Music-Choral Performance Faculty-led Program: Prague, Czech Republic

Project Overview Minnesota State is requesting proposals from qualified education abroad and away vendors, specializing in performance-based music to implement a Music-Choral Performance faculty-led program to the Czech Republic (Prague) for Minnesota State University, Mankato. Minnesota State prefers to hire a vendor that is already fully developed and used by an existing client base, but which can be customized to meet our specific needs. We desire a vendor that is educator-focused with the ability to arrange performance opportunities and audiences at historic and cultural sites and that does not require our faculty to handle the majority of the logistical and risk management aspects of the student-facing program. Technical/Functional Requirement This faculty-led program is scheduled to take place Spring 2027: May 10-17, 2027. Please see Attachment A and Attachment B for detailed information. Selection Process The selection process includes Director, Center for Global Engagement, Assistant Director, Center for Global Engagement, and one faculty member or designee from the requested program the RFP is addressing. 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. Adhearance to Minnesota State Terms and Conditions. 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. 25% Cost/Value. Price (or price in relation to level of service to be provided) 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. 20% Total: 100 Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective August 20, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be approximately ten (10) months. If Minnesota State and Respondent are unable to negotiate and sign a contract by August 20, 2026, 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. Tentative Schedule of Solicitation The dates noted below are estimates but are reasonable for the purposes of presenting deadlines. All sourcing event-related communications is managed and track via Minnesota State Electronic Sourcing Solution. Key Dates Timeline Wednesday, June 17, 2026 RFP is publised on minnstate.edu/vendors webpage. Friday, June, 26, 2026; 2:00 PM CT Deadline for Vendor to submit clarifying questions via electronic platform only. Tuesday, June 30, 2026 Deadline to publish responses to RFP questions via electronic platform only. Wednesday, July 15, 2026; 2:00 PM CT Deadline for Vendor RFP proposal submissions via electronic platform only. July, 2026 Vendor(s) selected and notified Minnesota State reserves the right to not award a contract. The dates noted above are estimates but are reasonable for the purposes of presenting deadlines. 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.