Washington DC field trip school 53

Buffalo Public Schools, specifically School #53 located in Erie County, New York, is seeking a vendor to organize and execute a comprehensive 2-night, 3-day educational field trip to Washington DC for 14 students and 3 adults, scheduled for March 30 - April 1, 2026. The procurement is a competitive bid solicitation requiring a vendor to provide an all-inclusive travel package that encompasses transportation (via bus or airline from Buffalo), hotel accommodations (3 adult rooms, 4 student rooms), full meal service, and organized educational activities. Specific deliverables include guided tours of the National Museum of African American History and Culture, National Mall, monuments, Howard University, National Harbor, and boat rides from the Wharf. The vendor must also provide souvenir items like branded drawstring backpacks, t-shirts, journals, and pens for all participants. Key procurement dates include December 8, 2025, at 8:00 AM for questions, December 12, 2025, at 4:00 PM for question responses, and the bid closing on December 23, 2025, at 12:00 PM, with a tentative award date of January 21, 2026. Vendors must submit detailed pricing proposals with all-inclusive costs, itemized breakdowns, and a comprehensive day-by-day agenda with hourly time allocations.

The procurement appears to have specific requirements for vendor qualifications, including submission of current W-9 forms, liability insurance certificates, Equal Employment Opportunity Employee Information Reports, non-collusive bidding certifications, and at least three client references. While the documents suggest openness to subcontractors, full documentation will be required for any third-party involvement. The bid includes provisions for Minority and Women-Owned Business Enterprises (MWBE), with vendors required to complete a Subcontractor Listing and MWBE Utilization Plan that identifies subcontractors' certification status and percentage of contract value. Though specific budget ranges are not explicitly stated, the comprehensive nature of the required services suggests a substantial contract value. Vendors must adhere to strict communication restrictions during the procurement process, with potential disqualification for inappropriate contact with district personnel. The contract will remain valid for 90 days past the closing date, and while no response surety or performance bond is required, a formal contract will be issued to the selected vendor.