Music Department International Tour 2027

Project Overview Central Lakes College invites qualified tour companies to submit proposals for providing comprehensive travel, logistical, and student support services for the 2027 European Music Department Faculty-Led Program. The selected provider will ensure a safe, educational, and culturally enriching experience for all participants. Respondents must provide detailed responses to each section outlined in this RFP. Prior experience with European cruises and music/cultural tours in England, Spain, and Portugal is preferred but not mandatory. Program Description This program offers students a unique travel-study opportunity focused on music, art, culture, language, natural history, and geography of selected European countries. Pre-trip classroom sessions will prepare students for travel, while post-trip sessions will emphasize reflection and collaborative learning. Note: All travel expenses are the responsibility of participating students. Travel Overview Duration: 10 to 12-day tour in the date range of June 21, 2027 and July 5, 2027. Group size: Up to 53 travelers. Itinerary Highlights: Arrival at Heathrow International Airport Two nights in London Cruise departing from England, visiting ports and locations that maximize cultural learning and educational experiences. Return flights from London to the USA. The crusie will terminate in England with returning flights to USA from Heathrow International airport. Ground Transportation: Central Lakes College will arrange ground transportation to Minneapolis International Airport (MSP) from Brainerd, MN and return ground transportation to Brainerd, MN from MSP. See tentative itinerary attached to the RFP. Participation Demographics Adults (18+) and minors accompanied by a parent/legal guardian Primarily English-speaking; translation services may be required for certain excursions No current need for sign language interpreters, but please indicate your ability to provide such services if needed Student discounts for excursions and events are encouraged to help manage costs Methods of Travel Air - Major Air Carrier. All participants will fly on one plane for both the departure and return flight. Cruise Ship - a cruise line reputable for groups with accomodations and features and experiences similarly provided by Voyageur Class ships. Examples of activities or amenities on the cruise ship may be bars, resturants, pools or waterslides, shopping, productions like musicals, comedies or variety shows. Ground Transportation - provide ground transportation of participants and luggage from airport to lodging, from lodging to ports, from lodging to tour destinations, during cruise excursions, from port to lodging, and to airport. The package prices will comprise all taxes, fees, gratuities, transfers, flight accomodations and excursions. Lodging Hotel accomodations in London and South Hampton must allow: for single and double accomodations equivalent to a 3-Star USA hotel rating. Expedited check-in with storage facilities for all luggage if early check-in is unavailable, is required. Accomodations prior to and/or following the cruise or during any extended stays, must be in a respectable lodging facility that will accommodate the entire group, be in close proximty to food and cultural events, with a proven track record of safety and security of person and property. Cruise Accommodations: One person to a bed on the cruise ship. Please list the package price for all room options below: Interior - Quad, Triple, Double, Single Oceanview - Quad, Triple, Double, Single Balcony - Quad, Triple, Double, Single Special pricing for room requests outside of proposal will be bid at market-value, and will be the responsibility of the traveling parties. Rooms that need accomodations for special needs and accessibiliities will be at the same price as the group package regardless of the total number of rooms. The package prices will comprise all taxes, fees, and gratuities. Food On-ship food and beverages will be provided. Off-ship food and beverages will be the responsibility of the participants. The tour company will schedule and and guarantee late dining for the entire group while on the cruise ship. Dedicated Tour Staffing Requirements The tour company will provide a trained and experienced group leader for the duration of the tour. The tour company will be responsible for all expenses related to the group leader. The group leader will meet the group at the airport in London and remain with the group through the departure airport, including on group tours and excursions. Each participant will be provided with emergency contacts and protocols. Local guides will be made available for tour excursions. Account Management and Payments Tour company manages: Billing and payments, including deposits and any ancillary fees. Online portal for participants to view account status. Clear cancellation and transfer policy required. No alternative travel arrangements for individual participants. Pricing Policies Fixed pricing upon contract signing; no increases for any reason The tour company will provide One (1) complimentary package per 25 paid participants, including flight, cruise, transports, all fee gratuities and taxes. The tour company will include a travel insurance policy, including concellation for any reason. Selection Process The selection process includes the Vice President of Academic and Student Affairs, Vice President of Administrative Services, Dean of Liberal Arts, Music Faculty, and Purchasing Staff. This group will evaluate the proposals and make the final decision. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective 2/15/2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be for a time period sufficent to successfully carry out the obligations of the proposed event. If Minnesota State and Resondent are unable to negotiate and sign a contract by 2/15/2026, then Minnesota State reserves the right to seek an alternative Respondent(s). Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: No. Factor Weight 1. Travel Managment/Itinerary Compliance: Systems and processes that will help with ease of travel planning and travel execution 20 2. Account Management: Ease and Convenience 20 3. Academic Fit: Connection to Purpose 10 4. Qualifications: Experience of its personnel who are committed to work on the contract will be given greter weight 30 5. Health/Safety/Risk Management Experience 20 6. Financial Ability 10 7. Cost and Value 40 Total 150