DC Trip

The Oak Ridge Schools Board of Education is seeking proposals for travel accommodations for their 4th grade Safety Patrol trip to Washington, DC, scheduled for May 27-30, 2026. The procurement is a Request for Proposal (RFP) numbered 26-001, targeting a comprehensive travel package that includes roundtrip motorcoach transportation, three nights of hotel accommodations with continental breakfast, tour guides, and all admissions and entrance fees. The vendor must provide a detailed itinerary covering landmark visits such as the Lincoln Memorial, Pentagon City Mall, National Archives, and Smithsonian Institution. Bidders must submit two full copies of their proposal with original signatures by September 3, 2025, at 2:00 PM EDT. The contract will be awarded based on a 100-point scoring system, with 20 points allocated to fees, 40 points to references and experience, and 40 points to staff qualifications. Vendors are required to have a minimum of five years of experience in similar services and must provide comprehensive documentation of their capabilities, including criminal background checks for drivers, vehicle inspection reports, and liability insurance.

The RFP does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Potential bidders must meet stringent requirements, including comprehensive insurance coverage and a unique 90% refund guarantee in case of trip cancellation due to unforeseen circumstances like a pandemic. While no incumbent vendor is identified, the contract appears to be for a one-time annual trip for the 4th grade Safety Patrol. The procurement is specific to Anderson County, Tennessee, and targets a travel services provider capable of managing a complex multi-day educational trip for students. Although the exact budget is not specified, the comprehensive nature of the required services suggests a significant investment in student travel and educational experiences. Vendors should be prepared to demonstrate not only logistical capabilities but also a strong commitment to student safety and educational enrichment.