Washington DC field trip school 309

Buffalo Public Schools, specifically East Community High School located in Erie County, New York, is seeking a vendor to organize and plan a comprehensive travel services package for a 2-night, 3-day field trip to Washington, DC for up to 40 students and 8 adults scheduled for May 27-29, 2026. The procurement is a Request for Bid (RFB) that requires a full-service travel provider to manage all aspects of the trip, including transportation (via bus or airline), lodging (8 adult rooms and 20 student rooms), full meal service, and comprehensive itinerary planning. Specific trip activities include visits to the African American Museum, Howard University, National Harbor, the White House, Library of Congress, and various Smithsonian Museums. The solicitation requires vendors to submit a detailed price breakdown by number of students and adults, a day-by-day agenda with hourly time breakdowns, and include additional deliverables such as drawstring backpacks, t-shirts, journals, and pens for participants. Key submission deadlines include a question period ending January 5, 2026, at 8:00 AM, with answers posted by January 9, 2026, and final proposal submissions due January 22, 2026, at 12:00 PM EST through the Bonfire portal, with a tentative contract award date of February 11, 2026.

The procurement includes specific requirements for Minority and Women-Owned Business Enterprises (MWBE), mandating that vendors complete a Subcontractor Listing and MWBE Utilization Plan documenting any subcontractors and their certification status. Vendors must submit comprehensive documentation including a completed offering questionnaire, current W-9, certificate of liability insurance, Equal Employment Opportunity Employee Information Report, non-collusive bidding certification, and three client references. Insurance requirements are stringent, with minimum bodily injury coverage of $500,000 per person and $1,000,000 per accident, and property damage liability of $300,000. While no specific award value is explicitly stated, the detailed requirements suggest a comprehensive and potentially significant contract value commensurate with organizing a multi-day field trip for 48 total participants. The procurement is subject to New York State Finance Law restrictions, including regulations on vendor communications during the procurement process, and successful vendors must comply with debarment reviews and anti-lobbying certifications.