RFP - 2024 HBCU College Tour Coordination Services

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 611710 - Educational Support Services
Posted Date: Jan 3, 2024
Due Date: Jan 26, 2024
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RFP - 2024 HBCU College Tour Coordination Services

The City of Rochester’s Department of Recreation and Human Services (DRHS) is seeking proposals from qualified Consultants (“Consultant(s)”) to provide coordination services for its 2024 HBCU College Tour (the “Project”). We seek consultant that can fulfill all aspects of planning, securing reservation and coordination of excursion for the trip from April 1, 2024 – April 4, 2024. Up to $40,000 in funds have been made available for the purpose and issuing this RFP. The Consultant must illustrate they have relevant experience and the fiscal capacity to thoroughly plan the Project.


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Communications

All communications by parties who have indicated an intent to submit or have submitted a proposal in response to this RFP (“Respondents”), including any questions or requests for clarifications, submission of the proposal, requests for status updates about the proposal selection process and any other inquiries whatsoever concerning this RFP shall be sent, in writing, to the following City staff person (“City Contact”):

Isaac Bliss
Manager of Youth Services
Department of Recreation and Human Services
City of Rochester
57 St. Paul Street, Rochester, NY 14604
Isaac.Bliss@CityofRochester.Gov

No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.

Timeline

Activity Time* Date
RFP Release 2 p.m. 1/3/2024
Deadline for Questions 12 a.m. 1/9/2024
Response for Questions Submitted 5 p.m. 1/16/2024
Proposals Due 12 a.m. 1/26/2024
Consultant Selection and Award Notification (submitted to Council for approval) 2/6/2024
City Council Approval of Agreement with Consultant 2/20/2024
Agreement Start Date 2/29/2024
Final Itinerary and Reservations Presented to DHRS 3/22/2024

*All times EST.


Attachment Preview

City of Rochester
Request for Proposals
2024 HBCU College Tour Coordination Services
Proposals to be received by 12:00PM
Friday, January 26, 2024
Submit Proposals to:
Isaac Bliss
Manager of Youth Services
Department of Recreation and Human Services
City of Rochester
57 St. Paul Street, Rochester, NY 14604
Isaac.Bliss@CityofRochester.Gov
1
REQUEST FOR PROPOSAL
The City of Rochester’s Department of Recreation and Human Services (DRHS) is seeking
proposals from qualified Consultants (Consultant(s)) to provide coordination services for its
2024 HBCU College Tour (the Project). We seek consultant that can fulfill all aspects of
planning, securing reservation and coordination of excursion for the trip from April 1, 2024
April 4, 2024. Up to $40,000 in funds have been made available for the purpose and issuing this
RFP. The Consultant must illustrate they have relevant experience and the fiscal capacity to
thoroughly plan the Project.
BACKGROUND
The City of Rochester began offering a college tour to youth ages 14-18 who live in the City of
Rochester dating back to April 2015. In 2020, planning for the HBCU College Tour was halted
and the trip was ultimately cancelled due to the COVID-19 pandemic. Four year later DRHS is
excited to reinstitute the Tour in April 2024. Statistics reveal that urban youth, particularly those
from low-income areas, face significant barriers to accessing higher education. For youth in
Rochester, NY, the HBCU College Tour holds immense significance in shaping their educational
and career trajectories. By exposing up to 25-30 youth aged 14-18 to college life outside their
city through this tour, we aim to bridge this gap and inspire these young people to pursuit higher
education.
National data underscores the impact of exposure on educational aspirations. Studies show that
students who participate in college tours are more likely to enroll in higher education and have
higher graduation rates. This aligns with the tour's purpose of reinforcing the importance of
attendance, good grades, and future planning. Moreover, connecting these youth with
Historically Black Colleges and Universities (HBCUs) in the Washington D.C., Maryland, and
Delaware area underscores the rich educational opportunities available.
As of 2021, a report from the Thurgood Marshall College Fund highlighted that graduates of
Historically Black Colleges and Universities (HBCUs) comprised 80% of African American
judges, 50% of African American lawyers, and 40% of African American members of Congress.
This compelling statistic underscores the profound impact of HBCUs on black and brown
individuals who attend them, demonstrating that these institutions serve as crucibles for
nurturing leadership, fostering successful careers, and contributing significantly to the
advancement of underrepresented minorities in key sectors of society. The unique academic
and cultural environment of HBCUs plays a crucial role in empowering students to excel
professionally and make substantial contributions to their communities and beyond.
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Beyond academics, the tour integrates visits to historical sites, providing a holistic
understanding of culture and heritage. Such experiences enhance civic engagement and
broaden perspectives. Investing in this initiative not only empowers individual lives but
contributes to breaking the cycle of limited opportunities for urban youth. The April 1 - April 4,
2024 timeframe ensures alignment with academic calendars, optimizing the impact of this
transformative experience.
TIMELINE
Activity
RFP Release
Deadline for questions
Response for questions submitted
Proposals due
Consultant Selection and Award
Notification (submitted to council
for approval)
City Council Approval of
agreement with Consultant
Agreement Start Date
Final itinerary and reservations
presented to DRHS
Time
2:00 PM
12:00 AM
5:00 PM
12:00 PM
5:00 PM
Date
1/3/2024
1/9/2024
1/16/2024
1/26/2024
2/6/2024
2/20/2024
2/29/2024
3/22/2024
The dates shown above may be subject to change within the City of Rochester’s sole discretion
and upon written notification as set forth herein.
Communications
3
All communications by parties who have indicated an intent to submit or have submitted a
proposal in response to this RFP (“Respondents”), including any questions or requests for
clarifications, submission of the proposal, requests for status updates about the proposal
selection process and any other inquiries whatsoever concerning this RFP shall be sent, in
writing, to the following City staff person (“City Contact”):
Isaac Bliss
Manager of Youth Services
Department of Recreation and Human Services
City of Rochester
57 St. Paul Street, Rochester, NY 14604
Isaac.Bliss@CityofRochester.Gov
No contact is permitted with any other City staff member with regard to this RFP during the RFP
process unless specifically authorized in writing. Prohibited contact may be grounds for
disqualification.
To ensure that all Respondents have a clear understanding of the scope and requirements of this
RFP, the City will respond to all timely questions submitted via e-mail to the City Contact by the
question deadline stated above. Questions and the responding answers will be sent via e-mail to
all Respondents who have provided an e-mail address to the City Contact and will be posted on
the City’s web page for this RFP. The City’s failure to timely respond or provide responses to
any questions shall not delay or invalidate the City’s right to make a decision to award an
agreement pursuant to this RFP.
The City will make every reasonable effort to keep Respondents informed about the RFP
process. Notifications about Timeline date changes, amendments to the RFP and other
information about the RFP will be sent by e-mail to Respondents who have provided an e-mail
address to the City Contact and will be posted on the City’s website for this RFP. The City’s
failure to provide such information shall not delay or invalidate the City’s right to make a
decision to award an agreement pursuant to this RFP.
PROPOSAL CONTENT
The City is seeking the services of a Consultant to perform the following services to implement
the Project. Respondent’s proposal shall address each of the following services, with a separate
cost and timeline for each identified task. The proposal shall address each of the requested
services, using the same identifying language, including any paragraph or section numbers or
letters as used in the RFP.
The proposal should include details outlining the following information in the ordered specified
below. The proposal should include the respondent’s experience, scope of work, and a budget
4
and budget narrative. The scope and respondent’s experience should not exceed three (3)
pages.
A. Respondent(s) experience:
a. Detail your organizations experience planning tours and/or trips for large groups.
In particular what has been your experience planning successful college tours?
Be sure to include the name, address and email of the person authorized to sign
the contract: Owner, President, CEO or etc.
B. Scope of work:
a. The City expects that to have youth attend a tour that will visit four campuses
Morgan State University, Lincoln University, Bowie State University and
Delaware State University. Detail how your organization plans to schedule
campus visits and securing reservations for lunch on campus. If lunch cannot be
provided on campus what would be some viable alternatives.
b. Speak to your ability to secure bus transportation for the tour with reputable
transportation companies.
c. Lodging will be required for up to 30 students and 6 staff and 1 driver. Provide
detail on your plans to securing hotel accommodations for all participants.
d. In addition to lunch on campus break and dinner are required for 6 staff and 30
students each day. Describe how you recommend incorporating these meals into
the schedule.
e. Identify a list evening activities and/or events that tour participants can attend on
tour dates (April 1-3, 2023). These can just be viable suggestion as a part of your
proposal and will be decided upon based on availability in April. Please include
admission prices when possible.
f. Describe your organizations ability me meet the deadline of confirming all
reservations and dates between March 1 March 22nd
C. Budget: A detailed, itemized budget of no more than $40,000 demonstrating how funds
will be spent to accomplish the tasks to be provided for the City in connection with the
Project, broken down into categories and specific expenses.
D. Itinerary: Provide a four day itinerary from April 1 (departure from Rochester, NY)
April 4th (return to Rochester, NY). The itinerary should be as detailed as possible
including, dates, times, names of university, hotel, restaurants, and evening activity
suggestions.
E. MWBE: Statement as to whether or not the Respondent is a bona fide MWBE firm, will
use bona fide MWBE subcontractors and the percentage of the workforce utilized to
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