Study Abroad Program in Japan: May 25, 2025-June 5, 2025

The University of Houston-Downtown (UHD) has issued a Request for Proposal (RFP 784-25-2402-1) for a comprehensive study abroad program in Japan scheduled from May 25 to June 5, 2025. The procurement seeks a travel services provider to manage a 12-day educational experience for 20 students and 2 faculty members, requiring round-trip coach airfare from Houston, 3-star or higher hotel accommodations, ground transportation, and guided tours across Tokyo, Osaka, and Kyoto. The program mandates specific logistical services including industrial facility tours, academic engagements, cultural visits, and group dinners. Evaluation criteria will assess vendors on established professional connections in Japan (20 points), pricing (20 points), direct Japan travel experience (15 points), overall study abroad travel experience (15 points), tour plan quality (15 points), and references (15 points). Key dates include an inquiry deadline of January 21, 2025, Q&A addendum posting on January 23, 2025, and a proposal submission deadline of February 7, 2025, at 3 PM CST, with comprehensive proposals requiring two printed ring-binder copies and an electronic USB version.

The RFP includes a Historically Underutilized Business (HUB) Subcontracting Plan with a 9% participation goal for Texas-certified minority or disadvantaged businesses, requiring prime contractors to demonstrate good faith efforts in engaging HUB vendors. Insurance requirements are stringent, mandating $1 million in commercial general liability coverage and $5 million in professional liability coverage, with flexibility for vendors with Japanese insurance standards to submit alternative coverage for university risk management review. The target price is set at $6,000 or less per participant, with an estimated total contract value of approximately $132,000. Vendors must complete multiple compliance documents, including an Execution of Offer form, HUB Subcontracting Plan, and a Standard Purchasing Agreement template. The university encourages vendors to propose cost-saving alternatives and will require detailed documentation of business/industrial visits, with the institution already having two existing business contacts and seeking 2-3 additional industrial facility tours at locations such as Nissan, Toyota, seaports, or trading houses.