions must be answered. Additional data may be submitted on separate, 8.5 x 11 inch attached sheets.

BIDDER IDENTIFYING INFORMATION:

Company Name: ________________________________________________________________________ Main Office Address: ____________________________________________________________________ Official Mailing Address: _________________________________________________________________ Contact Person: _________________________________________________________________________ Telephone Number: _____________________________ Fax Number: _____________________________ E-Mail Address: ________________________________________________________________________

The named organizational entity submitting this Proposal is (check one):

Proprietorship Partnership Corporation

MINIMUM CRITERIA:

Please indicate whether the proposal meets the following minimum criteria:

Minimum Criterion Yes / No The trip will accommodate the eighth grade student population of approximately 450 students, separated into 5 groups of approximately 90 students each for at least four days and three nights. All 450 students will travel during the same time period. It is acceptable for five concurrent trips to run during the same dates. The tour company, selected hotels, and venues must be able to accommodate all students, and have handicapped accessible facilities as well.

The trip will be held yearly in October. The tour company and the schools will determine the specific date(s) together every year.

The Grade 8 Washington, DC trip will provide all students with meaningful opportunities to enhance learning in all subject areas, develop social, emotional, wellness, and citizenship skills, and live the Pollard Core Values. Pollard’s Core Values are to: act with compassion, integrity, and inclusivity; strive for personal growth; be curious, confident, and independent learners and foster relationships with peers and teachers through team-building exercises.

The tour must include the following elements:

Security at night in hotel.

Nighttime venues that can accommodate the entire group - at least 2 of the 3 nights that are both academic and "social" (ex: night time boat cruise/game or a guided sightseeing tour at night).

Community Service Learning component-through a community service opportunity, we are seeking an experience for our students to contribute to the local community in an authentic manner. This Service Learning experience can be created as smaller, different experiences or one large group experience. Ideas such as cleaning up a local park or school; reading to elementary school students; volunteering at a local shelter; creating awareness campaigns on local government or politics, etc. This is a way to build partnerships and a sense of greater responsibility.

Attractions:

Tour of the monuments Holocaust Memorial Museum Newseum Mt. Vernon (Washington's Plantation) Time on the National Mall with options of different Smithsonian Museums The Museum of African American History, if open Arlington National Cemetery with potential for wreath laying ceremony Rainy day back-up plans, if any All meals included (with different options to satisfy dietary restrictions/allergies.)

Single occupancy rooms to administrators and nurses, and double occupancy rooms for all teachers chaperoning the trip, with the option for single occupancy for teachers.

The tour company will provide the Needham Public Schools with daily itineraries.

Daily itinerary provide ample time for activities and some down time.

Emergency Service line that can be reached 24/7 before and during the trip.

Hotels within 30 minutes of the sights.

Head tour guide overseeing entire trip who is experienced and qualified.

Round-trip transportation included, along with on tour transportation.

Illness and accident coverage insurance plan included.

Potential for scholarship opportunities.

All inclusive trip price for participants.

The tour company must allow for parents to make payments directly to the tour company for the cost of the travel on a fixed payment schedule that applies to all participants. Needham Public Schools will not receive funds or make payments directly to the travel agent under this agreement.

At least partial refund, in event of tour cancellation.

E-payment services, if offered, must meet the following system requirements:

E-System Requirements:

The system is already deployed and tested.

The system adheres to the requirements of the national Cardholder Information Security Program and is PCI Compliant.

The system is a secure web-based system.

Any fee charged to a payer for conducting a payment must be conspicuously stated during the session. The payer must consent to the fee and provide approval, before a credit authorization is initiated. Additionally, it must be clearly stated that the fee(s) are not associated with the Needham Public Schools or the Town of Needham.

The Contractor must provide support to users of the online payment system; Needham Public Schools shall not be responsible for providing technical support, payment assistance or system repairs of any kind.

The Contractor shall ensure the security and confidentiality of all payments and financial information obtained from payers.

The Contractor shall provide regular and on demand financial activity statements to the Needham Public Schools Business Office, which summarize transaction activity to date, including:

Total Trip Charges in the following format: # participants x per-participant cost Itemized student payments Itemized credits/adjustments, as applicable with date Trip balance remaining Balance installment(s) remaining, including due date.

ADDITIONAL COMPARATIVE CRITERIA (PREFERRED BUT NOT REQUIRED):

Criterion Yes / No Daily itinerary that provides time for both activities and some down time.

Team building activity, e.g. a scavenger hunt An athletic component and/or cultural component In addition to the Lead Tour Guide, multiple tour guides provided to ensure at least one tour guide per bus and to create manageable groups of students.

GENERAL PROGRAM INFORMATION:

The RFP requires the following general program information to be included in your RFP response. Please attach the information to this form, and confirm below. This general information should be applicable to all individual program sites.

Documentation Attached? Yes / No Detailed Description of how proposer will meet (or not meet) each of the scope elements identified in:

Section IV.2.a, Required Minimum Criteria and Section IV.2.b, Desired but Not Required Criteria Information about Proposer, including:

Company profile, including:

Company history and information A list of key personnel who would participate in the Washington DC Trip, with experience and qualifications

Number of years providing tours of Washington, DC., generally.

Number of years providing student tours of Washington DC, with information about types of student tours provided, including: tour types, age groups served, min/max group sizes accommodated.

At least three written references from prior clients, preferably from school systems hosting student tours similar in scope to that proposed in this RFP

List of contracts similar in size or scope to that proposed in this RFP, from among those identified on Attachment A Non-Price Proposal Form.

Sample itinerary for Needham Tour.

Trip terms and conditions for participations, including cancellation and refund policies.

List of trip inclusions and exclusions.

E-payment terms and conditions for participants.

Terms and conditions of accident/illness insurance plan(s) Detailed description of proposed transportation, lodging and dining accommodations, including age-specific hotel accommodations and options to meet dietary restrictions.

Listing of potentially available travel dates for Needham tour.

Proposal Table of Contents

REFERENCES & OTHER:

1. List any work the firm has failed to complete, where and why:

2. Please identify five contracts, which are similar in size and scope to the proposed contract, in which you have performed work, preferably contracts held with Massachusetts municipalities. Include a contact name, address and phone number. Needham Public Schools reserves the right to contact these vendors for references:

1. ___________________________________________________________________________________

2. ___________________________________________________________________________________

3. ___________________________________________________________________________________

4. ___________________________________________________________________________________

5. ___________________________________________________________________________________

3. Attach three references preferably from school districts for travel of a similar type, including the contact name, address, telephone number, fax, contact person, a description of the actual work performed, and fee charged. The references should attest to the quality of the tour experience.

OTHER INFORMATION:

a. Has the proposal been signed by a person legally authorized to commit the Bidder (Company) to the contract, if awarded? � Yes � No

b. Has the Bidder placed any special conditions or restrictions in its Request for Proposals? � Yes � No (A yes response may be cause of rejection.) If yes, provide details or a reference to the applicable section of the bid response, on an attached sheet.

c. Has the Bidder identified any and all exceptions to the Town’s specifications and are they included in the submission? � Yes � No If yes, provide details or a reference to the applicable section of the bid response, on an attached sheet.

d. Is the Bidder prepared to provide the insurances as required? � Yes � No

e. Will the bidder be able to complete the services under this contract by the indicated date? � Yes � No

f. Is the Bidder prepared to execute the Town’s contract if awarded? � Yes � No

g. Has the Bidder (Company) ever been debarred from doing business with any federal, state or local agency?

� Yes � No If yes please provide the details (on a separate paper attached to this form) including agency name, date and reason for debarment.

h. Has the Bidder (Company) ever defaulted on a contract or has been rejected as non-responsive within the past five years? � Yes � No If yes please provide details.

i. Has the Bidder (Company) or anyone a party to the proposed contract ever failed to complete a contract awarded? � Yes � No If yes, provide details.

j. Can the Bidder (Company) provide, upon request, proof of financial solvency? (The Town may request audited financial statements, financial references, and/or conduct an independent background check)? � Yes � No

SIGNATURE/ ACKNOWLEDGEMENT:

This section must be signed by an individual with the authority to commit the bidding entity to a binding agreement. If the Bidder is an individual, this section must be signed by the Bidder, personally. If a partnership, the Bid must be signed by the name of the partnership, followed by the signature of each partner. If a corporation, the Bid must be signed by an authorized officer, whose signature shall be attested by the Secretary of the Corporation and the Corporate Seal affixed (see Bid Form V.)

The undersigned assures that this bid is made in good faith, without fraud, collusion, or connection of any kind with any other bidder for the same work. Additionally, the undersigned assures that he/she has informed himself/herself fully of the information presented in the RFP and that he/she has made his own examinations and estimates and from them makes this Bid.

The undersigned also understands that the School Committee reserves the right to waive any informalities in, to reject any and all bids, or any part thereof, and/or accept any bid or part thereof, or to select a bidder whose bid is not the lowest, which it considers to be in the best interests of the Needham Public Schools and the Town of Needham.

With the above understanding, the undersigned proposes to comply in all respects with the specifications of this RFP and that, if awarded this contract, he/she will execute a contract within sixty business days, after presentation by the awarding authority, in accordance with the terms of this Bid.

Signature of Bidder *: ____________________________________________________________________

Name of Bidder: ________________________________________________________________________

Title of Bidder: ___________________________________________________ Date: ________________

* If a partnership, additional partners should sign below:

Signature: _________________________________ Signature: _________________________________

Name: ____________________________________ Name: ___________________________________

Date: _____________________________________ Date: ____________________________________

Signature: _________________________________ Signature: ________________________________

Bid Form III

PRICE PROPOSAL

The undersigned proposes to offer the Grade 8 Washington, DC Trip in accordance with the Scope of Services. This Price Proposal Form is to be signed by the individual authorized to negotiate for and commit the Proposer to a binding agreement. The per participant bid price indicated on this form shall be construed to cover all costs incurred by the Contractor in the performance of this contract. All bid prices are to be indicated in ink (or typewritten), and written in both longhand and numerals. If there appears to be discrepancy between these figures, the price indicated in longhand shall prevail.

Company Name:

PRICE PROPOSAL REQUIREMENTS:

The total contract price will be calculated on a per-student basis, based on the estimated total number of 450 students and adults. Actual contract costs may vary up or down, based on the actual number of students attending the trip. The total should include all fees and associated costs for teachers, nurses, and/or administrators who will stay overnight in the hotel, or any other costs associated with the program.

A. 450 students x $ ______ /student (Cost of trip) = $________ Unit Price A.

Unit Price (A) (in Longhand): ____________________________________________________________

Total Fixed Price (A) (in Longhand):

Please indicate any prompt-pay discounts (and related conditions), and/or other cost-avoidance factors which the Bidder proposes as a means of reducing the overall unit price to the Needham Public Schools:

Should the proposer require additional hours, employees, consultants, subcontractors or other assistance to complete the work required and/or meet the performance or quality requirements under this RFP, the proposer shall do so at no additional cost to the Needham Public Schools.

Bid Form III

PRICE PROPOSAL (Page 2)

Please provide below the amount the fixed prices will increase or decrease for each year of the bid.

Signature of Bidder *: ____________________________________________________________________ Name of Bidder:_________________________________________________________________________

Title of Bidder: _________________________________________________________________________

Date: _____________________________________

* If a partnership, additional partners should sign below:

Name: ___________________________________ Name: ___________________________________

Date: ____________________________________ Date: ____________________________________

Bid Form IV

CERTIFICATE OF COMPLIANCE WITH MASSACHUSETTS TAX LAWS & NON-COLLUSION

I. Certificate of Compliance with Massachusetts Tax Laws:

Pursuant to Mass. Gen. L. Ch. 62C, Sec. 49A, the undersigned, acting on behalf of the Bidder, certifies under the pains and penalties of perjury that, to the best of my knowledge and belief, the Bidder has filed all state tax returns and paid all state taxes required under the laws of the Commonwealth of Massachusetts.

Social Security Number or Signature of Individual Federal Identification Number or Corporate Name

BY:_______________________________________________

Corporate Officer (if applicable)

II. Certificate of Non-Collusion:

Massachusetts General Law, Chapter 701 of the Acts of 1983 requires that bidders certify as follows:

The undersigned certifies under the pains and penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity or group of individuals.

Signature of Individual Submitting Bid

Print name of Person Signing Bid

Name of Business or Entity

Date Signed

Bid Form V

CERTIFICATE OF CORPORATE VOTE

At a duly authorized meeting of the Board of Directors of _______________________________________.

(Name of Corporation) held on ___________________(1), at which all the Directors were present or waived notice, it was voted (Date) that _______________________________________________ of this corporation, be it he or she, hereby is (Name of…