Project Overview Southwest Minnesota State University is requesting proposals from education abroad and tour vendors to implement a faculty/coach-led high-performance volleyball in Italy and Greece. The primary purpose of this program is to provide student-athletes with a unique opportunity to gain global perspectives through international volleyball competition and cultural immersion, therby fostering global citizenship and a unique educational experience. The slected provider must demonstrate expertise in managing operational logistics, includingcomprehensive risk management, accommodations, transportation, and specialized athletic requirements (match coordination and training facilties). Technical/Functional Requirements This program is scheduled to take place in June 2026, with the exact dates to be finalized upon contract award. The proposal must include an all-inclusive package covering the following requirements: Duration: 10 days and 11 nights. Destinations: Italy and Greece. (Milan, 3 nights; Rome, 3 nights; Nafplio, 2 nights; and Athens, 2 nights). The Group lodging is expected that everyone in the group will stay at the same lodging facility. Transportation: Round-trip international airfare (Minneaplis, MN -MSP is prefered), all dedicated ground transportation (including airport transfers and travel between cities/venues). The Group is expected to fly on the same flights together. Meals: Provision of all meals (breakfast, lunch, and dinner) from the arival to depture. Meals must adhere to high-performance athlete nutrition standards. Athletic & Cultural Logistics: The vendor must secure and manage all logistics, including five (5) high-quality exhibition matches against appropriate competitive teams, access to quality training facilities/gym time, and all entrance fees for required cultural excursions/site attractions. Estimated per person cost for site seeing is expected to be between $250 to $440 per person for the length of the trip. Budget The budget for this contract is anticipated to be $130,000 for the services of the contract, with a goal of travel costs at or below $5,000 per traveler. This budget includes: Round trip Airfare, Lodging, meals, ground transportation in Italy and Greece, five (5) volleyball matches, and site attractions. Selection Process The selection process includes Vice President for Athletics, Head Volleyball Coach This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 5% Work Plan. A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. The Itinerary, Athletic Matches, and logistics. 25% Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 30% Qualifications of Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 20% Completeness, thoroughness and detail of the response Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 20% Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective January 31, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 9 MONTHS. If Minnesota State and Respondent are unable to negotiate and sign a contract by [Insert Specific Date], then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.
