ࡱ> ^`]y M"bjbj 7:{{2"""8Z<$"V( cVeVeVeVeVeVeV$YD\fVVV="="="cV="cV="="NLSKb~ۧ^oQhOVV0VQ\\`SS\S`="VV ~V\ : Date: October 11, 2012 RE: Chamber Choir Concert Tour Dear Potential Respondent: The University of Oregon (University), is seeking tour consulting services for the Universitys School of Music and Dance. Please do not respond exclusively by telephone or merely by sending marketing brochures. Please feel free to make suggestions, in addition to responding to the questions. Please submit your responses to Ceci LaFayette at Lafayett@uoregon.edu by no later than October 19, 2012. Responses submitted after this date may be considered if the University, in its sole discretion, deems appropriate or desirable. Once the University receives all information it wishes to obtain, it will evaluate the information and determine whether to negotiate with you. The University may negotiate with no vendors, one vendor, or more than one vendor. It is the Universitys intent to purchase the services it deems, in its sole discretion, to provide the best value to the University, though the University may choose not to purchase any services. Price will be one of many factors considered in any purchase. The factors considered are not limited to those addressed in this letter, the responses to this letter, or any other inquiries the University might make and responses it might receive. The University is under no obligation to share additional information with you beyond that contained in this letter but may do so if the University, in its sole discretion, deems it advantageous. It is hoped that the result of this process will be a binding contract between the University and a vendor which will include terms and conditions substantially set forth in the draft contract enclosed with this letter as Attachment 1. If you have questions, concerns or proposed revisions to any of the terms and conditions contained in Attachment 1, you must address those in your response. If you do not address your questions, concerns or proposed revisions in your response, the terms and conditions in Attachment 1 will be non-negotiable and will not be subject to revision. Scope of Work The University is seeking information to use in negotiating the purchase of tour consulting services for a concert tour of Ireland for two University groups from April 27, 2013 May 7, 2013. Chamber Choir (Group 1): Group 1 tour - not to exceed 33 participants Round trip air transportation by scheduled carrier between Portland Oregon and Dublin Ireland based on a shoulder-season, weekend departure and midweek return. Pre-departure briefing and assistance at airport check-in for the group. All taxes, tips and service charges normally payable for services included in this Scope of Work. Nine nights accommodation in tourist class hotels, sharing twin-bedded rooms with private bathrooms, if single room requested provide additional fee, if any. Continental breakfast daily plus 4 dinners. Land transportation by private luxury air-conditioned motorcoach April 28 May 2 and May 6-7. Guided sightseeing tours of Dublin and Cork. Paid entrances to Cliffs of Moher, Aillwee Cave and Rock of Cashel. One courier per motorcoach from arrival in Dublin until departure from Dublin Coordination of 2 performances, consisting of concerts, service participations and informal recitals. Promotion of concerts by production of posters and fliers, announcements in press releases to the media and the notification of local groups and music organizations. Website or technology available for tour participants to support tour services. Website or technology available for tour participants to support tour services. Director and Guests (Group 2): Group 2 tour- not to exceed 15 participants Round trip air transportation by scheduled carrier between Portland Oregon and Dublin Ireland based on a shoulder-season, weekend departure and midweek return. Pre-departure briefing and assistance at airport check-in for the group. All taxes, tips and service charges normally payable for services included in this Scope of Work. Seven nights accommodation in superior tourist class hotels, sharing twin bed rooms with private bathrooms. Two nights accommodation in Waterford Castle, sharing twin bed rooms with private bathrooms. Continental breakfast daily plus 4 dinners. Land transportation by private luxury air-conditioned motor coach. Guided sightseeing tours of Dublin and Kilkenny. Paid entrances to Trinity College Dublin Old Library, Guinness Storehouse, Powerscourt Gardens, Glendalough, the Waterford Crystal Factory, Kilkenny Castle, the Middleton Old Distillery, Muckross House, Blarney Castle and the Rock of Cashel. One courier per motor coach from arrival in Dublin until departure from Dublin Traditional Irish Musical Pub Crawl Ticket to attend performance at the Gate Theater, Fleischmann International Trophy Competition and festival Gala Concert. Please address the following items and indicate if they will be included in the quoted fees: EUR 250 group participation fee Passport and visa fees Beverages Trip cancellation/interruption insurance Checked baggage fees, if applicable Submittals In response to this letter please provide: Proposed itinerary for Group 1 and Group 2 that includes all elements of Scope of Work above. An itemized budget of cost estimates based on price per person. The itemized budget must set forth a total price. Reference information (name address, telephone number, email address for at least three references. Provide any other information, documents, or materials you wish. Responses to this letter will be retained by the University for a required retention period and made a part of a file or record that will be open to public inspection. If a response contains any information that is considered a trade secret under ORS 192.501(2), you must mark each page containing such information with the following legend: TRADE SECRET. The Oregon public records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies unless the public interest requires disclosure in the particular instance. Non-disclosure of documents or any portion thereof or information contained therein may depend on official or judicial determinations made pursuant to law. An entire response to this letter marked as trade secret is unacceptable, and the response will be deemed available for disclosure to the public. Questions about this procurement should be directed to lafayett@uoregon.edu. Thank you for your prompt attention to this letter and your interest in the University of Oregon. 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