SCHOOL BOARD OF BREVARD COUNTY, FLORIDA BOARD AGENDA ITEM December 13, 2016
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1 SCHOOL BOARD OF BREVARD COUNTY, FLORIDA BOARD AGENDA ITEM December 13, 2016 DEPARTMENT/SCHOOL INITIATED AGREEMENT BW #17-BW-041 Grad Bash and Gradventure (BW) Bids Waived (CA) Consultant Agreement (SSA) Sales and Services Agreement REQUESTOR: Secondary Office of Leading and Learning Legal Review: Yes No VENDOR NAME AMOUNT AWARDED REQUIRED PRODUCTS/SERVICES Universal Studios Educational Experiences Total Variable Variable $350,000.00/year Grad Bash and Gradventure Events for Middle, Junior and Senior High School Student at the end of the year Contract Renewal Recurring Contract New Contract New Contract Amount $350,000.00/year Previous Contract Amount $303, Variance $46, PRICE INCREASE / DECREASE EXPLANATION: New contract amount is based on the estimated amount of participants and ticket prices in the current year. DISCUSSION: Grad Bash and Gradventure are events that take place at Universal Studios every year. Grad Bash is a program for Senior High students, Gradventure is for Middle or Junior High level students. Several schools participate in both programs, and some do not participate at all. Exhibit A provides the numbers of participants. While tickets can be purchased directly from Universal Studios, Educational Experiences is one of Universal s Youth Program s largest travel partners and event coordinator that sells tickets at the same price as Universal Studios. Approximately 3040 students will be attending this event between April 17 and May 2 of Grad Bash and Gradventure tickets include registration, admission to theme parks, City Walk food and entertainments, and live performances. There will be no cost to the school or District to conduct this field trip. CONTRACT TERM: The initial contract term shall commence December 14, 2016 and continue until June 30, RECOMMENDATION: It is the recommendation of Dr. Laura Rhinehart, Assistant Superintendent of Secondary Office of Leading and Learning, to approve the above listed field trip for Grad Bash and Gradventure in the amount of $350,000/year. AUTHORITY FOR ACTION: Florida Administrative Code 6A OFFICE OF PURCHASING SERVICES 2700 JUDGE FRAN JAMIESON WAY VIERA, FL
2 Grad Bash 2017 High School Students Total Cost Bayside 200 $20, Cocoa High 100 $10, Cocoa Beach Jr/Sr High 150 $15, Edgewood Jr/Sr High 130 $13, Space Coast Jr/Sr High 200 $20, Heritage High 250 $25, Melbourne High 150 $15, Merritt Island High 0 $0.00 Palm Bay Magnet High 150 $15, Rockledge High 200 $20, Satellite High 100 $10, Titusville High 160 $16, Viera High 250 $25, West Shore Jr/Sr High 110 $11, TOTAL (estimated) 2040 $205, Early reserve price (includes City Walk Pre-Party) $ *Free admission for one chaperone per every 10 students
3 Gradventure 2017 (Middle/Jr.High students) School Students Total Cost Central Middle 200 $13, Hoover Middle 200 $13, Southwest Middle 120 $7, Stone Middle 250 $17, DeLaura Middle 0 $0.00 Johnson Middle 0 $0.00 Kennedy Middle 0 $0.00 McNair Magnet 0 $0.00 Jackson Middle 0 $0.00 Westshore Jr/Sr High 0 $0.00 Cocoa Beach Jr/Sr High 150 $10, Space Coast Jr/Sr High 100 $6, Edgewood Jr/Sr High 130 $9, Jefferson Middle 0 $0.00 Madison Middle 100 $6, TOTAL (estimated) 1000 $86, Early reserve price $69.99 *Free admission for one chaperone per every 10 students
4 Grad Bash'17 Rates School Direct School Direct regular* rate+tax early-reserve** rate+tax Grad Bash parks CityWalk Pre-Party Grad Bash Mix-In Youth Dining Card GB with 1day base GB with 1day ptp GB with 2day base GB with 2day ptp GB with 3day ptp Universal Orlando's Grad Bash '17 April 7, 21, 28, 29 *reserved AFTER 10/01/16 **reserved by 10/01/16 9/21/2016
5 Gradventure '17 Pricing School Direct regular rate+tax early-reserve* rate+tax Gradventure $79.99 $85.19 $69.99 $74.54 * For reservations placed by 10/01/16 Universal's Gradventure May 5, 12, 19, 2017 Price includes admission to Islands of Adventure and Universal Studios during Gradventure event and Gradventure Meal Voucher For more information please visit UniversalOrlandoYouth.com/Gradventure or call YOUTH15.
6 GRAD BASH 2017: Port of Entry Package Grad Bash Event Only April 7 th, April 21 st, April 28 th, or April 29 th Reserve by Oct. 7:00 PM 2:00 AM Arrive at Universal Orlando via specified entrance. Admission to Universal s Grad Bash 2017 at Islands of Adventure AND Universal Studios Enjoy DJ Dance Party Zones and live entertainment. Explore the park s thrilling rides! Depart park for home. Event Pricing for Grad Bash (Before October 1 st ): $69.99 per person (After October 1 st ) Price increases to $79.99 per person *Transportation not included. Package Includes: Admission to Islands of Adventure AND Universal Studios for Grad Bash 2017 Participation in all Grad Bash 2017 Activities $3,000,000 Liability Insurance One Teacher/Chaperone Free for every 10 Paid Students (Optional Add-Ons): Grad Bash Mix-In: Includes early admission to Universal Studios and Islands of Adventure at 4pm! Participants will be mixed in with day guests until the parks official close at 6pm. *Add $10 Dining Card: Good for one meal & can be purchased for students & chaperones. Complimentary tickets not available for dining plan. *Add $16.50 City Walk Pre-Party: Get the party started early at 5pm! Drop into select City Walk clubs and the upper promenade for a block party featuring live entertainment, all you can eat food and other refreshments! *Add $30.99 Educational Experiences Doyle Road Suite 2, Deltona, FL Universal elements and all related indicia TM & 2016 Universal Studios Florida. All rights reserved.
7 Universal s Middle School Gradventure May 5 th, May 12 th, or 19 th, PM Early Admission to Universal Studios for Gradventure Ride Transformers: The Ride-3D, Harry Potter and the Escape from Gringotts, Hollywood Rip Ride Rock it, Despicable Me Minion Mayhem, Revenge of the Mummy, Men In Black, and the ALL new Wizarding World of Harry Potter. 7 PM Crossover to Islands of Adventure for Gradventure opens Enjoy street entertainment, thrilling, rides, dance zones, and more! Snacks available for cash purchase only no vouchers. Dinner- Meal Voucher available for use at participating restaurants in either park. 12 AM Depart Park Register BEFORE October 1: $69.99 per person AFTER October 1: $79.99 per person Inclusions: Admission to Universal s Middle School Gradventure *Islands of Adventure AND Universal Studios Participation in all activities Dinner available at various restaurants in either park FREE Universal Express pass for Chaperones $3,000,000 Liability Insurance One Free Chaperone for every 10 students *Transportation not included. Educational Experiences 1780 Doyle Road, Suite 2, Deltona, FL Fax:
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