Band Tour - Greek Isles 2025

Project Overview Central Lakes College is seeking a tour company to provide logistical and student services support for the 2025 Greek Isles Music Faculty-Led Program. Respondents should submit a detailed response addressing each of the areas below. See the buyer's attachment section for previous program details for more information. Program Description Students in this course will participate in a travel-study trip. Topics of the study may include music, art, culture, language, natural history, geoscience, and geography of the country of focus. Classroom time prior to the trip will involve basic lessons and preparation for travel. Post-trip classroom meetings will emphasize a shared reflection of travel experience and learning. This assessment will be shared with the class for the purpose of collaborative learning. NOTE: The travel-study trip is required. Travel expenses are the responsibility of the students who elect to travel. Minimum Requirements Travel Overview • A 10-12 day

tour in the date range of June 4th-20th, 2025 • Group Size 32 to 96 travelers. • A cruise to the Greek Isles on a ship as the primary transportation and accommodations of the tour with amenities as outlined below and in the attachment, with the facility capacity for the entire group to meet daily • Two-Three night stay in Athens, Greece prior to cruise including one group excursion in Athens (see Figure 1 on example itinerary attached) • One additional excursion in Ephesus, Turkey (see Figure 2 on example itinerary attached) Seeking two travel options: 1. One with instruments (2 checked bags) - the first bag would be a personal suitcase or travel bag and the second bag would be a musical instrument, typical of what you would see in a standard marching band. Sizes would range from small(similar to a flute or clarinet) to larger like tuba or drums or keyboards) We are seeking plans for storage, transportation, safe handling and accessibility of instruments on cruise, excursions, and to and from destinations. Having access while on the ship is critical as there may be planned and unplanned(impromptu) band events 2. One without instruments (1 checked bag) - This would be plans for one typical suitcase or travel bag with normal use, transportation and handling typical of an event like this. Plus a carry-on. Participant Demographics • The tour participants will consist of adults, 18 yrs old or older, and minors, under 18 yrs old accompanied by parent/legal guardian. • Primarily English speakers so translators are needed for potential stops and tours • No known Sign language interpreter needs at this time but please address your experience and abilities to provide should they be needed. • Since a large portion of the group will be students, please consider and report any student discount rate opportunities that they might help control cost of excursions and other events. Methods of Travel ( including to/from airport, from airport to port and return) • Air - Major Air Carrier - All participants will fly on one plane for both the departure and return flight. Description • Ground transportation - provide ground transportation of participants and luggage (and potentially band instruments) from airports to lodging, from lodging to ports, from hotels to tour destinations, during cruise excursions, from port to lodging and to airport(s). • Walking/hiking - water (tour company to provide a bottle of water per person for daily excursions and 2 bottles if a performance is programmed) Lodging • The Tour Company will provide a total package cost based on 1-2 persons and type of stateroom -- interior, ocean-view, or balcony. Special pricing for rooms that need to accommodate more than two persons will be bid at market-value, and will be the responsibility of the traveling parties. Rooms that need accommodations for special needs and accessibilities 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, gratuities, transfers, flights, accommodations and excursions. • Accommodations prior to and/or following the cruise or during any extended stays, must in a respectable lodging facility that will accommodate the entire group, be in close proximity to food and cultural events, with a proven record of safety and security of person and property, and potentially allow for concert or rehearsal opportunities. • Hotel accommodations must allow for single and double accommodations Local Star level ratings in Athens...equivalent of 3 star USA hotel. Expedited check-in with storage facilities for all luggage and instruments if early check-in is unavailable is required. Food • Tour Company to provide a 30 Euro per diems for each of the 3 days in Athens, given to participants upon arrival at hotel • On ship food will be provided • The Tour Company will schedule and guarantee late dinning for the entire group while on the cruise ship. Performance Opportunities/Activities • For option 1 (with instruments), provide opportunities for performance on ship or off ship. At least 2 performances on ship and 1 performance off ship. Dedicated Tour Staffing requirements • The Tour Company will provide a group escort for the duration of the tour. The Tour Company will be responsible for all expenses related to the tour escort. • The escort will meet the group at the airport in Athens and remain with, including on group tours and excursions, the group through the departure airport. • Each participant will be provided with emergency contacts and protocols. • Local guides will be made available for tour excursions. Account Management and Payments • Billing and payment will be handled through tour group including deposits and any ancillary fees. • All financial deposits will be executed by the Tour Company through an online portal where travelers will have the ability to observe their account status. • The Tour Company will include a cancellation and transfer policy. • The Tour Company will not provide alternative travel plans for any member of the group. Pricing Policies • Once the contract is signed, prices may not increase for any reason, including but not limited to, a change in the total number of participants. • The Tour Company will provide 1 complimentary package per 32 paid participants, including flight, cruise, transports all fees, gratuities and taxes. • The Tour Company will include a travel insurance policy, including cancellation for any reason. Preferred Requirements The following requirements are activities or amenities of the cruise ship that would be preferred. These items would be optional and organized by travelers. Sports Bar & Arcade, Waterslide(s), Laser Tag, Escape Room, Rock Climbing Wall, Ice Skating Rink/Ice Show, Promenade, Designer Shopping, Outdoor Movie Screen, Surf Simulator, Broadway Inspired Shows, Musical, Comedy, Variety Shows. General Selection Criteria The following factors and their identified weight will be used to evaluate the responses: No Factor Weight 1. Travel Management 20 2. Account Management: Ease and Convenience 20 3. Academic Fit: Connection to Prupose 10 4. Qualifications of Respondent and its personnel (experience of personnel who are committed to work on the contract will be given greater weight) 30 5. Health/Safety/Risk Management Experience 20 6. Financial Ability 10 7. Cost and Value 40 Total 150 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Selection Process The selection process includes the Vice President of Administrative Services, Vice President of Academic and Student Affairs, Dean of Liberal Arts, Director of Instrumental Music, 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 3/20/2024 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 2 years. If Minnesota State and Respondent are unable to negotiate and sign a contract by 4/1/2024, then Minnesota State reserves the right to seek an alternative Respondent(s). Required to View Event Prerequisites Required to Enter Bid 19 March 2024 1. Please review the background of Minnesota State 2. Please review the Notice and Authority 3. This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation. 4. Please review the Definitions to the RFx 5. Please review the Organizational Conflict of Interest policy 6. Please review and accept the Authorized Response Certification Statement. 7. Please review and agree to the Duration of Offer agreement 8. Please review the Terms of Payment 9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response. 10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response. 11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip. 12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip. 19 March 202419 March 202419 March 202419 March 202419 March 202419 March 202419 March 2024 Buyer Attachments 1. 2023 Commissioner's Reimbursement Plan 2. Sample P/T Contract 3. Tentative Program Itinerary - 2025 Greek Isles Band Tour.docx 19 March 202419 March 202419 March 202419 March 202419 March 202419 March 2024 https://www.minnstate.edu/system/templates/docs/2023-Commissioners-Plan.pdf https://www.minnstate.edu/system/templates/docs/4_PT-Services-Template.docx https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjAxNjYyLTE1NjUxNDIwMTVUZW50YXRpdmUgUHJvZ3JhbSBJdGluZXJhcnkgLSAyMDI1IEdyZWVrIElzbGVzIEJhbmQgVG91ci5kb2N4&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: Adherence to Minnesota State Terms and Conditions Instructions: 1.1 Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation. 1.2 Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided. Group 2: Company Profile (30 points) Instructions: 2.1 Provide the history of your organization or company 2.2 Please include references from your three largest companies/educational institutions for which your proposed solution have been implemented. At least one should be similar in scope to Minnesota State and include multi-campus environments. Download the attached spreadsheet, fill out, save, and uploaded the finalized document. 2.3 What types of tours do you typically catered to previously? What category of tour do you specialize in? i.e. cultural, vacation/pleasure, music, religious, etc. 2.4 Please provide details on any band or music cultural tours that you have organized. Please upload a sample itinerary if avialable. Group 3: Travel Management (20 points) Instructions: 3.1 Are you able to upload a copy of a previous itinerary of a similar tour, either for a large band group or similar to the attached propose sample itinerary? 3.2 Account Management: Describe how Central Lakes College’s account will be managed for this program. Provide a list of all areas, departments, and individual contacts that will have an active role in the management of the account. 3.3 Can you describe your process for choosing an agent that would travel with this group? What qualifications and experiences do you look for in an agent? 3.4 Regional Expertise: Include details of any global/regional specializations and/or limitations of your services. 3.5 Emergency Responsiveness: Provide any information about your 24-hour availability, including toll-free emergency contact number (U.S. and international), and your capacity to assist the College in resolving emergency issues including health, accident, emergency medical evacuation, and repatriation of remains. If you carry insurance for this purpose, provide name of underwriter, coverage and amounts, and claims procedures. Group 4: Account Management ( 20 Points) Instructions: 4.1 Describe some features of your web portal services, if you a have such services? 4.2 Group Travel: Describe how your company handles group travel arrangements. Would there be an account manager assigned to manage this program’s group travel? Describe policies regarding advance reservations and deviations. Describe any direct services or communications for individuals included in group travel. 4.3 Billing, Payment, Cancellation, and Refund Policies and Procedures: Describe billing and payment procedures, refund policies and methods, and cancellation policies for both group cancellation and individual cancellation. Include any policies related to cancellation due to U.S. State Department Travel Advisory level changes, civil unrest, threat of terrorist activity, medical pandemic, or other unforeseen occurrence. Group 5: Academic Fit ( 10 points) Instructions: 5.1 Provide details on any contracts/relationships you have with travel vendors (i.e., cruise lines, airlines, hotel, car rentals, etc.) 5.2 Please describe what internet-based communication tools you currently have in place? Including warnings, issued by the US Government and or destination area, including travel restrictions to sanctioned countries? 5.3 What is your process for handling feedback or complaints from participants? 19 March 202419 March 202419 March 202419 March 202419 March 2024 Group 6: Health, Safety, and Risk Management (20 points) Instructions: 6.1 How does your company stay abreast of any security or risk factors that may exist or potentially exist in the proposed area(s) of travel? 6.2 How do you ensure the safety and security of participants during the tour? Group 7: Financial Ability (10 points) Instructions: 7.1 How does you company handle fluctuations in operating costs, such as flight costs, accommodation expenses, etc... 7.2 Can you provide any details about the company's financial performance compared to industry benchmarks or competitors? Group 8: Supplier Diversity Instructions: Suppliers must complete and upload Supplier Diversity Form and certifications as defined by Minnesota State in the Prerequisites Section. 8.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State in the Prerequisites section? 8.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section 19 March 202419 March 202419 March 202419 March 202419 March 2024