OUR STORY PROJECT NEW ORLEANS FIELD TRIP

BPS Culturally and Linguistically Responsive Initiatives is planning a three-night, four-day trip for 12 adults and 60 students to New Orleans, Louisiana on April 19 – April 22, 2027. We are seeking a vendor to organize and plan travel and itinerary for all aspects of travel listed in the scope of work.

The vendor will plan one three-night, four-day trip for 12 adults and 60 students to New Orleans, Louisiana on April 19 – April 22, 2027.

3-night, 4-day for 12 chaperones and 60 students travel itinerary to include the following components:

• Transportation (Must include roundtrip baggage fees)
• Day 1 – Travel by plane from Buffalo to New Orleans (direct flights) with a departure before 8:00 am is preferable. Roundtrip coach bus travel from airport to hotel for all travelers, including coach bus to and from all tour locations.
• Day 2 - 3 –Transportation throughout all excursions and hotel.
• Day 4–Evening departure back to Buffalo, NY with baggage included with arrival no later than 10pm.
• Lodging: At least 3.5 Star hotel lodging with pool
• Secure 8 rooms for chaperones and 15 rooms for students (4 students in each room); preferred amenities include male students on one floor and female students on a different floor.
• One male and one female security officer provided for student occupied hotel floors from 10PM to 7AM nightly.
• Meals for the duration of the trip, including breakfast, lunch, dinner, dessert, salad, along with snacks for all students and chaperones. Hot breakfast provided at hotel. Culturally relevant lunch/dinner that is authentic to the location visiting. Limited chain restaurants.
• Breakfast, lunch and dinner provided on all four days; non-repetitive meals.
• Meal options for vegan and halal attendees.
• All meals provided must be enough for the total number of attendees.
• Healthy snacks and two waters for all travelers provided daily for the entire trip.
• One knowledgeable tour guide per bus
• Activities to include, but are not limited to: State Capitol, The Munch Factory, Louisiana Civil Rights Museum, All Bout Dat Tours, The McKenna Museum, Amistad Research Center, Whitney Plantation & Swamp Tour, New Orleans African American Museum, New Orleans Slave Trade Tour, French Quarter-French Market, Jackson Square, the Cabildo, New Orleans Haunted History Tour, Buccaneer Bay Water Park or Blue Bayou Water Park

The proposal must include all of the following components:

1. Price for the trip entire trip.
2. The price should include the grand total, including any gratuity.
3. The proposal broken down by the number of students and adult. Please include price per student.
4. Additionally, the proposal should be broken down by events. For events with 1 individual cost, i.e. A bus – that should be listed separately.
5. The proposal must include a day-by-day agenda, that should also include a daily breakdown of time.

A travel agent to serve as our main contact who will be accessible prior to the trip to finalize plans. A travel agent as our main contact who will be accessible during the trip to trouble shoot any issues. Detailed travel itineraries.

**Electronic submittal** is ALLOWED (and encouraged) via BPS BONFIRE portal at: https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes. Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Basis of Award: Best Value. Insurance is required: Yes. Response Surety ("Bid Bond"): No. Performance Bond Required: No. Formal contract required: Yes. Proposals valid for: 90 days past closing.

Initial Award & Contract Term: 12/31/2026. Extensions: N/A. Maximum Term End: [07/01/2027]. Tentative Award: 12/16/2026.

Responses will be evaluated by a cross functional team consisting of subject matter experts and a Purchasing representative. Respondents may be required to present once, at the District's discretion, which will include a question and answer session with the evaluation team.