Student Travel Tour Groups

The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified Suppliers for student travel tour services for Canyons School District (CSD). This RFP is intended to result in multiple award contracts to qualified suppliers who can meet the District's needs while ensuring safety, educational value, and affordability as defined further in the Scope Of Work.  
Proposals should address the varied travel requirements of CSD, including small groups, large groups, both in and out-of-state travel. Suppliers are not required to submit proposals for all group sizes or travel destinations, as this is a multi-award RFP. CSD will consider awarding contracts to suppliers based on their ability to meet specific travel needs, whether for smaller local trips or larger out of state trips.  
This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier.
  Proposals will be opened electronically within five (5) business days of the closing of the solicitation.
 
Eligibility Requirements
  Agency must meet all of the following minimum Qualifications.
The proposing Supplier must be properly licensed to do business in the State of Utah. Agency must possess the necessary insurance coverage to cover any travel related liability or risk for any participating Eligible User. This coverage must meet or exceed State Risk Management and CSD requirements. Agency must comply with all CSD Travel Policies. See our Policy in the Attachments. 
  General Information  
A. Inquiries All inquiries relative to this RFP must be submitted through Ion Wave and will be answered through and Ion Wave up to the Q & A deadline.   B. RFP Award When the award is made, it will be posted in Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Ion Wave as well.
  C. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in plan options, schedules, and offerings (applicable if samples are requested and evaluated).
  D. Contract Period This agreement shall commence on the date of the RFP award by the Board of Education and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term.
  E. Contract Pricing The contract will be a Firm Fixed Price Contract. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier.     Scope of Work:
Comprehensive travel arrangements for student groups. This will include transportation, lodging, meals, activities and guided tours.  Detailed itineraries that align with the districts educational goals and adhere to the safety and supervision requirements.  Communication plans to ensure parts/guardians, staff and students are informed of trip details, emergencies, contingency plans and updates.  Ability to provide 24/7 emergency travel services. Must be able to respond with in 1 hour maximum for groups needing assistance while on trips and 1-2 days for other groups needing assistance. Ability to provide itemized invoicing.
  Technical Proposal Requirements Proposing Suppliers are expected to complete Schedules A-E (in Attachments) and upload as part of of their proposal. Schedule F (Price) should be uploaded as a separate file.
 

Evaluation of Proposals Evaluation Criteria  CSD will evaluate each proposal submitted based on responsiveness to CSD’s overall needs. The award of contract, if made, will be to the supplier(s) who are responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP.     n/a: Certification of Proposal (Schedule A)     10 Points:     Executive Summary (Schedule B)        25 Points:     Qualifications/Experience (Schedule C)          25 Points:     Detailed Response (Schedule D)     10 Points:     References (Schedule E)     30 Points:     Price Proposal (Schedule F)
  Evaluation Method The schedules will be scored by an evaluation committee. Evaluators will score each section 1-5 (1 being low and 5 being high). Scores will then be multiplied by a specified number (see the example evaluation sheet.   Schedule F (Price) will be evaluated by the Purchasing Agent using the following point weight method: (Lowest Proposed Price / Each Individual Proposed Price) x 30 Points.   NOTE: If price proposals are unclear and clarification is needed, the Purchasing Agent reserves the right to request a best and final offer from all submitting Suppliers.