NARP NEW YORK CITY FIELD TRIP

BPS Culturally and Linguistically Responsive Initiatives (Native American Resource Program) is planning a two-night, three-day trip for 5 adults and 20 students to NYC on June 8-10, 2027. We are seeking a vendor to organize and plan travel and itinerary for all aspects of travel listed in the scope of work.

The vendor will plan a two-night, three-day trip for 5 adults and 20 students to NYC on June 8-10, 2027.

2-night, 3-day for 5 chaperones and 20 students travel itinerary to include the following components:

• Transportation (Coach Bus)
• Day 1 – Travel by bus from Buffalo to NYC, with a departure at 5:00 am is preferable. Roundtrip coach bus travel to hotel for all travelers, including coach bus to and from all tour locations.
• Day 2–Transportation throughout all excursions and hotel.
• Day 3–Afternoon departure back to Buffalo, NY with baggage included with arrival no later than 11pm.
• Lodging: At least 3.5 Star hotel lodging with pool in the borough of Manhattan. Secure 4 (2 singles, 2 double) rooms for chaperones and 6 rooms for students (4 students in each room); preferred amenities.
• On a separate quote, meals for the duration of the trip, including breakfast, lunch, dinner, dessert, salad, along with snacks for all students and chaperones. Hot breakfast provided at hotel. Culturally relevant lunch/dinner that is authentic to the location visiting. Limited chain restaurants.
• Breakfast, lunch and dinner provided on all three days; non-repetitive meals. (Please put meals on a separate quote, as the funds for this trip cannot be applied for food.)
• Meal options for vegan attendees.
• All meals provided must be enough for the total number of attendees.
• Healthy snacks and two waters for all travelers provided daily for the entire trip.
• One knowledgeable tour guide
• Activities to include, but are not limited to: Native American Museum (Smithsonian); Empire State Building (Top Deck 102nd and 86th floor, evening tour-sunset); Museum of Ice Cream; Statue of Liberty/Ellis Island; Times Square/Red Stairs (evening); 911 Memorial Museum; Brooklyn Museum (Arts of Americas); Inwood Hill Park Tour; Indigenous Central Park Tour; Brooklyn Bridge; American Museum of Natural History (Northwest Coast Hall)

The proposal must include all of the following components:

1. Price for the trip entire trip.
- The price should include the grand total, including any gratuity.
- The proposal broken down by the number of students and adult. Please include price per student.
- Additionally, the proposal should be broken down by events. For events with 1 individual cost, i.e. A bus – that should be listed separately.
2. The proposal must include a day-by-day agenda, that should also include a daily breakdown of time.

Technical support and services to include:

• A travel agent to serve as our main contact who will be accessible prior to the trip to finalize plans
• A travel agent as our main contact who will be accessible during the trip to trouble shoot any issues
• Detailed travel itineraries

Project planning – vendor will provide a project plan that includes a schedule based on Project Management best practice. Project design – vendor will provide travel itineraries. Development – final itinerary will be done in consultation with the school.

**Submission:** Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities. Only one method of submittal should be used. Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of **Nov 20, 2026 12:00 PM EST**.

Public Opening Time and Location: Thursday November 19, 2026, 12:00 PM – 816 City Hall Buffalo, NY 14202

Basis of Award: Best Value. Award may be split among respondents: No. Subcontractors may be used: Yes. Insurance is required: Yes. Response Surety ("Bid Bond"): No. Performance Bond Required: No. Formal contract required: Yes. Proposals valid for: 90 days past closing.

Initial Award & Contract Term: 12/31/2026-6/30/2027. Extensions: N/A. Maximum Term End: 6/30/2027.

**Required** responses include the *Offering Questionnaire*, a current W-9, a current Certificate of Liability Insurance, the *Equal Employment Opportunity Employee Information Report*, the signed *Non-Collusive Bidding Certification*, a list of at least three (3) client references, and a cost proposal in the requested format.