ESBD_466153_1761858498903_PreReqs RFP 784-26-2609- Study Abroad Program in Ghana.docx

Prerequisites RFP 784-26-2609 – Study Abroad Program in Ghana: July 12, 2026 – July 25, 2026

Vendor Attestations: Vendor acknowledges that they have read the Prerequisites below.

1. Review Request for Proposal Name, Number and UHD Purchasing Contact A. Request for Proposal Name and Number: RFP 784-26-2609 – Study Abroad Program in Ghana: July 12, 2026 – July 25, 2026 B. University Contact: Any questions or concerns regarding this RFP shall be directed to Trenton Hernandez, Purchasing Coordinator II, hernandeztr@uhd.edu.

2. Review the Proposal Submittal Instructions.

The University will accept proposals by the Proposal Submittal Deadline as outlined in Section 5, with each proposal submitted in separate envelopes. Proposals will be opened on the specified due date and time. Please DO NOT use the U.S. Postal Service to submit your bid.

Each Proposal must be submitted as one (1) package with two (2) individually sealed envelopes inside. The proposal documents, attachments, execution of offer, and any other information must be included in one envelope with an electronic copy on USB. Two (2) copies of the proposal must be included. The completed HUB Subcontracting Plan must be in the second envelope with a copy on USB. One (1) copy of the HSP must be included.

The proposal and all attachments supporting the proposal must reference “RFP 784-26-2609 – Study Abroad Program in Ghana Proposal must be submitted and received in the University’s Purchasing Office on or before the time and date specified and delivered to:

University of Houston-Downtown Purchasing Department Attn: Trenton Hernandez One Main Street, Suite S970 Houston, TX 77002

Bid & RFP opportunities can be found at the following link: Electronic State Business Daily (ESBD). This portal includes reference documents related to bids.

3. Review the Intent and Background.

The University of Houston-Downtown (UHD) College of Humanities and Social Sciences will host a faculty-led Study Abroad Program in Ghana, West Africa, from July 12–25, 2026, as part of the Summer 2026 academic term. Approximately 20–40 students and two accompanying faculty will participate in this 14-day program. The program is designed to combine academic learning with cultural enrichment, offering students opportunities to explore Ghana’s history, literature, and culture through educational site visits, guided tours, and selected historical excursions across the region.

UHD is seeking proposals from qualified travel service providers with demonstrated experience supporting academic programs. Selected vendors will be responsible for coordinating all travel and site logistics in alignment with the goals of the program. Airfare must be included for this solicitation.

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

Any contract resulting from this RFP will become effective upon the later of the effective date indicated in the contract or the date that all parties have signed the contract.

4. Term of the Contract Any contract resulting from this RFP will become effective upon execution and will continue until all services are completed. The University reserves the right to modify terms or schedules, as necessary.

5. Review Key Event Schedule.

Note: The University reserves the right to change or extend any and all dates including the due date for proposals for any reason and at any time including after the due date for proposals.

The University will be closed in observance of the following holidays:

https://www.uhd.edu/hr/benefits/holidays.aspx

6. Review the Historically Underutilized Business (HUB) Information Vendor affirms that a HUB Subcontracting Plan (HSP) is required and shall submit HSP with the proposal.

Failure to complete accurately and to submit the HSP will result in disqualification.

If you have any questions about completing the HSP, if required, please contact the HUB Coordinator via email at sanchezl@uhd.edu

7. Review the Preproposal Conference Information.

Not required for this solicitation.

8. Review the Inquiries and Interpretations.

Inquiries must be submitted by email and received no later than close of business per Inquiries and Interpretations Deadline listed in the Key Event Schedule. Responses to inquiries, which directly affect an interpretation or change to this RFP will be issued in writing by addendum (amendment) and posted to the Electronic State Business Daily https://www.txsmartbuy.gov/esbd. All such addenda issued by the University prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall be required to consider and acknowledge receipt of such in Respondent’s proposal.

Only those inquiries the University replies to which are made by formally written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. The Respondent must acknowledge all addenda by either signing or returning such document(s) or by letter. Such acknowledgment must be received prior to the hour and date specified for receipt of proposals or shall accompany the proposal. Owner prefers simple and economically produced Proposals describing the Respondent’s ability to meet the requirements of this RFP in a straightforward, concise manner. In evaluating Proposals, emphasis shall be on the quality, completeness, clarity of content, responsiveness to the requirements, and Respondent’s understanding and anticipating of the Owner’s needs.

NOTE: ALL ELECTRONIC DOCUMENTS MUST BE SUBMITTED IN PDF FORMAT & ATTACHED TO BID RESPONSE.

9. Standard Purchasing Agreement (SPA) Vendor acknowledges that the Standard Purchasing Agreement (EXHIBIT B) is the University’s preferred form of Agreement for the sort of transaction contemplated in this RFP and is expected to be the primary Contract Document. Any requests to modify or revise the Standard Purchasing Agreement or use of another contract form must be reviewed and approved by UH System Legal Counsel and will delay the contracting process, and the University is under no obligation to accept such requests for modification or revision, or usage of other contract forms. Any request to modify or revise the Standard Purchasing Agreement or to use another contract form may be taken into consideration in reviewing the sufficiency of a Respondent’s bid. Furthermore, any request to modify or revise the Standard Purchasing Agreement or to use another contract form may at the University’s sole discretion lead to rejection or disqualification of the bid, if such revisions or modifications are unacceptable to the University, or if the other contract form is not used as a subordinate exhibit/corollary document to the Standard Purchasing Agreement or is otherwise unacceptable to the University.

10. Forms/Exhibits

EXHIBIT A- EXECUTION OF OFFER *REQUIRED*

EXHIBIT B - STANDARD PURCHASING AGREEMENT

EXHIBIT C - HUB SUBCONTRACTING PLAN (HSP) & TIP SHEET *REQUIRED*

11. TXRAMP & HECVAT

For applicable requirements, Vendor shall obtain TXRAMP Certification for cloud computing risks.

For applicable requirements that include Electronic Information Resources, vendor shall submit Voluntary Product Assessment Tool or Accessibility Conformance Report and HECVAT.

12. Review Evaluation Criteria

Evaluation Criteria Breakdown

Criterion One: Quality of Travel Itinerary

· The proposed itinerary demonstrates educational value, cultural relevance, and alignment with UHD’s course learning objective.

· The itinerary reflects logical sequencing, balanced scheduling, and inclusion of meaningful site visits and academic activities.

Criterion Two: Price

· Provides a clear and itemized cost proposal, including airfare, lodging, transportation, meals, and fees.

· Pricing aligns with industry norms and offers value compared to similar service providers.

Criterion Three: Accommodations and Transportation

· Vendor provides high-quality hotel accommodation that meet or exceed the required standards, ensuring safety, comfort, and convenience throughout the trip.

· Transportation plan provides reliable, safe, and efficient travel between all scheduled destinations and activities.

Criterion Four: Overall Experience in Study Abroad Travel

· Proposal demonstrates vendor’s expertise and ability to deliver culturally immersive and academically supportive experiences.

· Documented experience managing multi-city international programs with airfare, lodging, and transportation included.

Criterion Five: References (no less than three organizations)

· At least three references from higher education institutions or similar organizations.

· References confirm successful delivery of study abroad or academic-focused travel programs.

13. Description of Services - General Requirements

SECTION 1

A. Trip Overview

· UHD is planning a 14-day group trip to Ghana with 20–40 students and two faculty members. Preferred dates are July 12–25, 2026; however, there is flexibility of up to two days on either side. Program will include international airfare, hotels (minimum 3-star), daily breakfast plus lunch or dinner, ground transportation, academic and cultural excursions. Faculty travel costs covered by group package.

B. Airfare

· Airfare must include round-trip, group-booked economy class flights between Houston (IAH) and Accra (ACC). A non-stop flight is preferred; however, if unavailable, one layover of no more than three (3) hours is acceptable.

C. Lodging & Transportation

· A minimum of 3-star accommodation or better is required for all overnight stays.

· Hotels should be equipped with standard accommodation such as elevators, and WIFI.

· Hotels must be located in safe, secure areas.

· The itinerary includes multiple overnight locations across Ghana, with accommodations required throughout the travel period from July 13–25, 2026.

· Final lodging locations and duration will depend on the proposed itinerary and site selections, but may include stays in Accra, Akosombo, Hohoe/Volta Region, Kumasi, Elmina, and Cape Coast or similar nearby cities that align with the educational itinerary.

· Transportation must include:

· Airport pick-up/drop-off in Accra.

· Ground transport to all scheduled site visits.

· The University requires a tour guide or on-the-ground representative to accompany the group.

· Bus transportation is preferred.

D. Meals

· Daily American-style breakfast must be included at all hotels.

· One Daily lunch or dinner to be included on all travel days.

E. Service to be included in Itinerary along with “Required Package Elements.”

Vendors must address the following in their proposals:

· Accommodation: Number of nights, room types, and included services.

· Meals: Included meals, format (buffet, per diem, etc.), costs, and allergy accommodations.

· Transportation: Ground transfers, airport pick-up/drop-off, and intercity travel.

· Program Fees

· Insurance: Optional Travel, health, and trip cancellation coverage.

· Visa/Documentation Fees: If applicable.

Cost Expectations and Feasibility

· The target budget is $4,000 per participant, inclusive of airfare, lodging, breakfast, local transportation, and scheduled program activities. If the vendor cannot meet this price, they can propose cost-saving alternatives or modifications.

· Pricing should be provided for 20–40 students and two faculty members, with faculty costs covered through group discounts (e.g., "buy 10, get 1 free").

While the itinerary below reflects preferred activities and destinations, proposers may suggest modifications or alternatives to accommodate travel logistics, group size, or other constraints. Flexibility is expected, as long as the itinerary meets the outlined elements and requirements.

•Transport required to hotel

• Breakfast and Lunch.

•Transport Required.

• Breakfast and Dinner.

•Transport Required.

• Breakfast and Lunch.

•Transport Required.

• Breakfast and Dinner.

•Transport Required.

• Breakfast and Lunch.

•Transport Required.

• Breakfast and Lunch.

• Transport Required.

• Breakfast and Dinner.

•Transport Required.

• Breakfast and Dinner.

•Transport Required.

• Breakfast and Lunch.

•Transport Required.

• Breakfast and Dinner.

•Transport Required.

• Transfer to the airport for departure.

• Breakfast.

•Transport Required.

14. General Information Questionnaire Please answer the following questions as a part of your proposal response. Type the question before your answer. In answering a question, you may refer to other sections or exhibits of your proposal by reference to the page where the information may be found. If the answer to one question appears in the answer to another, you may refer to your other answer. Answers should be sufficiently detailed to make any further inquiries unnecessary by the University.

Failure to respond completely to any of these questions may result in the entire proposal being rejected.

RESPONDENT QUESTIONNAIRE

Respondents are requested to submit a complete response to each of the below-listed items. Responses requiring additional space should be brief and submitted as an attachment to your proposal package. Please reference each response by its item number indicated below.

Company Profile

1. Legal name of the company:

Address of office that would be providing service:

Number of years in Business:

Type of Operation (i.e. Individual, Partnership, and Corporation):

Number of Employees:

Annual Sales Volume:

2. A Statement that you will provide a copy of your company's financial statements for the past two (2) years if requested by the University.

3. Provide a Financial rating of your company and any documentation (such as a Dunn and Bradstreet analysis), which indicates the financial stability of your company.

4. State whether your company is currently for sale or involved in any transaction to expand or to become acquired by another business entity. If so, please explain the impact both in organizational and directional terms.

5. Provide any details of all past or pending litigation or claims filed against your company that would affect your company's performance under a Contract with the University.

6. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify the date(s), details, circumstances, and prospects for resolution.

7. Provide a customer reference list of no less than three (3) organizations, including higher education, with which your company currently has contracts with and/or has previously provided the goods/services of equal type and scope within the past five (5) years. Reference list to include, company name, contact person, and telephone number, contract description, length of business relationship and any special requirements.

8. Does any relationship exist whether, by a relative, business associate, capital funding agreement or any other such kinship exist between your company and any University employee? If yes, please explain.

9. Please complete and attach your Cost and Delivery Proposal.

10. Please complete and attach the proposal responses.

11. Please complete and attach all mandatory forms.

12. Please complete and attach any applicable non-mandatory forms.

Transition to Contract

13. Provide a statement of the transition requirements to implement the contract, any unique benefits, and other considerations. Briefly address the requirements, objectives, and activities in Scope of Work.

14. Provide an estimate of the earliest start date following the execution of a contract.

15. Submit a work plan with key dates and milestones. Your response should include:

a. Identification of tasks to be performed and/or equipment to be provided

b. Time frames to perform the identified tasks.

c. List any compliance requirements and strategies for federal, state, and local government regulations, insurance requirements including worker’s compensation, licenses, and permits, if any and any other regulations as appropriate.

16. Describe the strategy and controls that will be utilized to assure products and services provided, pricing and terms, project timeline, maintenance support, and training. Include samples of reports and documents if appropriate.

17. What difficulties do you anticipate in serving the University and how do you plan to manage these? What assistance will you require from the University?

18. Describe your company's quality assurance program, what are your company’s requirements, and how are they measured?