Request for Proposals For Travel and Tour Arrangements Nashoba Regional High School French Exchange Trip I. General Information and Proposal Submission Requirements All Proposals must be delivered by 12:00 noon on Wednesday July 13, 2016 to: Business Office Nashoba Regional School District 50 Mechanic Street Bolton, MA 01740 If, at the time of the scheduled opening, the District Office is closed due to uncontrolled events such as fire, wind, or building evacuation, the opening will be postponed until 12:00 noon on the next normal business day. Proposals will be accepted until that date and time. Please submit SEPARATE sealed price and non-price proposals in clearly marked envelopes labeled French Exchange Trip Price Proposals and French Exchange Trip Non-Price Proposals. The non-price proposal must include a non-collusion form, tax compliance certificate, and reference form. The price proposal must include an itinerary for the trip along with the proposal pricing sheets. The proposal must be signed as follows: 1) if the bidder is an individual, by her/him personally; 2) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed. The contract will be awarded within thirty (30) days after the bid opening. Questions concerning this request for proposal must be submitted in writing to: Michelle Cote, Nashoba Regional School District, 50 Mechanic Street, Bolton, MA 01740, or by email mcote@nrsd.net. Questions may be hand-delivered, mailed, or emailed. Written responses will be mailed or emailed to all proposers on record as having picked up the RFP.
The District may cancel this RFP, or reject in whole or in part any and all proposals, if the District determines that cancellation or rejection serves the best interests of the District. II. Scope of Services The purpose of this proposal is to obtain ALL INCLUSIVE per student and per adult prices for transportation, overnight accommodations, admission to, and transportation to and from, all tours/activities and meals as noted for approximately** 20 high school students and 2 Adult Chaperones of Nashoba Regional High School to travel to France. **At of the time of the proposal, the approximate number of students is 20 with 2 adult chaperones, the proposer shall allow for slight fluctuation in these numbers as more or less students become eligible to take part in the trip. Non-stop flights are preferred. The trip shall be held Friday, April 14, 2017 to Sunday, April 30, 2017 o The trip shall leave from the Nashoba Regional High School located at 12 Green Road, Bolton, MA 01740 on the day of departure (time dependent on flights secured by proposer within guidelines listed below) and will return to school late evening on the date of return. III. Quality Requirements 1. Proposers must meet the requirements as described in Section II: Scope of Services and comply with all Minimum Requirements below. 2. Proposers must have a minimum of two (2) years of satisfactory performance under at least three (3) different contracts similar in size to the proposed contract and provide references. 3. Proposers must have been in the business of assisting in the booking and planning of student trips for a minimum of three (3) years. IV. Minimum Requirements Tour Company must book all transportation, accommodations, activities for all items included in the itinerary as outlined. Per person (both student/chaperone) price shall include all transportation (Airfare/Bus/Train) to and from all points of interest listed and admission (if needed) to all points of interest (as outlined in itinerary below) Per person prices must include trip insurance to cover individual trip interruption due to illness/emergency
Itinerary (page 1) Friday, April 14, 2017 Bus Transportation from: Nashoba Regional High School 12 Green Road 01740 Bolton, MA To: Flight from: To: Logan Airport Boston, MA Boston, MA Paris, France for flight to Paris: flight to depart no earlier than 5pm. Non-stop flight preferred. Saturday April 15, 2017 Bus Transportation from: Charles de Gaulle Airport to: MIJE Hôtel Fauconnier 11, rue Fauconnier 75004 Paris France Tuesday April 18, 2017 Bus transportation (afternoon) From: MIJE Hôtel Fauconnier 11, rue Fauconnier 75004 Paris (France) To: Lycée La Providence Chemin des Vertus 76371 Dieppe (France) Tuesday April 18, 2017 to Sunday April 30, 2017 Per night/per Person cost for Overnight Accommodations in Dieppe, France (12 nights)
Itinerary (page 2) Sunday April 30, 2017 Bus transportation from: To Dieppe (Lycée La Providence) Charles de Gaulle Airport Paris, France Sunday April 30, 2017 Flight from: To Paris France Logan Airport, Boston, USA Flight to depart no earlier than 10am/no later than 4 pm. Non-stop flight preferred. Bus transportation from: to: Logan International Airport Nashoba Regional High School 12 Green Road Bolton, MA 01470 V. ADDITIONAL PRICING: Please provide prices for the following OPTIONAL ADD-ON Per Person cost for Round Trip Transportation for an OPTIONAL day trip from Dieppe to Arromanches and the American war cemetery in Colleville-sur-Mer (France).
VI. Comparative Criteria The following criteria will be used to compare and assist in determining contract award. (A) Multiple Itinerary Options: Highly Advantageous: The proposer has provided more than one possible itinerary from which the District can choose. Advantageous: The proposer has provided only one possible itinerary with all minimum requirements met. Not Advantageous: Itineraries do not meet minimum requirements. (B) Proposer s experience Highly Advantageous: The proposer has more than ten (10) years experience in booking student trips for similarly-sized clients. Advantageous: The proposer has at least three (3) but not more than ten (10) years experience in booking student trips for similarly-sized clients. Not Advantageous: The proposer does not have at least three (3) years experience in booking student trips for similarly-sized clients. VII. Rule for Award The contract will be awarded to the responsive and responsible proposer offering the most advantageous proposal, taking into consideration the itinerary options, proposer s experience as well as the proposal price (per student price and per adult price that includes ALL transportation, accommodations and activities as stated in Minimum Requirements IV).
VIII. REFERENCE FORM Name: Proposer must submit a list of THREE (3) jobs performed within the past two (2) years of similar size and scope to this project, with contact names and telephone numbers. You may attach reference pages to the Proposal as needed in lieu of writing on the actual reference page. Reference: Address: Contact: Phone: Fax: Description and date(s) of services provided: Reference: Address: Contact: Phone: Fax: Description and date(s) of services provided: Reference: Address: Contact: Phone: Fax: Description and date(s) of services provided:
IX. PRICING SHEET Travel and Tour Arrangements for Nashoba Regional High School To France Dates April 14, 2017 April 30, 2017 Nashoba Regional High School 12 Green Road Bolton, MA 01740 PROPOSER: PLEASE PROVIDE A PER STUDENT AND PER ADULT PRICE FOR ALL ITEMS AS OUTLINED IN THE SCOPE OF SERVICES. ALL INCLUSIVE PER STUDENT PRICE $ ALL INCLUSIVE PER ADULT PRICE $ Please provide a per person price for the OPTIONAL ADD ON Section V. Per Person cost for Round Trip Transportation for an OPTIONAL day trip from Dieppe to Arromanches and the American war cemetery in Colleville-sur-Mer (France). PER PERSON PRICE $
Please specify information for all transportation being used including contact information: Please attach all itineraries and pertinent information to the Pricing Sheet
X. CERTIFICATE OF NON-COLLUSION The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. Signature of individual submitting bid or proposal Name of business XI. TAX COMPLIANCE CERTIFICATION Pursuant to M.G.L. c. 62C, 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Signature of person submitting bid or proposal Name of business