Field Trips

The District desires to enter into a contract with qualified vendors to provide field trips with a wide variety of facilities and programs that provide field trip opportunities inside and outside of the school day to include intersessions (fall, winter, spring and summer).  Gilbert Public Schools is looking for destination field trips, as well as on-site field trip options.

The District reserves the right to use facilities outside of this contract in the event that scheduling, program options, or participant capacity are not available from the list of successful venues.   

Project Details

• Reference ID: 27-07-31
• Department: Purchasing
• Department Head: Barbie Wells (Purchasing Supervisor)

Important Dates

• Questions Due: 2026-03-18T21:00:12.820Z

Addenda

• Addendum #1 (released 2026-03-16T14:26:25.705Z) —

  The following insurance requirements have been updated.

   

  6.16. Insurance and Safety - Professional Services

  1. Insurance: Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work by the Contractor, his agents, representatives, employees or subcontractors. The insurance requirements herein are minimum requirements and in no way limit the indemnity covenants contained in this RFP. Contractor shall provide coverage with limits of liability not less than those stated below.
     1. Commercial General Liability: Occurrence Form: Policy shall include bodily injury, property damage and broad form contractual liability coverage.
        1. General Aggregate $1,000,000  $2,000,000
        2. Products – Completed Operations Aggregate $ 500,000
        3. Personal and Advertising Injury $ 500,000
        4. Damage to Rented Premises $ 25,000
        5. Each Occurrence $500,000 $ 1,000,000
        6. The policy shall be endorsed to include the following additional insured language: "Gilbert Public Schools is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor".

Evaluation Criteria

• Qualifications (30 pts) —

  The Offeror’s experience in performing comparable jobs with appropriate staffing.

  Offeror should provide examples of package deals including education discounts offered.

• Ability (30 pts) —

  The Offeror’s ability and readiness to fully perform according to the scope of work and other requirements of the Solicitation, taking into consideration any additional services, specialized services or expertise offered that would meet or exceed the requirements of the Solicitation.

• Price (30 pts) —

  The price or cost of the Proposal.

  • Adult supervision provided by the district that do not participate in the activity and should not be charged a participation fee.
  • Facility should provide a pricing structure that includes discounted fee for increase numbers of participants.
  • Facility shall list all services and the pricing structure.
  • Facility shall differentiate pricing structure based upon shared use with public versus sole use and closed to the public.
  • Facility shall identify all amenities provided to participants and pricing of such amenities (i.e. food sales, vending, token, arcades, etc.) and any additional fees.

  Price or cost is a significant factor but not the most important factor.

• Responsiveness (10 pts) —

  The responsiveness of the Proposal to the requirements of the RFP, including an understanding of the scope of work and how it can be achieved most efficiently and effectively.

  The firm has completed all required paperwork as outlined in the Vendor Questionnaire.

Submission Requirements

• Acknowledgement and Acceptance of Terms and Conditions of the Solicitation (required) —

  Explanatory Note; The purpose of this question is to confirm the Bidder’s or Offeror’s acknowledgement and acceptance of the terms and conditions of the Solicitation, subject to any exceptions or modifications to terms or conditions that are expressly requested or that have been requested and approved prior to submission of the Offer. All exceptions or modifications to the Solicitation, regardless of whether Organization Name (also referred to as the District) approved such items prior to submission of the Offer, must be clearly set forth in this question.

  The Offeror, acknowledges and accepts all terms and conditions of the Solicitation, except as expressly noted below or in the additional pages attached hereto. As used in this question, “terms and conditions of Solicitation” means all terms, conditions, specifications, certifications and warranties set forth in the documents that comprise the Solicitation, including the Uniform Instructions for Offers, Special Rules for Offers (if any), General Terms and Conditions of Contract, Special Requirements of Solicitation (if any), Specifications/Scope of Work, and Solicitation Addendums (if any).

• Deviations and Exceptions (required) —

  Does your firm have Deviations or Exceptions to the proposal?

  The District will only review the specific areas listed below and will not review the entire proposal for deviations and exceptions indicators. Offerors preprinted or standard terms will NOT be considered as part of any resulting contract. Any deviations and exceptions that are contained in the Offer may negatively affect the evaluation criteria as stated in the solicitation and may result in rejection of the Offer.

• Exceptions taken —

  If you requested an exception, please clearly explain the requested exception/deviation. Reference the specific language that you are taking exceptions/deviations to. Unacceptable exceptions shall remove your proposal from consideration for award. Gilbert Public Schools shall be the sole judge on the acceptance of exceptions/deviations and their decision shall be final.)

• Gifts Law Acknowledgement Form (required) —

  Offeror agrees to be bound by all relevant federal, state and county laws, including A.R.S. 15-213, per Arizona HB 2663 which states:

   

  O. Any person or vendor that has secured or has taken steps to secure a contract, purchase, payment, claim or financial transaction with a school district, nonexempt charter school or school purchasing cooperative that offers, confers or agrees to confer any personal gift or benefit with a value of three hundred dollars or more on a person who supervises or participates in contracts, purchases, payments, claims or other financial transactions or on a person who supervises or participates in planning, recommending, selecting or contracting for materials, services, goods, construction or construction services of a  school  district, nonexempt charter school or school purchasing cooperative is guilty of a Class 6 Felony.  Offering, conferring or agreeing to confer any personal gift or benefit with a value of less than three hundred dollars is a Class 1 Misdemeanor.  A gift or benefit does not include an item of nominal value such as a greeting card, t-shirt, mug or pen. 

   

  P. Any person or vendor convicted under subsection O of this section may be suspended for up to six (6) months or barred for up to three (3) years by the Director of the Department of Administration from doing business with school districts, charter schools and school purchasing cooperatives. 

   

   

  I/We agree to abide by all relevant federal, state and county laws, including but not limited to the personal gifts policy of A.R.S. 15-213, Arizona HB 2663 as listed above.

• Request for Confidentiality of Proprietary Information (required) —

  Does your firm have a request for Confidentiality of Proprietary Information?

  Explanatory Note; The purpose of this question is to request that the District treat as confidential specific information in the Offer that the Offeror or Bidder believes is a trade secret or other proprietary information. All information that is the subject of the request for confidentiality must be designated on the question below reflecting the page number and paragraph of the Offer in which it appears. An explanatory statement for the request must be clearly set forth in this question. The District Representative shall review the statement and provide the determination in writing whether the information shall be protected. If the District Representative determines that the information shall be protected from disclosure, the District Representative shall inform the Bidder or Offeror in writing of such determination. Requests to protect pricing information or the entire Offer from disclosure will be denied.

• The Offeror, by the undersigned representative, requests that the specific information, described below and identified on the page or pages of the Offer in which it appears, be treated as confidential information and protected from disclosure to the public. —

  1. Description of specific information that is the subject of the request.

  2. The reason or reasons why the information should be treated as confidential.

• List of Subcontractors —

  The Contractor must list below the Trade, Company name, license and classification numbers of all qualified subcontractors and/or suppliers they will employ for the various portions of the work indicated. Failure on the part of the Contractor to complete this list properly may constitute sufficient grounds to reject the bid. If no subcontractors will be listed please indicate with a N/A

  Example: Trade, Company Name, ROC License #, ROC License Classification

• List of Subcontractors (required) —

  The Contractor must list below the Trade, Company name, license and classification numbers of all qualified subcontractors and/or suppliers they will employ for the various portions of the work indicated. Failure on the part of the Contractor to complete this list properly may constitute sufficient grounds to reject the bid. If no subcontractors will be listed please indicate with a N/A

  Example: Trade, Company Name, ROC License #, ROC License Classification

• Non-Collusion Affidavit —

  You the Vendor do confirm that your persons, corporation, or company who makes the accompanying Proposal, having first been duly sworn, deposes and says:

  That such Proposal is genuine and not sham or collusive, nor made in the interest of, or behalf of, any persons not herein named, and that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm or corporation to refrain from offering, and that the Offeror has not in any manner sought by collusion to secure for itself an advantage over any other Offeror.

• Non-Collusion Affidavit (required) —

  You the Vendor do confirm that your persons, corporation, or company who makes the accompanying Proposal, having first been duly sworn, deposes and says:

  That such Proposal is genuine and not sham or collusive, nor made in the interest of, or behalf of, any persons not herein named, and that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm or corporation to refrain from offering, and that the Offeror has not in any manner sought by collusion to secure for itself an advantage over any other Offeror.

• Offer and Acceptance
• OFFER & ACCEPTANCE (required) —

  Please download the below documents, complete, and upload.

• RFP Resonse —

  Please add your RFP response including any additional information on services your firm provides.

• RFP Response (No Cost Proposal) —

  Please Upload your RFP Response here. Do NOT including pricing in this area. There will be another place to upload your Cost Proposal.

• Cost Proposal —

  Please upload your complete Cost Proposal here. Please make sure that this information is NOT included in the RFP Response Area.

  Please upload any field trip package information with pricing included.

• Requested Forms —

  Please complete the following downloadable forms and upload them in their respective questions.

• Vendor Registration Form —

  Please download the below documents, complete, and upload.

• W-9 (required) —

  Please upload your complete W-9 here

• Certificate of Insurance (COI) (required) —

  Please upload your complete COI here

• Liability Waiver —

  Please upload a copy of any liability waivers that parents or staff will be responsible for signing.

  Please indicate whether this is completed online or if this is a physical copy sent home with students. 

• Services Generating Cost to the District —

  A listing of any items such as letters, phone calls or other types of services generating a cost to the District and not included in the fees shown on the proposal are to be included, plus a formula or explanation of how these additional costs will be determined and billed to the District.

• Additional or separate contract —

  The form of contract for any award made as a result of this proposal will be a district purchase order, referencing this bid, which shall be considered a part of the contract. The amount will be based upon the fees shown in the bid, and will take into consideration previous and anticipated expenses for the forthcoming year. If your firm will require the District to sign an additional or separate contract, a copy of the proposal contract must be included with the proposal.

• Data Verification Questions —

  These questions will be utilized to confirm information you provide

• System Award Management Verification (required) —

  Please enter your company's Legal Name and/or dba Name:

• Arizona Corporation Commission (required) —

  Please enter your company's Legal Name and/or dba Name:

• Additional Information Requested —

  Please answer the following questions.

• Invoicing Procedures (required) —

  Please upload invoicing procedures.  

  Include payment information including payments methods accepted i.e. purchase orders, checks, etc.

  *Please note if the payment is due the day of the event.

• Special Requirements (required) —

  Please list any special requirements for student participation (i.e. height, closed toed shoes, socks, etc.)

• Company Point of Contact (required) —

  Please list the point of contacts name, email and phone number for school districts to reach out to for booking or related questions.

• Field Tip Locations —

  Please upload a document listing all locations that will be covered by this contract. 

  If the point of contact is different for each location, please list the best contact information for each site.

• Do you require a minimum number of participants? (required)
• Is adult supervision provided for students? If so, please list the adult to student ratio offered. (required)
• Do you provide food and drinks for students? (required)
• Can students bring outside food and drinks to consume at the field trip location? (required)
• Do you offer food and drinks for sale? (required)
• Do you offer on-site field trip options at the schools? (required)
• If yes, please list any additional fees —

  Please list any additional fees for traveling to the school site for field trips, i.e. mileage, travel fees, additional staff requirements, etc.

• Company Website —

  Please provide your website link where additional field trip information can be found.

• Is this a GPPCS Solicitation (required)
• Is this a S.A.V.E solicitation (required)
• Electronic Pricing Table (required) —

  Do you need an Electronic Pricing Table for this solicitation?

• Separate Cost Proposal Upload (required) —

  Would you like to add an area for the vendor to upload a cost proposal?

• Is this project going to be federally funded? (required)
• Special Terms and Conditions Verbiage (required) —

  Please check all you will require in Special Terms and Conditions

• Do you need the Asbestos and Hazardous Materials Statement (required) —

  If you click yes this document will be added to attachments

• Do you need a subcontractors? (required) —

  If you click yes, Subcontractors verbiage will be added to Special Requirements and the subcontractors list will be added to attachments.

• Is there a potential for software? (required) —

  If you click yes, additional verbiage will be added to special requirements tab

• Insurance Requirements (required) —

  Please choose which insurance requirements you will need for this project

• Partial Bids (required) —

  Yes = Acceptable

  No = Unacceptable

   

   

Questions & Answers