DC Trip

The Oak Ridge Schools Board of Education is seeking proposals for a comprehensive travel accommodation package for their 4th Grade Safety Patrol trip to Washington, DC, scheduled for June 3-6, 2026. The Request for Proposal (RFP) 26-001A requires vendors to provide complete travel services, including roundtrip motorcoach transportation departing from Oak Ridge High School, three nights of hotel accommodations with continental breakfast, tour guides, and all necessary admissions and entrance fees. The vendor must also secure group and medical insurance and develop a detailed itinerary covering landmark visits such as the Lincoln Memorial, Pentagon City Mall, National Archives, and Smithsonian Institution. The proposal requires two full copies submitted to Mary Ann Riley, Purchasing Specialist, by 2:00 PM EDT on October 8, 2025. The total group size will be 90 students and 12 chaperones, with specific room arrangement requirements including complimentary chaperone accommodations. Evaluation of proposals will be based on a 100-point system: fees (20 points), references and experience (40 points), and staff qualifications (40 points).

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Vendors must provide per-person rates for 4-person occupancy configurations for groups of 25 and 40 persons, and have the option to offer travel insurance. A critical contractual requirement is that the vendor must agree to refund 90% of all charges if the trip is cancelled due to unexpected circumstances like a pandemic. While the specific budget range is not explicitly stated, vendors will need to provide comprehensive pricing for the entire travel package. The solicitation appears open to travel agencies, tour operators, and transportation companies with demonstrated experience in organizing educational group travel, particularly those with expertise in coordinating student trips to Washington, DC. No information is provided about incumbent vendors or existing technological infrastructure that would require integration with the selected vendor's services.