BC-21526-C Coordination of Ancient Studies Department Study Tour to Rome & Southern Italy RFQ

REQUEST FOR PROPOSAL
FOR
ANCIENT STUDIES STUDY TOUR TO ROME & SOUTHERN ITALY
2027
RFP NUMBER: BC-21526-C
ISSUED: Wednesday, June 10, 2026
DUE DATE: Wednesday, July 1, 2026 at 11:59 pm (EDT)
Prospective bidders/offerors are encouraged to regularly visit the University's Department of
Procurement & Strategic Sourcing website, e-Maryland Marketplace Advantage (eMMA) to
ensure receipt of any addenda and other updates related to this solicitation. The links to these
resources are provided below:
* UMBC Bid Board - https://procurement.umbc.edu/bid-board/
* eMaryland Marketplace Advantage (eMMA) - https://emma.maryland.gov
ISSUING OFFICE
Department of Procurement & Strategic Sourcing
University of Maryland, Baltimore County
Administration Building, 7th Floor
1000 Hilltop Circle
Baltimore, MD 21250
MINORITY, WOMEN AND SMALL BUSINESSES ARE
ENCOURGAGED TO RESPOND TO THIS SOLICITATION

Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
Key Information Sheet
Request for Quotes: Coordination of Ancient Studies Department Study Tour to
Rome & Southern Italy
Solicitation Number: BC-21526-C
RFQ Issue Date: Wednesday, June 10, 2026
Procurement Officer: David Clurman
clurman@umbc.edu
Questions Due Date & Time: Tuesday, June 16, 2026 at 4:00pm EDT
Submit Questions to: Solicitation Questions
Quote Due Date & Time: Wednesday, July 1, 2026 at 11:59pm EDT
Quotes are to be sent to: Submitt.mhmbm2y5sdocmwzx@u.box.com
Anticipated Award Date: Wednesday, July 8, 2026
The University is committed to ensuring that persons with disabilities have equally effective
opportunities to participate in and benefit from the University's programs and services. Persons
who may require reasonable ADA accommodations should email the Issuing Office at
clurman@umbc.edu at least five (5) days prior to any meeting scheduled in connection with this
solicitation.
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
1. Supplier Requirements: Scope of Work
1.1. Summary Statement
The University of Maryland, Baltimore County, a constituent institution of the
University System of Maryland, an agency of the state of Maryland (herein referred to
as the "University" or "UMBC" requests quotes for the Ancient Studies Department
Travel Program to Rome & Southern Italy in March 2027, per the included
specifications, terms, and conditions.
1.2. General Specifications
1.2.1. Provide quotes for groups of 25, 30, 35 in three- and four-star accommodations.
1.2.2. UMBC instructors serve as guides on this tour; however, the group will accept
Italian guides for ancient sites and museums if required by government
regulation. Pricing shall include the cost for all Italian guides.
1.2.3. There will be two or three instructors accompanying the group. They will pay
full fare. Do not quote free trips.
1.2.4. As much as possible, the tour should include visits to all sites and museums
listed on the itinerary (Attachment A) in the order in which they are listed.
1.2.5. The preferred occupancy is double. Occasionally, because travelers request
singles, UMBC may need to include one or two triple rooms. This information
will not be known until November 2026.
1.2.6. All travel must comply with current U.S. State Department travel advisories
and UMBC international travel policies.
1.2.7. Quote must include:
1.2.7.1. All entrance fees (and other costs) to archaeological sites and
museums listed on the itinerary in Attachment A. (The number of
students and non-students traveling with the group will not be known
until November 2026).
1.2.7.2. All airport taxes and fees.
1.2.7.3. All hotel taxes and service charges.
1.2.7.4. All air and ground transportation, including transfers to and from
airports and hotels.
1.2.7.5. Porterage of one suitcase per person throughout the tour.
1.2.7.6. All service charges and gratuities for two group lunches and two group
dinners.
1.2.7.7. Contingency fee if tour escort must be provided by travel agent.
University counsel requires all participants to sign a liability release,
the pertinent section of which, Section 3.2, states that participants agree
to forfeit their money or "make an individual decision to continue on
the trip individually" if the University withdraws sponsorship. In this
circumstance, the University instructors will not be permitted to travel.
Should this occur, the agency will provide a "tour leader" from
departure to return to accompany the group to facilitate all aspects of
the itinerary.
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
1.3. Tour Must Include:
1.3.1. Round-trip, air transportation from Washington Dulles International Airport
(IAD) - FCO on a major, regularly scheduled airline departing March 12, 2027
and returning March 21, 2027 with as few stops as possible. The Ancient
Studies Department will arrange for a coach to take the group to and from
UMBC and IAD.
1.3.1.1. If a connecting flight is necessary (i.e. booking nonstop IAD-FCO is
not possible), round-trip, trans-Atlantic transportation must be on a
regularly scheduled airline. A maximum of one change of plane is
acceptable, and there must be a minimum of two hours between flights.
1.3.1.2. Flights to/from PHI, DCA and BWI to FCO on a regularly scheduled
airline will be considered in the event they are faster and/or less
expensive.
1.3.2. Private Motor Coach Service in Italy:
1.3.2.1. Saturday, March 13: from FCO to Rome hotel. Depending on time of
arrival at FCO, the group may take coach from FCO to the Roman
Forum and Colosseum before checking into hotel.
1.3.2.2. Sunday, March 14: coach from hotel to Ostia Antica and then to
Hadrian's Villa; return to hotel.
1.3.2.3. Monday, March 15: coach from hotel to the Domus Aurea; from
Trajan's Column back to the hotel.
1.3.2.4. Tuesday, March 16: coach from hotel to Ara Pacis; return to hotel
EITHER from Stadium of Domitian/Piazza Navona OR from
Colosseum (see Itinerary).
1.3.2.5. Wednesday, March 17: coach from hotel in Rome to Sperlonga; lunch
in Sperlonga; from lunch in Sperlonga to Paestum + Museum; from
Paestum to hotel in Castellammare di Stabia.
1.3.2.6. Thursday, March 18: coach from hotel in Castellammare di Stabia to
Pompeii and back. The group may need a coach to take group to dinner
and back from the hotel, depending upon the location of the restaurant.
1.3.2.7. Friday, March 19: coach from hotel to Herculaneum; from
Herculaneum to group lunch, if possible, at A Modo Nostro Bistrot in
Herculaneum; from A Modo Nostro Bistrot (or similar restaurant) to
National Archaeological Museum of Naples; from Museum to hotel in
Castellammare di Stabia.
1.3.2.8. Saturday, March 20: coach from hotel in Castellammare di Stabia to
Cumae Archaeological Site and Museum; stop for lunch in Capua
(inland route) or Terracina (coastal route); proceed to hotel in Rome.
1.3.2.9. Sunday, March 21: coach to FCO and from there to IAD.
1.3.3. Three- or Four-star hotels, centrally located, including breakfast buffet and Wi-
Fi, for eight (8) nights in the following places:
1.3.3.1. Rome: five (5) nights (March 13-16; March 20).
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
1.3.3.2. Castellammare di Stabia: three (3) nights (March 17-19).
1.3.4. Two (2) pre-paid group dinners at restaurants (not in the hotel) accessible either
by foot or by coach:
1.3.4.1. Saturday, March 13 (Rome).
1.3.4.2. Thursday, March 18 (Castellammare di Stabia).
1.3.5. Two (2) pre-paid group lunches
1.3.5.1. Wednesday, March 17 (Sperlonga).
1.3.5.2. Friday, March 19 (preferred restaurant: A Modo Nostro Bistrot,
Herculaneum).
2. Procurement Instructions
2.1. Questions and Addenda
2.1.1. Questions and inquiries shall be submitted to the Issuing Office no later than the
date and time indicated in the Solicitation Schedule. All questions on this
Solicitation are to be submitted in an online form via Solicitation Questions.
2.1.2. Should a Bidder find discrepancies in the RFQ documents or be in doubt as to the
meaning or intent of any part thereof, the Bidder must, prior to the question
deadline listed in the Solicitation Schedule, request clarification in writing from
the Issuing Office, who will issue a written Addendum to the Solicitation. Failure
to request such clarification is a waiver to any claim by the Bidder for expense
made necessary by reason of later interpretation of the RFQ documents by the
University.
2.1.3. Oral explanations or instructions will not be binding; only written Addenda will
be binding. Any Addenda resulting from these requests will be posted on the
University's bid board. The Bidder shall acknowledge the receipt of all addenda
in the Acknowledgement of Receipt of Addenda Form (Attachment D).
2.2. Quote Due Date and Time
2.2.1. Quotes shall be submitted via email to the Box address provided in the
Solicitation schedule with the email time log no later than the date and time
indicated in the Solicitation Schedule.
2.2.2. Bidders shall allow sufficient time in submitting responses to the RFQ to ensure
timely receipt by the Issuing Office via the Box site. Bidders should receive an
automatically generated verification from Box when the file has successfully
uploaded. Bidders that do not receive verification should immediately contact the
Issuing Office to confirm that their response has been received.
2.2.3. Any quote, request for modification, or request for withdrawal that is not received
at the designated location, time, and date set forth in the Solicitation Schedule will
be deemed late and will not be considered. Delivery of the quote to the specified
location at the prescribed time and date is the sole responsibility of the Bidder.
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
2.3. Multiple or Alternate Quotes
Bidders may not submit more than one (1) Bid, nor may bidders submit an alternate to
this RFQ.
2.4. Duration of Quote
Quotes submitted in response to this RFQ are irrevocable for 90 days following the
quote due date and time. This period may be extended at the Procurement Officer's
request only with the Bidder's written agreement.
2.5. Modifications and Withdrawals of Quotes
Withdrawal of, or modifications to, quotes are effective only if written notice is filed to
the Issuing Office prior to the time quotes are due. A notice of withdrawal or
modification to a quote must be signed by an officer with the authority to commit the
company. No withdrawal or modifications will be accepted after the time quotes are due.
2.6. Cancellations
The University may cancel this RFQ, in whole or in part, at any time before the award is
made.
2.7. Award
The University reserves the right to accept or reject any and all bids, in whole or in part,
received as a result of this RFQ. An award, if made, will be to the lowest responsive and
responsible bidder whose bid meets the requirements of the solicitation and is deemed to
be in the best interest of the University. The University also reserves the right to make a
single award, multiple awards, a partial award, or no award at all.
2.8. Confidential/Proprietary Information
Bidders should give specific attention to the identification of those portions of their Bid
which they deem to be confidential, proprietary information or trade secrets, and provide
any justification of why such materials, upon request, should not be disclosed by the
State under the Public Information Act, General Provisions Article, Title 4 of the
Annotated Code of Maryland. It is not sufficient to preface the entire Bid with a
proprietary statement.
2.9. Incurred Expenses
The University will not be responsible for any costs incurred by any firm in preparation
and submittal of a Bid.
2.10.Acceptance of Terms and Conditions
By submitting a quote in response to this RFQ, the Bidder, if selected for award, shall be
deemed to have accepted the terms and conditions of UMBC's Purchase Order Terms &
Conditions, attached hereto as Attachment E. Any exceptions to this RFQ or the terms
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
must be raised prior to quote submission. Changes to the solicitation, including the
Price, made by the Bidder may result in Bid rejection.
3. Bid Format
3.1. One Part Submission
3.1.1. Each Bidder shall submit its quote with all required quote attachments in a single
package to the Box address listed in the Key Information section of this RFQ.
3.1.2. The Price Form shall contain all price information in the format specified in
Attachment C. The Bidder shall complete the Price Form only as provided in the
instructions of the Price Form itself. Do not amend, alter, or leave blank any items
on the Price Form or include additional clarifying or contingent language on or
attached to the Price Form. Failure to adhere to these instructions may result in
the Bid being non-responsive and rejected from further consideration by UMBC.
3.2. Required Attachments
3.2.1. Bidder Information Sheet (Attachment B).
3.2.2. Claim of Confidentiality: Any information which is claimed to be confidential
and/or proprietary information should be identified by page number. An
explanation for each claim of confidentiality shall be included. The entire Bid
cannot be given a blanket confidentiality designation - any confidentiality
designation must apply to specific sections, pages, or portions of pages of the Bid
and an explanation for each claim shall be included.
3.2.3. Acknowledgement of Receipt of Addenda: The Bidder must acknowledge receipt
of solicitation addenda using the form found in Attachment D.
4. RFQ Attachments
Attachment A: Trip Itinerary
Attachment B: Bidder Information Sheet
Attachment C: Price Instructions and Form
Attachment D: Acknowledgement of Receipt of Addenda
Attachment E: UMBC Purchase Order Terms & Conditions
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
Attachment A: Trip Itinerary
Study/Travel Tour
Rome and Southern Italy
March 12-21, 2027
Date(s) Place(s) Visited Travel Lodging and Other
Friday, N/A Travel from IAD to FCO N/A
March 12
Saturday, If time: Coach from FCO airport to Meeting with tour
March 13 * Roman hotel or to Roman Forum and operator representative.
Forum Colesseum (time permitting)
* Colosseum and then to hotel.
Group dinner in
(see below, T
Rome at a nearby
March 16,
restaurant (NOT in
for
alternative the hotel).
date for these
sites) Overnight in Rome.
Sunday, * Ostia Antica + Coach from hotel to Ostia Overnight in Rome.
March 14 Museum Antica and then to Hadrian's
Villa; return to hotel.
* Hadrian's Villa,
Tivoli
Monday, * Domus Aurea Depending on location of Overnight in Rome.
March 15 * Capitoline Museum hotel, coach from and to hotel
* Trajan's Column may be needed.
and Market
Tuesday, * Ara Pacis Depending on location of Overnight in Rome.
March 16 * Pantheon hotel, coach from hotel to Ara
* EITHER:
Pacis may be needed.
* Stadium of
Domitian/Piazza
Navona OR:
* if we arrive in
Rome too late to The group should be able walk
visit the sites on to the Forum and Colosseum
Mar. 13: from the Pantheon.
* Roman Forum
* Colosseum
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
Wednesday, * Sperlonga + Museum Coach from hotel in Rome to Group lunch in or
March 17 hotel in Castellammare di Stabia around Sperlonga.
* Lunch in or
with stops indicated.
around Sperlonga
Overnight in
* Paestum + Museum
Castellammare di
Stabia.
Thursday, * Pompeii Coach from hotel to Pompeii Group dinner in
March 18 and back. Castellammare di
Stabia
Overnight in
Agrigento
Friday, * Herculaneum Coach from hotel to Group Lunch at A
March 19 Herculaneum; from Modo Nostro Bistrot,
* Group Lunch at A
Herculaneum to National Herculaneum, if
Modo Nostro
Archaeological Museum of possible.
Bistrot, if possible. Naples; back to hotel
* National
Archaeological Overnight in
Museum of Naples Castellammare di
Stabia.
Saturday, * Cumae Coach from Castellammare di Lunch in Capua or
March 20 Archaeological site + Stabia to hotel in Rome with Terracina, depending
museum
stop at Capua (inland route) or on route.
Terracina
(coastal route) for lunch. Overnight in Rome.
Sunday, Return flight from Coach from Hotel to FCO.
March 21 FCO to IAD
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Solicitation Name: Ancient Studies Study Tour to Rome & Southern Italy 2027
Solicitation Number: BC-21526-C
Attachment B: Bidder Information Sheet
Bidder Information
Company Name
Street Address
City, State, Zip
Federal Identification Number
Primary Point of Contact (POC)
Name
Title
Office Phone
Cell Phone
Email Address
Authorized Signatory (if different than Primary POC)
Name
Title
Office Phone
Email Address
SUBMIT THIS FORM WITH QUOTE/BID
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