Wildwood Middle School Band Trip 2026

The Rockwood School District in Missouri is seeking proposals for comprehensive travel services for the Wildwood Middle School band trip to Chicago in April 2026. The Request for Proposals (RFP) solicits vendors to provide transportation, accommodations, and activities for approximately 100 students, 3 staff members, and 10-12 chaperones for a two-day, one-night educational performance trip. Specific deliverables include charter bus transportation with two 56-passenger buses, hotel accommodations on a quad occupancy basis, prepaid meals, chaperone packages, and performance fees for 1-2 ensembles at the Festival of Music at Harper College. Additional required services encompass activities such as the Willis Tower Skydeck, Chicago River Architecture Boat Tour, Museum of Science & Industry, and a Broadway-style show. The procurement will be conducted through an online bidding portal, with key dates including an RFP issue date of August 1, 2025, and a proposal submission deadline of August 29, 2025, at 2:00 PM CST. Evaluation criteria will focus on overall content, cost, experience, qualifications, and the quality of proposed service delivery.

The RFP requires vendors to demonstrate business stability, experience with school district travel, and compliance with specific legal requirements. Proposers must complete an E-Verify Business Entity Certification, confirming work authorization for employees and compliance with Missouri state law sections 285.525 and 285.530. The district mandates that successful vendors maintain specific insurance coverage and adhere to nondiscrimination policies. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the proposal requires detailed documentation of business qualifications, including company history, personnel, and references. The contract is anticipated to commence on September 26, 2025, and run through April 2026, with the total trip budget likely encompassing transportation, accommodations, meals, performance fees, and activity costs for approximately 115 total participants. Proposers must submit a comprehensive proposal demonstrating their capability to manage all logistical aspects of this educational band performance trip to Chicago.