Group Travel Services

SCOPE: The purpose of the scope of work and specifications contained herein are to define the requirements of the successful Contractor that will provide complete Group Travel Services and other related services to the Plano Independent School District (henceforth referred to as Plano ISD or the District) with professional management of group travel services. The safety of students and staff must always be of prime importance. These specifications are written with the minimum expectations for these services. It is the intent of Plano ISD to award this contract to multiple vendors to provide a broad base of services to meet the needs of Group Travel for the District.

It is also the intent of this request to provide proposers with sufficient information for qualified, accredited travel agencies to prepare a proposal for "Packaged" Group Travel Services for Plano Independent School District. This proposal is primarily for, but not limited to, coordinated group air passenger transportation, ground passenger transportation (including car, bus, and train), hotel accommodations, performance, venue bookings, entertainment tickets, meal coordination and related services for student group sponsor travel.

ESTIMATED ANNUAL EXPENDITURE: The estimated expenditure for this district-wide contract is approximately $2,500,000 annually. However, this estimate should not be construed to be a guarantee of either minimum or maximum since usage is dependent upon actual needs and available funding. This estimate may be exceeded by 25% annually.

Plano ISD also reserves the right to compare prices with the State Travel Management Program and choose the one most cost effective for the district.

TERM: The initial term of this RFP will be for one (1) year from date of award. This contract, upon the agreement of both the successful vendor(s) and the Plano ISD, will automatically extend for four (4) additional one (1) year periods. This decision will be made in the best interests of Plano ISD. Plano ISD has the option to extend this RFP at the end of the performance period for up to 120 days if determined to be in the best interest of the district to ensure availability of products and/or services.