ESBD_549452_1786984006769_Prereqs RFP784-27-2725 – Study Abroad Program in Spain & Portugal.pdf

Prerequisites RFP 784-27-2725 – Study Abroad Program in Spain & Portugal: January 05, 2027 – January 17, 2027

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 784-27-2725 – Study Abroad Program in Spain & Portugal 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 State of Texas Subcontracting Plan must be in the second envelope with a copy on USB. One (1) copy of the Subcontracting Plan must be included.

The proposal and all attachments supporting the proposal must reference “RFP 784-27-2725 – Study Abroad Program in Spain & Portugal.”

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) Marilyn Davies College of Business will host a faculty-led Study Abroad Program with international travel anticipated for January 5–17, 2027. Travel dates may be adjusted by up to two days on either side to accommodate practical and cost-effective travel arrangements. Approximately 22–28 students and two accompanying faculty members are anticipated to participate in the program.

UHD is seeking proposals from qualified travel service providers with experience supporting international academic study abroad programs. The selected vendor will coordinate travel arrangements, accommodations, ground transportation, and basic site logistics in alignment with the program’s academic and experiential goals. The program is anticipated to include Lisbon, Portugal, and either Madrid or Barcelona, Spain, with final routing and destination sequencing determined based on overall program efficiency, ease of travel, logistical feasibility, quality of educational opportunities, and total program value. Airfare must be included as part of the proposed travel package.

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.

Posting of RFP for public bidding (ESBD) 08/17/2026 Inquiries and Interpretations Deadline 08/21/2026 @ 3:00 PM CT Q and A addendum posting to ESBD 08/25/2026 @ 5:00 PM CT Proposal Submittal Deadline 09/01/2026 @ 3:00 PM CT

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 https://www.txsmartbuy.gov/esbd https://www.uhd.edu/hr/benefits/holidays.aspx

6. Review the State of Texas Subcontracting Plan Information

Vendor affirms that a Subcontracting Plan is required and shall submit a State of Texas Subcontracting Plan with the proposal.

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

If you have any questions about completing the State of Texas Subcontracting Plan, please contact the VETHUB 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 – STATE OF TEXAS SUBCONTRACTING PLAN *REQUIRED*

11. TXRAMP & HECVAT

Not required for this solicitation.

12. Review Evaluation Criteria

Evaluation Criteria Points Allowed

Criterion One: Travel Arrangements, Convenience & Quality 25

Criterion Two: Industry & Experiential Learning Opportunities 30

Criterion Three: Local University & Academic Engagement 15

Criterion Four: Cost & Overall Value 20

Criterion Five: Vendor Experience & References 10

Total 100 https://www.txsmartbuy.gov/esbd

Evaluation Criteria Breakdown

Criterion One: Travel Arrangements, Convenience & Quality

• The Proposed airfare and routing provide efficient and convenient travel between Houston and the international destinations, with consideration given to total travel time, connections, and overall ease of travel.

• The Proposed accommodations are safe, comfortable, conveniently located, and meet or exceed UHD's minimum lodging requirements.

Criterion Two: Industry & Experiential Learning Opportunities

• Proposal includes meaningful industry conferences, company visits, professional events, workshops, or similar experiential learning opportunities relevant to the program's academic focus.

• Evaluation will consider the quality, relevance, and substance of the proposed experiences, with preference for meaningful, hands-on, and interactive engagement such as projects, workshops, presentations, and direct interaction with industry professionals.

Criterion Three: Local University & Academic Engagement

• Proposal includes opportunities to visit and engage with a local university or business school, with preference for student participation in classes, lectures, workshops, or similar academic activities where available.

• Proposed academic engagement provides students with exposure to new perspectives, knowledge, and cultural approaches to business education and learning.

Criterion Four: Cost & Overall Value

• Proposal provides clear, detailed pricing and identifies all included services, fees, and program elements.

• Pricing is competitive and reflects strong overall value and an appropriate balance between cost and the scope of travel services, accommodation, transportation, and activities.

Criterion Five: Vendor Experience & References

• Vendor demonstrates successful experience coordinating international study abroad, academic travel, or comparable group travel programs of similar size and scope.

• Provide at least three (3) references from higher education institutions or similar organizations for which the vendor has provided services of comparable type and scope within the past five (5) years.

13. Description of Services - General Requirements

A. Trip Overview

• UHD is planning a 13-day faculty-led group trip for 22–28 students and two faculty members. Preferred travel dates are

January 5–17, 2027, with flexibility of up to two days on either side. The program is anticipated to include Lisbon, Portugal, and either Madrid or Barcelona, Spain. The travel package will include international airfare, accommodation, ground transportation, and academic and cultural activities such as industry visits, conferences, and university engagement.

Faculty travel costs should be incorporated into the group package.

B. Airfare

• Airfare must include group-booked economy class flights departing from and returning to Houston (IAH), with travel to

Lisbon, Portugal, and either Madrid or Barcelona, Spain. Vendors may propose the most practical routing and destination sequence based on travel simplicity, convenience, and overall value. Non-stop flights are preferred where available;

however, connecting flights may be proposed, when necessary, provided they include no more than one layover exceeding three (3) hours.

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.

• Lodging will be required in Lisbon, Portugal, and either Madrid or Barcelona, Spain, with final lodging locations and duration determined by the proposed itinerary and destination sequencing.

• Pricing should assume double occupancy for students and single occupancy for faculty/staff. Include single supplement fees and pricing for triple occupancy, if available.

• Transportation must include:

o Airport pick-up/drop-off.

o Ground transport to all scheduled site visits.

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

D. Meals

• Daily breakfast must be included at all hotels.

• A minimum of two (2) group dinners must be included during the program.

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/activity Fees.

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

• Visa/Documentation Fees: If applicable.

Cost Expectations and Feasibility

• The target budget is approximately $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 22–28 students and two faculty members, with faculty costs covered through group discounts (e.g., "buy 10, get 1 free").

The sequence of destinations shown below is for planning purposes. Vendors may propose Lisbon as either the first or second program destination based on the most efficient, convenient, and cost-effective routing. The program will include Lisbon, Portugal, and either Madrid or Barcelona, Spain. Preferred travel dates are January 5–17, 2027, with flexibility of up to two (2) days on either side. Flexibility is expected, provided the proposed itinerary meets the outlined program elements and requirements.

Day Date Location Tour / Program Needs

Day

January 5, 2027*

Houston → Lisbon, Madrid, or Barcelona

Depart Houston (IAH). Group-booked economy airfare. Vendor may propose the most practical routing based on travel simplicity, convenience, and overall value.

Day

January 6, 2027*

Lisbon, Portugal Arrival and airport transfer to hotel. Hotel check-in. Program orientation and overview. Welcome activity.

Ground transportation required.

Day

January 7, 2027*

Lisbon, Portugal Visit to a local university or business school. Campus tour and student interaction and/or opportunity to attend a relevant class where available. Industry/company visit focused on international business, marketing, emerging technology, or AI. Ground transportation required.

Day

January 8, 2027*

Lisbon, Portugal Industry/company visit or substantive experiential learning activity. Preference for opportunities allowing students to participate in a project, task, workshop, or similar engagement. Ground transportation required.

Day

January 9, 2027*

Lisbon, Portugal Industry/company visit related to marketing, technology, AI, digital transformation, or international business. Academic workshop, guest speaker, or similar educational activity. Group dinner may be scheduled. Ground transportation required.

Day

January 10, 2027*

Lisbon, Portugal Industry conference attendance if a relevant conference is available. Additional academic, industry, and/or cultural activities may be proposed. Ground transportation required.

Day

January 11, 2027*

Lisbon ↔ Madrid or Barcelona

Travel between Lisbon and the proposed Spanish destination. Hotel transfer and check-in.

Day

January 12, 2027*

Madrid or Barcelona, Spain

Industry/company visit focused on global marketing, technology, AI, or related business topics. Cultural and/or city activity. Ground transportation required.

Day

January 13, 2027*

Madrid or Barcelona, Spain

Industry conference attendance if a relevant conference is available. Alternatively, a substantive company visit, workshop, university activity, or other experiential learning opportunity may be proposed.

Ground transportation required.

Day Date Location Tour / Program Needs

Day

January 14, 2027*

Madrid or Barcelona, Spain

Visit to a local university or business school. Opportunity to attend or audit a relevant class, workshop, or lecture, where available. Student and/or faculty engagement. Ground transportation required.

Day

January 15, 2027*

Madrid or Barcelona, Spain

Industry/company visit or substantive student project/activity. Preference for meaningful interaction with participating organizations rather than multiple brief visits. Group dinner may be scheduled. Ground transportation required.

Day

January 16, 2027*

Madrid or Barcelona, Spain

Final academic and/or cultural activities. Program reflection or wrap-up activities. Free time, as itinerary permits. Ground transportation required.

Day

January 17, 2027*

Lisbon, Madrid, or Barcelona → Houston

Hotel check-out. Transfer to airport. Return economy-class flight to Houston (IAH).

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?