Intra & Inter State Field Trips
| Location: | Florida |
|---|---|
| Posted: | Mar 31, 2026 |
| Due: | May 15, 2026 |
| Agency: | Osceola County School Board |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | SDOC-26-B-072-LV |
| Publication URL: | To access bid details, please log in. |
Main
Agency
Osceola County School Board
Osceola County School Board
Status
Active
Active
Fiscal Year
2026
2026
Title
Intra & Inter State Field Trips
Intra & Inter State Field Trips
Type
Invitation to Bid
Invitation to Bid
Department
Procurement Services
Procurement Services
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
Yes
Yes
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
2.0 SCOPE OF GOODS AND/OR SERVICES AND APPLICABLE SPECIFICATIONS
This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL. The intent of this bid is to secure firm fixed pricing and select multiple qualified Bidders to provide Intra and Inter State Field Trips to be used on an as needed basis. This bid is for package trips such as Washington DC, Tallahassee and St. Augustine. Package trips may include, but not limited to transportation, lodging, meals, security, tour guides, tickets, etc. The performance of the field trip providers shall be in accordance with the terms of the specifications and the quality standards of service set forth in this bid. 2.01 General Requirements:
A. Trips may include but not limited to the following:
• Round Trip Transportation (Air, Train, Bus, etc.)
• Lodging
• Security Guard(s) on duty at night for the welfare of the group
• Meals
• Admissions and Gratuities
• Background information package on the trip’s destination for the group sponsor
• Study Guides/Literature
• Licensed Guide/Tour Escort to handle tour details B. The successful bidder(s) must obtain any and all licenses and permits that may be required by this bid at no cost to the District. C. Normally, the District does not pay for services that have not been rendered. Although we realize that some of these services included in this bid must be paid for in advance such as when using Airline or Amtrak services. Therefore, this bid will allow for deposits. Bidders must specify on the bid submittal form their standard deposit requirements. Refer to Attachment “A” Section 32 for details on invoicing and payments. D. The bid between the awarded bidder(s) and the School board shall be approved by the Board. The Purchase Order is considered the contract. E. There may be times when a school will book a trip at the beginning of the school year, however the trip is not until later in the school year. The Purchase Order will not be processed until after all the funds have been collected from the students, chaperones and teachers. When this occurs, the Principal will be allowed to sign any itineraries or confirmations as long as the vendor has not stipulated any Terms and Conditions on the Itineraries or Confirmations, especially those that may change any portion of this bid. F. It will be the responsibility of the awarded bidder(s) to finalize all arrangements and confirm dates and times of departures, length of trip and event (in hours or days), number of passengers, return dates and times, and other pertinent information as required by the awarded bidder(s) at least thirty (30) days prior to the date of the scheduled trip. G. The District reserves the right to modify or reschedule trips due to inclement weather (as deemed by a School District Administrator), or unforeseen circumstances and shall notify the awarded bidder of any such modification without penalty to the District prior to the scheduled departure or pick-up. H. All services rendered under this bid shall be rendered under the Districts name: The School District of Osceola County, Florida, followed by the Schools Name, and/or Department Name. I. Unless otherwise noted on the Bid Submittal Form, the District reserves the right to cancel trips at least fourteen (14) days prior to the scheduled trip without penalty to the District. The awarded bidder(s) shall be required to return the deposit unless otherwise specified on the Bid Submittal Form. Bidders must also specify their cancellation policy on the Bid Submittal Form for trips that are cancelled less than fourteen (14) days prior to the scheduled trip. 2.02 Requirements For Trips With Bus Transportation:
A. All buses used by the vendor for the purpose of transporting students under this bid must be 2015 or newer in age, have received inspection, maintenance and repair equal or superior to that required on buses used by the District. The District shall have no liability for transportation arranged and provided for students pursuant to this section. B. All buses used in the execution of this contract shall meet or exceed all applicable Motor Vehicle Safety Standards and requirements of the State of Florida Department of Education for standards of school buses when transporting students. All buses must also be routinely and properly maintained to ensure safety. All equipment shall be properly inspected prior to its delivery at designated pick-up points. This inspection must include a complete safety check to ensure equipment is in proper working order, verification of proper mechanical operations of all systems including air conditioning. C. All buses that are provided as wheelchair lift accessible must meet all the current Federal, State and local legislation as it applies to handicapped transportation. D. Equipment shall be properly cleaned and maintained to ensure a comfortable trip for students and staff. Cleaning requirements shall include the exterior and the interior of the bus; windows, floors, seats, toilets and any other areas to ensure an overall clean and comfortable environment for all passengers. E. It will be the awarded bidder’s responsibility to reserve the correct number of buses and drivers for transportation that may be required for the field trip. Bidders are not allowed to charge an “Empty Seat” charge if the bus is not full to capacity. F. Capacity shall be maximized (not exceeded) and utilized for cost-efficiency purposes, keeping safety, comfort and the best interest of the passengers. G. Buses and the awarded bidder’s personnel shall be present at the pick-up site at least thirty (30) minutes prior to the scheduled departure time. H. ONLY Charter Bus Vendors that have been Awarded under SDOC-26-B-054-LV and SDOC-26-B-071-LV, Charter Bus Services for Extra Curricular Activities may be used, as awarded bidders have met all the District requirements. I. All personnel must pass a Level 2 Background Screening in accordance with the requirements found in Attachment A, section 30f. J. The awarded bidder shall provide timely transportation from schools to destination points of scheduled events and return trip. Schools shall be notified immediately when buses are running late, have broken down or for any reason, will not be on time for a scheduled pick-up, departure or return. If necessary, the awarded bidder shall provide replacement buses at no extra cost to the District. K. In the event of a late departure due to the awarded bidder, the awarded bidder will be responsible for any and all additional costs incurred to the District including, but not limited to registration fees, attendance fees, lodging, meals, missed flights, etc.
2.0 SCOPE OF GOODS AND/OR SERVICES AND APPLICABLE SPECIFICATIONS
This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL. The intent of this bid is to secure firm fixed pricing and select multiple qualified Bidders to provide Intra and Inter State Field Trips to be used on an as needed basis. This bid is for package trips such as Washington DC, Tallahassee and St. Augustine. Package trips may include, but not limited to transportation, lodging, meals, security, tour guides, tickets, etc. The performance of the field trip providers shall be in accordance with the terms of the specifications and the quality standards of service set forth in this bid. 2.01 General Requirements:
A. Trips may include but not limited to the following:
• Round Trip Transportation (Air, Train, Bus, etc.)
• Lodging
• Security Guard(s) on duty at night for the welfare of the group
• Meals
• Admissions and Gratuities
• Background information package on the trip’s destination for the group sponsor
• Study Guides/Literature
• Licensed Guide/Tour Escort to handle tour details B. The successful bidder(s) must obtain any and all licenses and permits that may be required by this bid at no cost to the District. C. Normally, the District does not pay for services that have not been rendered. Although we realize that some of these services included in this bid must be paid for in advance such as when using Airline or Amtrak services. Therefore, this bid will allow for deposits. Bidders must specify on the bid submittal form their standard deposit requirements. Refer to Attachment “A” Section 32 for details on invoicing and payments. D. The bid between the awarded bidder(s) and the School board shall be approved by the Board. The Purchase Order is considered the contract. E. There may be times when a school will book a trip at the beginning of the school year, however the trip is not until later in the school year. The Purchase Order will not be processed until after all the funds have been collected from the students, chaperones and teachers. When this occurs, the Principal will be allowed to sign any itineraries or confirmations as long as the vendor has not stipulated any Terms and Conditions on the Itineraries or Confirmations, especially those that may change any portion of this bid. F. It will be the responsibility of the awarded bidder(s) to finalize all arrangements and confirm dates and times of departures, length of trip and event (in hours or days), number of passengers, return dates and times, and other pertinent information as required by the awarded bidder(s) at least thirty (30) days prior to the date of the scheduled trip. G. The District reserves the right to modify or reschedule trips due to inclement weather (as deemed by a School District Administrator), or unforeseen circumstances and shall notify the awarded bidder of any such modification without penalty to the District prior to the scheduled departure or pick-up. H. All services rendered under this bid shall be rendered under the Districts name: The School District of Osceola County, Florida, followed by the Schools Name, and/or Department Name. I. Unless otherwise noted on the Bid Submittal Form, the District reserves the right to cancel trips at least fourteen (14) days prior to the scheduled trip without penalty to the District. The awarded bidder(s) shall be required to return the deposit unless otherwise specified on the Bid Submittal Form. Bidders must also specify their cancellation policy on the Bid Submittal Form for trips that are cancelled less than fourteen (14) days prior to the scheduled trip. 2.02 Requirements For Trips With Bus Transportation:
A. All buses used by the vendor for the purpose of transporting students under this bid must be 2015 or newer in age, have received inspection, maintenance and repair equal or superior to that required on buses used by the District. The District shall have no liability for transportation arranged and provided for students pursuant to this section. B. All buses used in the execution of this contract shall meet or exceed all applicable Motor Vehicle Safety Standards and requirements of the State of Florida Department of Education for standards of school buses when transporting students. All buses must also be routinely and properly maintained to ensure safety. All equipment shall be properly inspected prior to its delivery at designated pick-up points. This inspection must include a complete safety check to ensure equipment is in proper working order, verification of proper mechanical operations of all systems including air conditioning. C. All buses that are provided as wheelchair lift accessible must meet all the current Federal, State and local legislation as it applies to handicapped transportation. D. Equipment shall be properly cleaned and maintained to ensure a comfortable trip for students and staff. Cleaning requirements shall include the exterior and the interior of the bus; windows, floors, seats, toilets and any other areas to ensure an overall clean and comfortable environment for all passengers. E. It will be the awarded bidder’s responsibility to reserve the correct number of buses and drivers for transportation that may be required for the field trip. Bidders are not allowed to charge an “Empty Seat” charge if the bus is not full to capacity. F. Capacity shall be maximized (not exceeded) and utilized for cost-efficiency purposes, keeping safety, comfort and the best interest of the passengers. G. Buses and the awarded bidder’s personnel shall be present at the pick-up site at least thirty (30) minutes prior to the scheduled departure time. H. ONLY Charter Bus Vendors that have been Awarded under SDOC-26-B-054-LV and SDOC-26-B-071-LV, Charter Bus Services for Extra Curricular Activities may be used, as awarded bidders have met all the District requirements. I. All personnel must pass a Level 2 Background Screening in accordance with the requirements found in Attachment A, section 30f. J. The awarded bidder shall provide timely transportation from schools to destination points of scheduled events and return trip. Schools shall be notified immediately when buses are running late, have broken down or for any reason, will not be on time for a scheduled pick-up, departure or return. If necessary, the awarded bidder shall provide replacement buses at no extra cost to the District. K. In the event of a late departure due to the awarded bidder, the awarded bidder will be responsible for any and all additional costs incurred to the District including, but not limited to registration fees, attendance fees, lodging, meals, missed flights, etc.
Dates(All times are listed as
EST
)
Broadcast Date
3/31/2026 8:00 AM EST
3/31/2026 8:00 AM EST
Question End Date
4/21/2026 12:00 PM EST
4/21/2026 12:00 PM EST
Due Date
5/15/2026 2:00 PM EST
5/15/2026 2:00 PM EST
Bid Opening Date
Pre-Bid Conferences
Total: 1
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
| 4/15/2026 | 9:00 AM | No |
817 Bill Beck Blvd
Building 2000 - Purchasing Kissimmee, FL 34744 |
Documents
Total: 8
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 0
| Question | Date Asked | Answer | Date Answered |
Commodity Codes
Total: 24
| Code | Description |
| [556-10] | Coach, Transit (Articulated) |
| [556-60] | Coach, Transit (Touring) Conventional |
| [556-70] | Coach, Transit (Touring) Custom |
| [905-80] | Traveler's Assistance Services |
| [958-92] | Travel Management Services |
| [961-78] | Travel Agency Services |
| [961-80] | Tour Guide Services |
| [962-87] | Travel, Local (Provided by Third Party) |
| [962-88] | Travel, Non-Local (Scheduled and Unscheduled), Provided by Third Party (Incl. Commercial Airplane Travel and Helicopter Services) |
| [963-87] | Tours, All Types |
| [961-13] | Chartering Services for Aircraft, Boats, Buses, and other Transportation |
| [962-17] | Bus and Taxi Services, Limousines and Vans (Including Operations, Management, and Terminal Services) |
| [961-82] | Transportation Services (Not Otherwise Classified) |
| [962-16] | Bus Transportation Services, School |
| [905-80] | Traveler's Assistance Services |
| [958-92] | Travel Management Services |
| [961-78] | Travel Agency Services |
| [962-87] | Travel, Local (Provided by Third Party) |
| [962-88] | Travel, Non-Local (Scheduled and Unscheduled), Provided by Third Party (Incl. Commercial Airplane Travel and Helicopter Services) |
| [961-80] | Tour Guide Services |
| [963-87] | Tours, All Types |
| [071-86] | Trams, Touring |
| [556-60] | Coach, Transit (Touring) Conventional |
| [556-70] | Coach, Transit (Touring) Custom |
Publications
Total: 0
| Publication | Date |
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